BSBADM502 - Manage Meetings: A Comprehensive Guide

This comprehensive guide provides a detailed exploration of the BSBADM502 - Manage Meetings unit. It covers all aspects of effective meeting management, from planning and preparation to conducting and reporting. The guide includes practical activities, real-world examples, and valuable insights to help you develop the skills and knowledge necessary to successfully manage meetings in any workplace.

BSBADM502- Manage Meetings
1

Contents
Activity1A............................................................................................................................................4
Activity1B.............................................................................................................................................7
Activity1C............................................................................................................................................9
Activity1D..........................................................................................................................................10
Activity1E...........................................................................................................................................11
Activity2A..........................................................................................................................................12
Activity2B...........................................................................................................................................13
Activity2C..........................................................................................................................................14
Activity2D..........................................................................................................................................16
Activity3A..........................................................................................................................................17
Activity3B...........................................................................................................................................18
Activity3C..........................................................................................................................................19
Skills and Knowledge Activity..........................................................................................................20
1. Organise a meeting for your colleagues.......................................................................................20
2. Produce communication that you would use to contact them with the details of the meeting, in
the format favoured by your organisation, such as a letter, email or poster. Explain how you
would distribute these to the meeting attendees..............................................................................21
3. Write an agenda, detailing the points to be covered, including all details you would normally
find in an agenda. With other learners or the instructor, conduct this brief meeting, covering all
of the points in your agenda..............................................................................................................21
4. Produce some minutes of the meeting, covering decisions made and issues and ideas
discussed.............................................................................................................................................22
Major Activity....................................................................................................................................26
1. Develop a standard agenda for a formal Annual meeting..........................................................26
2. Preparation for the meeting including the purpose of the meeting............................................26
3. What type of meeting is this one going to be?..............................................................................27
4. What procedures should you put in place to confirm the meeting arrangements?..................27
5. Despatch meeting papers to participants. How and when?........................................................27
6. The process of chairing meetings including any recommendations the chair should follow....27
7. How to conduct the meeting: Design an agenda..........................................................................28
8. Participation of the meeting, including controlling, encouraging participation, discussion,
problem-solving and resolution of issues.........................................................................................29
9. What conventions should the minute taker follow?....................................................................30
10. How should the meeting be transcribed?...................................................................................30
11. How should the minutes be distributed and stored?.................................................................30
2

12. What reports should be written in regards to the formal meeting and outline what you
believe the meeting should contain...................................................................................................30
References..........................................................................................................................................32
3

Activity1A
Estimated
Time
25 Minutes
Objective To provide you with an opportunity to develop agenda in line with
stated meeting purpose.
Activity
Group/Pair
Activity
In pairs or in groups, discuss the following questions;
Why do you have meetings in your work area?
In the work area, the meeting are conducted for different reasons which
include providing the effective information to employees as well as other
individuals who are working in the company.
The second reason is to create a mechanism for the effective decision making
and the most decision making in the company is strategic planning.
Another reason is to hold a meeting to allow the feedback along with the
discussion. In the meeting, they can collect the feedback whether it is internal
or external.
Using the four broad objectives, for a meeting that you have attended,
explain whether the meeting succeeded in its aims or not.
The four objectives for which meetings have attended which are:
Decision-making meeting: This meeting is essential in the company but in
this attendant are not prepared for meeting room and that’s why no issues
discussed which fail in attaining the aim of this meeting.
Innovation meeting: In this meeting, team members get to brainstorm and
share the ideas, from which aim is attained.
Information sharing meetings: This meeting is conducted by the general
manager to share the actual information about the project and from this
meeting aim achieved.
Team building meetings: This meeting is conducted in the company to
build the effective team to complete project and aim of this meeting is
accomplished.
4

Have you ever gone to a meeting that has or heard of a meeting that has
failed? Give a few reasons why and explain what should have been done
during the meeting?
Yes, I have heard the failed meeting that is decision-making meeting
because in this meeting, participants not having enough information and this
meeting turns into issues discussion instead of making any decision and that
is the reason of failed meeting. In the meeting, participants start the
discussion on their own perspectives.
What is the difference between a formal and informal group?
In the formal group, the relation among the members or individuals is
professional, formal group is gathered in the meeting to attain the task which
is allocated to them. But on the other hand, an informal group having their
personal relationship with the staff members they are sharing own
suggestions or experiences along with the problem with each other.
Use forming, storming, norming and performing to explain a meeting
that you attended and how the group was formed for the meeting
These stages are included in Tuckman model and he believes in all phases
which are essential and inevitable for the team growth.
Forming: This stage assists in understanding the purpose of the team as
well as need to delegate the responsibilities and accountabilities to attain the
short-term goals by utilising the available resources.
Storming: In this stage, team members feeling more comfortable which
assist in expressing emotions as well as questioning the goals from the team
(Priestley, 2015).
Norming: In this stage, team members become positive about the team.
This will help in increasing the respect and trust among team members as
well as aid in maintaining the team roles and expectations.
Performing: In this stage, team member accepts each other with trust and
team member handle the decision-making process.
The group was formed to the meeting that the person who is already
5

engaged in the activity, hardworking, honest as well as acceptable to other
members (Priestley, 2015).
6

