Importance of Meeting Management

This document discusses the importance of meeting management and provides strategies for effective meetings. It covers topics such as quorum, procedural motion, proxy, and conflict of interest. The document also explores the structure of formal and informal meetings and the role of the chairperson. Additionally, it discusses the benefits of face-to-face meetings and web conferences. Overall, this document provides valuable insights into meeting management.

Running Head: MEETING MANAGEMENT
MEETING MANAGEMENT
Name of the Student
Name of the University
Author Note

1MEETING MANAGEMENT
Answer to TASK 1
Answer to Question 1
Quorum
Quorum is an essential term related to organisational meetings. It refers to the least number from
representatives of an organisation without whom any meeting cannot happen. The actual number of
people that should be in a quorum is decided by the rules of the organisation. Sometimes the proportion
of the representatives in a quorum depends on the average number of members in that organisation.
Procedural motion
This refers to the motion related to the procedure of the meeting conducted. In case of a business
meeting, such motions accelerates the untroubled transaction of the business, but these motions can also
be applied, in order to extend and disrupt affairs. Some of them can be used to alter the sequence of the
meeting agenda as well as include or exclude items, stop discussion to take serious decision, prevent or
postpone decisions. Some of the procedural motions are called formal motions.
Proxy
Any representative of an organisation who is authorized to attend the meeting on behalf of
another member who is unable to join the meeting. The procedure of appointing a person as a proxy is
explained in the Term of Reference of the committee which arranges the meeting.
Conflict of interest

2MEETING MANAGEMENT
The term conflict of interest refers to a situation in which the a member of an organisation cannot
perform his duties related to the loyalty toward the organisation as his or her personal or financial
interest may come into a dispute with such duties.
Answer to Question 2
In an ideal structure of a meeting, 8 separated sections are observed. The introduction section
contains the introductory speech by the chairperson with a welcome note. The next section consists of a
discussion about the minutes of the meeting prior to the current meeting and their accuracy ( Motiarty,
2018). The fourth section contains a brief review of the progress and the update from the items of the
former minutes. In the next section, brief information about the core topic are provided, a significant part
of the agenda are highlighted and the documents in which the agenda has been mentioned are distributed
to all. The sixth section is considered the main section of the meeting in which the chairperson talks
about the key points of the topic. The next section consists of debates on the issues related to the agenda.
At the end of the meeting, the probable date of the next meeting is declared (Odermatt et al., 2018).
Answer to Question 3
The segregation of different sections are not very much prominent in the informal meeting. It
starts with an introductory speech followed by the statement mentioning the main purpose of the
meeting. The chairperson inform participant about all the agenda items, this is again followed by an
informal discussion about the observations of individual participants on the issues related to the agenda
(Olaison, Tagizadeh & Österholm, 2018).
Answer to Question 4

3MEETING MANAGEMENT
1. Identify the objectives of the meeting
2. Develop a primary agenda
3. Choose participants who are responsible, wise and worth inviting.
4. Decide the date and venue and check whether there is enough space to accommodate all the
participates.
Answer to Question 5
1. Before the meeting, the chairperson should check whether the rules of the organization is
followed while selecting people in the quorum. It is the chairperson’s responsibility to
decide who should attend the meeting on behalf of a member of the quorum who is
absent.
2. Another essential duty of the chairperson is to formulate the initial agenda and distribute
the documents containing a brief explanation of the primary agenda just before the
meeting begins.
Answer to Question 6
The three important aspects of the chairperson’s job during a meeting are:
1. Controlling the overall meeting so that the objectives of the meeting are achieved which in turn
depends on the attitude and body language of the chairperson.
2. Providing a brief overview and encouraging others to carry on a constructive as well as focused
discussion.
3. Ensuring that the time allotted for every agenda are maintained by disallowing the participants to
elaborate a point unnecessarily.

4MEETING MANAGEMENT
Answer to Question 7
1. In order to prevent digression from the core topic.
2. In order to look after the facts that the participants maintain the discipline and do not indulge in
the private discussions during the meeting.
3. In order to keep the participants refrained from any kind of conflicts.
Answer to Question 8
The person who is dominating the meeting and engaging in the conflicts with the peers or digressing the
discussion from the core topics will be reminded of the purpose as well as the agenda of the meeting, and
the rules and regulations of the company regarding the participation of the member in the meeting. Being
the chairperson, I will have the authority to expel the person from the meeting if he or she continue to
violate the rules (Silva & Springer, 2018). .
Answer to Question 9
The chairperson should try to be friendly with the members who hesitate to express their views and make
him or her feel comfortable. It is the duty of the chairperson to interact with the shy people informally, so
that they find it easy to express themselves(Yoerger, 2018).
Answer to Question 10
The chairperson should question them for this kind of unprofessional attitude and, if it is a sensitive
issue, the chairperson should tell them that they can carry on the discussion after the meeting.

5MEETING MANAGEMENT
Answer to Question 11
Meetings can either be arranged outside the office in a different venue like hotels or resorts.
These are called outdoor meeting. In case of outdoor meeting, the venue keeps changing for the next
successive meetings. Again the meetings which are arranged within the office premises are called indoor
meeting. In this case the venue of the meeting remains the same even for the next successive meetings.
Answer to Question 12
Face to face meeting will allow the chairperson to observe the expression body language as well
as attitude of the participant, which is important to know the views of the employees who hesitate to
express themselves.
Face-to-face meetings allows the chairperson to control the meeting properly and observe the
members who actually concentrate on the topics discussed.
In case of a face-to-face interaction the are no chances of interference and employees having
doubts can easily solve their problems, but, in case of web conferences due to the interference may
happen due to the congestion in the network.
If a meeting is conducted in order to come to a negotiation with the trade union, face to face meeting
will be the most effective way to solve such issues.

