BSBADM502 Manage Meetings: Analysis of Hilton Hotel Meeting

This report provides a comprehensive overview of managing an executive meeting, focusing on a case study at the Hilton Hotel. It includes the development of a meeting agenda covering key aspects such as front office privacy issues, board of directors' code of conduct, housekeeping activities, and finance matters. The report identifies relevant legislation like the Fair Work Act 2009, Australian WHS laws, and the Privacy Act 1988, addressing issues such as workplace misbehavior, safety, and information security. It details the preparation of information for presentation, scheduling of the meeting, notification of participants, and arrangements for recording meeting minutes. The report also includes quotes for a light lunch with vegetarian options and special requirements for audio-visual equipment and accessibility. Furthermore, it presents a role-play scenario of the meeting, highlighting discussions on workplace harassment, ethical practices, and security concerns, followed by suggested actions to resolve the raised issues. Desklib provides access to this and other solved assignments for students.

BSBADM502
Manage meetings

Table of Contents
TASK A...........................................................................................................................................3
Develop an agenda addressing that covers all aspects of the meeting purpose......................3
Source the relevant legislation that covers the aspects of the issues outlined above which need
to be addressed during the meeting........................................................................................3
Prepare the information for a presentation to the meeting participants to enable informed
discussion at the meeting........................................................................................................4
Schedule the meeting and write a notification of the meeting for the designated participants
and provide a timeline by when participants will be notified................................................4
Prepare all correspondence to send to the participants before the meeting............................5
Arrange in advance for one of the meeting participants to accurately record the minutes of the
meeting...................................................................................................................................5
Obtain 2 different quotes ($ 20.00 per person maximum) for a light lunch with a vegetarian
option for the meeting and attach the details to this assessment............................................5
Detail the special requirements needed e.g. audio-visual equipment or special needs due to
disability (based on the needs of your chosen attendees as outlined in the instructions).......6
TASK B...........................................................................................................................................7
Role play and conduct the meeting........................................................................................7
TASK C...........................................................................................................................................9
Follow up meeting outcomes..................................................................................................9
REFERENCES..............................................................................................................................10

TASK A
Develop an agenda addressing that covers all aspects of the meeting purpose
Executive Meetings Minutes
Meeting Date: Saturday 30th July, 2022
Present: Executive chef, Maître’D, Function Manager, Chief Concierge and the Executive
Housekeeper.
Apologies: NIL
Meeting Location: Boardroom Hilton Hotel, London, UK
Start Time: 09:00am
Agenda Time:
Minutes of Executive Meeting held 21st July, 2022
 Accepted as an appropriate record with no amendments
Front Office
 Privacy issues
 Issues related to Safety and security of Information
Board of Directors
 Issues related to proper Code of Conduct
 No operational issues
Housekeeping
 Regular operating housekeeping activities like cleaning
 Cluttered floor space in the back office area
Finance
 No issues related to payment and procedurals
General Business
 NIL
Source the relevant legislation that covers the aspects of the issues outlined above which need to
be addressed during the meeting
The Fair Work Act 2009 This law is related to misbehaviour within workplace as
several wait staff were referred to camel drivers and
mountain shepherds on several occasions by three of

chefs during service.
Australian WHS laws It is concerned with safety of the people within
workplace as there have been various light accidents like
slips and falls due to cluttered floor space.
The Privacy Act, 1988 This is associated with prevention of personal as well as
safety and security of information as there is lack of
privacy in workplace as per the fourth issue given.
Prepare the information for a presentation to the meeting participants to enable informed
discussion at the meeting
The information that is given to the participants of meeting for enabling informed
discussions at meeting include presenting the issues that are taking place within the organisation.
These organisational issues are related to the misbehaviour or bullying of several wait staff from
different ethical backgrounds (Bowen and et.al., 2021). Another issues are concerned with
housekeeping department as there were light accidents of falls and slips because of cluttered
floor space. More issues that will be discussed with meeting participants are related to privacy
concerns within workplace as information regarding room number, etc. were leaked out to
strangers.
Schedule the meeting and write a notification of the meeting for the designated participants and
provide a timeline by when participants will be notified
Notification of Meeting
For addressing organisational issues
Meeting Date Saturday 30th July, 2022
Meeting Time 09:00:00
Meeting Participants Executive chef, Maître’D, Function Manager, Chief Concierge
and the Executive Housekeeper and few more who are
associated with organisational aspects
Meeting Venue Boardroom Hilton Hotel, London, UK

