Qus1) Explain the Following common
meeting terms:


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Agenda: – This is the plan in which
we discussed at the menu and in what order. Basically it is used outline
process to discuss the main topics in business meetings.

Minutes: – Minutes are the formal notes we also called official notes. They are must
be accurate and record for the purpose of discussion and decide at the time of

Chairperson/Chair: – Chairperson must
have skills of management committee functions and properly participate into the
meeting. He the responsible that all the points should be covered and the
effective decisions are made and implement according to that.

Secretary: – The role of secretary is
to support the chairperson to conduct the meeting with smooth process. The
Secretary is the responsible for organize the meeting; maintain records of the
meeting and administration.

Time Keeper: – The role of Timekeeper
is to conduct the meeting on time and take care all the topics will be
discussed as per given time in agenda.

Casting Vote: – The caste vote is
term in which committee members has given equal numbers of vote for and against
a proposal. In meeting when chairperson want to take decision he or she will
adopt caste vote system where each participants will give a vote either in
favour or in against.

Censure: – The censured is not
referred by a name in the motion but simply we called “The
President”. A censure indicates the assembly’s disapproval of your

Quorum: – It is the minimum number of
members of an assembly that must be present at any of its meetings to make the
proceedings of that meeting valid.

Proxy: – It is substitute means proxy
vote is a ballot cast by one person on behalf of another. One of the benefits
of being a shareholder is the right to vote on certain corporate matters.



Qus2) Describe at least two factors
related to meeting structures and arrangements that help to ensure productive

Ans.  The two factors related to meeting structures
and arrangements that help to ensure productive meetings are as given below:

1)      Types of meetings to be
held (Web conference or video conferencing)

2)      Who will attend the
meeting (Participants)

Web conferencing: – In this
conference we interact with staff via computer or laptop. All the staff are
located at remote locations and they are connected with help of internet. This
is the excellent path to connect the remote location staff and get update

The relevant participants are must
for the meetings because they are directly relate and having deep interest in
the discussed topics.

Qus3) Outline the process required to
plan and arrange for a project team meeting where some of the team members are
located in different states.

We plan a Web conference because we have low budget and some of project
team is located in different states so according to that we plan a meeting. I
have plan and set of tactics that we used to set the type of meeting.

1) Make a budget to conduct the

2) Purpose of the meeting.

3) Availability of the participants.

4) Time frame of meetings.

5) Arrange Web conference equipment

6) Make Agenda and Meeting Minutes.

7) Distribute to the participants 7
days before of meeting held.

8) Acknowledge the availability of

9) discuss any doubts regarding
meeting agenda (if any)

Qus4) Give an example when a
face-to-face meeting is the most suitable option and explain why?

Interview is the most suitable option for face-to-face meeting because
of many reasons which are as given below:

Body language is communication

Ensures Engagement

Drives participation

Clarifies Meaning

More efficient

More Presentable

It increase the trust and empathize

It makes easy to focus

It feels as personal touch