6MEETING MANAGEMENT
Answer to Question 13
1. The participants can attend the meeting staying at home this proves convenient for employees
who are unable to come to office for illness.
2. A lot of member can share their views simultaneously.
3. There are less chances of collision or conflict between the participants. Meeting with foreign
clients become possible staying at the home country.
This is useful in case of finalizing deals between two multinational companies.
Answer to Question 14
Webcam helps to give the participants the satisfaction of a face to face interaction, via internet.
In case of a meeting through skype webcam is used.
Answer to Question 15
An agenda is fixed for a meeting so that there could be a constructive and focused discussion in
the meeting.
Five items of the agenda are- Date of meeting, place of the meeting, Duration of the meeting,
objectives of the meeting.
Answer to Question 16
Meeting minutes are essential elements of a meeting they are recorded documents that helps the
participants to understand the topic discussed in the current as well as the previous meetings.

7MEETING MANAGEMENT
Answer to Question 17
Formal minutes are recorded in a digital document, they are essential for formal meetings, so
advanced technologies are applied to archive formal meeting minutes. Example of formal meeting
minutes may be plans or programs recorded in microchips in audio or video formats, in written
documents.
Formal meeting minutes are recorded manually. They are not always saved too. Example of informal
meeting minutes may be words of mouth.
Answer to Question 18
A notice of meeting must be provided to the employees
The notice of the meeting may be provided in two ways, either formal or informal. Notice of the
meeting provided in a formal way may contain-brochure or written document, whereas, in case of an
informal method the notice is attached with the e-mail only.

Running Head: RESPONSE TO TASK 1
Answer to Task 2
Formal Meeting
Arrangement of a formal meeting is explained through the following example.
Meeting arranged by:
Turner & Grower, an Australian company.
Purpose of the meeting:
The purpose will be conveyed to all the participants(Bushee, Gerakos & Lee, 2018).
Here let us assume that the purpose is finding out the reasons behind the decline in the profit
level of.
Selection of the Venue:
Next, the CEO with the assistance of other official, will select the venue of the meeting.
Selecting the members of the quorum:
After that, the CEO will decide who will be the members of the quorum.
Formulation of the agenda:
Now the agenda of the meeting will be formulated in the presence of the chairperson
Gareth Edgecombe (CEO). The agenda document will include the date, venue and the
duration of the meeting along with the items to be discussed (Lee, Maug & Schwartz-Ziv,
2019.) For example, here the initial agenda will be- finding out the reason behind an
accidental decrease in the profit level and the remedies as well.

1RESPONSE TO TASK 1
Invitation via e-mail
An invitation e-mail will be circulated to all the members of the quorum, which may
include Chief operating officers, chief financial officer, managing director, IT director and
directors of different categories.
Selection of topics for the leadership conference:
Before the meeting starts, the topics for the leadership conference will be identified
and a document will be prepared which will contain the title of the topic and the brief
explanation of the contents to be discussed ( Kay, Cornwell & Udall, 2018) .
Minute preparation and discussion the meeting:
Next minutes will be prepared. During the meeting, The chairperson will introduce
himself to the members and welcome them to join the discussion about the agenda items,
minute review. Also, the remedial strategies will be demonstrated digitally.
Publishing a post-meeting report:
After the meeting, a report will be published. This report will contain-the percentage
of the participants who attended the meeting, the name of the topic which were discussed and
the ultimate result of the meeting. Sometimes a survey is conducted, at the end of the
meeting, in attempt to collect the feedback of the participants, in such cases the report also
contains the result of the survey.

2RESPONSE TO TASK 1
Answer to Task 3
Informal Meeting
Informal meeting generally happens within a department of a company, without
following any hard and fast rule. This can be elaborated with the following example.
Meeting arranged by:
Turner & Grower, an Australian company.
Purpose of the meeting:
To introduce the newly joined employees with the existing employees
Venue:
Within a department(say packaging).
Formulation of the agenda
Explaining the rules and regulations of the company to the new employees and introduce
them to their seniors, may be considered as the agenda of the meerting.
Invitation e-mail
An e-mail with an attachment containing agenda document will be set to all the
members who will attend the meeting.
Participants:

3RESPONSE TO TASK 1
Generally, a quorum is not formed in case of an informal meeting and the members are the
staffs not the high rank officials. In this example of informal meeting, only the department
head and other employees of that department will be present in the meeting (Miroz, Yoerger
& Allen, 2018).
Discussion in the meeting:
After this, the department head will introduce himself to the new workers and the meeting
will be conducted according to the agenda attached with the e-mail. Post-meeting report is
not published (Beel et al.,2018).

4RESPONSE TO TASK 1
References
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Bushee, B. J., Gerakos, J., & Lee, L. F. (2018). Corporate jets and private meetings with
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Ho, R., Allen, K., Liberman, T., Mok, P. S. P., Viquez, M. Q., & Johnson, C. P. D.
(2018). U.S. Patent No. 9,959,416. Washington, DC: U.S. Patent and Trademark
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5RESPONSE TO TASK 1
Odermatt, I., König, C. J., Kleinmann, M., Bachmann, M., Röder, H., & Schmitz, P. (2018).
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