Activity1B
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to ensure style and structure of
meeting are appropriate to its purpose.
Activity
Group/Pair
Activity
In pairs or groups, discuss the following questions;
Using steps 1-6 explain the steps needed to prepare a meeting covered in
1.1 to 1.5)
The steps are:
 Identify the purpose of the meeting and make sure that really need a
meeting.
 Develop an agenda and select participants and on the basis of that
roles need to assign. Along with this, when meeting need to conduct.
 Confirm the availability of space and the invitation to be sent. Along
with the invitation, agenda need to send to stakeholders and
participants.
 Sent pre-requests and follow up the invitation of person and on the
basis of that decision-making process need to choose (Van Der
Aalst, et. al., 2016).
 Then agenda finalised and distribute to all participants and verify all
things.
 Last, prepare yourself for the meeting.
What type of meetings have you attended?
Type of meeting which has attended are:
 Innovation meeting
 Information sharing meeting
7

 Decision-making meeting
 Team building meeting
8

Activity1C
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to identify meeting participants
and notify them in accordance with organisational procedures.
Activity Individually or in pairs, complete the following;
What is the best way in which to notify participants of a meeting in your
workplace? Why?
The best way in which they have to notify the participants of the meeting in
the workplace. They can send the emails to invite the participants because it
is reasonable and each participant of meeting use the emails.
9

Activity1D
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to confirm meeting arrangements in
accordance with requirements of meeting.
Activity Individually or in pairs, complete the following;
You receive an email to attend a meeting? What should you do?
When the email receives for the meeting invitation and they have to respond
to the meeting to accept, decline or indicate that meeting is attending or not.
It will come to inbox like the email message and in this thread only respond
to be given (Get Minute, 2018).
What costs would you need to consider for an informal meeting in your
workplace? Would they vary if the meeting was formal?
The cost which needs to consider in informal meeting in the workplace is
less than formal meeting. Yes, the cost is varying when the meeting is
formal in the workplace.
What are the standard documents that you need to bring to your
meetings?
 Know about agenda
 Previous minutes of board meetings
 Documentation include approved budget, committee report or board
roles and responsibilities.
 Compliance Report
 Financial report
 Committee report
10

Activity1E
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to despatch meeting papers to
participants within designated timelines.
Activity Individually or in pairs, complete the following;
When you develop a timeline, what may you need to consider when you
set up a meeting?
According to the timeline, each and every activity should require being
conduct which includes notice of the meeting, agenda along with the
effective time duration. The timeline requires the effective utilisation of
resources. Different steps which are included in the timeline (HR bartender,
2015).
 Consider the desired outcome.
 Create agenda
 Invite key participants
 Present issues and stay focused on the goal.
 Wrap up a meeting.
11

Activity2A
Estimated
Time
20 Minutes
Objective To provide you with an opportunity to chair meetings in accordance
with organisational requirements, agreed conventions for the type of
meeting and legal and ethical requirements.
Activity
Group/Pair
Activity
In pairs or in groups, discuss the following questions;
What leadership skills should a chair have?
Leadership skills which are included in chair meeting include:
 Good Listeners
 Decisive
 Assertive
 Concise
 Adaptable
In your own words, explain what you believe a good meeting is.
A good meeting is that meeting having a good and clear purpose and stick
with the agenda. The meeting must start and end on time and in this
meeting, participants should have prepared and minutes must be taken.
List the role of a chair
The role of chairperson is time-consuming and they can work between
meetings as well as can work with the staff. It requires the high level of
leadership skills. Chairperson needs to ensure the functions related to
management committee properly.
What is the difference between a good chair and a bad chair?
A good chairperson will speak clearly and always be sensitive to the feeling
of members. The chairperson should be impartial and objective and the
meeting should start and finish on time. But on the other hand, bad
chairperson does not prevent the preceding in a positive and effective manner.
12

