BSBADM502 Manage meetings

BSBADM502 Manage Meetings
Assignment
Student Name: Student ID:
Assessment Type: Assignment Other:
Assessor’s Name:
Assessment
Outcome:
☐ Satisfactory ☐ Not Yet Satisfactory
Student
Declaration:
By submitting this assessment via Moodle, I declare that this is my own work and had
not been copied or plagiarised from any other source. Please refer to the Student
Handbook for more information.
Assessment
Conditions:
Each assessment criteria is recorded as either Satisfactory (S) or Not Yet Satisfactory
(NYS). A student can only achieve a ‘Satisfactory’ Assessment Outcome for the entire
assessment when all assessment Criteria listed below are ‘Satisfactory’. A student who
is assessed as ‘Not Yet Satisfactory’ is eligible for re-assessment with their trainer.
All assessment answers must be typed, include this assessment cover sheet and
uploaded in ‘WORD’ version to moodle.
Assessment Criteria
Element Performance Criteria S NYS
1 Prepare for
meetings
1.1 Develop agenda in line with stated meeting purpose ☐ ☐
1.2 Ensure style and structure of meeting are appropriate to its
purpose
☐ ☐
1.3 Identify meeting participants and notify them in accordance
with organisational procedures
☐ ☐
1.4 Confirm meeting arrangements in accordance with
requirements of meeting
☐ ☐
1.5 Despatch meeting papers to participants within designated
timelines
☐ ☐
2 Conduct
meetings
2.1 Chair meetings in accordance with organisational
requirements, agreed conventions for type of meeting and legal
and ethical requirements
☐ ☐
2.2 Conduct meetings to ensure they are focused, time efficient
and achieve the required outcomes
☐ ☐
2.3 Ensure meeting facilitation enables participation, discussion,
problem-solving and resolution of issues
☐ ☐
2.4 Brief minute-taker on method for recording meeting notes in
accordance with organisational requirements and conventions
for type of meeting
☐ ☐
3 Follow up
meetings
3.1 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
☐ ☐
3.2 Distribute and store minutes and other follow-up
documentation within designated timelines, and according to
organisational requirements
☐ ☐
3.3 Report outcomes of meetings as required, within designated
timelines
☐ ☐
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C

BSBADM502 Manage Meetings
Assignment
This assessment consists of:
5 short answer questions (40 marks)
1 case study (50 marks)
5 short answer questions (40 marks)
Instructions to students: For each question, you must record your response in the space provided.
1. List and describe three different types of meetings. The description should include the
structure and typical arrangements for each. Include special considerations. Discuss in 100
to 120 words. (12 marks) (4marks each)
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C
The following are the three types of corporate meetings:
Annual general meetings:
The annual general meetings or AGM is the central meetings are held in incorporated
associations and is provided in the companies act. The company must hold annual general meetings
within 18 months following incorporation. The subsequent AGMs should be held once in every
financial year and within six months after the financial year the company accords with. Companies
which fail to comply with this requirement should seek extension from the Consumer Protection.
The Consumer Protection Commissioner has to power to allow the companies to hold annual general
meetings beyond six months under special consideration, if the appeal is made before the expiry of
the period (Commerce.Wa.Gov.Au". 2018).
The structure of the AGMs consists of all members including members not entitled to vote.
The structure may also include special guests and/or public.
Special general meetings:
Special general meetings are general meetings other than annual general meetings usually
held to deal with unexpected requirements and situations like changes in the rules in rules of
association or the judge the legality of a certain management committee. The requirements of these
meetings lie in the fact that they are called to deal with situations which have be met urgently. The
special consideration in case of special general meetings are that the members have to be given
minimum notice period. The meeting should follow the specific procedures according to Australian
corporate law (Guides.Slv.Vic.Gov.Au 2018).
Meetings of the management committee:
The apex management committees of the public limited companies hold management
committee meetings in order to take business decisions and make strategies. The management
bodies are also responsible for holding AGMs.

