BSBADM502 Manage Meetings: A Project on Formal and Informal Meetings

This document presents a project solution for BSBADM502 Manage Meetings, focusing on the analysis of meeting formats within the workplace. It includes a detailed assessment of formal and informal meetings, exploring various types, methods of conducting, and reasons for holding workplace meetings. The project discusses the advantages and disadvantages of face-to-face versus virtual meetings, outlines essential agenda items, and details the responsibilities of a chairperson before, during, and after meetings. It also addresses managing participant behavior, such as dominating or shy individuals, and handling private conversations. The formal meeting project includes preparing a meeting agenda and sending a meeting notice. Desklib provides this and other solved assignments for students' reference.

BSBADM502 MANAGE MEETINGS
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Contents
Introduction:...............................................................................................................................3
Assessment Task 1: Written Questions......................................................................................4
Assessment Task 2: Formal Meeting Project.............................................................................9
Assessment Task 3: Informal Meeting Project........................................................................12
Conclusion:..............................................................................................................................14
References:...............................................................................................................................15
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Introduction:
The objective of the study of this task to analysis the meeting format while conducting the
conferences in the workplace of any company. The detailed assessment has been done on the
various types of meeting formal and informal has been done while conducting and managing
the meetings. The study has been done after exploring the detailed analysis of the case study
of the growing management consulting firm who are dealing in the consultancy business.
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Assessment Task 1: Written Questions
1. List five meeting types
There are different types of meeting are organized by a company for different objectives.
Meetings are classified as per below:
 One time Meeting: This type of meeting is very common in an organization and are
organized for the achievement of the self-contained objectives. This types of meeting are
often repeated
 Recurring meeting: This form of meeting happens after certain periodical gap such as
staff meeting. The organizer of the meeting requires the participants to attend the meeting
on a repetitive and constant basis. This type of meeting is generally ongoing in nature and
may have an end date.
 Series meeting: This type of meeting is similar to the recurring meeting but the details
are different from one meeting to another meeting. This type of is not organized very
frequently and the Organised generally along with some provision of the gathering of
participants ( Svennevig, 2012).
2. List two ways of conducting meetings
There are generally two ways of conducting the meeting in an organization:
 Setting an agenda for the meeting is the first most important task that has to be completed
before conducting a meeting. The agenda of the meeting has to be discussed on the open
forum and handout of the detailed agenda has to be provided.
 Set the start time and end time of the meeting. This is also the important aspect of
conducting a meeting effectively. After the finish of the meeting a shot conclusion
remarks outcomes of the meeting in a brief span of time ( Svennevig, 2012).
3. Outline three reasons for holding a workplace meeting.
There may be varied reasons to hold a workplace meeting but the below mentioned three
reasons are most necessary for holding a workplace meeting.
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 The first purpose of holding a workplace meeting is to assess information. This type of
purpose is generally required on the scheduled departmental meetings, network meetings
and also the brainstorming meetings. The sole objective of this type of meetings is to
provide and transfer valuable information and inputs.
 The second important aspect of conducting the workplace meeting is to decide a strategy
for any specific objective fulfillment. This type of purpose is generally achieved on the
pitch meeting that is created for the fulfillment of some specific objective or task.
 The last purpose of conducting a workplace meeting is ascertaining the feedbacks and
arrive at a certain point of discussion is to arrive at the improvement of the key
improvement areas.
4. Discuss the three advantages of the face to face meetings and give one example of
when a face to face meeting is the best option for a workplace meeting.
There are various advantages of face to face meetings but some are major advantages of F2F
meetings
1. Face to face meetings helps the body languages of the individuals by the careful
observation of the gestures and expressions.
2. Face to face meetings helps in developing the transparency and trust more easily on the
participants.
3. Face to face meeting is proven to more effective than long-distance video call interview
etc. These meetings are effective in increasing the efficiency of the individuals.
Face to Face is best when a positive impression is demanded by the client. It is best when the
client feels that someone is putting pain in meeting rather than conducting virtual meetings.
The chances of a rate of the fulfillment of objective of this type meeting are more positive
(Denstadli. et. al., 2012).
5. Discuss three advantages of the virtual meetings and give one example of when a
virtual meeting is the best option for a workplace meeting.
