[CLOSED] Online Assessment 4 - Managing Meetings

there are some steps for the chairman to hold the meeting:
1. do the preparation work:
like choose the items of the agenda, ask the secretary to do the copy and book the meeting room, choose the attendees...
2. start things off:
make sure every attendees has the agenda and ask someone to take the minutes.
3. officially start and control the meeting:
thanks go to the attendees for their attending, state the objectives(main) of the meeting, invite and control the discussion,summarise the discussion, call for a vote, call for any other business,announce the time of next meeting.
4. thanks again and close the meeting.

For the formal meeting, firstly the location is very important. it is always chose in a meeting room or other formal place. Secondly, make sure that people invited are present. And then, the topic discussed that day must be fully prepared. If there are several proposals, people should vote for these proposal. And a time taker is also very important to keep a record. For the imformal meeting, the place to hold a meeting is casual. People can hold it in a resturant or a coffee shop. The topics can be brought up on the meeting and even no decision is made on that meeting. People can also share their ideas freely.

First of all, the preparation should be well done, such as the topic, agenda, making sure everyone is well informed and the exact attend number, the place where the meeting held, all the material needed, speech draft, etc. During the meeting, the chairperson should clearly put out the topics, adjust the atmosphere, and there should be a person to write down the main points about the content of the meeting. Before ending the meeting, chairperson should notice the feedback from the attendant, and answer their question.

1.Decide the time and type of meeting you are going to have.
2.Determine the roles and ask those participants to accept them.(eg:who want to take notes )
3.Prepare a notice, this should include the date, time, agenda, and venue of the meeting. Distribute the notice to the members in good time for the meeting.
4.asks everyone to stop talking as the meeting is about to begin. Determine the quarterly goals for the team.
5.Pass around the attendance book or sheet of paper and ask everyone attending to sign their names at the beginning of the meeting
6.discuss the items on the agenda
7.organize the voting
8.to sum up the meeting

In my opinion, the difference between formal and informal meeting can be concluded as following:first, the ways of the speaker,In informal meetings, the presenter may begin with expressions like “OK” or “ Right” whereas in formal meetings, “ Good morning/afternoon” is often used for greeting and the presenter usually opens the meeting with expressions like “ I would like to ---”, “ Welcome to ---”, “ It’s a pleasure to---”, etc. to start the meeting. Furthermore, in informal meetings, the tone of the presenter can be casual and relaxed.second, the dressing of the people in the meeting.The former one may be more decent then the latter one.last,the place of the meeting. the atmosphere in formal meetings is generally formal e.g. board room. Informal meetings are generally not planned well in advance. The members are not notified through formal means. They generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.

The takes of a chairperson in a formal meeting are as follows:
1. Give a warm welcome to people who participate in the meeting.
2. Apologies for absentees.
3. Appoint minute taker.
4. State the objectives of today's meeting.
5. The first business.
6. The second business.
7. The third business.
8. Another businesses.
9. Review the findings.
10. Close the meetings.

1.Send emails to meeting attenders who should told about the time、place and agenda of the meeting.
2.Chairman introduction and check if there are some absentees.
3.Review what we talked last meeting.
4.Pick up a person as time minuter.
3.List topics what we want to discuss today.
4.Listen to people's opinions.
5.Put opinions to a vote.
6.Meeting finished.

To Q1.
In informal meetings, the presenter may begin with expressions like "OK"or"Right" whereas in formal meetings, "Good morning/afternoon" is often used for greeting and the presenter usually opens the meeting with expressions like "I would like to ...", "Welcome to..." ,"It's a pleasure to...",ect. to start the meeting.Further more, in informal meetings, the tone of the presenter can be casual and relaxed.

Members at a formal meeting should obey some rules and say carefully with responsibility for there words. It's more serious and cautious.But at an informal meeting, you are more relax and comfortable.
Formal meetings often take place in meeting rooms or somewhere with a large screen. But informal meetings may just be held in a restaurant coffee shop or someone’s house.
A formal meeting always has certain topics to be discussed. There are conclusions at the end of the meeting. But an informal meeting is generally without plan and is casual.

Firstly, in the mode of attire, if the meetings is formal, people need to wear the correct clothes, for example, men in suit with tie and women in dress. But in informal meetings, people can wear many types of cloth.
Secondly, formal meetings usually occur in meeting room sit around conference table, and it often arranged in advance. As for informal meetings, it can hold in anywhere and any time just the people go together.
Last but no least, informal meetings like a casual talk, everyone can talk what they want. But in formal meetings, if the participators want to say something, it is better approval by the leader.

