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ILM 328 assignment task 1: Understand how to prepare and plan a meeting

AC 1.1: Explain the purpose of a meeting

There is a gathering among people, and conclusions are reached after debating and exchanging ideas. Meetings can be arranged for a variety of reasons, including information sharing, the following, and more:

• Information exchange: You may inform a group of individuals about the next steps in a project, policy or procedure changes, or the start of new work.
• Cooperate and problem-solve: Meetings may be used to cooperate with others on problem-solving tasks including brainstorming ideas, soliciting input and feedback, or creating an action plan.
• Make decisions: In a meeting, utilise discussion to reach a conclusion. You may chat about problems and choices, assess the pros and cons, and then vote on a plan of action.
• Coordinate and plan: Meetings may be used for coordination and planning activities such as creating goals and objectives, assigning tasks, and setting deadlines.
• Relationship building: Meetings will be vital for forming connections that will improve cooperation, collaboration, and open communication, as well as trust building.

AC 1.2: Explain the purpose and structure of an agenda

The agenda is a list of topics to be addressed or dealt with during the meeting. The objective of an agenda is to:

• Provide an organized structure for the meeting: An agenda keeps the group on track and centres on all relevant subjects.
• It communicates the meeting’s goal and objectives: The agenda serves to express the meeting’s purpose and objectives, providing attendees with more background and context.
• Giving participants a head start: an agenda allows them to evaluate the content on the discussion agenda and prepare any essential information and documents before the meeting.

The general outline of an agenda may vary with the purpose and requirements of the meeting, while a regular agenda generally includes:

1. Title and date of the meeting: The title and date of the meeting must be provided on an agenda.
2. Objectives: The objectives of the meeting should be explicitly stated so people know what to expect and can prepare accordingly.
3. Attendees: The attendees’ list should be included, along with relevant contact information, too.
4. Schedule: The meeting schedule should include the meeting time open and close and, for each agenda item, the duration of time allotted.
5. Action Items: They should be enumerated, including all background data or materials in relation to such items.
6. Action items: Any action items or decisions that are made at the meeting should be very explicit.
7. Next steps: Any follow-up on actions that would be undertaken after exiting the meeting should be outlined.

AC 1.3: Explain how to select and invite the right people to attend the meeting

The individuals to be invited to a meeting are extremely significant since the success of the aforementioned meeting depends on the people who take part in it and engage actively. This may be followed by these methods for identifying and inviting suitable persons to a meeting:

Define the purpose of the meeting: It is fairly tough to invite the correct individuals until you have stated the aim of the gathering. This will aid you in selecting who needs to be included and who may be omitted.

Make a list of probable attendees: Once the goal of the meeting is determined, then develop a list of possible attendees. Identify all people who can participate in the conversation and decision-making process and have knowledge and experience on the issue in question.

Add logistics: Consider the practicalities involved in the meeting, such as place, time, and for how long. This way, you’ll know who will attend and who won’t due to other obligations or location.

Inviting the proper people: Now that all these probable guests have been established, it is now time to send out invites. People have to be told beforehand so they may make arrangements. You should also state for what purpose the meeting will be performed and other information that is relevant, such as the place and the schedule.

Follow up with those who cannot attend: If there are members who cannot be attended to, one might follow up with them and see if they would prefer to take part in the debate by any other conceivable means, such as by phone calls or emails. This would guarantee that all essential feedback based on relevant views is solicited. 

AC 1.4: Describe how to prepare before a meeting

Preparedness before a meeting will determine its success. The following are some preparation activities that can be done before the meeting:

Reflect on the purpose of the meeting: Take some time to consider the purpose of the meeting and what you would like to achieve from it. This will assist you in sustaining focus while at the meeting, hence ensuring that time spent yields something.

Identify the agenda: Consider the subject matters to be discussed at the meeting and in what order. This will keep the meeting organized and on track.

Gather all the required materials together: Prepare a list of materials that will be requested at the meeting, which may include presentations, handouts, or reports. They should all be prepared and available well before the commencement of the meeting.

Review background information pertinent to the topic for discussion: If subjects are to be discussed during the meeting and you are not familiar enough, take sufficient time to examine some pertinent background information. This way, you shall acquire a greater understanding of the issues and contribute meaningfully.

Confirm logistics: Reconfirm the place and time designated for the meeting and most any other logistical item to ensure the smooth operation of the event.

Send a reminder to attendees: send a reminder to all the attendees a few days before the meeting, asking them to confirm their attendance and reminding them of the aim and purpose of the meeting, whether it is being conducted as per the requirement of the company or whether any information needs to be brought along, like the location and time of the meeting.

