BSBADM502 Manage meetings

Manage Meetings
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Table of Contents
INTRODUCTION...........................................................................................................................4
TASK 1............................................................................................................................................4
1) Explanation of each of following meeting terminology....................................................4
2) Meeting structure for a formal meeting.............................................................................5
3) Meeting structure for an informal meeting........................................................................6
4) Three key arrangements that need to be made for a meeting.............................................7
5) Two responsibilities of a Chairperson prior to a meeting..................................................7
6) Three important aspects of a Chairperson’s job during a meeting.....................................7
7) Explain important for a Chairperson to monitor participation of all those involved in a
meeting...................................................................................................................................8
8) Explain role of a Chairperson, you would manage someone who is dominating meeting 8
9) Explain role of a Chairperson you would manage someone who is too shy to contribute to a
meeting...................................................................................................................................8
10) Explain role of a Chairperson you would manage two people having a private
conversation within a meeting................................................................................................9
11) Describe two ways of conducting meetings.....................................................................9
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 use of webcams for meetings, including a brief description of how to use a web
cam.......................................................................................................................................11
15) Explain purpose of an agenda and identify five items that should be included in an agenda
..............................................................................................................................................11
16) Explain purpose of meeting minutes and list five items that should be included in meeting
minutes.................................................................................................................................12
17) Explain difference between informal meeting minutes and formal meeting minutes. . .12
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18) Access Corporations Act 2001 from Internet and identify information from the Act that
relates to notices of meetings...............................................................................................13
a) To whom must a notice of meeting be provided?............................................................13
b) How must notice of the meeting be provided? Indicate at least two ways......................13
TASK 2..........................................................................................................................................13
a) Meeting Agenda...............................................................................................................13
b) Meeting minutes...............................................................................................................14
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16
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INTRODUCTION
Meeting is defined as group of two or more than people who comes together in order to
discuss about given topic in formal as well as business setting (Castrucci and Auerbach, 2019) .
This is conducted with purpose of achievement of goal through verbal interaction like reaching
agreement, sharing information and so on. It can be face to face, telephone conference cell,
video-conference, Skype and others. It should be conducted by all types of business on regular
basis for attainment of goal and objectives in effective manner. Meeting should be managed by
preparing time, making agenda, start or end time, capturing actions and getting feedback. The
given organisation is based on Grow Management Consultants which is consultancy firm that is
specialised in providing leadership advices to business. This provide services to performance
metrics as well as managers for development of leadership in effectual manner. Being the
operational manager of respective organisation has to perform different activities and operations
for attainment of goal and objectives. The main aim of report is to discuss about formal as well
as informal meeting. It also covers about role of chairperson while conducting meeting along
with advantage of face to face meeting. This report covers formal and informal meeting project
with help of sample template.
TASK 1
1) Explanation of each of following meeting terminology
a) Quorum
It is defined as minimum number of members who have attended meeting conducted by
business (Davids and et. al., 2019). This is regarded as minimum or fixed number of eligible
people who are presented at meeting before official decision is made. They are regarded as
minimum members who are required for conducting business meeting in effective and efficient
manner. The requirements of quorum includes corporate BODs, legislative bodies, corporate
shareholder meeting and others.
b) Procedural Motion
This is defined as way which identifies about how meeting is conducted at business. Such
motions are mainly designed that allow for smooth transactions of business at time of meeting
but which may be used in disrupting as well as prolong affairs. This can be incidental motion and
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privileged motion. It is also called formal motion which are special in nature that moved in
course of debate.
c) Proxy
This is called substitute where other member is send by them in order to attend meeting
on their own behalf (Demirel and Kesidou, 2019). In this case, second person is send on behalf
of another for attending meeting and voting is done by them. They are person who are designated
by members of business to attend meeting and possess all those rights such as speaking, voting at
meeting.
d) Conflict of interest
It is defined as situation where organisation or person is involved in different financial,
interests and serving one another interest that work against another (Dorsey and et. al., 2019).
This is basically situation where personal interest of person or business affect in decision making
for providing benefit to third party. Conflict of interest arises whenever individual finds
themselves or occupy in two social roles that generate benefits as well as loyalties to third party.
