Meeting Management Techniques and Skills Assessment

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BSBADM502 - MANAGE MEETINGS
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Table of Contents
Introduction..............................................................................................................................................3
Assessment 1............................................................................................................................................5
Assessment 2............................................................................................................................................9
Assessment 3..........................................................................................................................................12
Conclusion.............................................................................................................................................14
References..............................................................................................................................................15
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Introduction
The following assessment is a report which consists of three different assignment which deals
in implementation of new techniques and skills in meeting management. The assessment is
based on different scenarios which are easily understood by the management that is
responsible for conduction of meetings in the organisation. The assessment also involves the
importance of the agendas in the meeting and various factors that affect the duration of the
meeting.
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Assessment 1
1. Provide an explanation of each of the following terminology:
a) Quorum
b) Procedural motion
c) Proxy
d) Conflict of interest
Answer 1. The terminologies are defined following:
a. Quorum: The term is defined as the minimum level of work which is acceptable and
needed by the company from the individuals working in it. The term validates the reason
which is given by the individual to the company and its senior employees.
b. Procedural motion: The term explains the procedure of the meeting and how the
conduction of the meeting is held. Under this term, certain techniques are defined, which
explains the smooth transaction of the business when the meeting is being held.
c. Proxy: This term relative to meeting refers to the person who is legally authorised to be a
substitute for another party required in the meeting.
d. Conflict of interest: This refers to the condition in the meeting where the two parties are
not satisfied with the conclusion of each other’s work.
2. Outline a meeting structure for a formal meeting.
Answer 2. The structure of the formal meeting is defined to get a set pattern for the meeting
to make it an organised structure. This pattern includes factors which require an agenda to get
the meeting a proper point of discussion (Becker & Bish, 2017). The discussion is elaborated
in the meeting by the chairperson and the actions and process defined for the betterment of
the organisation is defined in the meeting. Finally, the duration of the meeting is defined in
minutes to make it quick and efficient.
3. Outline a meeting structure for an informal meeting.
Answer 3. There is no structure required in the informal meetings as there is no formal
agenda of the meeting. The chairperson discusses the scope of the meeting on every point that
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can be included through this type of meeting. Due to legal restrictions, the decisions are not
taken in informal meetings (Brown et al., 2017).
4. Outline at least three key agreements that need to be made for a meeting.
Answer 4. Many key features can be explained through the meeting, but the three major key
arrangements of a meeting are stated as follows:
a. The purpose and agenda of the meeting should be defined.
b. The gathered knowledge and reports must be relevant to the topic of the meeting.
c. The participants should only be the individuals who understand the agenda of the meeting.
5. Outline two responsibilities of a chairperson prior to a meeting.
Answer 5. The two responsibilities that are to be performed by the chairperson before the
meeting are:
a. The chairperson should be open to the discussion relative to the agenda of the research.
b. It is the responsibility of the chairperson to lead the meeting where the conventions are
being followed by the participants.
6. Outline three important aspects of a chairperson job during a meeting.
Answer 6. The three important aspects of the chairperson during the meeting are defined as:
a. The chairperson is responsible for the proper functioning of the Management committee.
b. The chairperson ensures the complete participation of the participants during the meeting.
c. Carrying out the implementation of effective decisions in the meeting.
7. Explain why it is important for a chairperson to monitor the participation of all those
involved in a meeting.
Answer 7. It is the responsibility of the chairperson to ensure 100 percent participation of the
participants present in the meeting (Felson, 2017). It allows the chairperson to discuss all the
relevant matters of the meeting and know about different opinions on the matters. The
chairperson has to maximise the output of the meeting, and therefore, the chairperson needs
to focus on the involvement of the participants in the meeting. Also, the implementation of
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the outcome of the meeting is ensured and carried out by the chairperson through the
participants. Therefore, participation allows the participants to understand the agenda and the
functioning of the meeting.
8. Explain how, in the role of a chairperson, you would manage someone who is
dominating the meeting.
Answer 8. It is very important for the chairperson to conduct a proper meeting focusing on
the agenda of the meeting. If a participant in the meeting is dominating the view of other
participants, the chairperson must calm the participant and draw the meeting towards the
agenda. If the person doesn’t respond to the chairperson and still dominates the meeting, the
chairperson has all the rights to discard the person from the meeting and take legal actions
against the dominating participant.
9. Explain how in the role of a chairperson you would manage someone who is too shy
to contribute to a meeting.
Answer 9. A chairperson as per the opinions should be confident enough to control and
manage a group of people. It is the responsibility of the chairperson to involve everyone and
put everyone opinion on the meeting table. For a shy person, the chairperson should give an
extra privilege by giving the shy participant chances to speak in the meeting and keep the
opinion on the table (de Lajudie et al., 2019). The chairperson should encourage the other
participants to help shy participants by encouraging the participant. The chairperson should
make a proper communication channel with the participants of the meeting, including the shy
participant.
10. Explain how in the role of a chairperson you would manage two people having a
private conversation within a meeting.
Answer 10. The chairperson must manage the decorum during the meeting. If two people
have a private discussion during the meeting, the chairperson can first point out them directly
by asking them to give their attention to the meeting. Also, a ground rule can be invoked,
stating that no inside talks are allowed during the meeting (Grønbæk et al., 2017). Asking of
one of the offender opinions upon the topic which is being discussed, will help in clearing the
point.
11. Describe two ways of conducting a meeting.
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Answer 11. There are many ways and methods for conducting a meeting. Two of them are:
 A small draft should be sent before any meeting to everyone so that only particular
people who are interested can attend the meeting.
 Before starting any meeting, a brief introduction should be done, which includes the
purpose of conducting a meeting and what are the outcomes expected from the
meeting.
