NAME: NONKANYISO MKHIZE

STUDENT NUMBER: 10613277

MODULE CODE: EPP2602
UNIQUE NUMBER: 735813
ASSIGNMENT NUMBER: 01
DUE DATE: 24 MARCH 2023

DECLARATION FORM
I, Nonkanyiso Mkhize 10613227 declare that this portfolio of evidence is my own
original work and I did not copy any other person’s work. I also declare that I have read
and understand the Unison Plagiarism policy, which prohibits the submission of
plagiarized work as one’s own work. Where I have used information from other sources,
a list of reference and in text reference is provided in order to acknowledge the original
authors of the information.
Signature: N Mkhize

Date: 05 March 2023

Place: Home

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TABLE OF CONTENTS
CONTENTS PAGE
QUESTION 1 3
The difference between public and private meetings 3
1. Introduction 3
2. Definition of concepts 3
3. The difference between public and private meetings 3
4. The classification of private meetings 4
5. Conclusion 5
6. List of consulted sources 5

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Question 1
Write a four-page essay in which you critically outline the difference between
public and private meetings from the case study.
1. Introduction
There are various meeting kinds. In our situation, there are two major categories of
meetings in the policing environment: community (public) meetings and private
meetings. In this essay, I'll try to compare and contrast public and private meetings.
Defining the words community (public) and private meetings will help us achieve this.
We will also talk about how private talks are classified.
2. Definition of concepts
Meeting: A meeting is a gathering of (two or more) individuals with the purpose of
exchanging information, making decisions, or talking through specific issues (Cleary,
Harran, Luck, Potgieter, Scheckle, Van der Merwe & Van Heerden, 2003). A meeting is
a gathering of two or more people to talk about issues that both parties find important
and to make and carry out any choices that must be made in relation to those issues
(Erasmus-Kritzinger, Bowler & Goliath, 2002). A gathering of two or more people to
discuss issues of mutual concern with the goal of finding a resolution or reaching a
decision is referred to as a meeting. UNISA (2020:3)
Community meetings (Public) - These are meetings that are attended by ordinary
members of the community or by the general public. They are usually convened to
discuss important matters of common concern, for example crime and safety
awareness. Examples of community meetings are community-safety meetings, crime-
awareness meetings, sector crime forum, road-safety meetings and izimbizos
(gatherings). UNISA (2020:4)
Private meetings-The private conference is the second variety of gathering.
Attendance at these sessions is restricted to police officers. Non-members may
occasionally attend if they are formally invited, such as guest speakers, presenters of
specific information, and media personnel. Private meetings are conducted in
accordance with the organisation's directives or regional guidelines. Binding choices are
made in private meetings, which are then documented and registered. UNISA (2020:4)
3. The difference between public and private meetings
Public meetings are those that the general public or members of the community are
invited to, which is how they vary from private meetings. They typically get together to
talk about significant issues that affect everyone, like crime and safety awareness. Road
safety meetings, sector crime forums, community safety meetings, and izimbizos are a
few examples of community assemblies (gatherings).
Notice of such meetings is given in the mass media, such as the:

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  Print media, for example newspapers, pamphlets, posters, billboards and
magazines.
 Audio media, for example on radio.
 Audio visual media, for example on television.
 Electronic media, for example by way of the internet.
 Social media platforms, for example Facebook, Twitter and Instagram.
Unlike private meetings, which only permit police officers to attend, public gatherings
are open to the public. Non-members may occasionally attend if they are formally
invited, such as guest speakers, presenters of specific information, and media
personnel. Private meetings are conducted in accordance with the organization's
directives or regional guidelines. Binding choices are made in private meetings, which
are then documented and registered. General meetings, committee or forum meetings,
and command or management meetings are three categories of private gatherings.
4. The classification of private meetings:
General meetings: All members of the organisation may attend general meetings. The
following are examples of general meetings:
 Regular meetings, such as those conducted monthly or quarterly to discuss
significant issues (a typical example of a general meeting is a monthly gathering
of staff from a division, station, unit, or component to talk about issues of shared
interest).
 An organised labor office or the station's tea club, for instance, will typically take
advantage of the opportunity to thank sponsors, release annual reports,
announce future projects, and elect office bearers. Annual general meetings at
which the chairperson reports on the activities of the previous year and the
treasurer's and auditor's reports are submitted.
 Meetings that are called in special or extraordinary circumstances to discuss
pressing problems (For example, the human resources department might call a
meeting to review the building's new security measures. For instance, supply
chain management might call a meeting to debate assigning a new vehicle fleet
to the station's components.
Committee meetings: A committee is a group of people brought together to attend to
and/or manage special matters relating to the organisation. The following are examples
of committee meetings:
 Meetings of a standing committee established to oversee specific organisational
aspects (This committee would produce periodic reports suggesting
improvements or changes to specific organizational aspects). The committee's
administrative authority is constrained. Finance committees, training committees,
and committees focused on crime data are a few examples of these committees.