In a formal meeting, there is a chairperson to hold the meeting.
Everyone gets the agenda before the meeting start.
Chairperson welcome everyone and announce who is absent.
And then chairperson will announce the key points and put it a vote and draw a conclusion.
After the meeting, the minutes will sent out a meeting note to everyone.

the differences between formal and informal meetings are:
1. formal meeting: dressing formally
informal meeting: dressing less formally
2. formal meeting: using complete and formal phrase
informal meeting: using words of short forms
3. formal meeting: going as scheduled
informal meeting: will be more casually but with objectives
4. formal meeting: all silent except the speaker
informal meeting: occasional private talks
5. formal meeting: solemn atmosphere
informal meeting: free atmosphere
6. formal meeting: taking a minute
informal meeting: probably no minute taken

Firstly, in the mode of attire, if the meetings is formal, people need to wear the correct clothes, for example, men in suit with tie and women in dress. But in informal meetings, people can wear many types of cloth. 
Secondly, formal meetings usually occur in meeting room sit around conference table, and it often arranged in advance. As for informal meetings, it can hold in anywhere and any time just the people go together.
Last but no least, informal meetings like a casual talk, everyone can talk what they want. But in formal meetings, if the participators want to say something, it is better approval by the leader.

AS a chairperson, he should do the below things: first of all, hang out the agenda to everyone in the meeting; second, ask a person to help with timekeeping; and ask another person to write down the content of the meeting; beside, the chairperson should make a dicision; and ar last, ask the menbers questions.

The difference bettewn formal and informal meeting:
1.formal meeting is a preplanned meeting.There is a senior executive who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos.
But for a informal meeting,it is not planned well in advance.
2.A formal meeting run under strict rules. Minutes record each motion and the vote on it. Each point is settled by a vote.
But for a infarmal meeting,they can talk more free .

1.opening and closing the meeting.
2.controlling discussion
3.asking for a vote if it is nessesary
4summing up the result

In informal meetings, the presenter may begin with expressions like “OK” or “ Right” whereas in formal meetings, “ Good morning/afternoon” is often used for greeting and the presenter usually opens the meeting with expressions like “ I would like to ---”, “ Welcome to ---”, “ It’s a pleasure to---”, etc. to start the meeting. Furthermore, in informal meetings, the tone of the presenter can be casual and relaxed.

1. the chairperson sends attendees an agenda to ensure them are clear about the purpose of the meeting.
2. points out an attendee as note taker, which called action notes.
3. have discussions and vote for it.
4. close the meeting, make a summary and set the time and date for any meeting.

I would like to talk about the tasks of a chairman in a formal meeting.They are listed as follows

1, A chairman of a formal meeting should welcome members that attend the meeting.

2, Apologize for the absentees.The apologies for absence involves naming those who were invited but unable to attend.

3,Appoint minute taker, usually this is the job of his or her assistant.

4,Hand out the meeting agenda which should be short, simple and clear.

5,State which issues will be discussed and the order of the issues.

6,As a host of a discussion.

7, Hold a vote.

8,The chair should sum up all of the items on the agenda giving each one the time they feel represented its significance to the overall debate, make sure everyone satisfying to the result and close the meeting.

Formal meeting: leaders, formal suit, agenda, time limitation, good order.
Informal meetings: some people together, clothes of every day life, no files at all sometimes.

Formal meetings varies from informal meetings in a few aspects:
A formal meeting is a pre-planned meeting. It has a predetermined set of topics that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting. At a formal meeting, generally it is a senior executive who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos. As the title suggest, the atmosphere in such meetings is generally formal e.g. board room.
By contrast, informal meetings are generally not planned well in advance. The members are not notified through formal means. They generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.

1.Review what we talked last meeting.
2.Choose a time minuter.
3.List topics what we want to discuss today.
4.Listen to people's opinions.
5.Ask for other topics, if don't have any, the meeting is end.

There are many tasks of a chairperson in a formal meeting.

First of all, it's very important for him to handle the meeting as his plan. The accidents are unknown.

Secondly, different people have different opinions. Sometimes it's a challenge for him to make the meeting held in a happy ending.

Thirdly, in a formal meeting, everything is serious. It's difficult for the chairperson to make sure everything and everyone is ready.

A formal meeting is a pre-planned meeting. It has a predetermined set of topics that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting. At a formal meeting, generally it is a senior executive who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos. As the title suggest, the atmosphere in such meetings is generally formal e.g. board room. Informal meetings are generally not planned well in advance. The members are not notified through formal means. They generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.

A formal meeting is a preplanned meeting. It has a predetermined set of topics that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting. At a formal meeting, generally it is a senior executive who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos. As the title suggest, the atmosphere in such meetings is generally somber, formal.

Informal meetings are generally not planned well in advance. The members are not notified through formal means. They generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.