Prepare all correspondence to send to the participants before the meeting
The correspondence that will be send to meeting participants before conducting meeting
includes Email, Banners, Flex, Advertisement of meeting on digital platforms and many more.
Additionally, meeting participants will also get informed through Telephonic Calls regarding
whether they have information about holding of the meeting and its related perspectives or not
(Harris and Kelly, 2019). There will be creation of an Agenda for the meeting which will clarify
the purpose and aims of conducting the meeting, scheduling of the meeting, venue and date of
the meeting and many more.
Arrange in advance for one of the meeting participants to accurately record the minutes of the
meeting
In order to accurately record the minutes of meeting, Function Manager will be provided
such responsibility. There will be effective sound system so that voice can be reached at the end
point of the boardroom. It will check off the attendees as they arrive and do introductions or
circulate an attendance list. It will record, motions, emotions and decisions as they occur through
making use of effective cameras and other tools. There will be a series of the functions that will
be conducted in the meeting and thee include welcome, apologies, discussion on the main issues
for the meeting is going to be conducted. The welcome of the guest will take 2 minutes while
apologies will take 1 minute. The discussion of the key issues will be done in 5 minutes. In such
way, certain minutes will be given to the different tasks of the meeting so that the meeting can be
conducted in an effective, efficient and successful manner (Nogueira and et.al., 2021). All these
different tasks of the meetings are going to be recorded with specific time limit which will help
in the process of conducting the meeting effectively.
Obtain 2 different quotes ($ 20.00 per person maximum) for a light lunch with a vegetarian
option for the meeting and attach the details to this assessment
 “There is no such thing as a lunch after meeting with a vegetarian option as Food is our
common ground, a universal experience”.
 “We wished that the lunch has been as good as the meeting”

The lunch which will be offered to the meeting participants will be light and healthy
lunch which will be having an option of the vegetarian concept. The amount that will be charged
from an individual is about $20 per person maximum.
Detail the special requirements needed e.g. audio-visual equipment or special needs due to
disability (based on the needs of your chosen attendees as outlined in the instructions)
 Audio-visual Equipment: These kinds of equipment will help in getting the attention of
the audience and will also provide assistance in retaining them till end of the meeting.
This will keep the audience stimulated and involve the participants and encourage them
to participate within the meeting.
 Peaceful environment: It is another kind of requirement that must be considered before
conducting the meeting (Pacheco and et.al., 2021). The space or place where the meeting
will be held is to be analysed in an effective and proper way through ensuring if there is
distraction nearby the room as it will create disturbance and audience will no longer
interested within meeting.
 Creating and sharing an Agenda in advance: The agenda shows what will be done at
the meeting and it ensures that a meeting stays on track and that everyone knows what is
going on at present and what is going to happen next. This is an another significant
requirement that is needed for conducting the meeting in an effective as well as efficient
manner.

TASK B
Role play and conduct the meeting.
HR: Hello everyone! Hope all are doing well with their work. We have been introduced by some
key issues that are facing by wait staff who have different cultural values, religions, beliefs and
ethical background. It is seen that they are facing the issues that they are harassed, bullied and
insulted by their superiors. Moreover, it is found that general managers of other company try to
bribe the department heads of the respective hotel organisation so that the customers and guests
can choose their hotel, instead of our organisation. Again, some complaints have been raised
which is related to the light accidents in the front office and housekeeping areas. Due to this
issue, it increases the issues related with health and safety of the employees and staff members
who roam around in that areas. Furthermore, it is also found that organisation is also facing the
problems related with the privacy and security of guests.
Wait staff: Thank you for giving us an opportunity to speak on about the issues we are facing.
We have experienced that our seniors always try to bully and harass us due to unreasonable
causes and due to the differences in culture and beliefs. They always call us “mountain
shepherds” and “camel drivers” as we are doing low level work in the company. It affects our
sentiments and increases mental stress level.
Executive Chef: Sorry to interrupt, but the allegation and charges which are throwing on us are
relatively wrong as these people are not treated wrongly. We all are doing ethical practices and
treat every employee equally. There is no single person treated in wrongful manner.
General Manager: We are also facing issues related with the cash incentives which is offered by
suppliers to department heads in order to opt their products over other companies. It is against
the ethical practices and the organisation cannot tolerate such kind of unethical practices.
Executive Housekeeper: From the past few months, there have been an increase in the various
light accidents in the housekeeping and front office areas due to which many people who almost
spends their time and work in particularly those areas are slipping and falling. It caused severe
accidents to staff members and even guests.
HR: We can see that the functional manager is not come at the meeting, if he will not come in
within ten minutes, then they will be fined and LOP will be marked as well. This is an important
session and everyone must be presented in this meeting.

