Hospitality Management: Meeting Management Assignment - BSBADM502

This assignment, completed for a Diploma in Hospitality Management at Canterbury Business College, addresses the unit of competency BSBADM502, focusing on managing meetings within a hospitality context. Part A is a knowledge test covering essential aspects such as meeting objectives, agenda creation, roles of participants, relevant legislation, and the roles of various meeting participants like the timekeeper and secretary. Part B presents a detailed meeting agenda for CBD Company employees, including the agenda items (professional behavior, ethical operations, WHS policies, and privacy/security), allocated times, and responsible individuals, along with related issues and legislation. It also includes a meeting schedule, lunch quotes, and special requirements. Part C provides a self-evaluation of the meeting, identifying strengths, weaknesses, and lessons learned, along with meeting minutes detailing issues discussed, decisions made, and a work schedule outlining actions to be taken, responsible individuals, and timelines for follow-up actions, including correspondence to senior management and policy modifications. The assignment demonstrates a practical understanding of meeting planning, execution, and follow-up in a hospitality setting.

Running head: DIPLOMA IN HOSPITIBILITY
Diploma in Hospitality
Name of the Student
Name of the University
Author Note

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Part A: Knowledge Test
Question 1
1. It is highly crucial for a meeting to be result oriented
2. The meeting should have specific initiation and termination times
3. The agenda should not be comprised of too many items
4. Additional information needs to be included as an attachment instead of a part of agenda
Question 2
Formal, information providing meeting
Question 3
Information sharing meetings
Question 4
For meetings about kitchen safety, the entire cooking kitchen department should be invited.
Question 5
Management meeting: In this types of meetings, only managers of each department of a hotel is
invited for discussing issues that is affecting their department and how the issues can impose
impact on another department.
Question 6
1. Date of the meeting
2. Initiation and termination time of the meeting
3. Purpose of the meeting

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4. Location of the meeting
5. List of the invitees
6. Requirements of the invitees
7. Contact details
Question 7
1. Identification of the meeting purpose
2. Developing primary agenda
3. Deciding and confirming the location of the meeting to be held
4. Assigning role to the participants
5. Writing the agenda of the meeting
6. Sending pre reading, reports as well as requests for the materials which may need
preparation
7. Finalizing the agenda
8. Conducting a follow up with the invitees
Question 8
1. It is the responsibility of a chairperson to be in charge of the meeting
2. He/she should make sure that the rules of the meeting are adhered to
3. Maintaining the meeting focus on the agenda items
4. Opening as well as closing the meeting along with introducing each of the agenda items
5. Ensuring that each of the attendees are given equal opportunities for expressing their
point of view
Question 9

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1. Disability discrimination act
2. Occupational health and safety act
3. Equal opportunity act
Question 10
1. Timekeeper will help the chairperson to start as well as finish the meeting within the
stipulated time.
2. Timekeeper will help the facilitator to move the group through the agenda
Question 11
1. Focus will ensure that the purpose of the meeting is successfully achieved.
2. Direction in a meeting will ensure that the specific issues for which the meeting has been
addressed is being addressed.
3. Discipline within a meeting binds the employees along with ensuring to start and finish
the meeting within the stipulated time.
Question 12
To reach a resolution mean to come to a mutual decision about the specific issue for which the
meeting has been conducted.
Question 13
Discussing and searching for possible solutions(3)
Defining the problem and presenting the facts (1)
Evaluating the possible solutions and deciding on the most appropriate one (4)

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Converting the solution into an action plan and procedures (5)
Exploring and analyzing the problem and the reasons behind the problem(2)
Question 14
1. Lack of communication skill
2. Lack of competency
3. Lack of understanding
Question 15
The role of a secretory in the meeting is to guardian the meeting process. They makes
arrangement for the meetings that incudes AGMS along with keeping formal records of the
process and decision of a group.
Question 16
1. Purpose of the meeting
2. Attendant’s name
3. Agenda
4. Time
Question 17
1. Agenda
2. Minutes
3. Summary
4. Big picture
Question 18

