Meeting: Purpose, Format, Requirements, and Communication Techniques

This article covers topics such as formal and informal meetings, meeting requirements, meeting agenda, and legal and ethical compliance requirements.

Running head: MEETING 1
MEETING
STUDENTS NAME:
12/1/2018

Running head: MEETING 2
ASSESSMENT 1 – WRITTEN ASSESSMENT
Student Name: ______________________________________________________________
Student ID No:
______________________________________________________________
Questions
1. List 5 reasons why a company might need to hold a meeting.
 To provides information.
 Strategic planning.
 To provide employees an opportunity to give feedback.
 To give positive or negative news associated with work.
 To launch a new project (Lauby, 2015).
2. What is a Formal meeting?
Formal meetings are held to exchange information, solve issues, to
set goals and take decisions for a department. In such kind of
meeting every employee is invited to participate.
3.
What is an Informal meeting?
These are unorganised meetings that have no restrictions for
participation and they target to solve problems, exchange
information, make decisions or set goals for a department or
section.
4.
List 5 meeting requirements?
 Fixed purpose
 Requirements of the participants
 Planned meeting structure
 Notepad/laptop/I pad
 Equipment’s such as video projectors

Running head: MEETING 3
5. In your own words, explain the following terms:
5.1. Chairperson The person who is given the responsibility and power
conduct a meeting, preserve order and ensure that all
members are provided the opportunity to express themselves
liberally.
5.2. Secretary The Person who is in charge of administration and paperwork
is the secretary
5.3. Treasurer The person who is in charge of finance and financial
reporting is called the treasurer
5.4. Abstention To Refrain from voting either or against an issue although
qualified for voting.
5.5. Adjournment The chairperson has the power along with consent of
members to adjourn a
Meeting in order to postpone further discussion due to
shortage of time.
5.6. Agenda Agenda is a list of business items that are to be discussed at a
meeting.
5.7. Motion
It is a formal proposal made by a member to that are to be
discussed and voted on
At a meeting.
5.8. Casting vote
It is a second vote that can be granted by the chairman in
events when equal numbers of votes are casted in each side
of the argument.
5.9. Proxy A person who is appointed to act in place of another (Jain,
2018).
5.10. Tabled Issue is up for dialogue or authorization.

Running head: MEETING 4
5.11. Quorum Minimum number of people required to be present for a
meeting to proceed.
5.12. General
Business
It is a regular and formal meeting that can be conducted by
any authorised member and might include both voting and
non-voting members. In such meeting the agenda is created
by the committee of the meeting. The voting paper in such
meeting must contain each motion being discussed and the
person proposing it .
5.13. Standing
orders
The Rules of Debate, the Agenda concerned with the conduct
of the meeting are referred to as Standing Orders.
5.14. Constitution Fundamental and fixed set of rules, for the governing the
functioning of an
Institution is called a constitution. It is mostly in written
documented from (BuisnessDictionary, 2018).
6. Explain the role of the minute taker.
 Prepares agenda
 Makes record of meeting happenings
 Writes event in form of minutes
 Knows the voting process.
7. a) What modifications or allowances would you need to make for a meeting
with a culturally diverse audience?
 Arrange for a translator
 Provide liberty to ask quarries at any time
 Provide liberty in timing if a person is travelling to attend the meeting
 Friendly negotiation
b) Describe three appropriate communication techniques you can use for the
diverse audience.
 Use different easier words to elaborate the same idea
 Speak clearly and slowly
 Speak in normal moderate volume
8. What are some methods we can use to circulate / distribute the minutes?

Running head: MEETING 5
 Distribute according to time.
 Distribute according to sub events inside the meeting.
9. When preparing the minutes what do we need to check them for?
 Communication style and Suitability of tone.
 Grammar, spelling, easy language.
 Construction of paragraph and sentence.
 Structure and order
 Requirements of the Organisation
 Jargon
 Discriminatory language
10. What is written in a meeting agenda?
 Meeting Agenda
 Date, time and location of meeting
 Welcome to participants
 Apologies received
 Minutes of the earlier meeting
 Problems or business that have arisen from the minutes (Examples,
2018)
 Correspondence
 Required Reports
 Major agenda items
 General business or other business
 Date for following meeting
List two key provisions of the following legislation that affect business operations regarding
organising meetings.
11. Equal Opportunity Act 2010
 Abolished discrimination against race, class, gender, pregnancy etc.
 Legal action against discrimination (Commision, 2018)
12. Corporations Act 2001
 Regulates formation and regulation of companies
 Regulated duties of officer (Sheehan & Fenwick, 2008)

