Types and Importance of Meetings

This assignment delves into the world of business meetings, examining both formal and informal types. It explores the purpose and structure of board meetings, highlighting their significance in organizational decision-making. The document emphasizes the influence of meetings on employee relations and brand image while underscoring the legal and ethical framework governing their conduct.

ASSIGNMENT
ABOUT MEETING

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Prepare, conduct and follow up an informal ad-hoc meeting.....................................................1
TASK 2............................................................................................................................................3
Conduct a board meeting............................................................................................................3
TASK 3............................................................................................................................................4
(a) Responsibilities of a chair person and explain group dynamics............................................4
(b) Describe the meeting options that follow..............................................................................5
(c) Legislation and principles effect the preparation and conduction of.....................................7
meetings.....................................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Meeting is a gathering of four to five persons where they communicate with each other in
order to achieve particular goals and objectives. It is held upon a specific time and an agreed
agenda. Generally, meetings are held by a leader who is discussed pre-determined topics and
make appropriate decisions for growth and vitality of the firm. It helps managers to resolve all
problems and issues that is being faced by them regularly. Coffee house is the chosen
organisation in this present report that is situated in Sydney. It is one of the largest coffee
company over the world with having 2861 stores over 12 countries. It is selling superior coffee
beans that are produce by top quality producers. Apart from this, the report will be discuss terms
and conditions of an informal adhoc meeting. A board meeting will be prepared for Coffee
house. Readers will also come to know about roles and responsibilities of the chair person and
also enlighten some relevant legislations that effect perception of meetings.
TASK 1
Prepare, conduct and follow up an informal ad-hoc meeting
While developing an informal ad-hoc meeting, it is essential for HR managers to prepare
and determine all important aspects of it. Below mentioned some components that are involved
in informal meeting of Coffee House.
This notice is about a meeting of Board of Directors of of the company.
Coffee House Ltd.
28, Weighar Road.
NOTICE
A meeting is going to be held on 30th September 2017 for the Board of directors of the company
at 9.30 AM. at Hotel Redison Blue to consider and discuss current communication issues and
their impact on workplace productivity. It also involves how to implement effective
communication among staff members.
Thanks and Regards
A.J Jain
Managing Director
Coffee House Ltd.
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10th September 2017.
AGENDA
Coffee House Ltd.
HR department.
30th September 2017.
Venue – Hotel Redison Blue
Time – 9:30 AM onwards.
Meeting Minutes – 20 minutes.
Points on discussion: -
 Highlight the current communication issues at workplace.
 Impact of these issues on firm's productivity.
 How to implement effective communication among staff members.
Participants
 Chair persons
 Board of directors
 Top management
Meeting structure Informal Ad-Hoc meeting
Company Secretary
M.R Mittal
MEMORANDUM
To – Board of Directors
FROM – HR manager
Date - 10th September 2017
SUBJECT – Discussion upon current communication issues
PURPOSE – The prime purpose of meeting is to find out the ways of implementing effective
communication at workplace.
SUMMARY – The meeting is going to be held in order to regulate effective communication
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channels within workplace so as employees can easily share their ideas and thoughts with each
other. It also helps in improving productivity at workplace.
Necessary Attachments – tables, graphs, pie charts etc.
TASK 2
Conduct a board meeting
COFFEE HOUSE LTD.
10th September 2017.
The General Manager
Coffee House Ltd.
Australia.
Dear Sir/Mam,
Notice of Board Meeting
This is to inform you that there is a meeting is going to be held of the Board of Directors of
Coffee House Ltd. In Hotel XYZ on Saturday 5th October 2017 at 9.30 AM. to consider the
sales of espresso machines in last six months and to regain the brand image of the company.
Participants: -
 Gary Johnson
 Jamie Raspberry
 Lin Cheng
 Bilal Akbar
AGENDA
 Discussion with human resource manager on staffing requirements, selection, training
and orientation programmes, WHS issues.
 Make an operation plan including effective transportation and logistics.
 Creating and executing effective marketing strategies in order to achieve sales targets.
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 Involvement of finance manage so as to analyse financial position and viability of the
company.
 Involvement of product development managers so as to present comparative analysis of
products and services of external competitors for enhancing return on investment.
You may please inform other Board members accordingly.
Yours truly
M.R Mittal
(Company Secretary)
MEMORANDUM FOR DEPUTY SECRETARIES AND BOARD OF MEMBERS
FROM - M. R Mittal (Company Secretary)
TO – ALL GENERAL MANAGERS & BOARD OF MEMBERS
SUBJECT – Follow up: 30th September 2017, Meeting of all Board members
Thank you for all people as you are participating at Coffee House Board Meeting on 30th
September. During the meeting, there was a discussion for new launched newly launched
products by involving three steps, such as -
 Increasing customers' interest towards company's products and services.
 Hiring new and talented people so as to improve productivity.
 Analyse financial viability of the company.
All these will help our company to grow and diversify in international market.
TASK 3
(a) Responsibilities of a chair person and explain group dynamics
The chairperson of board committee is liable for running meetings in an effective
manner. The person conduct meetings and further sessions where people can share their issues
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and problems within workplace. Chair person also set certain aims and objectives for entire
association. In Coffee House, Chair person is seem as head who is selected by board of directors
and shareholders. He represents company's market position. Apart from this, he ensures that all