ILM 328 Assignment task 2: Understand how to manage a meeting

AC 2.1: Explain the roles and responsibilities of the chairperson, the secretary and individuals at a meeting

In a meeting, there are usually clear roles played by the people in attendance, like the chairperson, secretary, and others. The following is a general overview of these roles:

Chairperson: The chairperson runs the meeting session to facilitate its proper timing. Its responsibilities will include fixing an agenda, making opening remarks before introducing speakers, managing discussions, or keeping the meeting on track.

Secretary: basically, these are the minutes or records of things discussed and decisions that will be made. They could also send minutes out after the meeting and track any action items assigned.

Individuals: All attending the meeting should contribute to the discussion when deciding. All those who attend the meeting should be prepared to make contributions to the discussion and respect other people’s ideas.

It is worthy to note that the above roles and responsibilities could differ with every discussion on the meeting context and requirements by the group. It would be advisable that these roles and responsibilities are made clear before they start the meeting so that one knows what is expected of them.

AC 2.2: Explain basic meeting protocol and procedures

Meeting protocol is generally the standards and regulations followed during a meeting to guarantee that it is efficiently conducted. The following are fundamental typical protocols and practices in meetings:

Begin and close punctually: the meeting should start exactly at the specified hour. Moreover, try shutting at the stated hour. This will display respect for the attendee’s time so that every minute matters throughout the sessions.

Keep it agenda-driven: A proper agenda for a meeting will make it organized and focused. Take each topic one after the other, sticking to time.

Follow proper speaking protocol for meetings: This refers to following the right protocol when speaking in a meeting. This sometimes implies raising your hand as an indication that you plan to participate in the discourse. You wait to be recognised by the chairperson before speaking and speak clearly and concisely.

Active participation: All discussants and decision-makers should be consulted. This typically makes the process better and delivers better outcomes.

Other people’s opinions should be respected: You should respect the opinions of other people even if you do not tend to agree with them. It is entirely acceptable to differ, but you should do it gently.

Follow up on action items: Follow up after the meeting on the action items provided to guarantee the fulfilment of defined tasks according to the period, so the objective of the meeting is realised. 

AC 2.3: Explain positive and negative actions that can affect meetings

Numerous actions go to enhance or deter the success of any meeting. Some of these positive and negative actions affecting meetings include the following:

Positive actions

Being on time: Being on time proves respect for other people’s time and ensures that a meeting can be conducted within the expected schedule.

Being prepared: arriving knowing exactly what the agenda is and taking along anything you may need will ensure that you are as effective as possible in participating in the discussion and decision-making process.

Activeness of listening: the activeness of listening to others opens up communications and, thus, could lead to better outcomes.

Even your opinions regarding others: Considering the other person’s thoughts positively can be really helpful in creating a suitable environment for better work.

Negative actions

Punctuality: Punctuality in a meeting holds an individual at a bad level and may disturb the meeting time altogether.

Being unprepared: Being unprepared prevents members from participating in the discussion, which can slow down the meeting.

It is disrespecting the person: One’s opinion or idea may be disrespected, which creates a negative atmosphere and may hinder open communication and collaboration.

It is not organised: Without the following agenda or being prepared to manage and organise, it becomes a chaotic and unproductive meeting.

AC 2.4: Explain the purposes of minutes and action plans

Minutes are a written record of talks held as well as conclusions reached during any meeting. In other words, there are numerous explanations for minutes.

Minutes of decisions made and action items: the minutes would describe records of any decision that was taken place during the meeting and any action items allocated due to this discussion. That is, there is a clear concept of what has to be done and by whom.

Reference: The members who could not attend the meeting and all those who may need to refer back to the specifics of the meeting can refer to the minutes.

Follow-up: This helps facilitate follow-up on action items as well since the minutes will offer a clear record of what is anticipated to be done and by whom.

An action plan is a defined plan of measures to be performed to attain a given goal. It generally arises from meetings and may contain the available time, any needed resources, and a description of who is to accomplish what. The purposes met by action plans are:

Facilitating goal attainment: Action plans assist in breaking the major goals into many smaller, doable actions. Thus, it is feasible to reach such aims successfully.

Providing a roadmap: Action plans give a clear roadmap toward the accomplishment of a goal; consequently, they keep everyone on track and complete all duties on time.

Helps in communication: Action plans are simpler means of promoting communication among the members of the teams since they generate clear knowledge of what needs to be done and who is meant to do what.