Assesment 1 project communication.docx

3 who prepares the agenda for the meeting if we speak

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3.- Who prepares the agenda for the meeting? If we speak about the agenda, you have to speak about who prepares it, so to talk of this first I have to say that there is a legal authority who dictates the agenda which will be the governing board, so if there is no law policy or procedure of the company the authority in charge is the board by vote (it has to be majority), now after knowing that we can talk about who prepares the agenda, so in first case it should be the board, but its very often that the delegate this job to other parts, for example to the manager, or to an agenda committee, but the board always o has often has they can solicit certain items or reviews about the meeting to be in touch with everything 4.- What should be included in the agenda? If we talk about an agenda first it is a scheduled and arranged meeting which gives initial details of the meeting and as said before relevant information that helps the way or direction of a meeting, so in an agenda there is a lot of things that can be included, some of them are correspondence, the date, time and place of the meeting, general business, reports, statements of the meetings purpose, etc.
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5.- When should you prepare and distribute final documentation? Once you have included everything in the agenda and you think everything is ready for the meeting you should check the documentation and the relevant documents, this because sometimes there can be problems and to avoid them, so you should check all the documentation, sometimes review the electronica copies, so then you can double check the information and make sure everything will go accordingly to the plan or scheduled meeting, sometimes it’s also a good idea to check with other persons that could be involved and see if there is any mistake or something missing When you did all this, you will need to send the documents to the persons that are involved, this can be through email, electronic devices or even printing it, and it’s also very important that you follow the instructions that you have been told so then you can give the right documentation in time, sometimes also is a clever idea to print more than 1 copy just in case something happens, this guarantees you no mistakes 6.- Prepare a proper agenda with all the details for a one-day meeting Project Meeting Agenda Date : 25-08-2017 Time: 9:00 AM Location: Room A165
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Meeting Chair : Ivan Radic E. Email: [email protected] Phone: +61 435 176 786 Meeting Organizer : Nicholas Arcos D. Email: [email protected] Phone: +61 424 184 795 Meeting Title: Budget for Project “X701” Attendants: - Finance Manager: Ronald Robinson R. - Human Resources Manager: Pablo Hernandez H. - Project Manager: Francisca Larach G. - General Manager: Nicolas Zondek S. Objectives (Steps) Welcome Duration: 5 Minutes (9:00 AM- 9:05 AM) Previous minutes Duration: 5 Minutes (9:05 AM-9:10 AM) Presentation of the project “X701” Duration: 1 hour (9:10 AM-10:10 AM) Questions About the Project Duration: 20 minutes (10:10 AM-10:30 AM) Answers of the Project Duration: 10 minutes (10:30 AM-10:40 AM) Budget Requirements Duration: 5 Minutes (10:40 AM-10:45 AM) Discussion about the Budget Duration: 10 Minutes (10:45 AM-10:55 AM) Next Meeting Date: 02-09-2017 Closer Time: (11:00 AM) Approval: ------------------------------------- Sign: -------------------------------------
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