1

Assessment 2
Part A – Written Assessment
1. Outline the role of a chairperson.
2. Choose a meeting relevant to your own organization and outline its purpose, style
and structure.
3. Produce communication that you would use to contact the participants
of your meeting with the details of the meeting, in the format favoured by your
organization, such as letter, email or poster. Explain how you would distribute these
to the meeting attendees.
4. Next, develop the agenda for your meeting.

Part B – Role-play
1. Each student will have an opportunity to conduct part of a meeting, covering all the
points in your agenda during the lecture.

• Addressing meeting by chair

• Style and structure of meeting

• Participation

• Discussion

• Problem solving and resolution of issues

• Completion of meeting within the time frame

• Total

2. You must produce minutes from the meeting covering decisions made and issues and
ideas discussed. Check they are accurate and formatted according to your
organization’s procedures.
3. Explain how you would name and store your minutes according to organizational
requirements.

Answers:

1A. Chairperson is the responsible for the smooth running of meetings, making sure all
the members have their time and can say during the meeting time, and as well as for
guiding the committee's work towards the aims set by the community association.

A chairperson must conduct the business in the order set the agenda, it is important for
this person keep the discussion focused only on the items set by the agenda prior to the
meeting. This person needs to make sure that a decision has been reached before going
onto the next item on the agenda, as a leader on the organization, the Chairperson allows
everyone to speak and be heard, make sure a record of all decisions is kept.

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If any conflict during the meeting, Chairperson is responsible to ensure that the issue is
resolved quickly without affecting the performance of the meeting and losing the
employees attention.

2A. The chose meeting to be attended by all departmental staff is to discuss and address
departmental performance (e.g. reviewing performance, setting objectives, reporting on
the outcome of actions taken and discussing any other matters in connection with
departmental operations).

The meeting:

Purpose: Discuss the department performance, project objectives, define the project
deliverables and compare the quality of the previous delivery to the client to this new
delivery.

Local: Company’s site.

Style: Conventional conversation and discuss.

Chairperson: Portfolio Manager.

Participants: Linguistic Director, Project Specialists, Project Assistants and Portfolio

Manager.

Frequency: Monthly.

Structure:

Introduction
• Welcome by the chairperson and the other members in the room;
• Offer water to the participants of the meeting, make sure everyone feels
comfortable in the environment;
• Minute taker notes the names and any changes to be considered.

Apologies for absence

• Create an accurate list of attendees on the day;
• Not arrived;
• Present.

Minutes of the previous meeting

• Approve the minutes;
• The only discussion should relate to: ‘Are the minutes accurate?’;
• Concentrate on errors of fact;
• Minutes should have been read by members BEFORE THE MEETING;
• The filed set of minutes should NOT be altered;
• The chair to sign after it;

Matters to be raised according to the agenda of the meeting

• Time to go through every and each point of the agenda.

A confirmation that agreed actions have been stablished

• An update from an item(s) in the meeting.

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Finalizing the meeting
• Thanks to the participants;
• Quick overview on the points that has been discussed and the outcomes;
• Send an email to formalize the meeting.

3A. The communication to the participants will be made via e-mail, as we find to be the
most effective way to invite people for a meeting in our organization.

This email will be sent out to the participants 1 week before the day of the meeting in
order to receive their acceptance or rejection.

DATA COLLECTION MEETING – DEPARTMENT PERFORMANCE

DATE: 10/09/2019
TIME: 10:30 am
LOCAL: “Alpha” Meeting Room

The purpose of this meeting is to discuss the department performance, project objectives,
define the project deliverables and compare the quality of the previous delivery to the
client to this new delivery.

Victor Vilarubia,
Project Manager

4A.

MEETING AGENDA

2Q Data Collection Meeting

DATE: 10/09/2019 TIME: 10:30 am

LOCAL: “Alpha” Meeting Room

1. Welcome New Members / Each member Introduction

2. Performance from last quarter and highlights
3. Presentation of this quarter performance, special mentions and highlights
4. Action plan from each of the departments
5. Updates schedules, costs and changes during the project
6. Documentation
7. Report of lessons learned

1B.

“Hi Team,

I am Victor Vilarubia, the Project Manager for this Data Collection project and the
chairperson of this meeting.

The purpose of this meeting is to discuss the department performance, project objectives,
define the project deliverables and compare the quality of the previous delivery to the
client to this new delivery.

The style of this meeting will be conventional and open for discussion.

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Among the participants, we have here with us: Linguistic Director, Project Specialists,
Project Assistants and Portfolio Manager.

The frequency of this meeting will be monthly.

This meeting is an opportunity for us to discuss about:

1. Performance from last quarter and highlights

2. Presentation of this quarter performance, special mentions and highlights
3. Action plan from each of the departments
4. Updates schedules, costs and changes during the project
5. Documentation
6. Report of lessons learned

We aim to finish this meeting in 60 minutes as it has been scheduled. By the end of this
meeting we will have problem solving and resolution of present issues.

We start this discussion highlighting the main points of our quarter, talking about the
future of our company and how important and valuable is the work that you do”

2B.

2Q Data Collection Meeting

Date: 10/09/2019
Chair: Victor Vilarubia
Time: 10.30am – 11.30am
Objectives: Discuss the department performance, project objectives, define the
project deliverables and compare the quality of the previous delivery to the client
to this new delivery.
Attendees: Thais Freitag (Linguistic Director), Mariana Moura (Project Specialist),
Sam Su (Project Assistant)

Minutes

• Thais Freitag talked about the goal to make more accessible the
communication to the client and management level.
• Thais suggested to make alliance with the government in order to dominate
space in Data Collection and be the main supplier for this kind of data.
• All participants agreed that the quality of the deliveries should be
reviewed, and action must be taken in one-week time.
• Thais will contact the client in order to get this support on how we can
align the expectations to what we can deliver.
• Victor went through the performance of the department, comparing to the
last quarter.
• Victor has suggested new KPIs to be established to the DC department.
• Sam Su mentioned that technological advances need to be included in the
company. Could result in 50% efficiency, new to the market.
• Mariana asked for a detailed spreadsheet with the costs for this
technological improvements.
• Mariana scheduled another meeting for 13/09/2019.

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Actions

No. Action Items / Outstanding Issues Who By When

01 Contact the client for support Thais 13/09/19
02 Presentation/Spreadsheet efficiency Sam Su 12/09/19

Next Meeting
Update on 2Q Data Collection
Date, time, venue: 13/09/2019 – 10.30am – “Alpha” meeting room

3B. According to my organization requirements we must share a folder in a shared

hard drive, where all people involved in certain area of the company can manage
to find the files whenever needed. This share hard drive needs to be separated
into folders, with the name of each area of the company. Inside the folder, it is
again separated by subjects such as training, minutes, agendas, and others. On the
minutes folder, we save the name of the file including the date that the meeting
happens and the subject of the meeting in a pdf document.

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