Meeting Management and Dividend Declaration: A Case Study

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MANAGE MEETINGS

TABLE OF CONTENTS
Introduction......................................................................................................................................1
Assessment Task 1...........................................................................................................................2
Plan and prepare for a meeting....................................................................................................2
Assessment Task 2...........................................................................................................................8
Conduct, follow up and report on a meeting...............................................................................8
Assessment Task 3.........................................................................................................................12
Written Reflection.....................................................................................................................12
Conclusion.....................................................................................................................................14
References......................................................................................................................................15

LIST OF TABLES
Table 1: Meeting requirement form.................................................................................................4
Table 2: Action plan for meeting.....................................................................................................5
Table 3: Participant evaluation form...............................................................................................8
Table 4: form of Minute Taker Evaluation......................................................................................9

Introduction
Managing meetings is important aspect of organisations as it helps in deciding further criteria for
conducting work. The current report is aimed for demonstrating knowledge and skills that plays
significant role in preparing meetings for achieving organisational requirements in reference to
the Adept Owl Games Company. It will provide meeting requirement form, meeting preparation
action plan, meeting agenda, meeting invitation, meeting minute template and one meeting paper
based on needs. Further the second assessment will provide meeting participant evaluation form
and minute taker evaluation form by addressing problems identified in meetings. Lastly, the third
assessment will be written reflection based on meeting conducted.
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Assessment Task 1
Plan and prepare for a meeting
Adept Owl Games firm is known as manufacturing company that deals in publishing, developing
and distributing board games, card and dice for people of every age groups. The business was
gaining average profits from previous years from which it has declared distribution of dividend
in present financial year. In the board meeting, dividend recommendation has been done for this
year. The meeting needs to be planned for distributing dividend within Company’s shareholders.
Meeting Preparation
The meeting will start by notice that will be circulated to every officer, director and shareholder
to respective address that are related to Company. The notice will contain attachment in which
proxy form will be added. It will be document that must be completed by shareholders within 24
hours so that after 24 hours meeting can take place. It will conduct as general meeting that will
be extra ordinary at five Star Hotel on 1st March 2020. The hotel is located juts near to registered
office of firm in Australia. The meeting will start sharp at 10:00 am.
Meeting Participants
 Directors
 Shareholders
 Chairman
 Company Secretary
 External auditor
 Internal Auditor
 Proxy of shareholders
 Independent Director
 Chief executive officer
Agenda of Meeting
 Recommended dividend distribution through board meeting.
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 Previous minutes, signature and initialisation are considered from directors based on
minutes.
 Appointing director for firm.
 Further topic bought in meeting after finalisation of plan by chairmen and shareholders.
Conventions Applicability
 Achieving meeting code of practise and conduct.
 Preparing meeting agenda with effective simplicity and clarity.
 Proper and fair accountability in distributing and declaring dividend to shareholders.
Ethical and Legal Requirements
 Giving special facility and services for disable people for attending meeting.
 Complying with Corporation Act and provisions for conducting effective meeting.
 Fair judgement according to poll or hands meeting conduction.
Meeting Responsibilities
 Need of scrutinizer that will be appointed by directors.
 Developing meeting agenda by directors by joining with assistant Company Secretary
 Administering of minute preparation, stationary, notice, accommodation and managing
refreshments. The CS of firm will focus on arranging hotel bookings for finalising seating
areas and postal facility.
Minutes Preparation
It will be created in electronic format. The meeting conductions will be listed in specific register
that will be managed by Company Secretary that will be changed into electronic form. Minute’s
page will be signed and initialised by firm’s directors.
Criteria of Meeting Paper Distribution to Participants
The method of post has been selected for distributing meeting papers to business participants. All
people as participants will get papers of meeting after 10 to 15 days of conducting meeting. This
will be posted to registered address that are linked to business and are participants of meeting.
3