2) Meeting structure for a formal meeting
Formal meeting is defined as one of number of division that includes committees, board
meeting, groups, special task forces and others. This contain formal agenda as well as supporting
documents in order to distribute among attendees. The structure for formal meeting includes
following:
Setting Objectives- There should be clear objective which will help to encourage
individual for attending meeting that denotes foundation for focused meeting (5 Steps on How to
Run a Formal Meeting, 2016). When there is conducting of meeting then one of two objectives
should be set i.e. either to inform or to decide.
Assemble Attendees- In this stage, list has to be created for those who will attend
meeting. There should be suitable time and date for conducting meeting so that all attendees will
easily attend it.
Creation of Agenda- This is defined as list of items which should be review for meeting
objective. It is regarded as something used by individual or hand out during meeting. The upside
of agenda represents script for people which should be followed and downside distract attendees
where they have to jump towards solving issues that are not covered. While handling agenda,
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clear objective along with date and time at top of page should be mentioned. All points has to be
maintained in bullet format.
Maintaining Control- When meeting has started then it is responsibility of authority to
keep focus and moving. In this meeting should be started on time, proper discussion of topic and
so on.
Follow Up- When meeting is ended then follow up has to performed. They should ensure
about what was discussed, covered, resolved, action taken and so on. It is from meeting notes
and thanked to people who participated and attended meeting.
3) Meeting structure for an informal meeting
Informal meeting is defined as one that is not planned as well as regulated like formal
meeting along with lacking various features like minutes, setting agenda and chairperson
(Fayomi and et. al., 2019). The structure for an informal meeting are as follows:
Prepare- In this each and every facts before giving invitation should be gather,
identifying proper examples, notifying employee regarding informal meeting, identifying issues
and discussion matters (How to carry out an Informal Meeting, 2020).
Meet- In this meeting is conducted by advising that informal meeting aim in supporting
individual to address particular concerns as well as maintaining and reaching relevant
expectations/standards.
Explains & Explore Issues- In this stage, there is explanation of issues, problems by
providing factual examples and allowing staff to provide explanation. The impact which should
be focused by department should be evaluated and taking positive feedback. They need to
explore potential cause, factors, required standards, reasons, ways of improvement and so on.
Agree Outcome- They have to follow SMART objectives as well as responsibilities to
attain improvement, proposed timescales including monitoring as well as reviewing period.
Generation of Improvement Support Plan for reasonable adjustments, needs for further
development, consideration of external support, advice from HR, checking individual wishes,
ending with optimistic but realistic meeting.
Record- This is record of summary of meeting which has shared with staff members,
timescales for improvement, ensuring records, constructive, factual and so on. They have to
records all information and discussion matter at meeting.
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Review- This is the last stage of meeting where follow up has to be arranged to review
situation. Addressing of new issues, objectives, improving performance and so on.
4) Three key arrangements that need to be made for a meeting
The arrangements for meeting are regarded as things that should be performed before
conducting or taking place of meeting for ensuring about communication to happen where all
members will attend and utilise resources that are needed for interaction (Knell and et. al., 2019)
. The three key arrangements that are needed to be made for meeting are as follows:
Location- This denotes about where meeting will be held for members or staffs.
Participants- It is the arrangement that defines about who will be attending meeting.
Equipments- This identifies about any requirement of specialised equipments at time of
conducting meeting.
These should be arranged very properly so that main aim and objectives of meeting can
be achieved without any problems. Before conducting meeting, they should be checked in
advance so that at time of interaction no issue or problem arises.
5) Two responsibilities of a Chairperson prior to a meeting
Chairperson is defined as presiding officer of business like committee, board or assembly
(Kruskal and et. al., 2019). They are the person who holds office selected or appointed by group
members, presiding over meeting and conducting those in proper manner. The two
responsibilities of a Chairperson prior to meeting are described below:
Matter Discussion- Chairperson has responsibility to meet with secretary in order to
discuss about matter that will be covered in meeting. Each and every matter should be very clear
to all attendees in effective manner for better outcomes.