Chief Concierge: We also have found some key issues related with the security and privacy of
customers as there were two incidents happened in which one of the guest experienced low
privacy as they received a call from the stranger and says that he knows her room number and
with whom she stayed. The lady had a conversation with me and said that it is a private
information of the guest and it was leaked by the receptionist. The other incident that happened
is that two female guests had back to their hotel room and found that a stranger had followed
them from very long time and came to hotel room by saying lie to the receptionist that he is the
brother of one of the guest. Thus, it is the issue that guests face which is security related and this
is a sensitive concern which needs to be resolved.
HR: The meeting is getting disturb with the conflicts, each participant will get a chance to speak
up about their views. Both sides will be heard, members sit and put their views calmly.
Functional manager: The company financial statement has been created and which shows that
some transactions have been done by department heads. It justifies that they are taking cash
incentives from outsiders and in return, the customer base of the organization has been
decreasing.
HR: Alright, as I have listen the perceptions and viewpoints of all the members, I think that there
is need of solution that satisfy both sides of parties facing issue. The company needs to be strict
with their policies and procedures even more so that bottom level employees will not find such
kind of issues further in their working. If the organisation finds any of the member bully or
harass other member then they will be terminated from the organization, together with, they
might be sued for the cause.
Chief Concierge: The company also need to be tight and strict with the security and privacy
concerns and work with the guidelines and laws imposed for the privacy and security so that
customer’s privacy will not damage and company’s name will be protected.
Executive housekeeper: It will be take care that further accidents will be reduced in the areas.
By taking suitable solutions and measures the lighting accidents will try to reduce and also will
work on slippery issues and housekeeping workers will get a training sessions so that they clean
the premise properly.
HR: Now, we all can see that most of the issues will be addressed in the meeting and the agenda
is satisfied so we can wrap the session and move on towards the work. Hope, such issues will not

repeat in future and all the measures will be exploited properly so that the whole organization
will be not face such kind of issues in the forthcoming time.
TASK C
Follow up meeting outcomes
A short self-evaluation:
It has been evaluated that the meeting agenda was clear and very well defined to all the
members. Some issues have been faced by the organization, bottom level employees and guests
as well, so that members related with the activity were involved in the meeting there were some
conflicts and arguments raised among members, but it had been resolved at the same time so that
the overall aim not affected by such conflicts. Everyone was clearly communicated with each
other while speaking their perceptions. Remedies and measures were also discussed and will be
applied in the organization.
Final version of the minutes:
It is confirmed that the details of the meeting have been correct and appropriate. The
meeting time was effectively communicated with the members so that they could attend the
meeting. The issues found out was true and employees and guests facing the same.
Work schedule:
 HR needs to ensure that employment laws should be followed in the company. It relates
with the health and safety, workplace harassment, privacy and security and many more.
 Functional manager needs to ensure that accounts of company should be properly
maintained and unnecessary transactions shall be communicated to the management so
that corrective actions can be taken in the company.
 Chief Concierge needs to ensure that their guests’ information and details will be secured
and no compromise will be tolerated.
 Executive housekeeper needs to provide relevant training and sessions to the staff
members.
Correspondence:
Emails will be used to communicate the outcomes of the meeting such as what member
need to work at what time, what measures will be taken, whom to reach, and many more. Also,
the members are required to sign the documents which involves the terms and conditions of
working. If anyone found doing unethical practices or violates the policies and procedures of

company will be terminated at the same time and also face the consequences of fines and
lawsuits.

REFERENCES
Books and Journals
Bowen and et.al., 2021. Blockholder Mutual Fund Participation in Private In-house Meetings:
Evidence on Social Bonding and Stock Return Volatility. Available at SSRN 3524559.
Harris, J. and Kelly, D., 2019. Management Skills in Social Care: A handbook for social care
managers. Routledge.
Nogueira and et.al., 2021. Multifractal and joint multifractal analysis of the spatial variability of
CO2 emission and other soil properties (No. EGU21-16174). Copernicus Meetings.
Pacheco and et.al., 2021. Advancing open source cyberinfrastructure for collecting, processing,
storing and accessing high temporal resolution residential water use data (No. EGU21-
6031). Copernicus Meetings.
Maldonado, A.Q. and et.al., 2018. Meeting report: consensus recommendations for a research
agenda to address immunosuppressant nonadherence in organ transplantation. Clinical
Transplantation, 32(9), p.e13362.
Deason, K., 2022. City of Concord Council Meeting Agenda 2022-04-14 18-00.
Corcoran, P., 2018. SASB BOARD MEETING AGENDA-Dates and Time.
Vermaelen, N. and Kovach, J.V., 2022. Driving meeting effectiveness through organizational
process improvement—A Lean Six Sigma case study. Organizational Dynamics, 51(2),
p.100827.