4.2 Explain The Role And Responsibilities Of Different Types Of Meeting

There are many different types of meetings. For example, formal meetings. These include company annual meetings. These are held yearly and are used to present annual reports and figures. These sorts of meetings are in informative meeting so by design need a quorum, if this number isn’t meet then the meeting needs to be cancelled and rearranged. Invites for these events need to be se4nt out well in advance, at least 10 days; this is also the same for the agenda. Another type of formal meeting is a Board of directors meeting. A director is a head of the service/department that you are in, so a board of directors is like a senior management meeting. Within this meeting overall company targets are discussed, financial reports are reviewed and
These include team meetings and the chair of the meeting is the team manager. The discussions are generated around what each member of the team is doing and is used as an update to inform members of the team what projects you are involved in and what your current work load is to see if someone could help you. There are also individual project meetings. These are specific to a project that someone is running. This is where duties will be handed out people will become aware of their role for the day.

AC4.2: Explain the role and responsibilities of the chair
The role of the chair is to lead and direct the meeting and to ensure that it stays on the right track.

The responsibilities if the chair are to check all persons invited have arrived and that they have signed in. This can sometimes be delegated to the minute taker. It is up to the chair to update and review the agenda, as this outlines the purpose of the meeting. They also control the meeting, refocusing the discussion and set the pace, keep to time. All comments are questions are addressed through the chair and it is the chairs responsibility to support the note-taker and clarify any misunderstanding.

AC4.3: Explain the role of others in a meeting

There are many different roles of those within a meeting. For
This is important as if this is not done then they may not agree with the discussion points or minutes, and by the next meeting it may be too late to send amendments. It is likely that the minute taker of the chair of the meeting will provide you with copies of the up to date agenda and any supporting documents, but check is his beforehand as this may not be the case.

During the meeting it is the responsibility of the attendees to listen carefully and take part in any discussions where ever appropriate. They should ensure that they conduct themselves accordingly so as to not distract other members of the meeting by whispering. It is also down to them to make there own notes during the meeting and to keep track of what their actions are.

After the meeting you should brief other members of your team of it is in regards to them or if they were unable to attend. You also have to make sure that you complete all actions that are given to you. If you are given actions them or is up to you to ensure that you are available to report these actions back at the next meeting or to make sure that you send a representative.

AC4.4: Explain techniques to facilitate a