Spencer Technical College BSBADM502: Meeting Management Assessment

This document presents a completed BSBADM502 assignment on managing meetings, covering key aspects of effective meeting practices. The assignment includes a sample meeting agenda, minutes, and an action plan based on a provided case study. It delves into the importance of action plans, outlining their advantages and strategies for encouraging team member participation. Furthermore, the assignment explores the consensus-building process, detailing the five recommended phases: discussion, identification of emerging proposals, testing for consensus, identification of unsatisfied concerns and modification, and finally, assessment of support and implementation. The assignment emphasizes practical application, offering insights into real-world meeting management scenarios and strategies to improve meeting outcomes. It provides a comprehensive overview of the essential elements required for successful and productive meetings.

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Running Head: BSBADM502
BSBADM502
Name
Student ID
Institutional Affiliation

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A1 WRITTEN ACTIVITY
Task 1: Action - Conduct and Chair a workplace meeting and produce;
1. An agenda
2. Minutes of the meeting and;
3. An Action Plan for a minimum of 2 key items on the agenda
Refer Move project team meeting Minutes.doc Case Study in Resources folder
Task 1
AGENDA
MEETING AGENDA
Date: 27/10/2018
Time: 11:52 am
Location: Hall Seven
Topic:
The meeting aims to formulate the agenda of
the items to discuss in the next meeting since
the company has been facing various challenges
which need to be discussed.
Attendees: Mr. Timothy Burrow – Secretary,
Company Secretary
Mr. Michael Scott – Chairman
Mr. Michael Dave – Finance Department
Mr. James Daniel – Member, Procurement
section
Facilitator: Michael Scott – Chairman
Recorder: Timothy Burrow – Secretary,
Company Secretary
Timekeeper: James Daniel
Other Role(s): n/a

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Meeting Objectives:
 Approval of BSC previous meeting
 Assignment
 Disk space allocation
 ADM-debriefing
 SMC-debriefing
To prepare for this meeting, please:
 carry a pen and a booklet
Materials we will use at the meeting:
 pen
 booklet
Schedule 11:52am – 1:35pm
Time presente
r
topic
11:52
am-
12:00pm
Timothy
Burrow
 Welcome: Review meeting objectives and agenda
12:00
pm-
12:15pm
Catherine
Brook
 Approval of BSC previous meeting
12:15pm-
12:30pm
Michael
Scott  Assignment
12:30pm-
12:45pm
Michael
Dave
 Disk space allocation
12:45pm-
1:15pm
James
Daniel
 ADM-debriefing
1:15pm-
1:35pm
Catherine
Brook
 SMC-debriefing
MINUTES

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Minutes of the meeting of the Evergreen Executive Committee to be Held On 27/10/2018 at
11:52 am at Hall Seven
Attendees
Mr. Timothy Burrow – Secretary, Company Secretary
Mr. Michael Scott – Chairman
Mr. Michael Dave – Finance Department
Mr. James Daniel – Member, Procurement section
Apology
Mrs. Mary Reginald – Member
1. Approval of BEC minutes of August 10, 2018
The minutes were approved and several amendments were made including;
a. Decision
No decisions made regarding the type of system to be used for the management of
payments. Mr. Scott made a request that the heads of branches would be advised in
writing. This was approved.
b. Clarification
Deadlines not being met due to decisions on item actions not made yet.
2. Allocation of disk space
a. The chairman’s message was sent to thirty-six out of forty accounts in the branch.
Since the branch’s disk space is almost filled up, it was unanimously agreed that there
would not be a reduction of disk space by the branch until the committee for the
management of information systems met with the manager and obtained a clarification
on the requirements.
3. ADM-debriefing
The agenda for the cabinet was discussed. The covered items included the Livestock

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Pedigree Act, the dairy program, the Alberta Memorandum and a water resource strategy.
Mr. Daniel and the deputy branch manager were to meet with Mrs. Cameron Alex who is
the manager of Nova Scotia, on September 1st. on July 20, 2018, the Manito
Memorandum of Understanding was signed.
4. SMC-debriefing
The Framework for Operational Planning was discussed although the members did not
have an agreement on the opening statement. It was therefore agreed that the statement
needed to be reviewed following the preparation of a draft which is revised.
5. Other businesses-assignment of duties
Nova Scotia requires the services of a Procurement Officer for a short term. The
organization’s procurement officer would be approached.
The meeting ended at 2:45 pm. Next meeting would be on December 12, 2018.
Mr. Michael Scott – Chairman
Signature:
Mr. Michael Dave - Finance Department
Signature:
ACTION PLAN
1. Assignment of duties
The objective is to ensure that Nova Scotia gets the support they need for effective
execution of their services to the organization hence the first thing to do is to approach the
procurement officer regarding the matter. Mr. Michael Dave has been tasked with the responsibility
of approaching the procurement officer going to the headquarters and request for the procurement
officer to be posted in the Nova Scotia Company. The headquarters should immediately un-assign

