BSBADM405 - Organise Meetings: Meeting Preparation and Execution

This assignment solution for BSBADM405 focuses on organising meetings, covering essential aspects such as making meeting arrangements, preparing and distributing documentation, and recording and producing accurate minutes. It details the types of meetings, legal and ethical requirements, participant needs, and the logistics of venue booking and budgeting. The solution also addresses the preparation of meeting notices, agendas, and papers, emphasizing accuracy and timely distribution. Furthermore, it covers the process of taking accurate notes, producing true and accurate minutes, and ensuring their approval and dispatch. The document includes references to support its claims and provide further reading on effective meeting organisation. Desklib is a platform where students can find similar solved assignments and past papers.

BSBADM405 ORGANISE
MEETINGS

TABLE OF CONTENT
1 Make meeting arrangements........................................................................................................3
1.1 Type of meetings being organised and its purpose................................................................3
1.2 Idnetification of legal or ethical requirements.......................................................................4
1.3 Requirements of meetings and its particapnts.......................................................................4
1.4 Making meeting arrangements In accordance with meeting and aprticpants requirements. .4
1.5 Advise particpants of meeting details....................................................................................4
2 Preperation and distribution of documentation for meetings.......................................................4
2.1 Preparation notice of meeting, agenda and meeting papers in accordance with meeting
requirements................................................................................................................................4
2.2 Checking of documentation for accuracy and correct errors.................................................5
2.3 Distribution of documentation to participants within designated timelines..........................5
2.4 Preparation of spare documents.............................................................................................5
3 Recording and producing minutes of meetings............................................................................5
3.1 Taking notes to accurately record the details of a discussion................................................5
3.2 Producing minutes that reflect true and accurate account of meeting...................................5
3.3 Checking minutes for accuracy and approval by nominated person.....................................6
3.4 Dispatching copies of minutes...............................................................................................6
REFRENCES..................................................................................................7

1 Make meeting arrangements
1.1 Type of meetings being organised and its purpose Annual general meeting: It is yearly gathering of company interested shareholders,
where directors of company present detailed annual report containing information o
functional performance and strategies. Purpose of annual general meeting is to organize
yearly meeting, with discussions on financial information of company business strategies
and further expanding key operational decisions.

 Board meeting: It is usually held several times within year for discussing companywide
policies and issues variedly and to determine new business strategies, expanding key
roles and responsibilities among members within organization. Board meeting has
purpose to gather stakeholders and officials , take overview of working operations
effectively.
1.2 Idnetification of legal or ethical requirements
Identification of legal and ethical requirements within meeting can be done on basis of
meetings mandatory and advisory, notice times for meeting attendees and analysis towards
proper formal analysis of people validating meeting requirements. Voting procedures and rights,
also comes under legal and ethical requirements (Hooper, 2021).
1.3 Requirements of meetings and its particapnts
Right reasons and including proper agenda of meeting in advance, staying formal within
procedures and clear actions among participants further opens up scope for effective completion
of meetings. Requirements of meetings should be further expanded, keeping untapped
professional growth worked on practically as per formal prerequisites actively within optimum
ideologies for gaining productive growth.
1.4 Making meeting arrangements In accordance with meeting and aprticpants requirements
Booking avenue and budgeting, costs are the specific meeting arrangements prerequisites, which
further enhances efficacy of meetings and participant’s functional growth development plays
strong role. The arrangements should be in accordance with meeting formal objectives, for
attaining optimum productive efficacy within functional goals.
1.5 Advise particpants of meeting details
Conducting meeting should be done by informing accurate details of meetings, date and
time, venue and duration scenarios productively for attaining effective completion of reports.
Participants must also hold professional acumen in taking participation in meetings, derive
formal focus towards productive diverse growth paradigms actively (Gulyani, 2021).

2 Preperation and distribution of documentation for meetings
2.1 Preparation notice of meeting, agenda and meeting papers in accordance with meeting
requirements
The meeting agenda must include forma details, pertaining towards date, time and
location, agenda items and minutes of previous meetings and statement having full detailed
future strategies outlook. Papers must include chairperson report, committee reports, draft
documentation, financial reports and functional enlarged productive details of meeting which
will be conducted.
2.2 Checking of documentation for accuracy and correct errors
The checking of documentation for accuracy and correcting the errors holds high
importance for operative efficacy parameters, strengthening productive analyzed growth arenas
within accurate completion. Checking of documentation for accuracy technically, evolves rise
towards untapped professional growth paradigms effectively which brings rise diversely.
Checking of documentation for accuracy enables correction of errors fundamentally, also brings
evolved efficacy worked on towards significant arenas for stronger working productivity.
2.3 Distribution of documentation to participants within designated timelines
The distribution of documentation to participants within designated timelines further
enhances productive efficiency among meetings structured goals, for larger connected rise
growth aspects leveraging higher determinants in shape. Designed timelines and distribution of
documentation among participants, further opens up scope for significant development of
information as per desired operational aspects innovatively (Gupta and Shahnaz, 2021).
2.4 Preparation of spare documents
Spare documents further enhance meetings procedures to be done in structured format,
for expanding key operational surge efficacy within extended time periods and to further
correlate optimum determinants. Preparation of spare documents further open up scope for
further leveraged growth rise evolved for obtaining accurate information rise diversely, bring
significant professional aspects worked on practically.

3 Recording and producing minutes of meetings
3.1 Taking notes to accurately record the details of a discussion
Notes should be recorded with accuracy and significant focus towards perfect record
taking, symbols used innovatively and also further heading on towards producing minutes of
meetings to be evolved in proper format. Recording of minutes in meeting should be done in
proper format for attaining significant efficacy, rise on quality standards and attaining targets
within specific time.
3.2 Producing minutes that reflect true and accurate account of meeting
Minutes should be transcribed in proper format, for reflecting true and accurate account
of meeting for optimum meetings record to be done within meeting for significant accurate
benchmarks standards rise diversely. Checking and approval of meeting holds high importance,
for obtaining engaged rise on meeting minutes’ presentation and for attained efficacy within
information to be presented (Engstam, 2021).
3.3 Checking minutes for accuracy and approval by nominated person
The minutes for accuracy should be done in proper formal method for deploying rise
towards all functional informational growth parameters, expanding key functional knowledge
scenarios and head to get approval from nominated person. Transcribing of information to final
account of meeting further opens up scope for official record maintenance and getting detailed
rise diversely for strengthened operational growth specifics. Checking minutes of meeting
enables to get formal record of information and strategies discussed in meeting and get formal
approval by nominated person.
3.4 Dispatching copies of minutes
Printing copies, emailing minute details of information discussed in report, filling and storing of
information’s are the further stages where copies of minutes have to be further expanded
functionally. Dispatching copies of minutes after meeting also opens up scope for significant
diversification with high accuracy, which also derives focus for leveraged growth.

REFRENCES
Books and journals
Engstam, L., 2021. Sweden: Proactive Chairs Engaging Stakeholders. In Leading a Board (pp.
133-163). Palgrave Macmillan, Singapore.
Gupta, A.S. and Shahnaz, T., 2021. Block-3 Writing In Work Place.
Hooper, R., 2021. Making Meetings Work: The Art of Chairing. Routledge.
Gulyani, U., 2021. Unit-3 Taking Notes and Writing Minutes. Indira Gandhi National Open
University, New Delhi.