BSBADM502 - Manage meetings

Running head: LEADERSHIP IN BUSINESS
Leadership in Business
Name of the Student
Name of the University
Author Note

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ASSESSMENT 1
Activity 1A
1. There are two types of meeting, formal meeting, and informal meeting.
Informal meetings: this form of meeting can be in email, memo or letter form. However, it is
signature of the convener of the meeting is essential. Agenda related to the meeting must be
attached to the notice (Green, 2017).
Benefits of informal meeting:
 It is convenient for the members in case they are unable to attend the meeting.
 It is convenient for the member as they can attend only the part of the meeting that they
require to report (Thomas, Bystydzienski & Desai, 2015).
Formal meetings: formal meetings are the one that are with agenda and let the members of the
management take the preparation of the meeting before conducting it.
Benefits of formal meeting:
 Members get the time to prepare and get the opportunity to discuss about issues they want to
rise.
 It follows strong agenda that is often necessary in order to solve a issue and it gets the
participants of every member (Juepner, McCormick & Ng'ethe, 2018).
2. Formal meeting would be needed within my own organization. the purpose of setting up
meeting in an organization is to discuss about issues, resolve conflicts, present new ideas, to
improve communication and set the priorities of the organizations.
3. Agenda:
Meeting purpose: Range of business items
Meeting Agenda
Meeting No. 02 DATE: 11/11/ 2018 TIME: 2:00 pm
Objective: improvement of services
2:.00- 2:30 pm- Thank you for the participation in the special meeting. In this meeting we
welcome the top engineers from the United States, the chairperson of apple, president and vice

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president who will give us the opportunity to take a look at the new innovations in the field of
capturing photos.
We ask for apology as the head of the IT department will not be able to make it due to some
personal turbulence.
2:30- 3:30 pm- topic discussion
The purpose of the meeting is to:
1. Discuss the energy crisis.
2. improvement in mobile camera
Activity 1B
1. The meeting would be formal meeting starting from 2:00 pm. The meeting would aim to
discuss the quality of the phone’s camera and regarding the energy crisis that the company is
facing. The meeting would include the important persons and last for 3-4 hours.
2.
Formal email:
To: manager
Subject: Reg: Application for leave
Dear Sir,
Greeting of the day!
I am writing this email in order to request you for an annual leave. I have made some personal
commitment to my family and it is an unavoidable circumstance.
I request you to please understand my situation and approve my leave.
Thanking you,
Name

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Activity 1C
1. The people who would be involved in the meet are the chairperson, the president, vice
president, managers, employees and the external engineers.
2. The meeting would be notified through formal emails.
Activity 1D
For the meeting, the meeting arrangement would be:
Notice of the meeting: formal email.
Budget:
 Catering: $ 1200
 Staffing: $ 750
 Venue: The conference hall
Activity 1E
1. The meeting paper for the meeting would require:
 Agenda of the meeting
 Chairperson’s report
 Financial report
 Previous years documents
 Notice for the meeting
 Research report
2. The timeframe would be the 20mins before the meeting starts.
Activity 2A

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Chairing a meeting is a task involving leadership. The chair usually performs the task of
releasing the talents of its group or organization as a whole.
As the CEO of the firm, my responsibilities involves:
 To clearly convey the aim of the meeting that is to improve the camera quality and
energy crisis
 To direct the method that can be used in order to eliminate the issue
 To ensure the member of the meeting have understood the purpose and the wellbeing that
is required in the task.
 To gain adequate information from the external engineers.
(Presentation)
Activity 2B
Following the meeting conducted it can be ensured that it was focused due to the following
reasons:
 Giving relevant background information
 Giving the importance of the issue
Following the meeting conducted it can be ensured that it was time efficient due to the following
reasons:
 It followed the agenda strictly
 Maintained the allotted time.
Following the meeting conducted it can be ensured that it • Achieved the required outcomes due
to the following reasons:
 It gave an conclusion
 Developed a executing plan of the issue
Activity 2C