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the procurement officer from their current duties and immediately post them to Nova Scotia
organization. As it is a high priority matter the process should be complete on December 1, 2018.
2. Allocation of disk space
The primary objective of the action plan is to ensure that disk space has been allocated
within the shortest time possible. The chairman should send a clear message which would cover the
entire forty accounts to avoid some people being unaware of the chairman’s message or to hear it
from a second party. Mrs. Mary Reginald who is a member of the committee should follow up with
the manager to discuss their meeting with the committee for the management of information
systems. The meeting should be arranged on or before November 28, 2018, to avoid further delays.
The meeting is crucial for the management of disk space thus should be taken with the highest
priority. The committee chairman will follow up to ensure that the plans are going on as arranged.
Task 2:
1. What is an “Action Plan?”
The action plan is detailing of tasks and duties that must be accomplished, determining who is
responsible for completing the tasks and periods in which the tasks must be completed.
Furthermore, action plans assist in tracking down all the tasks taking place during the meeting and
strategies on how the tasks could be completed appropriately within the set deadlines in order to
reach objectives and goals of the meeting.
2. List two advantages of recording an action plan in workplace meetings
 Action plan assists in the keeping of track of all the tasks requirements, who is
completing them and why they are completing them hence assisting in milestone
assessments.
 Actions plan can be used for future reference for the participants to refer for the next
action plans.

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3. List 3 strategies that the manager/facilitator of a workplace meeting could use to
encourage participation by all team members in attendance at the meeting.
 Ensuring everybody is contributing in the meeting
 Be aware of time factors and when time to end the meet is approaching, end the meeting
 By ensuring that everybody gets an opportunity of contributing his or her views in the
meeting
Task 3:
List the 5 recommended phases for reaching consensus
The consensus in the meeting allows each participant to have an equal impact in the process of
decision-making (Sumpter and Pratt 2009 p.743). Furthermore, consensus represents all the
member's support and best thinking of a team. Some participants or team members in a meeting
may fully disagree with a specific decision, but the majority of participants agrees with the
decisions. Therefore, the consensus is brought under this circumstance to ensure that both members
agree to a specific decision.
Recommended phases for reaching consensus
The consensus is an alternative of the decision-making process and therefore it follows phase by
phase or a process that makes sought to bring a common agreement to a particular problem. The
recommended phrases for reaching out consensus starts with discussion, identification of emerging
proposal, identification of unsatisfied concerns, collaboratively modification of the proposal and
assessment on the degree of support.
Discussion phase
The discussion phase is usually the first phase to occur when carrying out a consensus. In the phase,
the facilitator or chair defines the problem of the statement (Dong, Zhang, Hong and Xu 2010
p.281). All the participants in the meeting engage in discussing the motion. Furthermore, during the
discussion phase, the facilitator must provide equal participation to ensure that every member has

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an opportunity for contributing the ideas that are relevant to the topic. In addition, the facilitator or
chairperson also must clarify on raised questions before the participants engage in the discussion. It
is through this phase whereby some members agree with discussions while others disagree. The
dynamic groups may be created during the discussion in order to ensure that there is collaborated
creative ideas regarding the motion is brought forward. It is recommended that during the phase the
facilitator or chairperson to gather initial thoughts and reactions from participants and him or
herself also to come up with his stand about the progress of motion and also be on the frontline to
propose for a solution. Other responsibilities of chairperson during this phase include monitoring
pace of the discussion and keep every participant in the meeting engaged, finding a common
ground for discussing the differences, requiring dissenters in the meeting to come up with an
alternative proposal or an effective process for developing one (Saito-Jensen, Nathan and Treue
2010 p.327). Therefore, it is through this level of agreements and disagreements that the facilitator
or chairperson calls out for a proposal.
Identification of emerging proposal
Identification of emerging proposal is the second phase after discussion. Facilitator or chairperson
identifying the proposal that was raised by the members during the discussion phase. Furthermore,
the chairperson takes down notes of any other proposal that might have forgotten during the
discussion phase. After going thoroughly identifying the proposal, the chair identifies and weighs
the proposals that look for an effective solution that addresses people concerns.
Testing for consensus
Testing for consensus is usually the third phase of consensus. The phase is characterized by
facilitators testing what members feel about the proposal identified in the identification of emerging
proposal phase. During this phase, the facilitator summarizes the main points raised on the proposal
and the best proposals that could lead to the effective decision (Cabrerizo, Pérez and Herrera-
Viedma 2010 p.169). Furthermore, the facilitator also points out the most contagious proposals to

