Managing Meetings: Planning, Chairing, and Follow-up

This document provides a comprehensive guide on managing meetings. It covers topics such as planning, chairing, and follow-up. The guide includes sample agendas, meeting minutes, and tips on effective communication and time management. It is recommended for students studying management and business courses.

MANAGING MEETINGS

Table of Content
PROJECT PORTFOLIO..................................................................................................................3
Section 1: Planning your meetings.........................................................................................3
Section 2: Chairing your meetings.........................................................................................8
Section 3: Meeting follow up.................................................................................................9
REFERENCES..............................................................................................................................10
APPENDICES...............................................................................................................................11
Appendix 1 - Meeting 1 Agenda..........................................................................................11
Appendix 2 - Meeting 2 Agenda..........................................................................................12
Appendix 3 - Meeting 1 Minutes..........................................................................................13
Appendix 4 - Meeting 2 Minutes..........................................................................................14
Appendix 5 – Policy and Procedure document....................................................................15

PROJECT PORTFOLIO
Section 1: Planning your meetings
MEETING 1
Meeting purpose
Outline the purpose and
objectives of this meeting
A creative meeting for discussing marketing strategies and new
ideas effective during covid-19 period.
Meeting requirements Timings: The meeting will be conducted on Monday from 9:30
AM onwards in the morning.
Location: This will be a virtual meeting as the global pandemic
of covid-19 is going on and remote working is being followed.
Before the meeting will be conducted through video
conferencing by using Google meeting software.
Type of meeting: This is a virtual and informal taking place
through video conferencing amongst 20 classmates.
Legal and ethical
requirements
The legal and ethical requirements rules for the meeting are
basic as everyone will be given the right to speak and share
their opinion on the topic in the meeting.
Meeting attendees
Who is required to attend
this meeting? Which
attendees will be listed as
‘optional’? Can a proxy
attend in place?
How will you inform
attendees of the meeting
and confirm attendance?
This is a meeting which is being conducted amongst classmates
therefore the attendees of the meeting will be 20 classmates
who are in a group and will be attending it as well as the tutor
for evaluating and analysing the performances respective skills
of each student during the meeting.

Meeting papers
Which documents do you
need to prepare in advance
of the meeting?
How and when will these
be distributed?
There will be no respective documents for the meeting only a
simple list of topics which will be covered in the meeting for
discussion. This document will be distributed to 20 classmates
personally through emails one day prior to the meeting that is
on Sunday morning.
Agenda outline
Outline your agenda here.
What items and timings
need to be considered?
The agenda of the meeting is to discuss about different
marketing strategies that are available in the present scenario of
covid-19 with the fashion industry and people operating and
earning their livelihood through making sales as well as
working in fashion sector.
Chair
Summarise anything you
need to consider as the
chair of this meeting
(physical or virtual)
considerations, issues that
could arise etc and how
you might deal with these
As the chair of the meeting there are certain problems which
can be faced or generate during the meeting such as
disagreement among different members over their opinion and
lack of effective listening as well as observational abilities
being hold by all the 20 members who will be part of the
meeting.
In order to overcome these challenges and complications
which can affect the efficiency of the meeting I will be
providing a brief introduction where I will be clarifying these
points to to all the attendees before starting the meeting.
Minutes
How will these be
recorded?
Who will record them?
What are the timeframes
for delivery and review by
you and delivery to
attendees?
The minutes of the meeting will be recorded by myself only as I
am the chair of the meeting as well as the responsible
individual for initiating the meeting.
Minutes of the meeting will be recorded by me through a screen
recording feature available as well as before beginning the
meeting. Also I will be taking prior permission from each
attendee for recording the meeting.

Attach: The meeting
agenda and meeting policy
and procedure document
are attached in the
appendix at the end of the
report.
Meeting agenda ☐
Evidence you have verified meeting requirements ☒
Evidence you have invited attendees ☒
Evidence of attendee confirmation ☒
Evidence of meeting paper distribution ☒
Meeting policy and procedures ☐

MEETING 2
Meeting purpose
Outline the purpose and
objectives of this meeting
This is a follow-up meeting for the first meeting which was
conducted on Monday. The purpose of this meeting is to
conduct more discussion about the strategies that were
identified in the prior meeting for marketing during covid-19
pandemic.
Meeting requirements Time: This follow up meeting will be conducted at 9:30 AM on
Friday in the same week.
Location: The meeting is again a virtual meeting therefore it do
not have any location it will be conducted by using Google
meetings software where all the attendees will be attending the
meeting from their homes
Type: This is again and informal and virtual meeting where the
discussion will be conducted in front of the tutor.
Meeting attendees
Who is required to attend
this meeting? Which
attendees will be listed as
‘optional’? Can a proxy
attend in place?
How will you inform
attendees of the meeting
and confirm attendance?
The attendees of the follow-up meeting will be the same as per
the first meeting. All those attendees who have attended the
first meeting will be attending this meeting again as it is
compulsory and the tutor will also be present with us.
Meeting papers
Which documents do you
need to prepare in advance
of the meeting?
How and when will these
be distributed?
A document will be repaired and distributed to all the attendees
one day before the meeting that is on Thursday morning
containing all the point on which the meeting will be focusing
as for the prior meeting.
Agenda outline
Outline your agenda here.
The agenda of this meeting is to gain viewpoint of attendees
after a healthy discussion conducted in the previous meeting on