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A virtual form of meeting is conducted with the help of web and the interacting people are
sharing a common platform of the virtual environment. There are various advantages of the
virtual form of a meeting but major three are given below:
1. Conducting virtual meeting helps in reducing the costs and overhead expenses of an
organization.
2. The virtual meeting also saves time for both the interviewer and the assessor by
unnecessary time in commuting to the meeting place.
3. The virtual meeting also has the advantage of involving as many as peoples from any
location of a globe that is not possible in face to a meeting (Koh. et. al., 2012)
6. Identify a meeting that would be needed to hold a meeting via web conferencing and
identify one advantage and one disadvantage of using this method for holding a
meeting.
A meeting is required for analyzing the branch expansion and that is needed to be discussed
with the chairperson of the firm and the participants of the firm for conducting the meeting.
In case of organizing the face to face meeting, unnecessary commuting expenses have to be
borne by the participants so the best option for conducting this form of meeting is to conduct
it via web conference. The main advantage of web conferencing is to save time and
unnecessary expenses and disadvantage is the chances of technical glitches during the
meeting.
7. List five items that should be included in an agenda.
There are five items that are must be included on the agenda are as given below:
 Logistics – Logistics included date, time and the place of the meeting has been decided
also participants list has to be decided.
 Meeting objective - The purpose of the meeting is properly decided.
 Housekeeping – The agenda should include welcome or introduction notes and also have
a brief note of the previous meeting if any
 Items of meeting Agenda- The items of the meeting are properly numbered along with the
title etc.
 Closing Summary – There should be space allocated for the mentioning the summary and
conclusion of the meeting (Cardon, 2014).
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8. List two responsibilities of a chairperson prior to the meeting.
There are certain responsibilities of a chairperson before the meeting begins. Two of them are
main responsibility given below:
 Decide the objective of the meeting and distribute the timed agenda
 Decide the number of participants and define the agenda
9. List five important aspects of chairperson’s job during a meeting.
There are different aspects of chairperson’s job during the meeting but some aspects are very
important during the meeting. The five primary responsibility of chairperson during the
meeting are listed below:
 Organise meetings and develop a detailed agenda in association with the secretary or
any senior staff member of the firm.
 Chair the meeting and observe the smooth operation of meeting as per the agenda.
 Ensure the decisions are implemented effectively decided during the course of a
meeting.
 Encourage each participant to participate in a meeting.
 Role of Chairperson is to conduct and close the meeting in allocated time and observe
that all the aspects of agenda should be fulfilled Cardon, 2014).
10. Why is it important for the chair to monitor the participation of all those involved in
a meeting?
It is very much essential to monitor the participation of all the participants during the
meeting. Participation of all the participants is needed for creating an environment that is
ensuring effective contribution. An effective meeting can only happen if all the participants
have freedom of presenting their own views.
11. Describe how as a chair you would manage someone who is dominating the meeting.
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As a chairperson, it is his responsibility to structure the discussion of the meeting. If the
meeting is not structured enough there may be the chance of meeting is being dominated by
highly extrovert nature of speakers. The best way to prevent the meeting to get dominance by
a certain specific individual is to structure the conversation it prevents the dominance of
meeting by a specific set of speakers (Baldwin, et. al., 2012).
12. Describe how as a chair you would manage someone who is too shy to contribute to
a meeting.
Managing someone who is very shy in contributing the meeting is to conduct an early
meeting before the actual meeting with these type of participants. Is the duty of the chair to
understand the strengths and weakness and the barriers that are restricting them from
contributing them to the meeting. If necessary associate the participant with a specific mentor
or co-worker who helps the participant in adjusting to an environment with friendly guidance.
13. Briefly discuss how you would manage two people having a private conversation
within a meeting.
It necessary for a successful and effective meeting that the meeting should have a common
purpose and the goal. There are certain people who are disturbing during the smooth
operation of the conduct of the meeting. These people will create barriers to the
accomplishment of effective tasks and demotivate the participants and kill the momentum of
the meeting. Managing these set of peoples need strict observation on these people and ask
them to focus on the purpose of the meeting and encourage them to talk in open forum rather
than their personalized discussion among themselves. If still, they don't follow the
instructions ask then gently to leave the meeting (Kecskemeti, et. al., 2013).
