Meeting Conduct and Follow Up: A Comprehensive Report for BSB50415

Desklib provides past papers and solved assignments for students. This report details a business meeting's preparation, conduct, and follow-up.

BSB50415 Diploma of Business
Administration
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Contents
Part A: Prepare for the meeting.................................................................................................4
1. Prepare to conduct your meeting. Access the action plan you developed in
Assessment Task 1. Review this action plan and ensure that all tasks have been
completed in preparation for the meeting you are to chair...............................................4
2. Where any tasks have not been completed, ensure these are completed before the
next step.....................................................................................................................................5
Part B: Conduct the meeting......................................................................................................6
1. Conduct and chair the meeting in accordance with the meeting agenda you
developed in Assessment Task 1:............................................................................................6
a. Identify a minute-taker. Provide the minute-taker with the meeting minutes
template and brief them on the organisational requirements for taking meeting
minutes;......................................................................................................................................6
b. During the meeting you are required to:...................................................................6
(i) Resolve at least one issue using a problem-solving technique;..............................6
(ii) Take notes as appropriate;...........................................................................................7
c. Collect the minutes from the minute-taker at the conclusion of the meeting;........7
2. Ask meeting participants to each complete the Meeting Participant Evaluation
Form in Appendix 1; and........................................................................................................9
3. Ask the minute-taker to complete the Minute-taker Evaluation Form in
Appendix 2...............................................................................................................................14
Part C: Follow-up the meeting.................................................................................................21
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1. Check the minutes to make sure they are complete and accurate, as well as to
ensure correct spelling, grammar and use of the template in line with organisational
requirements...........................................................................................................................21
2. Make corrections to the minutes as required.............................................................21
3. Distribute the meeting minutes to meeting participants in line with
organisational requirements, along with any follow-up documentation required by
the meeting outcomes.............................................................................................................21
4. Submit the required documents for assessment as per the specifications below. Be
sure to keep a copy for your records...................................................................................21
References:..............................................................................................................................24
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Part A: Prepare for the meeting
1. Prepare to conduct your meeting. Access the action plan you developed in
Assessment Task 1. Review this action plan and ensure that all tasks have
been completed in preparation for the meeting you are to the chair.
As per the action plan conducted in the Assessment 1, to review the policies of Adept
Owl, the meeting room was checked by Noah Johnson on 9th February 2019 to check
and ensure if everything is placed and planned accordingly. On 7 th February 2019, He
also made all the arrangement for the meeting and organised refreshments for
everyone in the meeting. He also made sure that all the equipment within the meeting
room is working properly on the same day. On 9th February 2019, Ethan Wilson
identifies all the major issues within the meeting and among the members of the
meeting. He also schedules the meeting agenda, the appointment with the organisers
and laid down the timetable for the meeting on 6th February 2019. On 12 February
2019, Lucas White sends all the files regarding meeting to the relevant person who is
appointed to look after all the necessary details regarding the file. On 4th of February,
he sent invitations to all the meeting members and confirmed their arrival. On 11 th
February 2019, Samuel Lee conducted the meeting as per the agenda of the meeting.
On 11th February, he made sure to record the essentials of the meeting in the
computer drive. The very same day, he also checked whether the ethical requirements
within the meeting are met.
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2. Where any tasks have not been completed, ensure these are completed
before the next step.
The Shortcoming there were faced by the members of the meeting due to the
incomplete task were that the staff members within the meeting didn’t arrive on time
due in inadequate coordination and communication among the organisers and
members of the meeting, Some of the members were late while other arrived early at
the meeting. There was a lack of coordination among the team members at the team.
There was no applicable convention for conducting the meeting. Also, there was no,
special facilities for the needs of the attendees such as their dinner after the meeting
