SamuelAndresAyalaGuiza_S40063599_Project Communication_Assessment#1.pdf

I catering if any catering should be considered

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confirmed weeks before the event date. i. Catering (if any)? Catering should be considered according to how long is going to last the event, the time scheduled and the nature of the event. For example, if the event is in the morning and it is going to take up to 4 hours, breakfast would be the most suitable option. PARTICIPANTS $/H HOURS COST Project Manager $45 2 $90 Team Member $35 2 $70 Team Member $35 2 $70 Team Member $35 2 $70 Financial Manager $45 2 $90 Marketing Manager $45 2 $90 CEO $60 2 $120 TOTAL COST $600
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j. Preparation of relevant documentation and providing accurate records? Relevant meeting records should be prepared, for example as meeting minutes. This is an excellent tool to keep a record of relevant decisions and actions during the meetings. All participants and interested stakeholders can follow up on the meetings and review information in an easy way. Also, it is important to notice that the minutes should be taken for an assigned member of the project team as it would be very complicated for the project manager to lead the meeting and take notes at the same time. PART B – WRITTEN OR ORAL QUESTIONS 1. Explain the difference between a Formal and Informal Meeting. Formal meetings are planned in the Project Communications plan, they are set and scheduled to provide updates, information and reviews about the project and to discuss important tasks and make important decisions. Informal meetings are conversations that can be held with team members, customers or stakeholders that are natural and can occur in halls or social functions with the aim of improving communication and engagement and as a way to bring out stakeholders concerns and opinions, creating a trust relationship with the project manager. 2. What are some of the notes and actions that need to be taken during a meeting? An Agenda should be prepared prior to the meeting, also, the objectives of the meeting should be clear. During the meeting, stay focused on the topic and discussions, have good time management to keep the meeting efficient. Also, a review of the previous timeframe should be done to give context to the current state of the project as well as a starter point to look forward. 3. Who prepares the Agenda for the meeting? The agenda for the meeting relies on the type of meeting and who is owning it. Not all meetings are the direct responsibility of the project manager. However, kick-off meetings, project team meeting and project status meetings are for example in charge of the project manager who must prepare the Agenda for the meeting.
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4. What should be included in the Agenda?
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