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The secretary should prepare and distribute the minutes to the attendees after the meeting is over.
The chief purpose of distributing the meeting minutesis to create an official record of the actions
that has been taken at a meeting. Minutes helps the employees to memorize the actions taken for
people who were attending the meeting as well as people who were not able to attend the same.
Question 19
During the meeting, it is the responsibility of the meeting member to ensure appropriate decision
by conveying their own perspective about the issue of the meeting. After the meeting it is their
responsibility to help the management implement the decisions taken during the meeting.
Question 20
Whispering takes place in grape vine communication between the employees
Question 21
Digressers are found to communicate specifically about a subject which worries them and are
unrelated to the topic at hand.
Question 22
For introduction, I will allocate approximately 10 minutes, for 4 agendas, I will take 50 minutes
and for the summary, I will take about 5 minutes.
Question 23
I will take approximately 5 minutes to cover 6 items.

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Part B
Meeting Agenda for CBD Company
Employees Invited for the meeting: Executive chef, Maître’D, Function Manager, Chief
Concierge and the Exec. Housekeeper
Date: 22nd February 2020
Agenda 1: to ensure effective professional behavior in the kitchen department
Agenda 2: to ensure ethical operation and development of policies that can address any unethical
or illegal action
Agenda 3: to ensure effective monitoring and implementation of WHS policies
Agenda 4: to implement effective strategies for ensuring effective privacy and security
procedures.
Time Task Individual responsible
9.30 am Call to order ad welcome HR manager
9.35 am Recap of the previous minutes Function Manager
9.50 am Stating the purpose of the
meeting
HR Manager
10.15 am Addressing Agenda 1 HR Manager, Executive chef
10.30 am Addressing Agenda 2 HR Manager, Maître’D,
Function Manager
10.45 am Addressing Agenda 3 HR Manager, Chief Concierge
11.00 am Addressing Agenda 4 HR Manager, Exec.

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Housekeeper
10.15 am to 10.30 am summarization HR Manager
Issues Relevant legislation
1. Workplace harassment and using
demeaning comments on junior
employees.
Australian Human Rights Commission Act 1986
2. Indulging in unethical activities and
bribe
The criminal Code Act 1995
3. Enhanced rate of WHS code violation Work Health and Safety (WHS) Act
4. Lack of privacy that is affecting the
consumers
Privacy Act 1988
Meeting schedule
Meeting Topic:Meeting for reducing HR issues
Start time\Duration: 9.30 am
List of candidates: 5 employees
Break time: 30 mins
End time: 10.30 am
Correspondence for the participants

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Lunch quotes 1
Breakfast time: Tea/coffee and Veg Sandwich (5 dollars)
Lunch time: Pasta and Salad (15 dollars)
Lunch quotes 2
Breakfast time: poached egg and bread (10 dollars)
Lunch time: Dessert trays such as brownies or cookies (10 dollars)
Special requirements for the meeting
1. Room for meeting
2. Chairs
3. Tables
4. Projector
5. Laptop
Part C: Follow up meeting outcomes
Self Evaluation of the meeting
After conducting the meeting, I have detected a good number of factors that helped me to
understand the perspective of the managers about the issues. It also helped me to find out by
strengths as well as weakness as the chairperson of the meeting. While conducting the meeting,
my chief criteria was to addresses the 4 agendas that were previously decided. I invested 15
minutes on each of the agendas in order to find an appropriate solution. However, while
conducting the meeting, I realized that I have spend over 15 minutes on the first agenda that is
demeaning comments on employees. In order to wrap up the meeting within the stipulated time, I