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The meeting that was held and considering it, there were several ways I enable participation,
discussion, problem-solving, and resolution of issues.
• Participation: With a behavior that is equally friendly as well as formal I encouraged the
participation.
• Discussion: By giving them the opportunity to ask question any time they needed were
encouraged.
• Problem-solving: with encouragement of ideas and new collaboration problem solving
was encouraged in the meeting.
• Resolution of issues: It was performed by giving separate time to speak and debate. Also,
by focusing on listening.
Activity 3A
Meeting transcription:
Name of the meeting: The meeting on energy crisis and camera improvement.
The venue: 11-11-2018, 2:00 pm, in the conference hall of the office building.
The name of the chair, administrator and participants
Apologies: apologies for the absence of IT head of the department.
Matter arising: the problem in the front camera therefore, improvement of the camera. Usage of
more sustainable energy.
Voting: 78% for the solution agreed solution.

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Decision reached: the task will begin from the next year fall and till then an research would be
conducted.
Date of completion: 29-11-2019
Activity 3B
Minutes should be constructed including various factors such as:
 Recent events
 Date and place name
 Sums of the money
 Name of the people who met or interviewed
 Policies
 Name of the departments or other organizations
Activity 3C
The outcome of the report would be evaluated through:
 Emails: each members would be emailed regarding the meeting and the decision made
 Normal posts: there would be normal posts in the official places
 Internet: it would be declared publically

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Assignment 2
Outline the role of a chairperson for a meeting? (Elements Covered 2.1,B2)
The role of chairperson in a meeting comprises the followings:
To provide effective leadership: A meeting needs to be led properly in order to obtain effective
solution of the issues. This leadership is given by the chairperson. Hence a chairperson needs to be
an effective strategist as well as a good networker.
To ensure that the management committee functions appropriately: It is the responsibility of the
chair person is to make sure that each meeting is planned effectively, conducted according to the
constitution and all the matters are dealt with an efficient as well as orderly manner (Park, 2015).
The chairperson is subjected to make the most of all his or her committee members. This includes
monitoring the arrangement of the meeting, addressing any specific needs and making sure that
each and every member of the meetings has been invited.
To ensure that the organization has been managed effectively: The chairperson should coordinate
the committee in order to ensure that appropriate polices as well as procedures are in place for
effective management of the meeting
To prove the chief officer as well as senior team members with support and supervision: The
chairperson is subjected to monitor the activities of the executives to ensure that no loopholes are
there before the meeting is conducted.
To present the organization as its figurehead: In several meeting the chairperson is the chief spoke
person who introduces the issue for which the meeting has been organized along with providing
effective guidance to the meeting.

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What is Annual General Meeting? Outline its purpose, Style and structure for conducting AGM
(Annual General Meeting) in an organisation? ( Elements Covered 1.2, B1, B4)
An annual general meeting can be described too be a mandatory yearly gathering of the interested
shareholders of a company. At an Annual general meeting, the directors of the organization present
an annual report that is consists of information for shareholders about the performance and strategy
of the same. Shareholders who posses voting right vote on current issues that includes
appointments of the board of directors of the organization, compensation of the executives ,
selection of auditors and dividend payments (Pon et al., 2016).
The chief purpose of holding an AGM includes allowing the shareholders to vote on issues of the
company and for the boards of directors. In large organizations, this meetings are considered to be
the only time in a financial year when the shareholders interacts with the executives of the
organization. Shareholders who are not able to attend an AGM generally vote with the help of a
proxy either through email or online.
The structure of an AGM is largely designed by the jurisdiction. In majority of the jurisdictions, the