BSBADM502 Manage Meetings
Assignment
2. What are the attributes of an effective and efficient meeting? What are the responsibilities
of the chairperson in a meeting? Discuss in 100 to 120 words. (5 marks)
3. Why does the chairperson need to understand group dynamics when chair a meetings.
Discuss in 80 to 100 words. (5 marks)
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C
The following are the attributes of effective and efficient meetings:
1. Productivity:
The effective and efficient meetings are productive and lead to taking of significant
corporate decisions. These meetings lead to taking decisions which propel the companies
towards further business expansion (Peltokorpi and Eero).
2. Organised:
Meetings held in organised manner are effective and efficient with clear goals to be
achieved as the outcome of the meeting. The meetings are started in an appropriate manner, has
a middle part and a orderly closing.
3. Engaging and relevant:
Meetings are rendered effective when they are able to engage the members present
actively. These meetings are efficient because they lead to taking of more significant and relevant
decision making (Battilana et al).
The chairperson plays several roles in the corporate meetings. First, he leads the
meetings, ensures proper commencement of the meetings and to acquire participation of the all
The chairperson need to understand group dynamics while chairing meetings because it is
important to understand the perceptions of the members present on board. Forsyth (2018)
defines group dynamics as the behavioural as well as psychological ways members perceive the
certain corporate decisions while making decisions. Thus, having knowledge about group
dynamics enables the chair person to obtain more active participation of the team members.
Better collaboration and participation of team members allow more accurate decision making. It
also enables the chairperson avoid or at least minimise the conflicts of decisions of the members
on board.

BSBADM502 Manage Meetings
Assignment
4. Meetings are essential part of conducting business; sharing information is of prime
importance. Barriers, such as location, can be seeing as an obstruction to an effective use of
time. Discuss (in 100 to 120 words) three options for meetings, highlighting strengths and
weaknesses, which can be used to break down barriers. (9 marks) (3 marks each)
5. Describe (120 to 150 words) the sequence of a meeting in a logical flow of events, such as
might be outlined in a meeting procedure. (9 marks)
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C
The following are the three steps which can be adopted by companies to breakdown barriers like
locations:
Technology:
Companies can use technology like cloud computing and teleconferencing to conduct
meetings among senior managers located in different geographical locations. The strengths of the
technology as far as holding meetings is concerned are first, technology like teleconference is
that it allows virtual meetings and secondly, it enables recording and using strategic decisions in
different formats like voice clips for future references.
The weakness of technology lies in the fact it is very expensive and requires immense
investment in technological set up. The second weakness of the system is that technology like
teleconferencing attract high costs of maintenance which adds to the operational costs.
1. Consideration of the desired outcome-The management of companies or senior managers
recognise the outcomes which should be achieved at the end of the meeting. For example, the
meetings can aim to achieve to gain consent of shareholders before implementing any important
business procedure.
2. Formation of a meeting agenda- The senior manager or their assistants form agenda for the
meeting to be held. The agenda contains the aim of the meetings, the scope of the meetings and
procedures which would be followed during the commencement of the meeting.
3. Identification and invitation of key participants- The management identifies the main
participants of the meeting like shareholders and representatives from suppliers. This is followed
by sending them invitation well in advance and continuous follow-ups.
4. Presentation of the issues- The coordinator of the meetings ensure orderly presentations
and discussion of the facts.
5. Closing the meeting- The meeting coordinator closes the meeting in an orderly manner by
reiterating on the key facts. It is always advisable not to bring up new topics of discussion while
closing the meeting.

BSBADM502 Manage Meetings
Assignment
Case study & Video (30 marks & 20 marks)
Instructions to student:
There have been a few speed humps along the road of preparing for the Management Meeting.
(Read the scenario for information) You will need to conduct an urgent contingency meeting with
the management assistants in order to prepare a contingency plan for the major meeting. You need
to video yourself for 2 minutes as if you were in the meeting planning the changes to the meeting.
You will then be required to prepare a written meeting plan for the Management Meeting, using the
information below and that gathered in the feedback from your contingency meeting.
Video: You will need to prepare for this contingency meeting and conduct a 2 minute introduction,
explaining the situation and what ideas you have to rectify the issues. You will need to ask for
information and feedback on your ideas from the assistants at the meeting.
You will need to upload this video along with your written meeting plan when you submit.
Meeting Plan: Write out a detailed meeting plan and an agenda to ensure that all the preparation
for the meeting will be correctly organised. All points must be addressed.
Scenario:
A management meeting for 12 senior managers of Sydney Roosters Football Club is due to be held
on the Wednesday, 21 September commencing at 9:30am and finishing at 4:00pm. The CEO of the
company will attend.
The meeting is usually held in the board room of the company’s head office, however this room us
unavailable. You will need to make alternative arrangements.
Two managers will be travelling from interstate to attend the meeting in person, while three other
managers will participate via teleconference. The company is hosting the managers who are
travelling from interstate; you will need to make relevant arrangements.
A guess speaker will show a video and talk on technological changes for the year of 2018.
Lunch will be catered for on the premises.
In the afternoon, the participants will divide into three groups to develop ideas and consider their
strategic needs for the upcoming year.
 Current date: 1st September 2017
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C