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had to complete the rest of the agendas in the remaining 40 minutes. However, I was able to
conduct a crisp and to the point discussion on the remaining issues so that anappropriate solution
can be reached within a highly limited amount of time.
While conducting the meeting one of my strength that helped me to conduct a successful meeting
was communication skill. As a chair person, I was stipulated with the task of presenting the issue
ad conducting the meeting. My effective communication skill helped me to present the issues in
an effective way so that none of the invitees gets hurt. For instance while presenting the issue of
using demeaning comments on waiters, I presented the issue in a way that it did not sound to be
directly blaming the Chef, but genuinely addressing the issue.
While conducting the meeting, one of the chief issues faced by me as a chairperson includes lack
of required resources. While conducting the meeting, the projector got shut don suddenly.
Considering the fact that a good number of data in order to support the issues needed to be
demonstrated at that point of time, it was highly difficult to keep continuing with the same.
However, I had managed the situation by replacing the projector by a pair of white board and
marker. Though the replacement made by me was not extremely effective, it helped us to
effectively conduct the meeting and come to a mutual solution. Thus, it can be said that my
instance decision makingskillhelped me to deal with adverse situation.
Another issue that I faced as a chairperson is issues with the suppliers. We had previously
conducted a meeting with the suppliers and the budget for food items were set. However, during
the payment time, they demanded a price that is 3 dollars more than the estimated cost. Although
no extra food item or drink were consumed. Considering the fact, this act was unethical, I
communicated with the suppliers and also showed them the resit as the evidence of the
agreement with them. This action of mine helped me to resolve the issue.

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After conducting the meeting, a good number of factor were learned by me. .First of all, while
conducting meeting in future, I will stick to the table set by me for each of the agendas so that
equal distribution of time can be done for each of the agendas.
Meeting Minutes
Start Time 9.30 am
Issues discussed decision made
Issue 1 Workplace harassment and
using demeaning comments on
junior employees.
1. One to one meeting
with the executive
chef
2. strict policy will be
implemented
3. A monthly monitoring
of the employee
satisfaction will be
performed
Issue 2 Indulging in unethical activities
and bribe
1. Employees will be
made aware of the
legal actions taken
by the company in
case they are
found to be taking
bribe

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2. A investigation
board will be set
upon n order to
monitor the issue
Issue 3 Enhanced rate of WHS code
violation
1. Identification of the
WHS factors will be
done
2. Financial resources
will be invested to
Eliminate WHS issue
3. Monthly monitoring
will be conducted
Issue 4 Lack of privacy that is affecting
the consumers
1. The HR employees
will be provided with
effective training
sessions in order to
maintain privacy
2. Strict policy against
sharing confidential
information will be
implemented
3. Monthly monitoring

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Next meeting date and time: 30th April 2020
Work Schedule
Issues detected Action to be taken Individual responsible Duration
Workplace harassment
and using demeaning
comments on junior
employees.
One to one meeting with
executive chef making
him aware of the
consequences
Executive chef, HR
manager
1 day
Indulging in unethical
activities and bribe
Formation of an
investigation board
Maître’D, Function
Manager, Chief
Concierge
1 month
Enhanced rate of WHS
code violation
1. Identification
of the WHS
factors will be
done
2. Financial
resources will
be invested to
Eliminate WHS
issue
Monthly monitoring will
be conducted
HR manager 4-5 months
Lack of privacy that is
affecting the consumers
1. The HR
employees will
HR manger, Executive
housekeeper.

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be provided
with effective
training
sessions in
order to
maintain
privacy
2. Strict policy
against sharing
confidential
information
will be
implemented
Correspondence to be distributed to the Senior Management
1. Modification of the existing professional conduct policy and the privacy and
confidentiality policy needs to be done within the next 1 month.
2. Implementation of the polices needs to be done within the next 40 days.
3. Financial resources needs to be allocated within the next 20 days in order to renovate the
office place and eliminate WHS hazards

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4. An investigation board needs to be implemented in order to address the issue of selecting
suppliers unethically.