12. Describe three advantages of face to face meetings and give an example of a
workplace situation where this type of meeting may be used.
Answer 12. Advantages of face-to-face meetings are:-
 Body language can be learned with the help of a face-to-face meeting, which will help
in knowing who is interested in the meeting and who is not.
 Transparency is developed by this type of meeting between the employee and trust is
developed (Kerzner & Kerzner, 2017).
 It is more effective and less time consuming, as the whole meeting is conducted in an
hour or so. Whereas receiving and sending emails take up more time.
This type of meeting can be conducted whenever there is an issue regarding salary or
workload.
13. Describe three advantages of the meeting held by teleconference or web
conferencing and give an example of a workplace situation where this type of meeting
may be used.
Answer 13. Advantages for meetings held by web conferencing are:-
 Access is made very easy, and stakeholders can participate in the meeting despite
their location.
 Uninterrupted meetings can be held so that no disruption between the ongoing
meetings can be seen.
 All the participants can communicate very well in this meeting with the help of a
chatting system. One person does not have to wait too long to put his point forward.
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This type of meeting can be conducted whenever there is an issue regarding shares or major
decision concerned with the company has to take place (Darbi et al., 2018). For this, every
stakeholder decision is important and need to be heard.
14. Describe the use of webcams for meetings, including a brief description of how to
make use of a webcam.
Answer 14. Webcams are used to connect to those people who are not present or unable to
present in the meeting physically. A webcam is installed and use anywhere. For this, a person
needs to download software for the webcam first. After that, he needs to register on the
application (Koskela et al., 2017). Then the person needs to fill in the contact information of
the person to whom he wishes to connect. In the final step, the call is connected, and the
communication is achieved between the two parties.
15. Explain the purpose of an agenda and identify five items that should be included in
an agenda.
Answer 15. The purpose of developing an agenda is to conduct a meeting in an orderly
fashion. This helps in defining a proper purpose for why to conduct a meeting. Also, this will
help in allocating period for a particular section. Five items that need to be included in an
agenda are:
 Meeting goals- This is the first and foremost item that needs to be included. It helps in
specifying the purpose of the meeting.
 Topics which need to be covered- This is done to help the members who are
participating in the meeting to have good communication.
 List of important or required attendees- This is made so that the respective attendee
knows that he/she is needed to complete a meeting (Shaw et al., 2017).
 Creating a section for takeaways- This section will help in knowing about the off-
topic discussion and action items which will be completed by attendees.
 Checking place, date and time- Checking these three things are important for
conducting a meeting.
16. Explain the purpose of meeting minutes and the last five items that should be
included in a meeting minutes.
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Answer 16. The purpose of having meeting minutes is to help with the documentation of
what the meeting was about, what are the points that have been discussed. It also includes the
points which need to be discussed but were not discussed during the meeting. Also, notes of
actions are taken or discussed (Perrin, 2017). This helps in minimizing the whole meeting in
a small and important point. Five items which are included in the meeting minutes are date,
place, time, attendees list and the committee name who is organizing the meeting.
17. Explain the difference between informal meeting minutes and formal meeting
minutes.
Answer 17. Difference between informal and formal meeting minutes
Formal meeting minutes Informal meeting minutes
These are more complex and specific. These are simple and do not follow any
specific order.
These are used for a legal or authenticated
purpose.
These are used for knowing about the
decision taken in the meeting.
These include every minute detail about the
meeting.
This includes major details which are date,
time and decision taken.
These are accessible to higher authorities. These are accessible to the attendees and as
well as to the person who wishes to know
about the happening in the meeting.
18. Access the corporations Act 2001 from the internet and identify the information
from the Act that related to notices of meetings. Now answer the following questions:
a. to whom must notice of meeting be provided?
b. How must the notice of the meeting to be provided? Indicate at least two ways.
Answer 18. According to Corporation act 2001:
a. Notice of the meeting should be provided to each director and as well as to those
members who are eligible to vote in the meeting. But if there is a joint membership,
notice is given to only one of the members.
b. Notice of the meeting to the authorized person can be given in the following ways:
1. Personally, i.e., each member receives a personal notice by a person.
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2. Sending a notice through the fax to the authorized person.
3. Sending it to the authorized member’s address given in the company.
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Assessment 2
 Copy of email to the assessor, with an attached draft of the conference program and
your meeting agenda.
To: [e-mail]
Cc
Bcc:
Subjec
t
Formal meeting conference program and agenda
Respected authority,
This mail is regarding the mentioned subject that following you will find the attached copies
of the draft program and the meeting agendas that need to be discussed in the upcoming
meeting session. The meeting minutes are very important that will focus on the future
working of the organisation. Various new techniques and skills are also included in the
agenda that needs to be focused. The meeting timing will need 30 minutes to cover up all the
points and factors which affect the organisation related to the agenda of the meeting.
Consider the request and hope to see you on time.
Thanks and Regards
Sai Guru
Operational Manager
 Copy of the email with all the attached files
To: [e-mail]
Cc
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Bcc:
Subjec
t
Formal meeting outcomes
Respected authority,
This mail is regarding the mentioned subject that following you will find the attached copies
of the meeting minutes (marked up and final version), conference program and all files and
folders that were discussed in the meeting session. The meeting minutes discussed are to be
taken to implement the discussed skills and techniques to improve the leadership skills and
outcome efficiency of the organisation. The meeting was held for 30 minutes to cover up all
the points and factors which affect the organisation related to the agenda of the meeting. The
information is used as the final output of the meeting and has to be applied to the organisation
as soon as possible.
Thanks and Regards
Sai Guru
Operational Manager
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