CMI 319 Assignment Help

The CMI Level 3 Unit 319 Managing Meetings introduces learners to the skills needed to manage meetings effectively. The unit covers key areas such as planning and preparing for meetings, chairing and facilitating discussions, and following up afterward. The goal of the unit is to help learners understand the principles of effective meeting management and apply them in different situations. By the end of the unit, learners will be able to confidently manage meetings in various settings.

Assessment Questions

Task 1: Understand the purposes and types of meetings.

AC 1.1 Explain the purposes of meetings.

Example

Meetings provide a valuable opportunity for team members to come together and discuss important work-related issues. They allow for the sharing of information, ideas, updates, and brainstorming solutions to problems. Additionally, meetings help build relationships and improve communication among team members. When managed well, meetings can be a powerful tool for encouraging collaboration and teamwork.

However, poorly planned or run meetings can waste time and become ineffective. It is crucial to ensure that meetings are well-organized and have a clear purpose. Without proper planning, meetings can easily stray off-topic or become unproductive.

AC 1.2 Compare different types of meetings.

Example

There are various types of meetings, each serving a different purpose and structure. Some of the most common types include:

• Brainstorming sessions: These meetings focus on generating ideas or solutions to problems. They usually involve a small group and an open, unstructured discussion.
• Information-sharing meetings: These meetings are for updating attendees on developments or changes. They often include presentations from one or more people, followed by a Q&A session.
• Decision-making meetings: These meetings are held to discuss options and make decisions. They often involve debate and may require a vote to reach a consensus.
• Problem-solving meetings: These meetings address specific issues or problems. Participants work together to discuss and brainstorm possible solutions.
• Project planning meetings: These meetings are for discussing and planning the details of a project. They typically involve the entire project team and may use project management tools.

AC 1.3 Identify factors that need to be considered when selecting meeting types.

Example

When selecting the type of meeting, there are several factors to consider:

• The purpose of the meeting: Choose a meeting type that matches the meeting’s objective. For example, if the goal is to generate ideas, a brainstorming session would be ideal.
• The size of the group: Consider the group size when selecting a meeting type. A large group may not be suitable for a brainstorming session but works well for an information-sharing meeting.
• The level of agreement: Think about how much agreement there is among participants. If there are many differing opinions, a problem-solving meeting might be more effective.
• The time available: Consider how much time you have. A project planning meeting may take several hours, while a brainstorming session can be shorter.

AC 2.1 Discuss how to prepare for meetings.

Example

When preparing for a meeting, there are several important things to consider:

• Choosing the right type of meeting: As mentioned earlier, it’s crucial to select the meeting type that fits the purpose. This ensures the meeting runs smoothly and that participants understand the goals.
• Preparing an agenda: An agenda should be made ahead of time, outlining the topics to be discussed. This keeps the meeting focused and ensures that everyone is on the same page.
• Identifying participants: Determine who needs to attend the meeting. This ensures that all relevant people are included, making the meeting more effective.
• Scheduling the meeting: Choose a time that works for everyone. This helps avoid delays and ensures full attendance.
• Preparing materials: Any necessary materials should be ready in advance. This prevents interruptions during the meeting and helps things run smoothly.

AC 2.2 Explain information that needs to be provided to participants in advance of meetings.

Example

Meeting participants should receive advance notice so they can prepare and avoid scheduling conflicts. The meeting notice should include the following details:

1. The purpose of the meeting;
2. An agenda or list of topics to be discussed;
3. The date, time, and location of the meeting;
4. Any other relevant information, such as whether refreshments will be provided.

AC 2.3 Identify resources required to support the delivery of meetings.

Example

Several resources are needed to support the smooth delivery of meetings. These include:

1. A meeting space: The space should be large enough for all attendees and free from distractions.
2. Equipment: Any necessary equipment, like a projector or whiteboard, should be set up ahead of time.
3. Materials: Prepare any required materials, such as handouts or presentations, in advance.
4. Refreshments: If refreshments are provided, make sure they are ready before the meeting starts.

Task 3: Understand how to facilitate and chair meetings.

AC 3.1 Explain how to chair formal meetings.

Example

When chairing a formal meeting, there are several key aspects to keep in mind. First, it’s important to start the meeting on time, ensuring that everyone is present and the session begins as scheduled. Next, you should introduce all the attendees and clarify their roles in the meeting to ensure everyone knows their responsibilities. The agenda should be confirmed with everyone at the start to ensure that all participants are on the same page regarding the topics to be covered.

During the meeting, it’s essential to maintain order, keeping discussions focused on the agenda and managing time effectively. Taking minutes is another crucial task, as they will capture important decisions made and action points assigned to participants. Finally, the meeting should be concluded at the scheduled time, ensuring that all discussions have been addressed and participants are clear on the next steps.

AC 3.2 Discuss how to respond to challenges when chairing meetings.

Example

When chairing meetings, several challenges can arise. One common issue is people arriving late. Latecomers should be asked to wait outside until there’s a suitable break in the meeting to avoid disrupting the flow. Similarly, if someone needs to leave early, they should be encouraged to do so during a break to minimize interruptions.

Side conversations can also be distracting and should be discouraged to keep everyone focused on the main discussion. Lastly, if the objectives of the meeting are unclear, it’s important to clarify them with all attendees to ensure everyone understands the purpose and goals of the meeting.

AC 3.3 Investigate innovative ways to facilitate meetings to achieve outcomes.

Example

There are several innovative ways to facilitate meetings effectively.

One way is by using technology, which can provide platforms for remote attendees, record the meeting, or allow for easy sharing of documents.

Another method is brainstorming, which helps generate ideas and solve problems, either before or during the meeting.

Timeboxing is also useful for keeping meetings on track. It involves setting a time limit for each agenda item to ensure discussions stay focused.

Gamification is another approach that can make meetings more engaging by incorporating games or activities to encourage participation and collaboration.

Finally, taking breaks during meetings can help keep attendees refreshed and focused, providing a chance for refreshments or a short activity to re-energize everyone.

Task 4: Understand how to record and monitor meeting outcomes.

AC 4.1 Outline how to record meeting actions.

Example

There are several ways to record actions from a meeting:

1. Minutes: Taking minutes allows you to record decisions and action points discussed during the meeting.
2. Action items: Action items can be assigned to specific attendees with clear deadlines, ensuring accountability for follow-up.
3. Task list: A task list can be created to track all action points from the meeting, helping ensure that everything gets done.

AC 4.2 Explain how to monitor meeting outcomes.

Example

There are several ways to monitor the outcomes of a meeting:

1. Follow-up: Checking in with attendees after the meeting ensures that action points are being completed and progress is being made.
2. Review: Going over the meeting minutes and action items helps identify any issues or areas that need attention.
3. Monitoring: Keeping track of the progress towards meeting objectives ensures that everything is on track.

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• CMI 319 Managing Meetings