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be tested. Participants may use either raising hand methods or voting methods to test the proposal.
If the participants agree on the proposals then the consensus is to have been achieved. The actions
point to tasks and deadlines are then taken into considerations as the consensus is already reached.
On the other hand, if the majority of the participants disagrees with the consensus, the facilitator’s
calls for dissenters to raise their concerns so that in the amendments phase all the concerns can be
noted and incorporated.
Identification of unsatisfied concerns and collaboratively modification of the proposal
Identification of unsatisfied concerns and collaboratively modification of the proposal is the fourth
phase. The phase begins when the proposal has been rejected and the facilitator or chairperson has
called upon the participants to raise their unsatisfied concerns so they can be addressed. If the initial
concerns favor one party then the amendments proceed to promote equality and if there are some
concerns that have been omitted mistakenly they are added back in the proposal. The unsatisfied
concerned may be raised from either workgroup dynamics or individuals. With consideration to
unsatisfied concerns, this phase opens an opportunity for any participants with unaddressed
concerns to raise it (Pérez, Cabrerizo and Herrera-Viedma, 2010 p.1244). Furthermore, the
facilitator ensures that every participant have an equal chance of raising the key areas where he or
she feels unsatisfied.
Assessment of the degree of support and implementation of the decision.
Assessment of the degree of support and implementation of decision is the final phase in the
consensus process. The phase is characterized by the decision which is defined as a level of
necessary agreement to finalize a decision. As the final consensus is reached the possible decision
rules varies within different ranges. The decision options during the phase include an agreement
where members are satisfied with the rule, consent whereby members are not supporting the
consent but they still live with it and blocking or disserting where some participants have failed to
agree completely with the outcome of the proposal. Furthermore, blocking is acceptable when the

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proposal is disastrous for the group but not the individual interest (Sumpter and Pratt 2009 p.743).
In most of the cases, blocking is rare. However, in case the blocking is successful, the process
repeats itself and no decision is implemented until all participants reach a mutual agreement.
Task 4:
1. Anti-discrimination legislation
Anti-discrimination legislation ensures that stakeholders and employees are provided with
equal access to participate in the meeting. For example, when am managing a meeting I will
ensure that all members are provided with the same amount of information and notifications
regarding a meeting which is planned to take place. Furthermore, I will create an equal
opportunity with consideration of factors like gender, race, culture and any other personal
attributes or behavior.
2. Ethical principles
When managing a meeting I will consider Ethical principles by respecting other participants
in the meeting. For example, during the meeting I will ensure that the authorized participants
required in the meeting respect each other’s opinions and their ideas and not criticism is
experienced among the members. Furthermore, I will ensure that confidentiality is maintained
and discussion is in an honestly, openly, fair and credible manner. In addition, treating every
member in the organization as autonomous agents and with diminishing autonomy entitles them
for protection and also emphasizes an aspect of respect.
3. Codes of practice
Code of practice compliments occupational safety and health laws and regulations that
provide a practical guidance on ways of complying with legal obligations. For example, when

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managing a meeting must provide a solid and fair code so that I can establish a clear common
understanding of deliverables and expectations from the participants.
4. Privacy laws
Privacy laws ensure that personal details of the participants in the meeting are well
protected. For example, when notifying the participants of the meeting I will make sure I send
emails to their work addresses rather than personal addresses. Furthermore, I will ensure that
the contact lists of participants or any confidential document are not open to any unauthorized
personnel.
5. Copyright
Copyrights ensure ownership. When managing the meeting, I will make ensure that any resources
used in the minutes either in terms of books, handouts, videos or audios are well protected and
restricted to the authorized people only. Furthermore, I will recommend staff to consider producing
their own original ideas during the meetings.
6. Occupational health and safety
When managing meeting I will make sure that meeting is held in a conducive environment
without loose electrical cords that might result in tripping hazards. I will further ensure that
participants in the meeting are trained and aware of evacuations procedures and all appliances to
be used in the meeting are functioning appropriately.
Task 5:
1. Outline meeting terminology, structures, arrangements
Meeting terminologies

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 Agenda- a list of meeting activities in the order in which they are to be taken up,
beginning with the call to order and ending with adjournment
 Amendments - A substitution, addition or deletion (removal) of words anywhere in a
motion under discussion.
 Apology - formal notifications for failure to attend the meeting
 Chair- A person controlling the meetings
 Constitution- a document outlining all rules and regulation to be followed.
 Minute- a formal written record of meeting
 Motion- A proposal made at a meeting and intended to be considered and decided upon.
 Quorum- the minimum number of board members that must be present in order to
conduct a valid meeting.
 Standing orders- an organizational rule that governs the way the organization carries out
its activities.
Structures
The structure of a meeting includes agenda, introductions and reports, main presentation and
summary.
Arrangements
The arrangement for the meeting follows the following steps
 Scheduling of a time and date for a meeting
 Booking a venue which is conducive for carrying out meeting
 Preparation of relevant document and information for participants
 Organizing equipment’s
 Organizing minutes-taker