Question 1 (SO 2, AC 1, AC 2, AC 3, AC 4)
(20)
You are required to prepare for a technical practitioners meeting, the preparation should be relevant for the type of meeting that you are preparing for. In your preparation ensure that:
i. Physical arrangements for the meeting is done- this include venue selection, Facilities, Technology required, Relevant supporting information
ii. Ensure that the meeting outcomes are clear, concise and well documented.
Meeting invitations must be extended to relevant participants of the meeting
iv. Draft and distribute the meeting agenda and other supporting documentation needed
Your supervisor must observe you as you prepare for a technical practitioners meeting. (Note: attach the supervisor's report and observation checklist)
In preparation for the technical practitioners meeting, I will follow the following steps:
i. Physical arrangements for the meeting:
- Venue selection: I will choose a suitable venue that can accommodate all participants comfortably and has the necessary technology and facilities.
- Facilities: I will ensure that the venue has the required facilities such as projector, screen, whiteboard, and seating arrangements.
- Technology required: I will check and confirm that all necessary technology such as audio-visual equipment and internet connectivity is available and functioning properly.
- Relevant supporting information: I will gather and organize relevant supporting information such as reports, data, and presentations that will be discussed during the meeting.
ii. Meeting outcomes:
- I will ensure that the meeting outcomes are clear, concise, and well documented. This will include setting clear objectives for the meeting and ensuring that they are achieved.
- I will document the meeting minutes and action points to ensure that all discussions and decisions are captured accurately.
iii. Meeting invitations:
- I will extend meeting invitations to relevant participants of the meeting, including technical practitioners, stakeholders, and any other individuals who need to be present for the meeting.
iv. Meeting agenda and supporting documentation:
- I will draft and distribute the meeting agenda to all participants prior to the meeting. The agenda will outline the topics to be discussed, the time allocated for each item, and any preparatory work required.
- I will also distribute any necessary supporting documentation, such as reports, presentations, and handouts, to ensure that all participants are well prepared for the meeting.
I will ensure that my supervisor observes me as I prepare for the technical practitioners meeting and will attach the supervisor's report and observation checklist as required.