Question 1 (SO 2, AC 1, AC 2, AC 3, AC 4)
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
Question 2
Now that you have prepared for your meeting, you are required to conduct a session chairing a technical practitioners meeting. The meeting must be relevant to the type of meeting preparing for. As you chair the meeting, ensure that:
i. You agree with members on rules and guidelines on behavior.
ii. You agree on meeting motions throughout the meeting according to the type of meeting and in accordance with the standing procedures of the organisation(s) involved
Ensure that the published agenda is followed,
iv. You provide for active participation by all members to avoid/minimize conflict.
V.
Ensure that meeting topics are prioritised and that discussion times are allocated according to importance,
urgency, complexity and agenda. Ensures that agreed decisions are clear, accurate, includes a time frame for action and are within the mandate of the type of meeting conducted.
Question 1:
To prepare for the technical practitioners meeting, I will first focus on the physical arrangements for the meeting. This includes selecting a suitable venue with the necessary facilities and technology required for a successful meeting. I will also gather any relevant supporting information such as reports, research findings, or presentations that will be discussed during the meeting.
Next, I will ensure that the meeting outcomes are clear, concise, and well-documented. This will involve outlining the goals of the meeting, setting clear objectives, and determining the desired outcomes that we hope to achieve by the end of the meeting.
I will also extend meeting invitations to relevant participants, ensuring that key stakeholders and experts in the field are present to contribute to the discussion and decision-making process.
Lastly, I will draft and distribute the meeting agenda along with any other supporting documentation needed for the meeting. The agenda will outline the topics to be discussed, the expected time frame for each item, and any additional materials or resources that may be required for a productive meeting.
Question 2:
As the session chair for the technical practitioners meeting, I will first agree with members on rules and guidelines for behavior to ensure a respectful and productive meeting environment. This will include guidelines for speaking time, raising points of order, and addressing any conflicts that may arise during the meeting.
I will also ensure that meeting motions are agreed upon throughout the meeting according to the type of meeting and in accordance with the standing procedures of the organization(s) involved. This will help maintain order and ensure that decisions are made in a fair and transparent manner.
I will make sure to follow the published agenda, keeping the discussion focused and on track to meet the meeting objectives. I will provide opportunities for active participation by all members to avoid/minimize conflicts and encourage diverse viewpoints to be heard.
I will prioritize meeting topics based on importance, urgency, complexity, and agenda, allocating discussion times accordingly to ensure that all key issues are addressed in a timely manner. I will also ensure that agreed decisions are clear, accurate, include a time frame for action, and are within the mandate of the type of meeting conducted. This will facilitate efficient decision-making and follow-up actions after the meeting.