What items and timings
need to be considered?
Monday and to determine any variation taken place in there
opinion.
Chair
Summarise anything you
need to consider as the
chair of this meeting
(physical or virtual)
considerations, issues that
could arise etc and how
you might deal with these
As the chair of the meeting I will be considering to make sure
that all attendees have all the documents and important
information about the meeting such as time and the platform
being used for conducting it.
Minutes
How will these be
recorded?
Who will record them?
What are the timeframes
for delivery and review by
you and delivery to
attendees?
The minutes of the meeting will be recorded and maintained
buy me as the chair of the meeting and again for the second
meeting I will be maintaining the meeting minutes.
Attach: The meeting
agenda and Meeting’s
policy and procedure
document is attached in the
appendix below.
Meeting agenda ☐
Evidence you have verified meeting requirements ☒
Evidence you have invited attendees ☒
Evidence of attendee confirmation ☒
Evidence of meeting paper distribution ☒
Meeting policy and procedures ☒

Section 2: Chairing your meetings
In this section, you only need to attach evidence as your assessor will be observing the
meetings either in person, online or via a video recording and will complete the assessment
checklist based on their observations.
Attach: Evidence you have briefed minute taker ☒
Recordings of two meetings if your assessor did not
observe in person or online ☒

Section 3: Meeting follow up
Write down two problems you faced during this project and the ways you managed them.
Problem 1: Effective
Communication
How did you manage this problem? Explain.
The first problem which I faced during this project and for
conducting the meeting was of effective communication. As I
was the chair of the meeting it was my responsibility to make
appropriate communication with all the attendees as well as the
tutor which created lot of chaos and confusion. But I took help
from my tutor and through is guidance I was able to overcome
the communication barrier.
Problem 2: Time
Management
How did you manage this problem? Explain.
Another problem which I was facing while preparing for the
meeting was of time management as it was very difficult for me
to bring on agreement for the same time of the meeting to all
the 20 attendees.
Attach: The coffee of the
minutes of the meeting are
attached to below in the
appendix.
Minute takers copy of minutes ☒
Revised and edited copy of minutes ☐
Evidence you have distributed minutes to attendees
(email or screenshots) ☒
Evidence you have reported the outcomes of the
meeting as per your organisation policy (e.g. email to
management)
☒
Screenshots of meeting documentation storage and
recordkeeping ☒

REFERENCES
Books and Journals
Abu-Shreah, M. and Al-Sharif, M., 2017. The Meetings Management in the Secondary Schools
in Ramtha District, from the Teachers Point of View. Journal of Education and
Practice, 8(9), pp.13-30.
Arnkil, T. E., 2018. Dialogical meetings in social networks. Routledge.
Bens, I., 2017. Facilitating with Ease!: core skills for facilitators, team leaders and members,
managers, consultants, and trainers. John Wiley & Sons.
Boton, C., 2018. Supporting constructability analysis meetings with Immersive Virtual Reality-
based collaborative BIM 4D simulation. Automation in Construction, 96, pp.1-15.
Bushee, B. J., Gerakos, J. and Lee, L. F., 2018. Corporate jets and private meetings with
investors. Journal of Accounting and Economics, 65(2-3), pp.358-379.
Laitinen, K. and Valo, M., 2018. Meanings of communication technology in virtual team
meetings: Framing technology-related interaction. International Journal of Human-
Computer Studies, 111, pp.12-22.
LeBlanc, L. A. and Nosik, M. R., 2019. Planning and leading effective meetings. Behavior
analysis in practice, 12(3), pp.696-708.
McCoy, M. S. and et. al., 2018. Conflicts of interest of public speakers at meetings of the
Anesthetic and Analgesic Drug Products Advisory Committee. JAMA internal
medicine, 178(7), pp.996-997.
Pemmaraju, N. and et. al., 2017. Analysis of the use and impact of Twitter during American
Society of Clinical Oncology annual meetings from 2011 to 2016: focus on advanced
metrics and user trends. Journal of oncology practice, 13(7), pp.e623-e631.
Waller, G. and et. al., 2020. Cognitive‐behavioral therapy in the time of coronavirus: Clinician
tips for working with eating disorders via telehealth when face‐to‐face meetings are not
possible. International Journal of Eating Disorders, 53(7), pp.1132-1141.

