Manage Meetings: Meeting Terminology, Structure, Responsibilities, and Dynamics

Manage Meetings

Contents
Assessment Task 1 Cover Sheet...................................................................................................................4
Student Declaration.................................................................................................................................4
Assessor declaration................................................................................................................................4
Feedback.................................................................................................................................................4
Student result response..........................................................................................................................5
Assessment Task 1: Written Question.........................................................................................................6
1. Provide an explanation of each of the following meeting terminology................................................6
2. Outline a meeting structure for a formal meeting................................................................................6
3. Outline a meeting structure for an informal meeting...........................................................................7
4. Outline at least three key arrangements that need to be made for a meeting........................................7
5. Outline two responsibilities of a Chairperson prior to a meeting.........................................................8
6. Outline three important aspects of a Chairperson’s job during a meeting............................................8
7. Explain why it is important for a Chairperson to monitor the participation of all those involved in a
meeting....................................................................................................................................................8
8. In relation group dynamics answer the following questions:...............................................................8
9. What are group dynamics and how would you describe this in relation to meetings?.........................9
10. Provide a definition for each of the following roles within meeting dynamics:.................................9
11. Describe two ways of conducting meetings.....................................................................................10
12. Describe three advantages of face to face meetings and give an example of a workplace situation
where this type of meeting may be used................................................................................................10
13. Describe three advantages of meetings held by teleconference or web conferencing and give an
example of a workplace situation where this type of meeting may be used...........................................10
14. Describe the use of webcams for meetings, including a brief description of how to use a web cam.
...............................................................................................................................................................11
15. Explain the purpose of an agenda and identify five items that should be included in an agenda.....11
16. Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes..................................................................................................................................................11
17. Explain the difference between informal meeting minutes and formal meeting minutes.................11
18. Access the Corporations Act 2001 from the Internet and identify the information from the Act that
relates to notices of meetings. Now answer the following questions:....................................................12
Assessment Task 2 Cover Sheet.................................................................................................................13
Student Declaration...............................................................................................................................13
Assessor declaration..............................................................................................................................13

Feedback...............................................................................................................................................13
Student result response.........................................................................................................................14
Assessment Task 2: Formal meeting project.............................................................................................15
1. Develop meeting agenda....................................................................................................................15
2. Identify leadership topics...................................................................................................................15
3. Confirm the meeting arrangements....................................................................................................15
4. Conduct the meeting..........................................................................................................................15
5. Prepare minute meeting.....................................................................................................................15
6. Update conference program...............................................................................................................15
7. Take screenshot of folders and files...................................................................................................15
8. Send email to staff.............................................................................................................................15
Assessment Task 3 Cover Sheet.................................................................................................................16
Student Declaration...............................................................................................................................16
Assessor declaration..............................................................................................................................16
Feedback...............................................................................................................................................16
Student result response.........................................................................................................................17
Assessment Task 3: Informal meeting project...........................................................................................18
1. Meeting Agenda................................................................................................................................18
2. Email for the staff..............................................................................................................................19
3. Conduct the Meeting.........................................................................................................................20
4. Email for the team.............................................................................................................................20
5. Email for the assessor........................................................................................................................21
REFERENCES..............................................................................................................................................23

Assessment Task 1 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses
 I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded
with any other student(s).
 I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against
me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name
Student ID number
Student signature
Date
Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been carried
out according to the required assessment procedures.
Assessor name
Assessor signature
Date
Assessment outcome S NS DNS Resubmission Y N
Feedback
Student result response
 My performance in this assessment task has been discussed and explained to me.

 I would like to appeal this assessment decision.
Student signature
Date
A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

Assessment Task 1: Written Question
1. Provide an explanation of each of the following meeting terminology
a. Quorum – A quorum is the minimum numbers of members of deliberative assembly as well as
it is body which utilise parliamentary procedure like legislature essential for conducting business
of group.
b. Procedural motion – It is related to how meeting is conducted as well as these are designed to
allow for easy transaction of business at time of meeting. but when procedural motions can
utilise to disrupt as well as prolong affairs.
c. Proxy – It is an agent who is legally authorised to act in the behalf of another party or format
which allows an investor to vote without aby physical presence in meeting.
d. Conflict of interest – Conflict of interest take place when the interests of members who are
involved in management of meeting/committee/board are generally involved in conflict with
interest of business firm they are assisting for govern.
2. Outline a meeting structure for a formal meeting.
Company/Department Name
Meeting Agenda
Date
Time
Type of meeting: Description of meeting
Meeting Facilitators: Facilitators name
Invitees: Name of Invitees
1. Call to order
2. Roll call
3. Approval of minutes from last meetings
4. Open issues
a) Description of open issue 1
b) Description of open issue 2
c) Description of open issue 3
d) Description of open issue 4