Chapter #11 - Communtication

Question 1

When is it appropriate to use informal communication?

Answer 1

• emails can be informal if the subject is not related to the enterprise. e.g. emailing co-workers to arrange a lunch meeting.
• co-workers having a chat about life outside of work
• an informal meeting with co-workers to prepare for a formal meeting.

Question 2

What is a meeting?

Answer 2

When people come together for a particular purpose.

Question 3

What can meeting with a group of people help with?

Answer 3

• weighing up alternatives
• generating ideas
• tackling problems
• making decisions

Question 4

What can occur if a meeting is not well managed?

Answer 4

• Arguments
• People may be intimidated so that they don’t say what they are thinking

Question 5

What are the reasons someone wiuld hold a meeting?

Answer 5

• Managing a project
• Managing people
• Working with a customer
• Other methodes of communication are being complex
• Problems are arising
• Training people
• Conferences

Question 6

What 2 things must be created to organize a meeting?

Answer 6

You must create 2 key documents for a meeting:
* The notice
* The agenda

Question 7

What is the notice of a meeting?

Answer 7

An invite to attend the meeting. This is usually sent via email or letter.

Question 8

What should be included in a notice?

Answer 8

• the date, time, duration and venue of the meeting
• the purpose of the meeting and its expected outcome
• the introductions on how to accept or decline the invitation

Question 9

What action is taken once people accept the invitation to the meeting?

Answer 9

An agenda is sent along with any other documents that they are required to read before the meeting. As a general rule, this should be sent at least 5 working days before the meeting.

Question 10

What information does an agenda include?

Answer 10

• date, time, venue, and duration of meeting
• atendee list + appologies (all people who were invited but not able to attend)
• the minutes of the last meeting
• the matters to be dicussed (not a long list of things so that everyone id focused on the main reason for the meeting)
• any other business (AOB)
• the date and time of the next meeting

Question 11

Apologies

Answer 11

An item on the minutes of a meeting which shows the people who were invited to attend, but unable to do so.

Question 12

Minutes of a meeting

Answer 12

A document giving a clear and accurate record of the meeting

Question 13

What are the key roles in a meeting?

Answer 13

• The chairperson
• The minute taker

Question 14

What is the role of the chairperspn?

Answer 14

Makes sure the meeting stays on track and that everone has a chance to voice their opinions. They also have to make sure that people don’t spend too long discussing only one matter on the agenda.

Question 15

What is the role of the minute taker?

Answer 15

Records a summery of what was discussed during a meeting. Espessially the decissions that are made, if any tasks were allocated to do after the meeting, and whom was allocated to do it. When the meeting is done, the minute taker will type all of this up and send these out to all the people who attended.