Conduction of Meeting: Ethical Principles and Legal Aspects

The assignment discusses the importance of conduction of meeting in a workplace setting, focusing on ethical principles and legal aspects. It highlights the need to ensure clarity in terms and contracts, cooperation regarding inquiries, risk management strategies, honesty and fairness in business meetings, and compliance with copyright law and privacy laws. The document provides references from various books and journals, as well as online resources, to support the discussion.

Managing Meetings

Table of Contents
Assessment Activity 1-Informal Ad-Hoc Meeting..........................................................................1
Meeting Notice.......................................................................................................................1
Draft Agenda..........................................................................................................................1
Final Meeting Agenda............................................................................................................2
E-mail.....................................................................................................................................2
Hand Notes.............................................................................................................................3
Draft Memorandum................................................................................................................3
Final Memorandum................................................................................................................4
Assessment activity 2.......................................................................................................................4
Meeting Notice.......................................................................................................................4
Draft Meeting Agenda............................................................................................................5
Final Meeting Agenda............................................................................................................6
Meeting plan...........................................................................................................................7
Hand Notes.............................................................................................................................8
E-mail.....................................................................................................................................8
Draft of Meeting Minutes.......................................................................................................9
Final Meeting Minutes...........................................................................................................9
Assessment Activity 3....................................................................................................................10
Q1...................................................................................................................................................10
Q2...................................................................................................................................................11
Q3...................................................................................................................................................14
REFERENCES..............................................................................................................................16

Assessment Activity 1-Informal Ad-Hoc Meeting
Meeting Notice
XYZ electronics limited
32, New South Wales, Sydney
Australia
September 6, 2017
Notice
First Ad-Hoc meeting held by Human resource manager inviting members of HR team
highlighting current communication issues in workplace will be held at board room of company
at 9:00 a.m. on Wednesday September 7, 2017.
HR Department
Administration:- Kindly ensure availability of the board room.
Draft Agenda
Ad- Hoc Meeting Agenda
Date 07/09/17
Time 9:00 A.M.
Location Board Room, XYZ electronics limited.
Attendees
23 Members of Human resource team
Agenda
No. Agenda Items Presenter Time Duration
1 Addressing current communication issues HR Manager 09:00 30 min
1

faced by employees. A.M.
2 Assessing their impact on workplace. HR Assistant 9:30
A.M.
25 min
3 Ensuring effective communication among
employee.
HR Manager 10:00
A.M.
30 min
Final Meeting Agenda
Ad- Hoc Meeting Agenda
Date 07/09/17
Time 9:00 A.M.
Location Board Room, XYZ electronics limited.
Attendees
20 Members of Human resource team
Apologies
John Fredrick Adam Frost Shane Watson
Agenda
No. Agenda Items Presenter Time Duration
1 Addressing current communication issues
faced by employees.
HR Manager 09:00
A.M.
30 min
2 Assessing their impact on workplace. HR Assistant 9:30
A.M.
25 min
3 Ensuring effective communication among HR Manager 10:00 30 min
2

employee. A.M.
4 Improvement requirement in HR practices HR Manager 10:40
A.M.
10 min
E-mail
From:
To:
CC:
Subject:
Dear Members,
Ad-hoc meeting is going to conduct on 7th September 2017 by HR manager with the purpose of
communication issues in the organisation. All members of HR team are requested to attend the
session. Notice of Meeting is attached in this mail. Kindly ensure your presence in the
scheduled meeting.
Thanks and regards
HR Department
XYZ electronics limited
Hand Notes
 Language issues faced by employees in communication.
 Impact on knowledge transfer process of organisation.
 Effective participation, discussion and problem solving methods evolved that assist in
eliminating issues.
 Worker participation in management practice needs to be developed by HR team.
Draft Memorandum
Memorandum of Meeting
3

Date: 09/09/2017
Date of Meeting: 09/07/2017
Time: 09:00 a.m.
Location: New South Wales, Sydney
Type: Ad-hoc meeting
Attendance: All members of HR team present
The following is a summary of discussion at Ad-hoc meeting:
 The meeting was called at 9:00 a.m. By HR manager of XYZ electronics ltd.
 He thanked those members of HR team for attending. He indicated that meeting was
short, informal and low tech, no power point presentation and audio visual presentation
Final Memorandum
Memorandum of Meeting
Date: 09/09/2017
Date of Meeting: 09/07/2017
Time: 09:00 a.m.
Location: New South Wales, Sydney
Type: Ad-hoc meeting
Attendance: All members of HR team present
The following is a summary of discussion at Ad-hoc meeting:
 The meeting was called at 9:00 a.m. By HR manager of XYZ electronics ltd.
 He thanked those members of HR team for attending. He indicated that meeting was
short, informal and low tech, no power point presentation and audio visual presentation
 Emphasis on communication issues at workplace and providing effective methods to
minimise the issues.
Action Item List
Action Item Responsible Deadline Status
4

