BSBADM502 Manage Meetings

BSBADM502 Manage Meetings

Table of Contents
Assessment Task 1...........................................................................................................................4
1. Provide an explanation of each of the following meeting terminology:............................4
2. Outline a meeting structure for a formal meeting..............................................................4
3. Outline a meeting structure for an informal meeting.........................................................4
4. Outline at least three key arrangements that need to be made for a meeting.....................5
5. Outline two responsibilities of a chairperson prior to a meeting........................................5
6. Outline three important aspects of a chairperson’s job during a meeting..........................5
7. Explain why it is important for a chairperson to monitor the participation of all those
involved in a meeting.............................................................................................................5
8 In relation to group dynamics answer the following questions:..........................................6
a. Explain how, in the role of a chairperson, you would manage someone who is dominating
the meeting.............................................................................................................................6
b. Explain how, in the role of a chairperson, you would manage someone who is too shy to
contribute to a meeting...........................................................................................................6
c. Explain how, in the role of a chairperson, you would manage two people having a private
conversation within a meeting................................................................................................6
9 Explain group dynamics, including how these are important in relation to conducting
meetings..................................................................................................................................6
10 As a chairperson, you need to be aware of the different roles that may be present during a
meeting. Provide a definition for each role listed below........................................................8
11 Describe two ways of conducting meetings......................................................................8
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..................................................................8
13 Describe three advantages of meetings held by teleconference or web conference and give
an example of a workplace situation where this type of meeting may be used......................9
14 Describe the use of webcams for meetings, including a brief description of how to use
video conferencing software and common features...............................................................9
15 List three different applications you can use to communicate with someone using web
conferencing...........................................................................................................................9

16 Explain the purpose of an agenda and identify five items that should be included in an
agenda...................................................................................................................................10
17 Explain the purpose of meeting minutes and list five items that should be included in
meeting minutes....................................................................................................................10
18 Explain the difference between informal meeting minutes and formal meeting minutes.10
19 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:....................10
20 Identify two organisational policies and procedures relevant to conducting meetings. For
each one, explain why it would be important to follow.......................................................11
Assessment Task 2.........................................................................................................................11
Q1 Formulate meeting agenda..............................................................................................11
Q2 Identification of leadership topic....................................................................................12
Q3 E-mail.............................................................................................................................13
Q4 Carry out meeting...........................................................................................................14
Q5 Prepare meeting minutes................................................................................................15
Q6 Conference program.......................................................................................................16
Assessment Task 3.........................................................................................................................16
Q1 Development of meeting agenda....................................................................................16
Q2 Email...............................................................................................................................17
Q3 Conduct meeting.............................................................................................................18
Q4.........................................................................................................................................18
Q5 Email to assessor............................................................................................................19
References......................................................................................................................................20

Assessment Task 1
1. Provide an explanation of each of the following meeting terminology:
 Quorum – This can be describe as the minimum acceptable level of member with a vest
interest in company with the motive of proceeding of meeting. It consist of minimum
level of interest or attendance required before an official meeting.
 Procedural motion – This is refer as the how meeting can start or run along with the what
is happening in the meeting (Busuioc and Rimkutė, 2020). Procedural motion means that
individual or meeting member consider that it should end now and it either should have
latter time or it should be completely finished.
 Proxy – This can be refer as the person or individual that is selected by other individual
to do something officially for respected person. Proxy have authority or power to act for
another person and represent them.
 Conflict of interest – This team is refer as the when two individual or party do not agree
on same condition or have any kind of disputes. Conflict of interest occurs when
individual or entity vested interested raise a question of whether their actions, decision
making or judgment can be unbiased.
2. Outline a meeting structure for a formal meeting.
Structure for a formal meeting is –
 Setting of objective
 Assembling attendees
 Creating agenda of meeting
 Maintain control
 Follow up
3. Outline a meeting structure for an informal meeting.
Informal meeting does not necessarily follow rules of formal meeting and this type of meeting
are often no motion put and voted upon (Rubin and et.al., 2020). It consist of sharing
information or reporting meetings. Structure of an informal meeting is mention below -
 Introduction of meeting
 Creating an accurate list of attendees
 Minutes of the previous meeting
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