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Assessment Task 2: Formal Meeting Project
1. Prepare the meeting
As per the case study of assigned the meeting agenda has to prepare as per below:
Meeting Preparation
Objective: Deciding place for organizing Leadership Conference
Date: 30/10/2017 Location: Room No 5
Time: 10:00 AM Meeting Type: Formal Meeting
Call-In Number: 5675 Call-In Code: 045
Called By: Paul Burns, CEO Facilitator: Operations Manager
Timekeeper: Sally Smith Note Taker: Sally Smith
Attendees: Seven
PREPARATION FOR MEETING
Please read: The sole objective of the meeting is conduct an leadership
conference
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Please Bring: Please bring the formal dress code the prepare the points of
discussion in PowerPoint
ACTION ITEMS FROM PREVIOUS MEETING
RESPONSIBL
E DUE DATE
1 The conference meeting is organized at Sydney Paul Jones
(CEO)
30/10/2016
AGENDA ITEMS PRESENTER
TIME
ALLOTTED
1 Deciding this place of a conference Paul Jones 10 minutes
NEW ACTION ITEMS
RESPONSIBL
E DUE DATE
1 Recruit the Marketing Executive for new
branch proposed
Jack Steel 30/10/2017
2. Send notice of the meeting
Please find below the notice of the meeting that has been made to the Assessor of the firm.
Dear Sally Smith,
I believe all is going on well. I believe you are aware that The company is planning to
conduct the Leadership Conference that is Organised every year on the month of October.
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This year company is planning to conduct the meeting on the 30th October ,2017
Please find a brief note of the meeting arrangements that has to make before the meeting.
Please check the draft conference program and detailed agenda has been attached with the
email. Please find the details of the date and time of this year’s Leader conference
Date & Time: 30th October, 2017, 10.00 to 16.00 hours
Venue of Meeting: Room No 5, Conference Hall
Please make early arrangement lunch of all participants and proper accessories needed
during the meeting has been available at the table. Also make available of tea and coffee
during the breaks of the meeting and also ensure that all the required data file of past years
are present in conference system in case of needed. Please free to contact me in case of any
help you required
Best Regards
Paul Burns
CEO, Grow Management Consultants
3. Conduct the Meeting
There should be detailed agenda should be presented before the all the participants on the
projector for conducting the meeting. The meeting has been started by the opening of the
meeting. Sally Smith the Administration officer has already been instructed to write the
minutes of the meeting As a chairperson of the meeting I believe all the participants are
participating in the meeting fully and understand the sole objective of the meeting . The
meeting is conducted as per the mentioned guidelines and stated policies of the
organisation. After the meeting has been happened I will share the minutes and the
meeting.
4. Review meeting minutes and distribute it to the staff
The minutes of the meeting has been conducted with participants as per below format:
Participants of the Meeting: Paul Burns (CEO), Jack Steel (Marketing Manager), Bob
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Downs ( Sr. Mgmt Consultant), Sally Smith ( Administration Officer)
Other Present: Jane Simms and Leander Duval
Proceedings:
Meeting called by CEO, Paul Burns at 1000 hours at Conference hall. CEO Welcomed all
the participants in the conference.
Paul Burns, CEO Report: We are able to find the new business and there is lack of
implementation of the expansion plans we have discussed last year. We have inducted a
new HR manager for our new proposed operations going to start in Sydney that is part of
this year expansion plans.
Jack Steel, Marketing Manager Report: Jack steel asked for sanctioning of $ 3,000funds on
the planned marketing activity for the expansion plans in the current financial year. CEO
asked for detailed phase report by tomorrow.
Bob Downs, Senior Management Consultant: He provided with the analysis of the detailed
business overview along the projections of the business in the current financial year and
shows the significant problem areas by presenting the cash flow analysis
Assessment of the meeting: Paul burns noted that past three meetings have been completed
in the scheduled time while the meeting has run over by more than two hours. He requested
the participants to be more focused during their discussions. He closed the meeting with a
joke and appreciated the active participation of all the members.
Meeting adjourned at 1800 hours
Minutes submitted by Sally Smith
ASSESSMENT TASK 3: INFORMAL MEETING PROJECT
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