Preparation of Meeting Agenda- In this chairperson has responsibility to go and
prepare agenda for meeting where they need to check about committee members has received
proper documents as well as reports regarding meeting in prior basis.
6) Three important aspects of a Chairperson’s job during a meeting
If proper preparation has made then it leads to effective meeting (Latimer and et. al.,
2019). The three importance aspects of a chairperson's job during a meeting are mentioned
below:
 Controlling meeting in proper manner so that no issues arises during meeting.
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 Members should not interrupt each other for creation of problems and issues.
 All members should accept majority decisions.
7) Explain important for a Chairperson to monitor participation of all those involved in a meeting
Chairing is very much important role in the meetings of an organisation, it is the major
role of chairperson is to ensure that people function in proper manner (Lehne, 2019).
Participation of all the people is very crucial as it helps in bring positive outcomes. When people
fully participate in meetings they share their ideas and views on specified subject matter that is
subject of meeting and reach at crucial decision. To enhance participation in the meeting it is
potential responsibility of chairperson is to bring some topic of participants interest and ask
questions from them so that they remain aware. The major importance of participation of people
in meeting that they consider a important part of organisation in that regards they give one of
their best efforts in organisational development and enhancement. Participation of all individuals
in meeting motivate them and give potential information regarding the next objective of
organisation and way they contribute to achieve the same. So it is very much potential for a
chairperson to involve each and every individual in meetings for gaining desirable outcomes
from them.
8) Explain role of a Chairperson, you would manage someone who is dominating meeting
If any person who is dominating a meeting, as a chair person we need to make him calm
and make him understand the value for limited time available with people who are involved in
meeting. The meeting held has to considered the view points to all the people which could get
impossible when only single person dominates it. As a chairperson, we need to make him
consider the view points of other people also and silently listen to all of them. And also after the
polite advice he continuous to dominate then a strict warning by chair person should be given to
him. Warning given in front of everybody can work for an individual and he might con-soul his
dominating personality.
9) Explain role of a Chairperson you would manage someone who is too shy to contribute to a
meeting
When a person is too shy to speak in the meeting, a chair person can motivate him by
giving chances to speak in meeting. Chairperson can also asks for the opinions, ideas and advices
from that person which will motivates him more to contributes his best. Chairperson can also
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tells him to dominate or conduct the whole meeting in which he needs to prepare a presentation
and has to present it in front of the people involved. It is the mere duty of chair person to get all
the people involved into the meeting therefore he himself needs to take corrective actions if any
person present is feeling shy or hesitate. The chair person should make some efforts to make
these people feel comfortable by starting the meeting on a happy note with them. A chairperson
can also delegate the work to that person for such he would feel confident and develops courage
in him.
10) Explain role of a Chairperson you would manage two people having a private conversation
within a meeting
As a chair person, if two people are having conversation among themselves during
meeting, he can politely make them understand the importance of meeting and limited time
within which they are holding this meeting. A polite request should be made to them for stop the
conversation among them and tell them such talking brings toxic to the meeting as the main
agenda could not get full filled. And after making the request, if these people does not stop then
necessary strict actions should be taken. Chair person can also stop their conversation by making
them involve into the meeting, he can ask about the suggestions and advices which they want to
contribute into the meeting. He can also make them involve by asking them to present
apresentation about the agenda. This activity will involve both the people to concentrate fully
into the meeting beside of talking with each other. To the extreme, the chairperson should ask
them very politely to leave the meeting if they do not stopped their conversation. Because the
meeting is held for solving the agenda not to have casual conversations.
11) Describe two ways of conducting meetings
It is very important for organisation to conduct meeting on daily basis for getting solution
of arise problems, discussing important matters and so on (Lendvai, 2019). This is essential for
business to conduct effective meeting so that goal and objectives are attained in effective
manner. The two ways of conducting meetings are described below:
Know Purpose and Agenda- It is the first way of conducting meeting where purpose
and agenda should be very clear for every members who are going to attend meeting. If these
both are not clear to members then meeting cannot be success.
