Managing Meetings: BSBADM502 Assignment Solution - University

This assignment solution addresses the BSBADM502 Manage Meetings unit, demonstrating the ability to plan, prepare, conduct, and follow up on a meeting. The solution includes a detailed Meeting Requirements Form outlining the meeting's purpose, participants, and logistics. A Meeting Preparation Action Template is provided, detailing tasks, responsibilities, and timelines. The assignment also features a meeting invitation, agenda, and a template for meeting minutes, ensuring comprehensive documentation. Furthermore, the solution includes Meeting Participant Evaluation Forms to assess the effectiveness of the meeting from different stakeholder perspectives. A code of ethics/etiquette is also provided to maintain professionalism in the meeting. The documents cover all aspects of meeting management, from initial planning to post-meeting evaluation and communication.

Running head: MANAGE MEETINGS
Manage Meetings
Name of the Student
Name of the University
Author

1MANAGE MEETINGS
Task 1
1. Appendix 1 – Meeting Requirements Form
Meeting Requirements Form
Chairperson Mr. Brian Wilson
Department Public Relations and Customer Care
Meeting Name Meeting to Discuss Ways and Means to improve gaming experience
for Customers
Meeting Details
Date 10.7.2019 Time 10 am to 6
pm
Location Brisbane Budget $ 50,000
Meeting Format
Purpose To uncover the ways and means by which the gaming experience of
customers can be significantly improved

2MANAGE MEETINGS
Agenda 1. Welcome remarks by the chair person
2. Talks and lectures by invited speakers
3. Lunch
4. Q and A Session
5. Concluding remarks by the chairperson
6. Vote of Thanks
Participants Internal
 Investors – 1
 Senior Managers - 1
External
Gaming Experts and Speakers
– 3
Speakers 3 experts on gaming simulation from
Sydney and Canberra – Mike Wilson,
Mark Davidson, James Bottom
Seating
Arrangements
The meeting will take place in a small sized theatrical hall that will be
large enough to accommodate 20 or more participants.
Video Conference
Requirements
Participants who cannot attend the meeting in person will be provided
with a video link to the meeting via Skype
Supporting Materials

3MANAGE MEETINGS
Pre-Reading Copy of the previous meeting held by the company on improving
customer experience and customer feedback of Adept Owl products on
Social Media and as listed on the company website
Meeting
Documentation
The meeting will be recorded on audio and video and the minutes of the
meeting will be recorded on a laptop
Equipment
Requirements
Laptop computers, projector for power point presentations and wireless
internet access
Hospitality Requirements
Catering
Requirements
A local caterer will be reached out to for the provision of Chinese lunch
and continental snacks for 20 participants at the most, at the meeting
Accommodation
Requirements
Participants flying in for the meeting from other parts of Australia will be
put up at the Best Western Hotel in Brisbane
Other
Organizational
Requirements
There needs to be enough food and water for distribution among the
participants, and the participants of the meeting are also to be provided

4MANAGE MEETINGS
with a copy of the latest achievements of the company. This will give
meeting participants an idea of how Adept Owl is currently positioned in
the market and the various areas that it needs to improve on in order to
ensure better customer gaming experience and customer satisfaction
overall.
Applicable
Conventions for
Conducting
Meetings
A professional code of conduct will be maintained in the course of the
meeting. Participants will not be addressed by their first name and
participants who wish to interact will be given the opportunity to do so
once the talks and the lectures have been delivered. It is expected that
decorum will be maintained in the course of the meeting and only official
language used for the purpose of communication.
Legal and Ethical
Requirements for
Conducting
Meetings
The meeting will be carried out in keeping with the provisions contained
under the Corporations Act of 2001. Every attempt will be made on the
part of the organization to refrain from adding a personal touch to the
meeting. Participants will have the freedom to walk out of the meeting as
and when they deem fit and will not be compelled to answer questions or
take part in discussions that make them uncomfortable. Participants at the
meeting will also not be discriminated against on grounds of race,
religion, sex, creed, caste and gender.
Other Specific