BSBADM502 Manage Meetings
Assignment
 Company Location: 5 Bronte St, Bondi, NSW
More information on the video:
You are required to conduct a meeting with the CEO Secretary, HR Team Leader, and Personal
Assistant (PA) to the Professional Development Director and the Sales Manager. You will need to
prepare for this meeting and conduct a 2 minute introduction; you will need to explain to the team
the issues which have arisen in preparations for the Management Meeting on the 21st September
and discuss with the team the appropriate actions you need to take to ensure all guests are catered
for correctly during the meeting. You will need to brainstorm with the team and use their
suggestions as part of your plan for the Management Meeting.
Written plan:
You need to consider in your plan:
Use your notes taken from your studies and from the scenario written above.
 Pre meeting requirements
 During meeting requirements
 Post meeting requirements
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C

BSBADM502 Manage Meetings
Assignment
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C
Introduction of the meeting:
Transcript:
Time(second
s) Transcript
0.05
Good morning. The meeting would be attended by the
CEO, two interstate managers and three managers
would be attending on the teleconferencing systems.
The HR manager would also be attending the meeting
1.10
The meeting would be attended by 12 senior managers
of Sydney Roosters Football Club on September 21,
2018 in presence of the CEO. Two interstate managers
would be attending the meeting and while three
managers would be participating on teleconferencing
system. The attendants of the meeting would be served
lunch in the venue. A suitable venue for the event needs
to be arranged. Accommodation would be arranged for
the interstate managers.
1.50
The meeting would commence as per the planning
attached below
Activity
no Activity Time
(days)
1 Pre meeting 14
1.1 Arrangement of venue 2
1.2 Invitation of the managers and attendees on
formal mail 3
1.3 Arrangement of accomodation for the interstate
managers 3
1.3 Followup of attendents regarding their
availability and attendance
2
1.4 Setting of meeting procedure 2
1.5 Holding of preliminary meetings with senior
managers 2
2 During meeting requirements 1
2.1
Holding of the main meeting and circulation of
minutes of the meeting among the managers
present and emailing of the same to the
managers who could not attend.
1
3 Post meeting 1
3.1 Holding of lunch in presence of all the managers
and subordinate employees 1

BSBADM502 Manage Meetings
Assignment
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C

BSBADM502 Manage Meetings
Assignment
Sydney Roosters Football
Club meeting
Pre meeting
Arrangement of
venue
Invitation of the
managers and
attendees on formal
mail
Arrangement of
accomodation for
the interstate
managers
Followup of
attendents
regarding their
availability and
attendance
Setting of meeting
procedure
Holding of preliminary
meetings with senior
managers
During meeting
requirements
Holding of the main
meeting and
circulation of minutes
of the meeting among
the managers present
and emailing of the
same to the
managers who could
not attend.
Post meeting
Holding of lunch in
presence of all the
managers and
subordinate
employees
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C

BSBADM502 Manage Meetings
Assignment
References:
"Commerce.Wa.Gov.Au". 2018. Commerce.Wa.Gov.Au.
https://www.commerce.wa.gov.au/books/inc-guide-incorporated-associations-western-australia/
types-meetings.
"Guides.Slv.Vic.Gov.Au". 2018. Guides.Slv.Vic.Gov.Au.
https://guides.slv.vic.gov.au/companies/structures.
Battilana, Julie, Metin Sengul, Anne-Claire Pache, and Jacob Model. "Harnessing productive tensions
in hybrid organizations: The case of work integration social enterprises." Academy of Management
Journal 58, no. 6 (2015): 1658-1685.
Forsyth, Donelson R. Group dynamics. Cengage Learning, 2018.
Peltokorpi, Vesa, and Eero Vaara. "Knowledge transfer in multinational corporations: Productive and
counterproductive effects of language-sensitive recruitment." Journal of International Business
Studies 45, no. 5 (2014): 600-622.
VC002 College of Sports & Fitness – Assignment 1 BSBADM502 Manage Meetings
International College of Capoeira Pty Ltd trading as ’College of Sports & Fitness’ ABN 90 125 114 730/ Registered
Training Organisation 91345/ CRICOS Provider Code 03057C