Activity2B
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to conduct meetings to ensure they
are focused, time efficient and achieve the required outcomes.
Activity In pairs or in groups, discuss the following questions;
What do you believe an effective agenda is?
An effective agenda sets the clear expectations for what they need to occur
before and during a meeting. It assists staff members in preparing and
allocating time accordingly. If any problem occurs during the meeting, the
effective agenda assist in increasing the team’s ability to address all issues
(Schwarz, 2015).
13

Activity2C
Estimated
Time
25 Minutes
Objective To provide you with an opportunity to ensure meeting facilitation
enables participation, discussion, problem-solving and resolution of
issues.
Activity Individually or in pairs, complete the following;
What questions can you use to stimulate discussion? Give an example of
a time when you would you use the question. Give one example of five
different questions.
There are four ways which assist in stimulating the discussions in meeting
include time, preparation, questions and reinforcement. In this, questions are
close-ended. These help in shutting down questions. If the issue is analysed
deeply, then they can ask open-ended questions and listen in a proper
manner.
What is the purpose of summarising?
Taking minutes is the important part of meetings and the main purpose is to
record the action points and another one is to record summarise the
discussions which are held at the meeting.
What are the steps that you would use to resolve conflict during a
meeting?
The steps which are used in resolving the conflict during the meeting
include:
 Listen to understand
 Analyse and discuss all the key issues
 Hold follow-up review meetings.
14

Creativity is the powerful attribute of the successful leaders. This has
become the more obvious case in the last decades, as the leaders of the
company engaged in creating the visions, strategies, businesses, designs and
some creative networks. Changes include creative staff members, teams,
business entities and communities. It includes the opening and closing down
of the problem, then proposes the alternative ideas for solution, then verify
the solution, then put into sequence and last is improve by creativity.
15

Activity2D
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to brief minute-taker on method
for recording meeting notes in accordance with organisational
requirements and conventions for type of meeting.
Activity
Group/Pair
Activity
In pairs or in groups, discuss the following questions;
Why do you think the minute taker should be briefed before a meeting?
A minute taken need to listen carefully to the meeting and prepare the clear
and precise notes about what is discussed in the meeting. It may be helpful
for the minute taker to draw up the appropriate plan at the beginning of
meeting which assists in keeping the track of all attendees. A minute taker is
important to the meeting process as it produces the formal minutes of the
meeting which are an official requirement for different companies (Skill
Maker, 2013).
16

Activity3A
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to check transcribed meeting notes
to ensure they reflect a true and accurate record of the meeting and are
formatted in accordance with organisational procedures and meeting
conventions.
Activity Individually or in pairs, complete the following;
What should minutes include?
In the meeting minute, different steps include that is pre-planning, record
taking at the meeting, transcribing, sharing of meeting minutes or storage of
minutes for the future reference.
When you write minutes what should you do?
Minutes are the instant written record of a meeting or hearing. Minutes
describes the list of attendees, agenda items, due dates, tasks, main points, a
decision made by participants, record and future decisions.
17

Activity3B
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to distribute and store minutes and
other follow-up documentation within designated timelines, and
according to organisational requirements.
Activity Individually or in pairs, complete the following;
What may happen if you cannot meet time frames in meetings?
If the time frames are not met in the meetings then this will decrease the
number of stakeholders as well as diversified issues or hurdles will be
generated. Along with this, it occurs high amount of loss and aims and
objectives are not accomplished. So, the meeting may be unsuccessful.
18

Activity3C
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to Report outcomes of meetings as
required, within designated timelines
Activity
Group/Pair
Activity
In groups or in pairs, discuss the following questions;
Your email has become choked. In the folders, there is a meeting folder.
How should you maintain it?
When the email has become choked and in the email folder, meeting folder
is there and at that time, I will recover it from the backup emails.
19

Skills and Knowledge Activity
1. Organise a meeting for your colleagues.
Meeting Title: Relevant legislation and regulations from the government of Australia which
has an impact on different aspects of business operations.
Date 25th March 2018
Time 10:00 am
Attendees CEO
Financial Manager
HR manager
Marketing manager
Documents Codes of Practice
Privacy laws
Copyright
OHS Legislation
Meeting Purpose To analyse or review the organisation’s
legislation and revelations.
20