Running head: MEETING 6
13. Privacy laws
 Disables the disclosing of confidential or personal information
without any prior written consent of the particular individual or organisation
that is involved. (DeYoung, Garg, Jia, Kaynar, & Datta, 2010). The
Australian Privacy Laws were revamped in the year 2013.
 Action against any violation of law.
14. Workplace/ occupational health and safety laws
 Provides guidelines for the employer to ensure safe and hazards free
environment at a workplace
 Provides guidelines for rights of workers (Goetsch, 2011)
ASSESSMENT 2 – PROJECT – STUDENT INFORMATION
Student Name: ______________________________________________________________
Student ID No: ______________________________________________________________
Appendix 1: Meeting preparation form
Meeting Name: Prevent delay in target completion.
Meeting type and
Purpose: Formal meeting to encourage employees to complete targets on time.
Participant Name: Reason For Participation:
John William Head office In charge - Provide instructions.
Ruby Gilbert Minute taker
Ashley Wilson Branch Manager- Provide guidelines to follow instructions.
Mark Johnson
Department head - Take notes to Instruct employees to follow
instructions.
Meeting Format

Running head: MEETING 7
What Format has you chosen for this meeting & why?
Formal meeting format was chosen because this meeting includes the involvement of the
head office in charge of the.
Invitation
How did you advise participants of this meeting and why did you choose this format?
Participants were advices through presentation and a formal format was chosen because of
the involvement of head office in charge.
Meeting papers
Describe the meeting papers you were required to prepare and the distribution method you
used to provide those papers to participants. What was the timeframe given and why?
We were required to prepare task reports and the papers were distributed to the participants
through email. A time frame of 2 days was given because of the high number of employees
whose task reports were to be created.
Legal
Identify and describe the legal and ethical compliance requirements as they apply to your
meeting.
Safeguarding professional confidential details of the participants and the company discussed
in the meeting.
Communication techniques
Describe culturally appropriate communication techniques for your audience.
Verbal communication in English because all participants are well versed in the language and
the number of participants is low.

Running head: MEETING 8
Appendix 2: Meeting requirements questionnaire
Chairperson/Host:
Ashley
Wilson
Department
: Management
Minute Taker: Ruby Gilbert
Department
: HR
Meeting Details
Date: 1/12/2018 Time: 10:00 am
Location:
Sydney
branch office Budget: 100 $
Meeting Format
Purpose encourage employees to complete targets on time
Agenda Punctuality in target completion
Participants 4
Speakers 1
Seating arrangements 4
Audio / Video or teleconference requirements Projector, Presenter, Laptops
Supporting Materials
Pre-reading Target completion guidelines
Meeting Documentation (spares) Task reports
Equipment requirements Note pads and pens
Hospitality Requirements
Catering requirements Refreshment
Other Requirements
Special Needs Requirements Room arrangement for head office in charge.
Other Specific requirements Balanced lighting
Appendix 3: Meeting Agenda
Meeting Minutes
Meeting Name Prevent delay in target completion.
Date: 1/12/2018
Time: 10:00 pm
Location: Sydney branch office
Dial in Information: Telephone no.

Running head: MEETING 9
Purpose Statement: Task punctuality
Welcome Statement:
Welcome to the meeting we will here make plans to
ensure maximum efficient results.
Minutes of Previous Meeting
Meeting Name: Infrastructural improvement
Date: 4/11/2018 Time: 11:00 am
Attendees:
Whitney Thomson Jack Johnson
Sandra Rose
George William
Lilly Singh
Apologies
Nil
Agenda
No. Agenda Item
Pre-read
material Presenter Time Duration
1
Prevent delay in target
completion. Task report
Head office In
charge 10:00 am
30
minutes
2
Make a new stricter set
of rules to ensure task
completion on time.
Traditional
Company set
rule book for
task completion. Manager 10:30 am
15
minutes
3
Rules should be
documented Department head 10:45 am
15
minutes
4
Rule book to be sent to
employees. Secretary 11:00 am
10
minutes
Other General Business
1
Ensuring employee
Convenience.
Employee
rights rule book. Manager 11:10 am
15
minutes