participants are stick to the agenda and should give respect for all rules of the meeting (Fenich,
2011). Below mentioned responsibilities of a chair person who is involved in meeting of a
business organisation: -
 He regulates businesses so as to set out meeting agenda.
 Keep discuss agenda and further objectives
 Chair is liable to effective decisions and judgements for growth and vitality of the firm.
 He permits every one to share their feelings and issues
 Ensure that record of decisions should be kept. During committee meeting, chair person is always keep in touch with other members in
order to analyse that work is going to be in right direction.
Group dynamics in relation to managing meetings
Group dynamics refers with certain complex forces that affect every group and its
performance. In other words, it is an interaction of forces in group members in social context.
Due to the dynamic nature of people, sometimes it is not possible for managers to make a proper
coordination in group members. It can generate disputes and conflicts among these persons.
Apart from this, people have different mentality, cultural, beliefs, values, morals; although all of
them have divergent mind set (Robison, 2014). This impact on flexibility and decision making
process of meetings. Therefore, it is essential for the managers while conducting a meeting, so as
to effectively cope up with all issues that are being generated through group dynamics.
(b) Describe the meeting options that follow
Meeting type Purpose When to
conduct
Participants Structure Organiser
AGM Discussion
about
annual goals
and
objectives.
End of the
every financial
year.
Board of
members,
shareholders
and general
managers.
Fixed BOD.
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Teleconferencing In order to
analyse
employees'
problems
and issues
On quarter
basis.
All employees
and managers.
Flexible. Top
management.
Committee
meeting
Depend
upon
specific
issues, i.e.
CSR
activities.
On monthly
basis.
Board of
directors.
Fixed. Shareholders
and investors.
Web-
conferencing
To analyse
about
working
activities
Anytime. All persons of
the company.
Flexible. Higher
authorities and
top
management.
Face to face
meeting
Resolve all
issues in a
certain time
period.
In six months. Managers,chai
r persons.
Very flexible. Branch
managers.
Board meeting To make a
relevant
solution for
firm's
growth and
developmen
t.
Once in a
year.
Board
members and
committee
person.
Fixed Committee
persons and
shareholders.
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Regular staff
meeting
To identify
basic issues
of
employees.
Once in a
month.
Staff members
and
departmental
managers.
Flexible. Branch
managers.
Project meeting To know
the
effectivenes
s of a
particular
project or
task.
When a
project is
established.
Project
managers and
their
subordinates.
Flexible. Project
managers.
(c) Legislation and principles effect the preparation and conduction of
meetings
Below mentioned some relevant legislations and ethical principles which could effect the
preparation as well as conduction of corporate meetings: -
 Corporations Act 2001 – The law was set for common wealth of Australia. It set out the
law which deals in business entities at interstate and federation level. Corporations Act
2001, focuses on effectively execution of companies meetings; it also covers some laws
that are related with further entities, i.e. partnerships investment schemes etc.
 Company Law Review Act 1998 – The law was established for company's constitution
that was comprised with memorandum and articles of association. It can set out all
provisions towards external dealings of the company.
 Workplace health and safety act – The act was set in Australia in order to provide healthy
and safe working environment to people. It will help in improving performance of staff
members.
 Anti discrimination legislation – The law states that there will be no discrimination
during recruit male and female employees. Managers have to give equal importance to all
persons within workplace (Kauffeld and Lehmann-Willenbrock, 2012).
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 Privacy laws – Such laws deal with regulating and storing all private information of
employees as well as business organisation, that will be gathered by the government.
Privacy laws are related to secure individuals rights.
 Ethical principles – Several ethical principles are created which forces company to
produces in legal and ethical manner. In addition, they are also helpful in increasing
brand image of a firm.
 Copyright – Copyright helps in protecting firm's products and innovation. So as no one
can misuse them.
CONCLUSION
From the above mentioned report, it has been founded that there are two types of
meetings, such as – formal and informal meetings. They are conducted in order to resolve all
issues of employees as well as business organisation. Board meetings are held for specific
concern. Apart from this, chair person plays a vital role in conducting meetings. Some laws are
described that must follow by business owners in preparation and conduction of meetings.
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REFERENCES
Books & Journal's
Fenich, G. G., 2011. Meetings, expositions, events & conventions: an introduction to the
industry. Pearson Higher Ed.
Robison, J., 2014. Proofs of a Conspiracy against all the Religions and Governments of Europe,
carried on in the secret meetings of Freemasons, Illuminati and Reading Societies.
Wermod and Wermod Publishing Group.
Kauffeld, S. and Lehmann-Willenbrock, N., 2012. Meetings matter: Effects of team meetings on
team and organizational success. Small Group Research. 43(2). pp.130-158.
Patkar, V. and et. al., 2011. Cancer multidisciplinary team meetings: evidence, challenges, and
the role of clinical decision support technology. International journal of breast cancer.
2011.
Bushby, K. and Connor, E., 2011. Clinical outcome measures for trials in Duchenne muscular
dystrophy: report from International Working Group meetings. Clinical investigation.
1(9). p.1217.
Bragdon, A. and et. al., 2011, November. Code space: touch+ air gesture hybrid interactions for
supporting developer meetings. In Proceedings of the ACM International Conference
on Interactive Tabletops and Surfaces (pp. 212-221). ACM.
Wagner, M. and et. al., 2012. A national picture of parent and youth participation in IEP and
transition planning meetings. Journal of Disability Policy Studies. 23(3). pp.140-155.
Shekelle, P. G. and et. al., 2013. The top patient safety strategies that can be encouraged for
adoption now. Annals of Internal Medicine. 158(5_Part_2), pp.365-368.
Online
Informal meeting, 2013. [Online]. Available through: <http://www.skillmaker.edu.au/informal-
meeting/>. [Accessed on 29th September 2017].
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