Form of Meeting Requirements
Table 1: Meeting requirement form
Form of Meeting Requirements
Chairperson Mr. Duos
Department Finance Department
Meeting Name Extra Ordinary General Meeting
Meeting Details
Date 01-03-2020 Time 10:00 am
Location Vali street, the foxward
palace, Australia
Budget $6000
Meeting Format
Purpose Declaring distribution of dividend
Agenda  Dividend distribution declaration
 Considering previous minute meetings
 Extra matters
Participants Internal Auditor
 Directors
 Chairman
 Company Secretary
 Chief Finance Officer
 Chief Executive Officer
External Auditor
 Proxy of shareholders
 Independent Director
Speakers Company Secretary and Chairman
Seating Facilities Officer of company as well as 1000 shareholders
Video or
Teleconference
Requirements
The facility of video conferencing with shareholders and directors that are living far
away from firm and cannot present in meeting sessions.
Supporting Materials
Pre-Reading Funds arrangement and financial statements required to be transfer in account of
dividend shareholders.
Meeting
Documentation
Agenda and notice of resolution, minutes and meeting
Equipment Postal ballet, video conferencing software and stationary items
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Needs
Hospitality Arrangements
Catering
Requirements
Beverage arrangement such as tea, coffee and bislery water bottles. Managing facility
of food that will include refreshments, fast food, snacks and chips.
Accommodation
Requirements
Arranging chairs and sofas and hotel bookings.
Other Requirements
Attendee’s
Special Needs
Managing special and comfortable arrangement of sitting for people that are
disabled.
Other
Organisational
requirements for
conducting
meetings
 Proper fund arrangements
 Checking list of shareholders for ensuring correct and fair distribution
of dividend.
Applicable
conventions for
conducting
meetings
 Complying with code of policies and conduct to manage Company
meetings.
 Discussing important and relevant matters based on agenda decided
and finalised.
Legal and
Ethical
requirements for
conducting
meetings
 Equal and fair distribution
 Clarifying agenda in proper manner.
 Dispensing important statements such as financial statement as well as
profit and loss.
Other Specific
Requirements
Arranging medical facilities and equipments and paying attention towards disabled
shareholders.
Meeting Preparation Action Plan
Table 2: Action plan for meeting
Meeting Preparation Action Plan
Meeting Name Extra ordinary general meeting
Meeting Date 1st March, 2020
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Chairperson / host Mr. Duos
Action Required By Whom By When
Notice preparation Directors and company
secretary
Before 25 days from
meeting
Managing postal service for sending circular to
participants
Company secretary Before 25 days from
meeting
Developing copies for previous minutes and
agenda for upcoming meeting
Company secretary Before 15 days from
meeting
Recruiting scrutinizer to count votes from ballet Directors
Managing sitting arrangement in registered
office
Company secretary At previous meeting day
Managing refreshment and drink facility in
meeting
Company Secretary At previous meeting day
Arranging poll ballet for shareholders Chairman Before 5 days from
meeting
Managing meeting stationary Company secretary Before 3 days from
meeting
Preparing meeting minutes Company secretary On day of meeting held
Meeting Invitation
Dear Shareholders,
It is written to inform you that Company is strategising for declaring dividend in present year as
the performance of Adept Owl has been achieved immense growth that is to be distributed within
all people in organisation. The recommendation of dividend has been given in board meeting
from which shareholders approval will be requiring that we will get after some wait. The meeting
will be conducted at Australia and all shareholders are necessary in meeting for which invitation
has been sending to you. The meeting will start sharply at 10:00 am. The shareholders that are
linked to company required to fill proxy form and then submitting it before 24 hours from the
time of meeting for confirming participation.
The proxy form will be determined as annexure of acceptance at invitation’s end.
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Meeting Minutes and Agenda
Location – Five Star Hotel, Australia
Date – 1st March, 2020
Time – 10:00 am
Attendance –
 Company secretary
 Directors
 Shareholders
 Chief executive officer
 Auditor
Agenda Items –
 Notice preparation – 1st February, 2020
 Scrutinizer appointment – 2nd February, 2020
 Dividend approval by postal ballet - 1st March, 2020
 Filing dividend distribution return in corporate house
 Extra notes
The meeting items that are held will be secured and listed in electronic format as well as in
physical way such as loose leaf registers. In register, every page will be studied and signature by
Company’s directors.
One Meeting Paper for Meeting
The meeting paper for specific purpose requires an agenda. This refers to document in which
meeting items are listed that needs prior discussion. It is important to distribute agenda to firm’s
shareholders by attaching important notice mentioning major decisions.
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Assessment Task 2
Conduct, follow up and report on a meeting
Meeting Participant Evaluation Form
The meeting on distributing the dividends have various activities and duties while starting it that
must be fulfilled by the planner. For ensuring correct procedure it is required to fill participation
meeting evaluation form by each and every participant of meeting. All forms must be given in
the form of paper. The result of evaluation form in majority is mentioned below:
Table 3: Participant evaluation form
Candidate Name – Mr. XYZ
Strongly
Agree
Agree
Neutral
Disagree
Strongly
Disagree
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussions focused on achieving
the purpose of meeting

The chairperson maintained control of meeting
throughout the duration

The chairperson ensured all participants were involved in
discussions

The chairperson facilitated the problem solving activity to
resolve any issues

The chairperson facilitated decision making to ensure
required decisions were made.

The meeting followed the agenda 
The desired outcome for the meeting was achieved 
The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted:
The meeting that was planned has been started and conducted on correct date and time that was actually
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planned. It has effectively managed subject matter that was present in agenda but can have been more
improved. The issue was raised by two shareholders that mentioned return rates of dividend but it was
later clarified in better manner by dispensing and disclosing supported documents that made them
satisfied within the meeting. There were some shareholders that were not present in meeting but send
another person on behalf of it that did not affected the meeting criteria or process in firm.
Minute-Taker Evaluation Form
Table 4: form of Minute Taker Evaluation
Candidate Name – Mr. XYZ
Strongly
Agree
Agree
Neutral
Disagree
Strongly
Disagree
The chairperson clearly explained the meeting purpose
and the expected outcomes

I was provided with a list of the attendees and their roles
prior to the meeting

I was provided a copy of a minute template to use to
record the meeting discussions

The chairperson explained any organisational
requirements / conventions for recording the meeting
minutes

The chairperson explained the required method for
recording meeting notes and their expectations with
regards to the level of detail of information recorded.

I was provided with examples of previous minutes to
assist me with understanding what was required

It was clear to me what was expected 
General feedback regarding the information you were provided regarding taking minutes for the
meeting:
I was given each and every type of information related to plan and policies. The prescribed manner was
explained by chairman for maintaining minute’s book. After meeting completion the minute’s book was
mandatory to be signed by chairman in every page. Due to better understanding of minute recording
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