APPENDICES
Appendix 1 - Meeting 1 Agenda
Meeting Date: 17th May 2021
Meeting
Time/Duration:
9:30 AM
45 minutes
Meeting Location: Virtual meeting
Attendees: 20
Chair: Myself
Please Bring &/or
Read:
The agenda items document.
Agenda Items Time
Allocated
1. Welcome and apologies 2 minutes
2. Introduction and orientation 5-7 minutes
3. Gathering opinion about Marketing concept and present importance of
the same in fashion industry.
15 minutes
4. Discussing strategies of marketing during covid-19 period which are
successful for fashion industry.
15 minutes
5. Concluding the meeting 8

Appendix 2 - Meeting 2 Agenda
Meeting Date: 20th May 2021
Meeting
Time/Duration:
9:30 AM
45 minutes
Meeting Location: Virtual meeting
Attendees: 20
Chair: Myself
Please Bring &/or
Read:
The agenda items document.
Agenda Items Time
Allocated
1. Welcome and apologies 2 minutes
2. Introduction and orientation 5-7 minutes
3. Gathering improvised opinion about Marketing concept and present
importance of the same in fashion industry.
15 minutes
4. Discussing in more detail all the strategies of marketing during covid-19
period which are successful for fashion industry which were discussed
earlier in the previous meeting.
15 minutes
5. Concluding the meeting 8

Appendix 3 - Meeting 1 Minutes
Date: 17th May 2021
Time: 9:30 AM
Place: Virtual meeting
Attendees: 20
Apologies: 2 minute
Item Description
1. Meeting purpose: The purpose of this meeting is to discuss about different marketing
strategies available to fashion industry in present covid-19 scenario.
2. Item discussed: Marketing concept and marketing strategies
Outcomes: The outcome of the meeting and the discussed aspect was clear and
simple as everyone is having the same open and about the Marketing concept which is
being flourishing in the modern era. The marketing strategies which are discussed in
the meeting are different and very innovative provided by individual attendees.
3. Meeting close: 10:15 AM
4. Next meeting: Thursday
Time: 9:30 AM
Date: 20th May 2021
Place: Virtual meeting
Minute taker: Myself
Signed: ABC
Name: ABC
Date: 17th May 2021

Appendix 4 - Meeting 2 Minutes
Date: 20th May 2021
Time: 9:30 AM
Place: Virtual meeting
Attendees: 20
Apologies: 2 minute
Item Description
1. Meeting purpose: The purpose of this meeting is to discuss further about improvised
and different marketing strategies available to fashion industry in present covid-19
scenario.
2. Item discussed: Marketing concept and marketing strategies
Outcomes: The outcome of the meeting and the discussed aspect was clear and
simple as everyone was easy to understand one another and were open to identify the
creative aspects and idea of each participant.
3. Meeting close: 10:15 AM
Minute taker: Myself
Signed: ABC
Name: ABC
Date: 20th May 2021

Appendix 5 – Policy and Procedure document
INTRODUCTION
Meetings are a very useful tool when decisions need to be made, problems need to be
brainstormed and collaboration needs to happen! But meetings can be a waste of valuable time if
they are not effective. As meetings are a useful tool and a great way to collaborate and idea
share, by following a few ground rules we can make sure we get the most out of them.
This policy applies to all types of meetings and covers both formal and more informal
meetings, physical meetings and virtual meetings. We encourage virtual meetings, and if
physical meetings are arranged, a virtual option needs to be set up and arranged so that if
someone is unable to make it in person, they can still attend.
 All meetings must have an agenda and this must be sent to participants in advance, unless
an emergency meeting is called. If there is no pre-reading, the agenda must be sent 24
prior to the scheduled meeting. If participants are required to do some pre-reading or
work, then it must be sent at least 48 hours in advance.
 An online calendar must be used to schedule and arrange meetings. The meeting
organiser is solely responsible for updating the calendar if a meeting needs to be
rescheduled or cancelled.
 The notice of the meeting is in the form of the calendar invite and all relevant information
must be provided to attendees including:
o The type of meeting (for example, face to face or virtual)
o The purpose of the meeting and any additional requirements
o The place, date and time of the meeting.
o Advice that the agenda will be forwarded within 24 hours of the meeting (unless
there is pre-reading or work as above)
 All meeting invitees must respond to meeting requests and changes as quickly as they are
able to and ensure they are entered into their online calendar and that no clashes occur.