Running head: MEETING 10
Next Meeting
Date: 2/1/2018 Time: 11:00 am
Location
: Sydney Branch office
Appendix 4: Meeting minute template
Company Name, Day, Date, Time
Meeting Name: Prevent delay in target completion.
Meeting Location: Sydney Branch office
Chairperson/Host Ashley Wilson
Minute Taker Ruby Gilbert
Welcome Statement and
purpose
Welcome to the meeting we will here make plans to ensure
maximum efficient results.
Encourage employees to complete targets on time
Apologies Nil
Attendees 4
Item Action
By Who and
When
Name of Agenda Item
Name of Presenter
Summary of discussion
resulting actions and required follow up
Prevent delay in target Delay in deadline submission must be avoided. Head office In

Running head: MEETING 11
completion
John William More controlled supervision and strict actions.
charge
10:00 am
Make a new stricter set of rules
to ensure task completion on
time
Ashley Wilson
New rule book for penalties associated with
deadline completion.
Manager
10:30 am
Rules should be documented
Mark Johnson Proper draft of rulebook.
Department head
10:45
Rule book to be sent to
employees
Ruby Gilbert Distribution of rulebook.
Secretary
11:00 am
Appendix 5: Review documents and minutes
Review documents and meeting minutes
What strategies did you use to review documents and meeting minutes to ensure the
information presented was a true and accurate record of the discussions that occurred during
the meeting?
By crosschecking and matching information with the participants and the documentation.
Detail the outcomes of the accuracy of information - spelling, grammar and correct use of
templates.
Area Review Summary
Correctness of information Very clear as well as helpful
Spelling & Grammar Accurate
Correct use of Template Yes
Check for accuracy
Who in your organisation is required to check for accuracy and approve the minutes prior to
distribution?

Running head: MEETING 12
Manager
Distributing meeting minutes
Describe how and when you will distribute the meeting minutes and why have you chosen
this method
The minutes will be distributed at least an hour before the meeting by listing the agendas,
presenters and times in which they are presenting. This method is used because it is easier for
later referencing while giving orders and implementing the decision.
Storing meeting minutes
Describe how you will store the meeting minutes and why have you chosen this method?
The minutes will be documented within a report form in the computer and this method is
chosen so that it can be used when necessary and can be transferred conveniently to
employees.
REFERENCES
BuisnessDictionary. (2018). constitution. Retrieved December 1, 2018, from BuisnessDictionary:
http://www.businessdictionary.com/definition/constitution.html
Commision, V. E. (2018). The Equal Opportunity Act 2010. Retrieved December 1, 2018, from Human
Rights Commision: https://www.humanrightscommission.vic.gov.au/the-law/equal-opportunity-act
DeYoung, H., Garg, D., Jia, L., Kaynar, D., & Datta, A. (2010). Experiences in the logical specification of
the HIPAA and GLBA privacy laws. Proceedings of the 9th annual ACM workshop on Privacy in the
electronic society , 73-82.
Examples. (2018). How to Write an Agenda. Retrieved December 1, 2018, from Examples:
https://www.examples.com/business/how-to-write-an-agenda.html
Goetsch, D. L. (2011). Occupational Safety For Technologists, Engineers, and Managers. New York:
Pearson.
Jain, A. (2018). Role of Proxy in a Meeting. Retrieved December 1, 2018, from yourarticlelibrary:
http://www.yourarticlelibrary.com/company/meetings/role-of-proxy-in-a-meeting/75163

Running head: MEETING 13
Lauby, S. (2015, May 8). The Only 3 Reasons to Hold a Business Meeting. Retrieved December 1,
2018, from SHRM Blog: https://blog.shrm.org/blog/the-only-3-reasons-to-hold-a-business-meeting
Sheehan, K., & Fenwick, C. (2008). Seven: The Corporations Act 2001 (CTH), Corporate Governance
and Termination Payments to Senior Employees . Retrieved December 1, 2018, from Heinonline:
https://heinonline.org/HOL/LandingPage?handle=hein.journals/mulr32&div=11&id=&page=