2. Produce communication that you would use to contact them with the details of the
meeting, in the format favoured by your organisation, such as a letter, email or poster.
Explain how you would distribute these to the meeting attendees.
In the company, they can provide the effective communication of meeting through emails to
all participants or attendees. This email includes the documents which they have to bring in
meeting and the purpose of the meeting so that everyone presents on time in the meeting.
3. Write an agenda, detailing the points to be covered, including all details you would
normally find in an agenda. With other learners or the instructor, conduct this brief
meeting, covering all of the points in your agenda.
Time Agenda Item Presenter
10:00am Welcome, review of
Agenda and confirmation
about next meeting time.
CEO
10.15am Analyse the purpose of the
team
Financial
Manager, HR
manager,
Marketing
manager
10.30am Examine the ground roles
of the meeting.
CEO
10.45am Evaluate the format of the
draft action plan
CEO
11:00am For the group planning,
adopt a vision statement
Financial
Manager. HR
manager.
21

Marketing
manager
11:45 am Identify challenges to the
vision and on the basis of
that strategies need to
identify which aid in
addressing challenges
CEO
12:45pm Team members need to
analysed
CEO
1:45pm Roles for the next meeting,
objectives and discuss the
type of training for
trainers.
Marketing
Manager
2:00pm Recap and close HR Manager
Next Meeting Details
Date: 26th March 2018 Location: Main Building,
Victoria
Time: 10:00am
4. Produce some minutes of the meeting, covering decisions made and issues and ideas
discussed.
Meeting Title: Relevant legislation and regulations from the government of Australia which
has an impact on different aspects of business operations.
Date: 25th March 2018
22

Attendance:
 CEO
 Financial Manager
 HR manager
 Marketing manager
Agenda items:
Agenda Item Presenter Name Due Date
Welcome, an audit of
Agenda and affirmation
about next gathering time.
CEO 25th March 2018
Dissect the reason for the
group
Financial Manager, HR
manager, Marketing
manager
26th March 2018
Inspect the ground parts of
the meeting
CEO 25th March 2018
Assess the arrangement of
draft activity design
CEO 25th March 2018
For the gathering arranging,
embrace vision proclamation
Financial Manager. HR
manager. Marketing
manager
27th March 2018
Recognize difficulties to the
vision and based on that
techniques should
distinguish which help in
CEO 26th March 2018
23

tending to challenges
Group enrollment need to
broke down
CEO 27th March 2018
Parts for the following
gathering, destinations and
talk about the sort of
preparing for mentors.
Marketing Manager 25th March 2018
Recap and close HR Manager 25th March 2018
Action items
Discussion:
 Last year annual business plan
 General Business
 Strategies
 Innovations
 Next meeting
Item Description Responsible Due Date
Agenda needs to be
discussed
CEO 25th March 2018
Implement the legislation Financial Manager, HR
manager, Marketing
manager
27th March 2018
Maintaining Budgets Financial Manager 25th March 2018
24

Put control at the time of
implementing legislation
HR manager 26th March 2018
Encouraging Participation HR manager, Marketing
manager
25th March 2018
Discussion related to issues
which they are facing at
the time of implementing
legislation
Financial Manager, HR
manager, Marketing
manager
26th March 2018
Strategies related to
resolving the problem or
issues
Financial Manager, HR
manager, Marketing
manager
25th March 2018
25

Major Activity
1. Develop a standard agenda for a formal Annual meeting
In conducting the standard agenda, there are some steps which need to follow include:
• Send an email to the members of a gathering, ask those individuals who welcome
to acknowledge or decrease the gathering.
• Ask the members which ask for a motivation thing to contact before the gathering
with the demand and the measure of time need to spend.
• Once all plan submitted to all members, at that point it ought to abridge in a table
arrangement with the headings Agenda thing, moderator and time. The motivation
thing is straightforwardly identified with objectives of the gathering. It is basic
that they need to make get ready calendar 50 minutes of exchange into hour time.
• Send the motivation of meeting to all members previously the gathering with the
gathering objectives, term and area.
• The basic piece of making a powerful motivation is to take after amid the
gathering.
2. Preparation for the meeting including the purpose of the meeting
Date 25th March 2018
Time 10:00 am
Attendees CEO
Financial Manager
HR manager
Marketing manager
Documents Codes of Practice
26

Privacy laws
Copyright
OHS Legislation
Meeting Purpose To analyse or review the organisation’s
legislation and revelations.
3. What type of meeting is this one going to be?
It is a type of decision-making training related to the legal requirements.
4. What procedures should you put in place to confirm the meeting arrangements?
 In confirming the meeting arrangements include:
 Decide who is going to attendees or participants.
 Then, analyse the place that the place having enough space.
 Specialist equipment analyse when venue organised.
 Arrangements include time, estimated duration, venue, number of participants, catering or
agenda.
5. Despatch meeting papers to participants. How and when?
Meeting papers include the blueprints for a meeting. It includes all the documents which are
discussed in the meeting. It also includes the different papers to the participants include agenda
and the minutes are required at a formal meeting. Meeting papers should be offered to all of the
attendees at a meeting.
6. The process of chairing meetings including any recommendations the chair should
follow
The process of chairing meeting is categorised into different steps which are before the
meeting, during the meeting and at the end of the meeting. During the meeting, they have to
take care of communication, control, coax, clarify and decision making. The recommendation
27