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  Meetings of special ad hoc committees established to address particular issues
or find a solution (These committees disband when they have completed their
task and have handed in their reports). For instance, a special committee was
established by the South African Police Service (SAPS) to examine safety and
security issues related to the FIFA 2010 World Cup. The group was dissolved
after the competition, though, as it was no longer necessary. Another instance is
when the South African Police Service (SAPS) established a Steering Committee
to carry out activities in the hotspots during the Covid-19 pandemic while also
enforcing the proper regulations. The committee will be disbanded as soon as the
pandemic is over because there will be other needs to be thought about and
planned for to guarantee the safety and security of the communities. UNISA
(2020:5)
Command or management meetings: These meetings are regularly conducted to talk
about issues with subordinates, give instructions, get feedback and advice, supervise
and control subordinates, and inform subordinates about issues that impact them. Every
morning, command meetings are typically conducted to discuss the day's events.
UNISA (2020:5)
5. Conclusion
This essay will attempted to outline the differences between public and private
meetings. We did this by defining the terms community (public) and private meetings.
We also discussed the classification of private meetings.
6. List of sources consulted
University of South Africa.2020. Applied Communication in Policing: Only Study Guide
for EPP2601. Pretoria

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Question 2
Discuss the task facilitation roles during meetings and provide your relevant work or
academic experiences
CONTENTS PAGE
1. Introduction 7
2. Definition of concepts 7
3. The task facilitation roles during meetings
4. Conclusion
5. List of sources consulted

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 1. Introduction
Roles that facilitate tasks and roles that foster relationships are two different kinds of
roles that improve performance during meetings. Participants in a meeting often find it
challenging to emphasise both types of roles equally, and most are more likely to
participate in one area than the other. Accordingly, some individuals tend to be more
task-focused than others, who are more relationship-focused. The roles that assist
participants in achieving outcomes or aims are known as task-facilitating roles. We will
try to discuss the roles of task facilitation during meetings in this essay by citing our
professional or academic experiences.
2. Definition of concepts
Task-facilitating roles- Task-facilitating roles are those that help participants to
accomplish outcomes or objectives.
3. The task facilitation roles during meetings
Task-facilitating roles during meetings include the following (Whetten & Cameron 2016):
 Direction-giving: Decide on a course of action or a different course of action
while making goals and objectives clear. For instance: "Everyone must
substantiate (give reasons for) their proposals, and the meeting should then
assess the proposals."
 Information-seeking: In the course of your inquiries, identify any knowledge
gaps and solicit opinions, beliefs, and viewpoints. For instance: "Does anyone
else have more information about this?"
 Information-giving: Present information by outlining conclusions after presenting
facts and judgments; for instance, "I want to share some information with you that
may be useful in coming to a decision."
 Elaborating: Leverage the ideas of others and support them with instances and
illustrations; for instance, "An example of what you just said is...”
 Urging: Encourage team members to remain on task and accomplish team goals
by saying things like, "We only have 20 minutes left, so we need to finish up our
action plan."
 Monitoring: Check on progress, create success metrics, and support
responsibility for outcomes, for instance: "Here is the checklist that we can use to
assess our success."
 Process analysis: In order to improve efficiency and timeliness, analyse the
team's processes and procedures. For instance: "It seems like we have fully
examined this point; perhaps we should make a decision now."
 Reality testing: By putting remarks in the context of reality, you can determine
whether ideas being presented are realistic or workable. For instance: "Do you
think this is going to work if you take into consideration the number of employees
without a driver's licence?”

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  Enforcing: Help maintain the established protocols and reinforce the team's
rules and standards. For instance: "Since we agreed to let the speaker complete
their presentation before asking questions, I propose we adhere to our
agreement.”
 Summarising: In order to help members understand the conclusions that have
been reached, combine ideas and summarise points made by the teams; for
instance, "I believe that these are the only three suggestions that have been put
forward for approval.".”

4. Conclusion
This essay attempted to discuss the task facilitation roles that members play during
meetings; as a result, we can draw the conclusion that playing these roles enables
members to work more effectively and efficiently in achieving the meeting's intended
objectives. Teams typically take longer to complete tasks and have trouble remaining
focused during meetings when only one member exhibits task-facilitating behaviour.
5. List of consulted sources
University of South Africa.2020. Applied Communication in Policing: Only Study Guide
for EPP2601. Pretoria.