Effective
communication at
workplace
Human Resource
Department
1st December Pending
Assessment activity 2
Meeting Notice
Coffee House
Sydney, NSW
Australia
September 6, 2017
Notice
Notice is hereby given that Board meeting of company will be held at Shangri-La Hotel Sydney
on Friday 25 September starting at 9:30 a.m. with aim of retaining the current customer base
and to regain the brand image by opening a Coffee House Espresso Boutique in Pitt Street
across Nespresso.
Secretary
Draft Meeting Agenda
Board Meeting Agenda
Date 25/09/17
Time 9:30 A.M.
Location Shangri-La Hotel, Sydney.
Attendees
15 Board Members
5

Agenda
No. Agenda Items Presenter Time Duration
1 To read and approve the minutes of last
meeting.
Chairperson 09:30
A.M.
30 min
2 To discuss staffing, orientation and training
policy of staff.
HR Manager 10:00
A.M.
25 min
3 To analyse operational plan. Operation
managers.
10:30
A.M.
30 min
4 To discuss marketing strategies and sales
target.
Marketing
managers.
11:00
A.M.
30 min
5 To present report on financial viability and
resourcing.
Finance
Manger
11:30
A.M.
45 min
6 To present report on competitor product
analysis and strategies to maximise ROI
Product
development
manager.
12:15
P.M.
35 min
7 Other Business Secretary 12:50
P.M.
20 min
8 Next Meeting Chairperson 01:15
P.M.
10 min
9 Closure Chairperson 01:25
P.M.
30 min
Final Meeting Agenda
Coffee House
Board Meeting
6

Meeting To be Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Time Agenda item Action Presenter
09:30
A.M.
Opening, quorum and
attendance:
15 members of board
present in meeting
Chairperson
10:00
A.M.
Chairperson Report Executive summary,
Corporate governance and
CSR activities conducted.
Chairman
10:30
A.M.
Financial review Gains and losses of previous
financial year, balance sheet
and new investments plans.
Treasurer
11:15
A.M.
Matters For Discussion General matter regarding
opening a Coffee House
Espresso Boutique in
Sydney.
11:50
A.M.
Other Business Opening new retail store in
Sydney to sell espresso
machines and accessories
12:15
P.M.
Next Meeting December Chairman
01:30
P.M.
Closure Proceeding of current
meeting and agenda of next
meeting set. Thanked
everyone for attending
meeting.
Chairman
7

Meeting plan
Coffee House
Meeting Plan
Meeting To be Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Items Particulars Deadline Status
Purpose Retaining the current customer base and to
regain the brand image by opening a Coffee
House Espresso Boutique in Pitt Street
04/09/17 Pending
Structure Formal Board Meeting
Meeting
Documents
Agenda, Chairperson report, draft
documentations, financial reports, marketing
reports, competitor product analysis report,
operations plan, notice of meeting, previous
minutes, research reports and meeting papers
Storing
Documents.
Written notes, laptops, flash drives, iPad notes,
audio/visual recordings. All papers and record
of meeting stored and accessed on
D:\CoffeeHouse\Human Resources\Public\
Meetings\Board Meetings
Reports and
Attachments
Chairperson Report and Treasurer’s report
Special needs Gary Johnson: Mobility Assistance
Jamie Raspberry: Gluten free meal
Lin Cheng: Chinese-English interpreter
Bilal Akbar: Halal meal
20/09/17 Pending
Venue Shangri-La Hotel 25/09/17 Pending
Catering By hotel management 25/09/17 Pending
Transportation Arrangement made through flight form
Brisbane and taxi for receiving 4 Board
25/09/17 Pending
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members by secretary.
Accommodation Rooms are book for 4 board members at
Shangri-La Hotel for 1 night by secretary.
26/09/17 Pending
Technology and
Equipment
Projectors, laptops and speakers with
microphone are arranged
25/09/17 Pending
Costs $10000
Hand Notes
 There were no matters arising from previous meeting.
 Recruitment and selection, training and developments, induction and orientation methods
discusses by Human resource Manager.
 Operational plan which include all logistics derived by operations managers.
 Marketing strategies including SMART objectives, segmentation, targeting
and positioning and sales target estimated by marketing manager.
E-mail
From:
To:
CC:
Subject:
Dear Board Members,
Board meeting is going to be conducted by Chairperson of company for the purpose on
retaining customers and regain brand image. The meeting will be held at Shangri-La Hotel
Sydney on Friday 25 September starting at 9:30 a.m. Notice of Meeting is attached in this mail.
Kindly ensure your presence in the scheduled meeting.
Thanks and regards
HR Department
Coffee House
9