Set Timeline- This is also another way to conduct meeting where timeline should be
indicate about start time and end date (7 Methods for Conducting Masterful Meetings, 2019).
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There are many situation when meeting is conducted for thirty minutes and goes up to sixty
minutes which waste time of people. Considering each and every aspects, time should be set in
appropriate minutes.
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
Face to face meeting is defined as those where all participants meet with each other in
same meeting room to participate equally for attainment of business objectives (Li and Wu, J.,
2019). Three advantages of face to face meetings are mentioned below:
Chance to Understand Body Language- Communication is not easy to understand
through words but if there is clear observation of body language then better understanding of
hand gestures and facial expressions is done. Face to face meeting assist participant in better
understanding of body language performed during meeting. For example, Grow Management
Consultants has conducted meeting for solving issues of their staff by conducting communication
barrier activity with help of using body language.
Easy to Focus- Face to face meeting leads to create full focus on participants as there is
interaction among each other at same room which leads them to understand purpose of meeting
in appropriate manner. For instance, respective organisation has presented data and statistics at
meeting which leads to increase focus of attendees.
Developing Trust and Transparency- When actual meeting take place through face to
face then there is chances of more transparency as well as trust among each other in most
effective manner (The Advantages of Face to Face Meetings, 2020). This helps them to influence
people over significant matters which will help in meeting best one.
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
Teleconference is defined as telephone meeting which is conducted among two or more
people that includes technology in proper manner by connecting two phone connection
(Moeschler and et. al., 2019). This can be audio conference that possess one or more than that
ends of conference by sharing speaker phone. Three advantages of meeting held by
teleconference are described below:
Saves Time- Teleconferences helps in saving time as this leads to hold meeting in short
time period (Advantages and Disadvantages of Teleconferencing, 2020). There is also saving of
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time to travel to venue of meeting as performed through internet or machine. For example,
respective organisation can conduct meeting to discuss about their plans and policies of business
through teleconference calling with their members living at far place.
Save on Travel Expenses- The organisation which has global reach leads to save cost
with using of teleconference as participants can attend meeting from thousand miles of away in
an effective manner. For example, if respective business has thought to conduct meeting at far
place then they can save expenses for travel.
Efficient Record Keeping- Computing device helps in recoding, keeping and tracking
details of specific online meeting which assist in capturing as well as storing relevant data and
information. This assist in capturing information in future time period.
14) Describe use of webcams for meetings, including a brief description of how to use a web
cam
Webcam meeting assist users for meeting face to face when they are separated through
ocean (O'Brien and et. al., 2019). It is very easy, convenient and eco-friendly made for people as
well as business. This also save money on airfares as well as long distance fees. Client from any
parts of world sit together and discuss about matter through webcam in an effective and efficient
manner for positive outcomes. The use of webcams for meeting helps is to perform better work,
maintain personal relationships, education & training and so on. Webcam is used for
establishment of video links, providing permission to computers to act as videoconferences or
videophones stations. In addition to this, other use of webcam includes computer vision,
recording for social videos, security surveillance, video broadcasting and so on.
15) Explain purpose of an agenda and identify five items that should be included in an agenda
Agenda is defined as something which should be done in appropriate manner. This is
always sent with notice of meeting that list out topics to be discussed at meeting (Oransky,
Burke and Steever, 2019). This is made after circulating notice for including opinion of
members. In case of secret meeting then agenda is not circulated. Agenda should be arranged as
per significant level at end, singed by convener, discussion of controversial topics at end of
meeting. Purpose of agenda is to discuss about topic and responsible for reporting information at
meeting. This also helps in keeping meeting in given time frame work in order to control issues
at meeting. The five items that should be included in an agenda are listed below:
 Defining goal of meeting
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 Outlining list of agenda meeting topics for proper discussion
 Identifying list of required number of attendees
 Leaving section for actions that should be included in items as well as off topic
discussion at end of meeting
 Checking of meeting details like place, time and conference logistics.