5MANAGE MEETINGS
Requirements Organizers will make it a point to set up arrangements and have
participants arrive at the meeting venue on time so that the meeting takes
place as scheduled and that no time is lost because of miscommunication
or delays.
2. Appendix 2 – Meeting Preparation Action Template
Meeting Preparation Action Template
Meeting Name Meeting to discuss how to improve customer experience and
customer satisfaction in using card, dice and board games as made
available by Adept Owl
Meeting Date The meeting will commence on 10.7.2019
Meeting
Host/Chairperson
The meeting will be hosted by the chairperson of Adept Owl
Action Required By Whom When
Book the venue for the meeting Secretary working for
Adept Owl
Three weeks ahead of the
meeting

6MANAGE MEETINGS
Prepare the letters of invitation for the
meeting
Secretary working for
Adept Owl
Three weeks ahead of the
meeting
Signing the letters of invitation for the
meeting
Chairperson of Adept Owl Two weeks ahead of the
meeting
Sending out the letters of invitation
for the meeting
Secretary of Adept Owl Two Weeks ahead of the
meeting
Preparing the Agenda for the meeting Secretary of Adept Owl Two Weeks ahead of the
meeting
Approval of Meeting Agenda Chairperson of Adept Owl Two Weeks ahead of the
meeting
Approval of Meeting Agenda Executive
Committee/Board Members
of Adept Owl
Two Weeks ahead of the
meeting
Finalizing Meeting Agenda and
Topics for Discussion
Chairperson and Executive
Committee/Board Members
of Adept Owl
One week ahead of the
meeting

7MANAGE MEETINGS
Publishing the finalized meeting
agenda
Secretary of Adept Owl Four days ahead of the
meeting
Confirming the meeting venue and
date
Secretary of Adept Owl Four days ahead of the
meeting
Confirming the attendance of speakers
and participants
Secretariat of Adept Owl Three days ahead of the
meeting
Setting up logistical and other
arrangements at the venue for the
meeting to take place
Secretariat of Adept Owl
and company employees
Final two days ahead of
the meeting
3. Meeting Invitation
Dear all
You are cordially invited to attend a meeting conducted by Adept Owl Simulation
Gaming in Brisbane on the 10th of July 2019. The meeting will take place from ten in the
morning until six in the evening. The purpose of this meeting to discuss the various ways and
means by which we can improve the gaming experience of our customers in light of the latest
trends and developments occurring in the world of virtual and other gaming, and to understand
how customer satisfaction can be ensured. I eagerly look forward to your participation and hope

8MANAGE MEETINGS
that you will contribute many valuable insights and suggestions that can take Adept Owl in
forward direction in the days to come.
With my thanks and best wishes
The Chairman
Adept Owl
4. Meeting Agenda
Date of the Meeting – 10.7.2019
Time of the Meeting – 10 am to 6 Pm
Venue of the Meeting – Best Western Hotel in Brisbane
Statement of the Meeting’s Purpose – To uncover ways by which the gaming experience of
customers can be improved
Welcome Note by the Chairman
1. Topic for Discussion 1
Understanding the Different Ways by which Customer Gaming Experience can be improved
2. Topic for Discussion - 2
Understanding how Customer Satisfaction can be attained through the use of new gaming
technology
3. Topic for Discussion - 3

9MANAGE MEETINGS
Queries and concerns regarding customer experience
Question and Answer Session
Vote of Thanks

10MANAGE MEETINGS
Meeting Minutes Template
Date of the Meeting
Meeting Chair
Participants
Apologies
______________________________________________________________________________
Summary
Title of the Proposed Meeting –
Review of Discussions -
Review of Q and A Session -
Recommendations -
Quality Criteria and Rating –
______________________________________________________________________________
Meeting Paper – Code of Ethics/Etiquette
Code of Ethics to be followed at the Meeting
 All participants in the Meeting are Expected to be formally dressed
 It is expected that participants will use official, formal and polite language to
communicate with one another

11MANAGE MEETINGS
 Discussion pertaining to personal topics and issues must be strictly avoided during
the meeting
 Participants are expected to maintain decorum in the meeting hall. Speakers are not
to be interrupted during talks as a Q and A session will transpire after the lectures
to address the queries of the audience
 Participants are expected to be fully attentive while the discussions take place