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Part B: Conduct the meeting
1. Conduct and chair the meeting in accordance with the meeting agenda you
developed in Assessment Task 1:
a. Identify a minute-taker. Provide the minute-taker with the
meeting minutes template and brief them on the organisational
requirements for taking meeting minutes;
The topic of the meeting or the agenda of the meeting was to review the
privacy policies of the Adept Owl Company. The chairperson of the
meeting was Lachlan Brown, The meeting conducted on 11 th February
2019. It was scheduled to hold at 3.00 Pm at the meeting. According to the
Meeting Minute Template, the meeting was called by Smith Taylor
(Sageng.et.al, 2012). The facilitator and the timekeeper of the meeting
were Ruth Rezek, and the note taker was Ethan Wilson. The Attendees of
the meeting are Smith Taylor, Oliver Williams, Alexander Johnson and
Jacob Wilson The major milestone of the meeting was 15 minutes long
Welcome. It provides the introduction of the participants. It also helps to
decide the next meeting date time and date. It also helps to report the key
finding and conclusion of the report of the meeting.
b. During the meeting you are required to:
(i) Resolve at least one issue using a problem-solving
technique;
During the meeting, it was discovered that the private information
and the data of the customers’ needs to assembled by the company
in order to help the customer to safely allow multiple players
within the gaming system which would help the company to
effectively establish the communication and connection between
the players (Porter and Tanner, 2012).
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(ii) Take notes as appropriate;
It is important for the company to give important attention to
keeping information about the customers private. It is necessary for
the company to take it into account to deliver, gather, distribute and
utilise the important and private information of the employees as a
customer very safe and secured especially in the gaming business
as there are too many hackers that are available online (Solove,
D.J., 2012). Hackers or the Criminals may access the private
information of the customers which pose a great threat to the life or
even the bank accounts of the customers of the company. Some
people may even use the personal information of the customers by
taking out the grudges or revenge over them. Therefore, It is very
much necessary for the company to take special care of the private
information of the customers
c. Collect the minutes from the minute-taker at the conclusion of
the meeting;
The meeting conducted on 11th February 2019. It was scheduled to hold at
3.00 pm at the meeting. According to the Meeting Minute Template, the
meeting was called by Smith Taylor. The facilitator and the timekeeper of
the meeting were Ruth Rezek, and the note-taker was Ethan Wilson. The
Attendees of the meeting are Smith Taylor, Oliver Williams, Alexander
Johnson, and Jacob Wilson. The time that is taken in the meeting as per
the meeting minute template is 50 minutes for discussing the topic of the
agenda that is an introduction, Welcome, correspondence and general
ideas of the business. Smith Taylor majorly discussed it. Another session
was taken by Alexander Johnson who was 45 minutes long. The major
items of the agenda of the meeting were discussed including the purpose
statement of the meeting and also include the discussion over the general
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business of the company (Kay, D., Korn, N. and Oppenheim, C., 2012).
Another discussion was to discuss key points, general business, statement
of purpose of the meeting which was the last session of the meeting and
was conducted by Oliver Williams
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2. Ask meeting participants to each complete the Meeting Participant
Evaluation Form in Appendix 1; and
Candidate
name Oliver Williams
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
the meeting.

The chairperson maintained control of
the 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:
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The general was started a little late that the prescribed time and the agenda of the meeting were
archived as desired and expected (Wettstein, 2012). Next time, there should be proper
coordination and communication among the participants and the organisers in order to avoid
communication gap and errors.
Candidate
name Smith Taylor
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
the meeting.

The chairperson maintained control of
the 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. 
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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 was started on time. The chairperson kept discussions focused on
achieving the purpose of the meeting. He also facilitated the problem-solving
activity to resolve any issues. The end of the meeting was pretty long though but
over the meeting conducted on time.
Candidate
name Alexander Johnson
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
the meeting.

The chairperson maintained control of
the meeting throughout the duration. 
The chairperson ensured all
participants were involved in
discussions.

The chairperson facilitated the
problem-solving activity to resolve any

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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 was conducted in a much organised manner. All the topics that were
discussed in the meeting were quite clear and to the time. The whole meeting was
very informative and would help the Adept Owl Games Company to review the
review of the privacy policies of the company (Curtis.et.al, 2012). This would
help the company to keep the private information of the customers very
confidential, private and secure.
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