Presentation and Meeting Communication: Agenda, Minutes, Group Discussion and Public Speaking Questions

Question 1

Define agenda.

Accepted Answer

Agenda is the list of items to be discussed in a meeting, arranged in order.

Question 2

Define minutes of meeting.

Accepted Answer

Minutes are the official written record of meeting proceedings and decisions.

Question 3

Who is a chairperson?

Accepted Answer

Chairperson is the person who conducts the meeting and maintains discipline.

Question 4

Who prepares minutes?

Accepted Answer

Minutes are generally prepared by the secretary of the meeting.

Question 5

What is group discussion?

Accepted Answer

Group discussion is a structured discussion to evaluate communication and teamwork.

Question 6

State one presentation delivery tip.

Accepted Answer

Maintain eye contact and speak clearly at a steady pace.

Question 7

State any three objectives of meetings.

Accepted Answer

Meetings are held to share information, solve problems, coordinate activities, take decisions and evaluate performance (any three).

Question 8

List any three points included in an agenda.

Accepted Answer

Agenda includes meeting title, date/time/venue and list of discussion items in order (any three).

Question 9

Write any three rules for writing minutes.

Accepted Answer

Use formal language and past tense, record decisions and action points clearly, mention date/time/venue and attendance, and keep it concise and factual (any three).

Question 10

Explain role of chairperson in a meeting (any three points).

Accepted Answer

Chairperson starts meeting, follows agenda, controls discussion, ensures participation and concludes with decisions and vote of thanks (any three).

Question 11

Write any three do’s for group discussion.

Accepted Answer

Listen to others, speak logically with examples, stay on topic, be polite and allow others to speak (any three).

Question 12

Write any three presentation slide design tips.

Accepted Answer

Use one idea per slide, readable fonts, limited text with bullets, and visuals where helpful. Avoid overcrowding and maintain contrast (any three).

Question 13

Explain agenda and minutes and mention their importance in meetings.

Accepted Answer

Agenda and minutes are key meeting documents.

Agenda:
- Agenda is the list of items to be discussed in a meeting, arranged in order.
- It includes meeting title, date, time, venue and agenda points.
- Importance: keeps meeting focused, helps participants prepare, saves time.

Minutes:
- Minutes are the official written record of a meeting.
- They include date/time/venue, chairperson, attendance, decisions and action points.
- Types: resolution minutes (only decisions) and narrative minutes (brief discussion + decisions).
- Importance: provides record, accountability and follow-up.

Thus agenda guides the meeting, while minutes record decisions and responsibilities.

Question 14

Explain effective presentation skills: structure, design and delivery.

Accepted Answer

Effective presentation requires good structure, slide design and delivery.

Structure:
1) Opening: greet, introduce topic and objective.
2) Body: present 2–4 key points with evidence/examples.
3) Closing: summary + conclusion + call to action.

Design:
- one idea per slide
- readable fonts, good contrast
- use bullets and visuals
- avoid too much text

Delivery:
- maintain eye contact and confident posture
- speak clearly with steady pace and pauses
- rehearse and manage time
- handle questions by listening fully, clarifying and answering briefly

Good presentation improves understanding and persuades the audience.

Question 15

Explain group discussion: purpose, do’s and don’ts.

Accepted Answer

Group discussion (GD) is a structured discussion to evaluate communication, reasoning, teamwork and leadership.

Do’s:
- start with a relevant point if confident
- speak clearly and logically
- support points with examples/facts
- listen actively and build on others’ ideas
- be polite and inclusive

Don’ts:
- interrupt repeatedly
- dominate or shout
- go off-topic
- attack people; criticise ideas, not persons

Success in GD depends on balanced participation, good listening and respectful communication.

Presentation and Meeting Communication: Agenda, Minutes, Group Discussion and Public Speaking

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