Meetings and Communication

Question 1

Compare the role of the Chairperson and the Administrative Assistant with regards to meetings.

4 Marks

Answer 1

• The Chairperson will decide on the agenda items whereas the AA (Admin Assistant) will create the agenda and send it to attendees
• The Chairperson will inform the AA of the requirements for a venue whereas the AA will research and book the venue
• The Chairperson will decide/request specific equipment or requirements for the meeting whereas the AA has to ensure the equipment is booked
• The Chairperson will decide on attendees and the AA would invite attendees/send Notice of Meeting
• The Chairperson will work through the agenda items in order during the meeting whereas the AA will take the minutes
• The AA ensures that the minutes are typed up whereas the Chairperson checks the accuracy before they are distributed

Question 2

Outline three benefits of remote meetings.

3 Marks

Answer 2

• Can minimise staff travel and accommodation costs.
• Productivity and time is not lost due to travelling and jet lag.
• Can link teams across the globe and helps create effective teams.
• Staff do not need to be in work to participate in discussions.
• More people are able to participate in meetings.
• Visual remote meetings can be good for staff relationships, rather than sending e-mails.
• Meetings can be recorded and accessed at a later date.
• Staff may be happier not to travel, as can upset family life.

Question 3

Justify which documents should be e-mailed to all participants in advance of a remote meeting.

3 Marks

Answer 3

• Notice of meeting — reminds staff the meeting is taking place and attendees can give their apologies if they are unable to attend. There may be a legal requirement to send this out at a set time before the meeting.
• Agenda informs participants of the topics and approximate timings.
• Minutes of previous meeting can be read and checked for accuracy or can inform those who were not at that meeting what was discussed.
• Written instructions on how to access meeting software and hardware required to join the meeting.

Question 4

Compare the following methods used by an organisation to communicate with employees:

• Intranet and Group Chat
• Group Chat and Team Meetings

Answer 4

Intranet and Group Chat -

• Use of the intranet is for 1-way communication whereas the Group Chat allows for 2-way communication
• Employees can ask for clarification/more information via Group Chat however, they cannot do this through the intranet
• The company intranet is a formal method of communication, whereas the Group Chat is an informal method of communication

Team Meeting and Group Chat -

• Both allow for 2-way dialogue, follow-up questions and clarification
• A Team Meeting ensures all employees receive key messages at the same time whereas a Group Chat would be accessed/read at different times by employees