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following items are discussed at an AGM.
Minutes o the previously held meeting: It is crucial to approve the AGM of the previous year.
Financial statements: The organization should present its annual financial statements to its
shareholders for approval.
Ratification of the action of the directors: The shareholders either approve or ratify the decisions
that are being made by the boards of directors over the previous year.
Election of the boards of directors: Finally, the boards of directors for the upcoming years are being
elected by the boards of directors.
Choose one of the communication mediums that you would use to contact the participants of your
meeting with the details of the meeting, in the format favoured by your organisation, such as (letter,
email or poster). Explain how you would distribute the agendas and minute papers to the meeting
participants? (Elements Covered 1.3, 3.2, A1(i), A1(ii), A4)
Considering the fact that this is the age of technology, the communication method that will be ideal

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for communicating with the participants of my meeting includes emails.
The details of the meeting conducted by me are as follows:
Total number of participants: 15
Chairman of the meeting: Mr. X
Topic of the meeting: importance of internal communication within the organization.
The format to be followed:
Opening remarks of the president
Apologies
Minutes of the previous meeting
Businesses arising from the minutes
Discussion about the issue
End
As being discussed earlier, the chosen communication medium of the meeting is email. Before
conducting the meeting, the agenda of the meeting along with the stipulated time and date will b
emailed to all the participants by the Human Resource manager of the company. Similarly as soon
as the meeting will be over, the chairperson will mail the minutes of the same to the HR manager.
The same will be then sent to all the employees as well as the executives through email so that each
and every stakeholders of the company are of the new decisions taken. Along with that, an
additional point will be included in the minutes that if any of the employees have any kind of
quarries regarding the decisions taken in the meeting the can directly communicate with their
immediate superior about the issue.

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Explain the points(elements) that agenda of a meeting includes? (Elements Covered 1.1, A1(i), B4)
The five chief element that the agenda of a meeting comprised of are the agenda header, the
objective of the meeting , the body of the agenda, allocate time, keep time, call the question as well
as responding to Urgent and Critical Issues that Arise.
The chief purpose of the header is to provide the following information:
The entity, institution or committee that is calling the meeting
The name of the body, that is the Board, Advisory Group, Committee
What is the date as well as time in which the meeting has been scheduled to both begin and end
The location of the meeting
The objective of the meeting answers the questions like why the meeting has been held and what is
expected to be accomplished from the meeting.
When it comes to the body of the agenda it includes the meeting work plan. This part consists of
the list of the most time-sensitive first along with the most controversial or time-consuming next It
is then followed by the less sensitive as well as low impact items and finishing up with a paper
parking lot.
Allocating as well as keeping time, includes beginning as well as ending on time is a simple respect

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issue. Meetings that are timely, display that the time of the participants is valuable. The maximum
amount of time should be allocated for each and every agenda item.
Explain how you would name and store your meeting minutes according to organisational
requirements? (Elements Covered (3.2, A3, A4)
Meeting minutes are highly crucial parts of a meeting and hence should be stored either
electronically or online. When it comes to my meeting, I prefer to store the same electronically in
my computer. I prefer to give the meetings minutes a similar name each time it is conducted along
with the date. For different kinds of meeting I use different folders like “board meetings” and “staff
meetings”.

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What are the possible outcomes of the meeting that you have conducted earlier in Activity 1A
(Question No. 3)? Did that help you achieve your desired results, Explain? (Elements Covered
2.2,2.3)
Enhanced quality of the Camera
Goodwill of the consumers due to enhanced environmental sustainability

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What are the various ways of conducting meeting for an organisation? (Element Covered B3)
Making the objective clear
Considering the number an role of the participants
Considering who are being invited
Sticking to the schedule
Avoiding Hostages

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Role play
Task 1
Person A: Nice to meet you Mr. B. I am the chairperson of the meeting that has been conducted
on this Friday.
Person B: same to you, Mr A. I will be taking notes on the minutes if the meeting.
Person A: Sure. So, the purpose of the meeting was to discuss about sustainable energy crisis as
well as improvement in the camera of Apple mobiles.
Person B: so who were the chief participants of the meeting?