BSBADM502: Mastering Meeting Management - Agenda to Minutes

This assignment focuses on the critical aspects of meeting management, covering essential elements such as quorum, procedural motions, and conflict of interest. It emphasizes setting clear objectives, assembling attendees, and creating effective agendas. The role of the chairperson is highlighted, including ensuring fairness, managing information flow, and monitoring participant engagement. The document explores techniques for handling dominating personalities, involving shy individuals, and addressing private conversations during meetings. It also delves into group dynamics, defining roles like initiators, clarifiers, dominators, and supporters. Further, the assignment discusses different meeting formats such as stand-up and tech-focused meetings, advantages of face-to-face and teleconference meetings, and the use of webcams. It outlines the purpose of meeting agendas and minutes, including essential items to be included. The assignment also distinguishes between formal and informal meeting minutes and the importance of providing notice for meetings. It also incorporates a practical task involving the creation of a meeting agenda for a leadership conference and discusses topics such as reactive leadership and impersonal relations in the workplace. The document provides a comprehensive overview of meeting management principles and practices.

Manage meeting

TABLE OF CONTENTS
TASK 1............................................................................................................................................4
1....................................................................................................................................................4
2....................................................................................................................................................4
3....................................................................................................................................................4
4....................................................................................................................................................4
5....................................................................................................................................................5
6....................................................................................................................................................5
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10..................................................................................................................................................6
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15..................................................................................................................................................8
16..................................................................................................................................................8
17..................................................................................................................................................9
18..................................................................................................................................................9
19..................................................................................................................................................9
20................................................................................................................................................10
TASK 2..........................................................................................................................................10
1..................................................................................................................................................10
2..................................................................................................................................................11

3..................................................................................................................................................12
4..................................................................................................................................................12
5. Minutes meeting ....................................................................................................................13
REFERENCES..............................................................................................................................15

TASK 1
1
 Quorum: It is a minimum number of members needed to conduct a meeting
 Procedural motion: It is related to how the meeting is conducted.
 Proxy: It is substitute sent by any members to attend meeting on their behalf.
 Conflict of interest: It means person is involved in more than one interest with other
during a meeting (Benzerdjeb, 2021).
2
 Set objectives
 Assemble attendees
 Create an agenda
 Maintain control
 Take a follow-up
3
 Set an agenda which needs to be discussed
 Gather all the necessary information for meeting
 Choose a location and provide adequate time to explore issue
4
Before conducting a meeting. there is a need to arrange the key elements which are:
 Clarify the aim and purpose of conducting meeting
 Schedule a meeting with its defined location and time.
 Create an agenda for a meeting before informing the meeting (Lehmann-Willenbrock and
et.al., 2017).

5
The role of a chairperson is to set an agenda because it is the main role which needs to be
finalized by him only. Another role is to ensure that there will be no inequality at meeting and
make sure that fairness is performed within a meeting. This helps to run a meeting in an effective
manner and meet the developed aim easily.
6
The essential job of Chairperson is as mentioned below:
 Providing leadership to the board so that the meeting is run in an effective manner by
complying with the aim and objectives.
 Make sure that there will be proper information flows in the meeting and no one will
mislead the information so that aim can be achieved
 Planning and conducting the board meeting effectively so that agenda of the meeting will
be fulfilled (Gray and et.al., 2019).
7
Chairperson needs to monitor the participation of all employees by ensuring that all the
attendees contribute and also hear the agenda so that Chairperson will maximize the
opportunities offered by meeting in order to make effective and valid decisions.
8
a. In order to control the dominating personality within a meeting, acknowledge a contribution
with only body language without any dialogue. Also, encourage others by calling their name in a
discussion that assists to strop facing such situation.
b. In order to involve the shy person in a meeting, there is a need to pose an open-meeting
questions and ask the same with individual that helps to involve them in a meeting. Always
provide meeting agenda at least one day before a meeting that helps others to make themselves
aware regarding a meeting (Nyquist, Allen and Erks, 2018).
c. It is quite common to have a private conversation within a meeting and to stop such situation,
chairperson may stand by the people who are engaged in a conversation. Also, can call out the

behavior within a meeting that helps to make them realize that private conversation should not be
allowed (Scott and Wilton, 2021).
9
Group dynamics is described as the effects of these roles and behavior on other groups
members. Thus, a group with positive dynamic is easy to spot and it helps to conduct a meeting
in an effective manner.
10
Role Definition
Initiator Propose original ideas that helps to approach within a
meeting so that all members can take interest within a
project.
Clarifier They mainly clear the confusion within a meeting in order
to deliver the correct message to others. At last they offer
conclusion for end up a meeting (Brandth and Kvande,
2019).
Dominator Such type of person mainly asks many questions within a
meeting and distract people from their active
participation.
Degrader The role of a degrader is to lower down the quality or
character within a meeting so that effective results cannot
be determined.
Distractor Such type of people having a side conversation who not
only disrupt the meeting for others but with their
conversation active participation affected.
Supporter The role of support person within meeting is to provide
emotional support to the employees and takes notes
whenever required so that effective results can be
generated.
Gate keeper Such type of people keeps the meeting participants on a
track and if their track is not proper then brings them back
to current agenda.
11
The two ways of conducting meeting are:

 The stand-up meeting: Here, only core element of a meeting will stand up rather than
sits. This further keeps the meeting at a fast pace and all the attendees feel more energetic
and such meeting are short in time i.e. 15 minutes only.
 Tech- focused: It is the used to get the employees relaxed from boredom from regular
meetings. This in turn assist to engage the audience within a meeting for long time and
also helps to engage within a meeting as per their wish.
12
Advantage of using face to face meeting:
 It helps to build strong relationship within a company because face to face discussion
helps to solve the issue directly and strengthen the relationship between colleagues.
 Assists to generate the loyalty and trust among employees which helps to increase
emotional relationship (Allen and et.al., 2021)
 It helps to make employees more focused and productive so that effective results can be
generated. It is so because employees have a strong trust with their colleagues that helps
to attain the defined aim
For example, In Tesco when leaders face issue regard to employee lower performance, they start
conducting face to face meeting that helps to solve the issue and generate effective results. This
assists to solve the issue and satisfy both employees and employers.
13
The main advantage of conducting meeting on tele-conference are as mentioned below:
 It reduce the travel time and expenses for the company which assists to make all the
employees able to attend meetings on a time.
 Company can conduct a meeting on same day because on web or teleconferencing all the
employees are available and this in turn assists to generate effective results
 Better communication between members and coordinator so that miscommunication can
be reduced that helps to generate effective results.

For example, Tesco is deal with different locations and that is why, it is not easy to conduct
face to face meetings. for that teleconferencing and web conference are used that assist to call
between two separate locations so that effective results can be generated.
14
Using webcam for meeting allow the users to meet face to face even when person are at
different locations. This is convenient method that helps to create more personal alternative than
audio-calls that assists to save money and save time as well (Kim and Park, 2021). For video
conference, mainly person need to share the screen and for that effective results can be generated
because it helps them to understand about the agenda of meeting so that their objectives can be
met.
15
There are different meeting applications that are used by corporates which are as listed
below:
 Zoom
 Slack
 Skype
16
The main purpose of agenda is to give participants a clear outline of what should happen
in a meeting and who will lead each task during a meeting. Along with this, how long the
meeting will be held with proper information that reflected meeting should be conducted on
time. The five items which needs to be included in agenda are as mentioned below:
 Define a meeting goal
 Outline the list of meeting agenda topics for discussion
 Identify the list of required attendees
 Body of agenda
 Call the questions

17
Meeting minutes are the official record of an actions whose main purpose is to document
the group’s complying to proper procedure and an association by law’s. This in turn assists to
generate the effective results and record everything that was said in a meeting. The five
important item that need to be included in a meeting are as provided below:
 Date and time of the meeting that happened (Goodstein, 2021)
 Name of all attendees who present during a meeting or absent.
 Acceptance or amendments made o previous meeting minutes that helps to generate
effective results
 Decisions made regarding each item mentioned in an agenda
 Outcomes of elections needs to be mentioned in the meeting.
18
Formal minutes meetings usually are committee, boards, groups where each individual
have their own roles and responsibilities. Further, a quorum is defined in the meeting that helps
to meet the defined aim of a project. On the other side, informal minutes meeting also have a set
agenda but it does not have any specific structure that needs to be followed while writing a
minutes. This assists to discuss the same within each other and meet the defined aim.
19
a. Notice in writing of every meeting must be given to each members if the company so that they
all come to know about meeting. Along with this, notice should also give to directors and
auditors of the company.
b. Under Corporation act, 2001, it has been analyzed that the notice must be given in two forms.
Such that written notice of meeting of a company’s members must be given individually to each
member so that they are entitled to vote at a meeting (Benzerdjeb, 2021). Another way is notice
to joint members which must be given to joint members who are named at first in a register of
members.

20
In each organization, common policy and procedure is used to conduct a meeting which
are as mentioned below:
Legal requirement: this is the policy and procedure which are required from some firms
and as per the agenda, chairperson draft a minutes for meeting that helps to meet the defined aim
of a company.
Organizational requirement: This is not actually required by the company as per law,
but also seen or introduced to increase transparency as well as protect the shareholders to ensure
that employees are working in a safer workplace that is free from health hazards (Lehmann-
Willenbrock and et.al., 2017).
TASK 2
1.
Meeting Agenda
Leadership Conference 2021
Meeting Date: June 2019
Meeting
Time/duration:
20 minutes
Meeting Location: At the workplace conference hall
Attendees: 7
Chair: 8
Please bring &/or read: Please read the agenda and essential key point attached with the
document and also prepare own questions that can be asked within a

meeting
Agenda Items T
i
m
e
A
l
l
o
c
a
t
e
d
1 Welcome and apologies 2 minutes
2
Issues discussed
10 minutes
3
Ask questions or free discussion
5 minutes
4 Writing minutes
3 minutes
5 See –off 2 minutes

2.
The two topic which are listed below:
 Reactive leadership: During pandemic, the entire businesses needs strong option that
helps to meet the defined aim. Also, during this time, the worker-employer relationship
become reactive and this also feels compelled to respond in a moment to express their
preference. That is why, such time of situation increases the reactive leadership where
plans are not made to handle the problems and opportunities. This in turn reflected that
instead of being reactive, there is a need to respond the situation so that situation can be
controlled effectively. Rather than reactive, start becoming proactive that helps to lead a
time in effective and attain goals. Hence, without proper interaction between the
employees, leaders should not make any action that causes negative impact upon the
business.
 Impersonal: In the workplace, the relation between the people need to be professional
because there are limited jobs due to oversupply of talent. Further, the work of employees
are irreplaceable and it should not affect the quality, for that there is a need to make the
relation impersonal in order to develop effective strategy. Also, it can be stated that there
is a need to generate the effective results by using correct leadership style at workplace so
that the chances of communication error can be minimized.
3.
To All team members (email id)
CC Board of directors (email-id)
BCC
Subject Regarding meeting
Good morning to all,
The email is written to inform you all that there will be a meeting on 23rd
June 2021 where leadership conference 2021 which will be held on October