16) Explain purpose of meeting minutes and list five items that should be included in meeting
minutes
Meeting minutes are defined as written record regarding what has taken place at meeting
(Pradhan, 2019). These are official record of business that are accurate in nature due to legal
record of actions as well as proceedings. It is written in past tense by using third person as well
as reported speech. Purpose of meeting minutes is creating of official record of actions which are
taken place at meeting. Here, minutes serve memorizing actions which are taken place for those
who attended meeting and those who did not attend meeting. List of list items which should be
included in meeting minutes are described below:
 Time, location and date of meeting
 Agenda items
 Purpose of meeting
 Name of attendees along with those who did not attend meeting
 Decisions made at meeting along with action required to be taken
17) Explain difference between informal meeting minutes and formal meeting minutes
Informal minutes of meeting is used in showing reader about where meeting will be
conduct, number of members present and final word or conclusion of meeting (Rogers and
Maytan, 2019). If there is arise of new record then it is recorded in informal minutes of meeting.
On other hand, formal meeting minutes is conducted for recording order, calling, open issues,
ajournment, new business, name of secretary and others. The difference between informal
meeting minutes and formal meeting minutes are as follows:
Basis of Differences Informal Meeting Minutes Formal Meeting Minutes
Documentation Informal meeting minutes does not
have proper documentation of
agenda, supporting papers and so on.
In formal meeting minutes,
there is proper documentation
of agenda, supporting papers.
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Roles Role of people are not decided in
advance at meeting.
Role of people are defined in
advance at meeting like
executive officer, chairman,
minute taker, company
secretary.
Decision Making In context of informal meeting
minutes, decision making is not
appropriate or follow proper system.
The formal minute meeting
makes proper decision making
by following proper structure
and format.
Language The language used in informal is not
very clear and transparent for doing
communication with participants.
The language used is very clear
in this meeting as it follows
proper sequence and structure.
18) Access Corporations Act 2001 from Internet and identify information from the Act that
relates to notices of meetings
a) To whom must a notice of meeting be provided?
According to Corporation Act 2001 under section 249J, the written notice of meeting be
provided to each and every members participated in meeting entitled to vote. In case of joint
membership, notice should be given to only one members (Seferovic and et. al., 2019).
b) How must notice of the meeting be provided? Indicate at least two ways
The notice of meeting must be provided in following ways:
 Notice of meeting is sent through post which is given after 3 days of posted. This can be
sent through fax, electronic means.
 Notice of meeting is also given on business day after it is notified to members.
TASK 2
a) Meeting Agenda
Meeting Date: 25th March, 2018
Meeting Time/duration: 10: 00 am/ 30 minutes
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Meeting Location: Australia
Attendees: CEO (Paul Burns)
Operations Manager (Myself)
Senior Management Consultants (Bob Downs)
Marketing Manger (Jack Steel)
Administration/Project Officer (Sally Smith)
Management Consultant Contractors (Jane Simms and Leander Duval)
Chair: Paul Burns
Please bring &/or read: Making notes
Identification of topic i.e. Global Human Capital Trends 2017.
Interpretation of information
b) Meeting minutes
Date: 25th March, 2018
Time: 10:00:00
Place: Australia
Attendees: Administration
Project Officer
Apologies: Operations Manager (Myself)
Item Description
1 Meeting purpose
The purpose of meeting is to discuss about Global
Human Capital Trends 2017 which is based on topic of
leadership conference.
Minute taker: Operations Manager (Myself)
Signed: John
Name: John Sen
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Date: 25th March, 2018
CONCLUSION
From the report, it has concluded that meeting is very essential for business to conduct in
an effective manner to accomplish desired goal and objectives. The organisation conduct for
different purposes like solving of issues, providing direction and others. Meeting can be formal
as well as informal. Both meeting has their own structure and purpose of conducting interaction.
It is essential to make arrangement for meeting in terms of location, participants and so on.
Chairperson has their own role and responsibility before, during and after conducting of meeting.
The purpose and agenda of meeting should be very clear for better performance. Meeting agenda
and minute should be prepared very effectively so that positive results are attained. These should
be sent to all members of organisation who have attended meeting on specific topic so that better
decisions should be made in appropriate manner. All the rules and regulations related to meeting
should be followed by all members who have attended meeting in proper way.
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