Draft of Meeting Minutes
Minutes of Coffee House
Board Meeting Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Meeting was called to order at 09:30 AM at Shangri-La Hotel, Sydney. Quorum was established
15 members of board was present in meeting.
Matters Arising/Action Items was presented to attenders
Chair’s Report presented by Chairperson
Financial Review was given by Treasurer’s
Next Meeting will be held in December
Chairperson thanked everyone who was present in meeting and summarise all the proceeding
effectively.
Action Item List
Action Item Responsible Deadline Status
Opening a Coffee
House Espresso
Boutique in Pitt Street
Top management and
Operational Managers
1st December Pending
Final Meeting Minutes
Minutes of Coffee House
Board Meeting Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Welcome: Meeting was called to order at 09:30 AM at Shangri-La Hotel, Sydney. Quorum was
established
In Attendance: 15 members of board was present in meeting.
10

Matters Arising/Action Items
 No matters arise from previous meeting.
 Action item list was presented to members.
Chair’s Report: Presented by Chairperson
Financial Review: Provided by Treasurer’s
Next Meeting: 1st December 2017
Closure: Chairperson thanked everyone who was present in meeting and summarise all the
proceeding effectively.
Action Item List
Action Item Responsible Deadline Status
Opening a Coffee
House Espresso
Boutique in Pitt Street
Top management and
Operational Managers
1st December 2017 Pending
Accomplish Sales
target and gain
competitive advantage.
Sales and Marketing
manager
31st March 2018 Pending
Effective Recruitment
and selection policy
HR Manager 1st December 2017 Pending
Maximising ROI Product Development
Manager
31st March 2018 Pending
Assessment Activity 3
Q1
Responsibilities of Chairperson: To control the meeting: It is an essential role played by chairperson of the organisation
i.e. to control functioning of meeting (What is the Role of the Chairperson?. 2017). It is
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main duty of chairperson as efficiency of meeting can be concluded on the basis of his
effective control. To address all remarks: In meeting the duty of chairperson is to address all the remarks
regarding previous minutes and current agenda. He should address executive summary,
corporate governance and various activities which benefits working of organisation. Smooth conduct of meeting: Chairperson is responsible for conducting meeting smoothly
and efficiently, allowing board members to speak their views and for guiding the
committee's work towards organisational aim (5 Tips For Running Effective Meetings.
2017). Documentation of Records of meeting: Chairperson needs to ensure that the discussion
that takes place in meeting is duly recorded in a reliable source. This helps them to regain
the information which they forget.
Group dynamics in relation to managing meetings: Successful meeting can only be possible if all
members attend the meeting on schedule (Rasoelbaks and et.al., 2013). It is the responsibility of
chairperson to determine number of people that need to be present in meeting. Each person
should actively participate in various activities to build effective interpersonal relationship. An
effective group dynamics implies that all members have effective bond of trust and faith between
them. This is essential in conducting and managing any meeting. It is the responsibility of
chairperson to ensure that each member provided with equal time.
Q2
Meeting Type Purpose When to
Conduct
Participants Structure Organiser
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AGM Electing board of
directors,
generating
important
decisions and
providing
information to
members and
shareholders about
past and future
activities.
After 15
months of
last AGM,
31st
December
or Half of
financial
year (30th
September
)
Board
members,
shareholders
and business
partners
Formal Chairperson or
Board of
Directors
Teleconferenc
ing
To conference
with participants
in different
locations (Snyder
and et.al., 2014).
As per
need
Specific
Person
Informal Department
Head,
Manager and
Top
Management
Committee
Meeting
Reviewing
previous meetings
and generate
reports from
committee
members.
As per
need
Committee
members and
board
members who
have voting
rights
Formal Chairperson
Web
Conferencing
To communicate
with members
without giving
physical presence
and discuss on
short term vital
Once in a
month
Specific
members only
Informal Managing
director, CEO,
COO and Top
management.
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issues.
Face-to-face
Meeting
To discuss on
short term agendas
As per
need
Every
employee
Informal Top
management
Board
Meeting
To ensure that
organisation is on
track and on right
path, meeting its
goal and
objectives (Rose,
2017).
Quarterly,
Half
Yearly or
Annually
Board
members
Formal Chairperson
and Board of
Directors
Regular Staff
Meeting
To discuss issues
and problems
faced by
employees.
Once in
Month
Employees
and employers
Informal Supervisor or
manager
Departmental
Meeting
To discuss about
department growth
and issues.
Once in a
month or
Quarterly
Department
Head and
Supervisor
Formal Top
Management
Cross-
Departmental
Meeting
To review about
the progress and
problems of every
department of
organisation
Quarterly Departmental
Heads,
Supervisors
and Managers
Formal Top
Management
Impromptu
Meeting
Conducted for
specific purpose
which are
important
As per
need
Invited
members by
Notice of
meeting
Formal/
Informal
Department
Head,
Manager and
Top
Management
14