 Meetings must always be started on time regardless of whether all attendees are present
or not. All meeting attendees should endeavour to be on time for meetings.
 Mobile phones must be turned to silent during meetings.
 The meeting organiser must arrive early to ensure all equipment including conferencing
software is in working order and that technical issues are minimised.
 When a virtual meeting is set up, meeting participant’s settings should be arranged in the
following way:
o Sound on, camera on
o Attendees should be asked to pace themselves on mute by the host as appropriate
o The chat function can be enabled for groups larger than 6.
MEETING AGENDA
The purpose of an agenda for a formal meeting is to inform the staff of when and where
the meeting will be, as well as what will be discussed and done at the meeting.
The person organising the meeting must develop the agenda. The Agenda Template must
be used ensuring that:
 Each agenda item is numbered
 Each agenda item is allocated an amount of time e.g. 9.00 am – 9.15 am and that this is
enough time for the item to be discussed.
 There is a short summary of what will be discussed under each agenda item.
Agendas must be sent by email to each meeting participant at least one working day prior to
the meeting, but sooner if possible.
LEGISLATION
In the case of a physical meeting, in order to meet the requirement of the WHS Act, the
chair of the meeting is required to conduct a short hazard inspection prior to the meeting to
ensure the space is safe. Any hazards must be removed. All other general legislation that applies

to the business applies across the board in meetings including privacy, confidentiality and anti-
discrimination.
ETHICS
Meeting participants must not promote any ideas related to self-interest or conflict of
interest.
PHYSICAL MEETING ARRANGEMENTS
Informal meetings should be held in a participating staff member’s office. No catering is
required for informal meetings.
All formal meetings are to be held in the Boardroom, which can seat up to 10 people.
Meetings will generally be up to around an hour. However, for longer meetings, those
expected to last longer than 2 hours, refreshments should be organised. Depending on the time of
day this might be breakfast, morning tea, lunch or afternoon tea.
A maximum cost of $10 per person is allowable for morning or afternoon tea or $15 for
breakfast or lunch.
All catering is to be organised through Crave Catering:
http://www.cravecatering.com.au/
For client meetings involving more than 20 people, a venue will need to be organised:
http://venuemob.com.au/corporate-function-venues/melbourne
There will need to be a projector and screen for power point presentations.
Travel to the venue should be organised for all staff. Organise taxis through:
https://www.13cabs.com.au
CHAIRPERSON
A formal meeting must have a chairperson to chair the proceedings. This will usually be
the person who organises the meeting and sends out the agenda.

The chairperson is required to control the meeting procedures and has the task of:
 Nominating or requesting a staff member to take notes of the meeting so the minutes can
be prepared;
 Making sure proper notice is given and that there is an agenda, listing all items that need
to be covered;
 Introducing the meeting, including, welcoming, stating purpose of meeting, advising of
meeting time frame and encouraging all to participate;
 Checking (and, usually, signing) the minutes of previous meetings if applicable;
 Keeping time (to ensure the meeting gets through its business in the allocated time);
 Dealing with the order of business;
 Facilitating discussion through encouraging all to participate;
 Keeping order by focussing only on agenda items;
 Ensuring everyone has an opportunity to speak;
 Limiting the amount of time each staff member can have to speak on a matter; and
 Making sure that decisions are reached on issues that are discussed and that everyone
understands what the decisions are; and
 Declaring the meeting closed.
For informal meetings, the person organising the meeting will still act as the chair albeit on a
much more informal basis.
MINUTES
It is essential to keep accurate minutes of all meetings as follows:
 At the outset of a meeting, the Chair is to nominate or request a staff member to take
notes of the meeting so as to develop the formal meeting minutes following the meeting.
The Chair is also required to take notes but these will be brief dot points to have a record
of the meeting contents. They will generally be handwritten dot points.

 A laptop and the Meeting Minutes Template is to be provided to the staff member taking
the notes of the meeting. The notes can be entered into the meeting minutes template or
into a word document.
 The staff member should be advised that notes of the meeting must be saved according to
the subject of the meeting and the date and saved in a specific project file or under
existing files.
 The staff member should be advised to note down the key points of the meeting.
 The notes must be provided to the chair following the meeting so as to develop the formal
meeting minutes.
 Meeting minutes must be developed by the Chair following the meeting as follows:
o It is important that the minutes record any resolutions or decisions made at a
meeting.
o Minutes should be as brief as possible without jeopardising accuracy and
credibility.
o Attendances and any apologies must be noted. This is usually done at the
beginning of a meeting, although if people leave early or arrive late, keep a note
of this in the minutes.
 Meeting minutes must be saved according to the subject of the meeting and the date of
the meeting. The meeting minutes will be saved in a specific project file (e.g. Conference
Folder YEAR folder or under a general folder such as Marketing Materials or such as
staff meetings).
 Minutes must be provided by the minute taker to the Chair within 2 working days of the
meeting.
 Minutes will be distributed via email by the Chair to all attendees within 2 working days
of the meeting.
For informal meetings, a record of the meeting should be sent via email summarising the key
outcomes of the meeting.