is that a good chair which helps meeting in running a business smoothly. In this, all business
should discuss, clear decisions to be reached and the meeting finishes on time.
7. How to conduct the meeting: Design an agenda
Time Agenda Item Presenter
10:00am Welcome, review of Agenda
and confirmation about next
meeting time.
CEO
10.15am Analyse the purpose of the
team
Financial Manager, HR
manager, Marketing
manager
10.30am Examine the ground roles of
the meeting.
CEO
10.45am Evaluate the format of the
draft action plan
CEO
11:00am For the group planning,
adopt a vision statement
Financial Manager. HR
manager. Marketing
manager
11:45 am Identify challenges to the
vision and on the basis of
that strategies need to
identify which aid in
addressing challenges
CEO
12:45pm Team members need to CEO
28

analysed
1:45pm Roles for the next meeting,
objectives and discuss the
type of training for trainers.
Marketing Manager
2:00pm Recap and close HR Manager
8. Participation of the meeting, including controlling, encouraging participation,
discussion, problem-solving and resolution of issues
Item Description Responsible Due Date
Agenda needs to be
discussed
CEO 25th March 2018
Implement the legislation Financial Manager, HR
manager, Marketing
manager
27th March 2018
Maintaining Budgets Financial Manager 25th March 2018
Put control at the time of
implementing legislation
HR manager 26th March 2018
Encouraging Participation HR manager, Marketing
manager
25th March 2018
Discussion related to issues
which they are facing at
the time of implementing
Financial Manager, HR
manager, Marketing
26th March 2018
29

legislation manager
Strategies related to
resolving the problem or
issues
Financial Manager, HR
manager, Marketing
manager
25th March 2018
9. What conventions should the minute taker follow?
The conventions of the meeting include the set of rules which individuals have to follow in
order to complete the work correctly and effectively. These rules are designed to ensure
structure, fairness as well as accountability. Conventions of meeting apply at all the stages of
the process as it includes the proper agenda and the ways in which needs to be conducted and
on the basis of what actions need to follow up.
10. How should the meeting be transcribed?
There are some steps which adopt in transcribed the meeting includes:
 Get a clear audio recording.
 Collect resources before transcribing.
 Take appropriate time.
 Consider hiring a professional transcription service.
11. How should the minutes be distributed and stored?
The minutes of the meeting can be stored and distributed by saving the file electronically,
online storage, prices, as well as hard copies and these, can be attached to emails.
12. What reports should be written in regards to the formal meeting and outline what
you believe the meeting should contain.
All the formal gatherings of the organization must be legitimately assembled by the
guidelines and controls of the business element. Every one of the individuals ought to have
advised of the kind of meeting is to be held, the place, date and time of the gathering and in
addition the business which should be considered at the gathering as it incorporates the full
content of all movements which will be put to the individuals at the season of the gathering.
30

The executives and managers should meet the business information. They have to make a
plan to implement for the organisation, monitor the work that has been done and to deal with
all the problems.
31

References
 Get Minute. 2018. 5 Types of Meetings: All You Need to Know for Successful
Meetings. [Online] Get Minute. Available at: https://www.getminute.com/types-of-
meetings/. [Accessed on: 25th March 2018].
 HR bartender. 2015. The Only 3 Reasons to Hold a Business Meeting. [Online] HR
Bartender. Available at: https://www.hrbartender.com/2015/training/the-
only-3-reasons-to-hold-a-business-meeting/ . [Accessed on: 25th March
2018].
 Priestley, D., 2015. Forming, Storming, Norming and Performing: The Stages of
Team Formation. [Online] Venture Team Building. Available at:
http://www.ventureteambuilding.co.uk/forming-storming-norming-performing/.
[Accessed on: 25th March 2018].
 Schwarz, R., 2015. How to Design an Agenda for an Effective Meeting. [Online]
HBR. Available at: https://hbr.org/2015/03/how-to-design-an-agenda-for-an-
effective-meeting. [Accessed on: 25th March 2018].
 Skill Maker. 2013. Minute taker. [Online] Skill Maker. Available at:
http://www.skillmaker.edu.au/minute-taker/. [Accessed on: 25th March 2018].
 Van Der Aalst, W.M., La Rosa, M. and Santoro, F.M., 2016. Business process
management.
32