Ad-Hoc
Meeting
To address one
particular reason
which is essential.
As per
need
Invited
members
through Notice
of meeting
Informal Department
Head,
Manager and
Top
Management
Q3
Effect of relevant legislations and ethical principles in the preparation and condition of meeting
are provided below:
1. Corporation Act 2001: Under Chapter 2G of Corporation Act 2001, various clauses and
rules are made regarding conduction of meeting (Donham and Thelin, 2016). These rules
are needed to be followed by the organisation in order to conduct meeting efficiently and
smoothly. According to section 249C, Division 2 of Chapter 2G state calling of meeting
of member by directors. This means, formal annual general or board meeting is initiated
by members of director only.
2. Anti-discrimination legislation: The purpose of legislation is to create equality between
all members in meeting. The laws contained in this legislation are Age Discrimination
Act 2004, Sex Discrimination Act 1984, etc. According to this legislation every member
of board, irrespective of their gender, colour and religion should be invited for meeting in
appropriate manner. Failure to comply with this legislation can lead to consequence
which affects the overall goodwill of company.
3. Company Law Review Act 1998: Under this legislation, the process of registering
companies and organising meeting becomes simplified and efficient (Levi, 2015).
According to section 224B of this act allows that one person (Chairperson) can exercise
all the power of company in general meeting. Thus, this implies that without consent of
Chairperson, no meeting can be conducted.
4. Workplace Health and Safety: In meeting agenda on workplace health and safety is
discussed to acquire the information and to identify areas of improvements. According to
15

this act workforce are provided with protection so that their health and safety is not
placed at risk.
5. Ethical principles: Ensuring clarity in terms and contracts of business, cooperation
regarding any inquiry, risk management strategies must be adopted efficiently, act
honestly and fairly in business meetings (Nana Yaw Simpson, 2014). These all comes
under ethical principles. For effective conduction of meeting these ethical principles must
be followed by members.
6. Copyright: Organisation should avoid using work which is bound under copyright law of
Australia. This legislation affects the conduction of meeting and company has to face
certain inquiry after failure in complying with copyright law.
7. Privacy laws: The law govern under Privacy Act 1988 which regulated handling of
personal information about employees in the organisation. The issue must be prioritise
and discussed in board meeting. Avoiding it can impact on meeting in a negative way.
Management needs to ensure that all vital and personal information which are stored on
database of company is protected (Sampalli and et.al., 2016). Any failure of this
legislation can damage the image of organisation.
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REFERENCES
Books and Journals
Donham, K. J. and Thelin, A., 2016. Agricultural Medicine: Rural Occupational and
Environmental Health, Safety, and Prevention. John Wiley & Sons.
Levi, D., 2015. Group dynamics for teams. Sage Publications.
Nana Yaw Simpson, S., 2014. Boards and governance of state-owned enterprises. Corporate
Governance. 14(2). pp.238-251.
Rasoelbaks, A., and et.al., 2013. Cultivating Cross-Cultural Acumen: A Guide to managing,
meeting and negotiating across cultural boundaries. PressEasy.
Rose, G., 2017. Australian Law to Combat Illegal Logging in Indonesia: A Gossamer Chain for
Transnational Enforcement of Environmental Law. Review of European, Comparative &
International Environmental Law. 26(2). pp.128-138.
Sampalli, T., and et.al., 2016. Meeting the needs of a complex population: a functional health-
and patient-centered approach to managing multimorbidity. Journal of Comorbidity. 6(2).
pp.76-84.
Snyder, D., and et.al., 2014. Dual Polarimetric Weather Radar and Crowd-Sourced Weather
Observations for Managing Winter Operations Activities. In Transportation Research
Board 93rd Annual Meeting (No. 14-3229).
Online
What is the Role of the Chairperson?. 2017. [Online] Available
through:<http://www.diycommitteeguide.org/code/what-role-chairperson> [Accessed on
7th September 2017].
5 Tips For Running Effective Meetings. 2017. [Online] Available
through:<https://www.briantracy.com/blog/leadership-success/improve-meeting-
management-and-management-skills-for-effective-meetings/> [Accessed on 7th September
2017].
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