Informal Meeting

Questions: The tasksSelect a suitable medium to conduct the informal meeting such as: a face to face meeting an electronic meeting such as Adobe Connect using chat or audio facilities video or telephone conferencing.This can be an actual workplace, association, sporting, church or any other suitable organisations may be used for the purpose of this assessment. Meetings held in your own home or suitable venue can also be used for this assessment.If undertaking a meeting at home or suitable venue, you can select your own relevant meeting topics or use a meeting topic from the following list: OHS issues in your community, for example playground equipment or park facilities Organising a family function, for example a holiday, a wedding, anniversary or birthday celebration Community issues that relate to your neighbourhood or street, for example traffic or a street party.Complete the following four tasks.1. Prepare for the informal meeting. In a Word document do the following: Prepare an agenda for the meeting. (If necessary you may need to review the previous meeting minutes and consult with other meeting members). Outline the meeting arrangements in accordance with organisational requirements. Include booking rooms, organising catering, equipment and any other arrangements. Explain how you will dispatch the meeting agenda and any other meeting documents to meeting participants within designated organisational timelines. (Some organisations require the agenda to be dispatched 7 days before a meeting. (You may provide a screen shot of any emails sent to participants)2. Conduct an informal meeting making sure you do the following: Chair the meeting focusing on achieving the meetings objective Follow the meeting agenda Get one of the participants to take the Minutes and record the decisions made during the meeting The meeting must be at least 20 Minutes long3. Check and distribute meeting minutes and file meeting records. Complete the following: Edit and type up the Minutes of t he meeting that you will distribute to participants in a Word document. In a separate document explain how you would distribute the Minutes of the meeting and the timeframe you would follow. Also explain how you would file meeting records and other meeting documentation.4. Complete the Informal Meeting Verification Form (see Appendix 1) Answers: Task 1: 1.1 Agenda for the Meeting Subject: Organizing a holiday planDate: Place: Agenda Objectives To review the purpose of holiday To adopt a goal or vision for holiday To review the team member of holiday To provide an orientation of holiday To identify the roles of meeting To plan the next steps To confirm the holiday trip To confirm the member of holiday trip membership To evaluate the meeting Agenda 10.00 Welcome the gather team member in the meeting10.05 Review of the purpose of holiday10.10 Adopt the goal for holiday trip (Place)10.15 Review of membership for trip10.20 Identify and distribute roles and responsibility for trip10.25 Plan for the next steps10.30 Confirm holiday trip10.35 Complete Meeting Evaluation. 1.2 Outline of Meeting Arrangements To make a plan for holiday trip on upcoming Sunday To identify the proper venue for holiday trip To booking the place for holiday trip To organized the catering To know the trip membership To discuss the price of trip To equip the entire process of trip 1.3 Explanation of dispatching meeting agenda In order to dispatch the meeting agenda, analyst follows seven different steps such as 1. Clarify that this meeting will situate for organizing a holiday trip on upcoming Sunday.2. Identify the members of trip for holiday and develop a trip committee as well as share roles and responsibilities among committee member.3. Schedule the meeting at 10.00 on the hall room of apartment. Generate electronic mail to all member of apartment mentioning the purpose of meeting.4. Provide a notice on apartments notice board about meeting that held on 15.02.2015 5. Provide enough information to notice board in terms of organizing meeting6. Provide purpose of meeting with place and time7. Ensure that hall room of apartment is fully furnished with well decorated chairs and one flower cab on the table. Table placed in high place in order to see all member of the meeting from one place. Task 2: The chairperson of the meeting is Mr. John Corley. As a chair person of meeting, Mr. John Corley undertake total responsibility of organizing meeting such as invitation mail to the apartments member, set notice on apartments notice board, advised labor to reschedule chair on hall room, etc. Apart from that, chairperson of meeting set reminder e-mail before one hour of the meeting to all family member of the apartment (American chemical society meeting, 2003). It helps in ensuring that meeting start at exact time. Moreover, meeting was properly produced according to the scheduled time by the chairperson and the door of hall room closed exactly at 10.40 AM. The meeting agenda was also followed by the chairperson. All the member of apartment except MR. and Mrs. Horney were present at the hall room of apartment. Chairperson starts the meeting by describing purpose of gather apartments member in hall room. At 10.10 AM adopt the goal for holiday trip. Meeting agenda was properly followed into three different segments such as Informational items: Welcome all member into the hall room by considering a brief ice breaker (APPM meeting abstracts, 2008). Review the minutes of meeting and purpose of meeting.Action Items: Discuss about the trip such as trip location, total membership, timing of trips and identify the next steps.Forward Planning: Properly identify the outcomes of the meeting and agenda for trip. Send minutes to the member within 1 hour after meeting closed. Mr. Thomas was appointed for getting record and creating minutes of made decision during the meeting. The meeting was started at 10.00 AM on Sunday and Closed at 10.40 AM. Task 3: 3.1 Edit and Type of meeting minutes Meeting Overview: Review the last holiday trip of apartment for generating idea about expected amount. Discuss about preliminary budget. Plan for the place where trip will hold. Discussion point: Motion to discuses about the acceptance of declared date by chairperson Mr. John Corley. Level of collaboration with each other and make a layout of financial budget.Next Steps: Plan for booking logistics, advance payment for booked place, distribution of more responsibilities to senior member of apartment. 3.2 Distribution of Meeting minutes In order to distribute meeting minutes, chairperson with apartment committee takes responsibility and sent emails to the member of apartment one by one. In the meeting, chairperson sent a reminder email before 1 hour of meeting start. 3.3 Explanation of file meeting records and other meeting documents In order to record the meeting importance and other related documents one member introduced and gave a responsibility of typing or recording meeting importance. Using usable form placed the minutes. Create a formal outline for trip including budget and cooperation. Make the important amendment to the minutes. Place the original copy of created minutes and mails to all member of apartment. 4. Informal Meeting Verification Form To be completed by people attending the informal meeting you chaired.Title of meeting: Organizing Meeting for HolidayLocation of meeting: Date of meeting: 01.02.2015To be signed by meeting attendeesI verify that: (insert chairpersons name) Mr. John Corley chaired the above meeting.Meeting attendees name: Mr. John Lewis Meeting attendees signature: ___________________________________Date: 01.02.2015Meeting attendees name: Stephen ClarkMeeting attendees signature: ___________________________________Date: 01.02.2015Meeting attendees name: Adam SmithMeeting attendees signature: ___________________________________Date: 01.02.2015 References American chemical society meeting: Snapshots From the Meeting. (2003). Science,300(5617), 243b-243. APPM meeting abstracts. (2008). Pain Medicine, 9(1), 88-141. NACIS Annual Meeting, M. (2009). NACIS Annual Meeting 2009. Cartographic Perspectives, (62), 67.