Reflection Report on Managing a Meeting

This reflection report highlights the key aspects of managing a meeting, including resource management, legal and ethical requirements, meeting-specific terminology, and different stages of the meeting process.

Reflection report for
PART A

Reflection
As per my overall experiences from the meeting conducted in their activity it can be said that
next time I will like toward on management of resources as key aspect of organising a meeting.
In future I would like to work on my management skills because I found it difficult to deal with
some of the issues that was associated with the process of managing the resources and other
aspects of the meeting. There were some of the resources that were limited and affected the
overall process of smoothly conducting and completion of the meeting. Such as there was
scarcity of financial and human resources which possessed an impact on the way meeting was
conducted. Woking as a chairperson of the meeting I ensured that all the members are having
some specific role in the process by enhancing their level of participation. There was focus
toward avoiding domination in the proceedings, conflicting situations, avoidance of side
conversations. Noting down of actions that were agreed and undertaking of agreed action and
brief as appropriate.
Legal and ethical requirements in the meeting includes following of proper code of practises,
legislation related to associations and companies were properly complied and the requirements of
public meetings where adhered beforehand to avoid future dilemmas. Apart from this there was
consideration of confidentially issues of all the participants of the meeting with authorised
access, electronic storage by using of USB and CD-ROM devices.
Meeting specific terminology was easy and used in such a way so that all the members can
recognise the remaining of each associated word clearly. This helped in having very simple and
clear English words for performing most of the functions and tasks associated with the meeting.
The different stages through I went in the course of meeting include describing the agenda of
meeting initially and then based on it forming a e mail that was sent to each member who was
supposed to attend this meeting via e mail. After this I focussed on meeting arrangement where I
used strategy of Informal and verbal communication where there were activities of booking
venue, deciding the process of recording meeting, establishment of cost, organising of
transportation, organisation of catering facilities and then scheduling of time and date of the
meeting. Based on this there were meeting papers which include draft documentation,
correspondence, chairperson report, research report and previous minutes if nay which was not
there in the present scenario. Further steps include designing of timelines, convention that

included contractual obligations, project statutory requirements., include conventions that is
casting of vote for chairperson, informal discussions, quorum requirements, voting procedures.
For the purpose of the meeting there was use of agenda templates for formation of the overall
meeting agenda, e mail template in order to inform all the people who were supposed to inform
about the meeting, for the purpose of analysing the post meeting follow up there was sue of
minutes that was mainly based on the key issues that were being discussed throughout the
meeting and the various solutions that are to be developed to deal with all such issues.