Manage Meetings (BSBADM502) Assignment - [University Name]

This document presents a comprehensive solution to a Manage Meetings assignment (BSBADM502). The assignment covers a wide range of topics, including definitions of meeting terminology such as quorum, procedural motions, proxy, and conflict of interest. It outlines the structures of both formal and informal meetings, detailing key arrangements like location, participants, and agendas. The solution also explores the responsibilities of a chairperson before and during a meeting, including managing participation and addressing dominant or shy individuals. The document provides insights into different meeting formats, such as face-to-face, teleconference, and web conferencing, along with their advantages and workplace applications. It also explains the purpose and components of agendas and meeting minutes, including the differences between informal and formal minutes. Additionally, the assignment addresses legal aspects related to meeting notices, referencing the Corporations Act 2001. The solution also includes project components such as email drafts, conference programs, meeting agendas, and minutes, providing a holistic approach to meeting management principles.

Running head: MANAGE MEETING
MANAGE MEETING

MANAGE MEETING 2
Table of Contents
MANAGE MEETING.....................................................................................................................1
Assessment Task 1: Written Questions...........................................................................................4
1. Provide an explanation of each of the following meeting terminology:................................4
2. Outline a meeting structure for a formal meeting..................................................................5
3. Outline a meeting structure for an informal meeting..............................................................6
4. Outline at least three key arrangements that need to be made for a meeting..........................6
5. Outline two responsibilities of a Chairperson prior to a meeting...........................................7
7. Explain why it is important for a Chairperson to monitor the participation of all those
involved in a meeting...................................................................................................................8
8. Explain how, in the role of a Chairperson, you would manage someone who is dominating
the meeting...................................................................................................................................9
11. Describe two ways of conducting meetings.........................................................................10
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.....................................................................10
13. Describe three advantages of meetings held by teleconference or web conferencing and
give an example of a workplace situation where this type of meeting may be used.................11
14. Describe the use of webcams for meetings, including a brief description of how to use a
webcam......................................................................................................................................11
15. Explain the purpose of an agenda and identify five items that should be included in an
agenda........................................................................................................................................12
16. Explain the purpose of meeting minutes and list five items that should be included in
meeting minutes.........................................................................................................................12
17. Explain the difference between informal meeting minutes and formal meeting minutes...13
18. Access the Corporations Act 2001 from the Internet and identify the information from the
Act that relates to notices of meetings. Now answer the following questions:.........................13
b. How must the notice of the meeting be provided? Indicate at least two ways......................13
Assessment task 2..........................................................................................................................13
Draft of the Email with Draft Conference Program and Meeting Agenda attached..................13
Draft of the Email to your assessor with the following attached...............................................14
Meeting Minutes........................................................................................................................14
Revised Conference Program.....................................................................................................14

MANAGE MEETING 3
Screen shot.................................................................................................................................14
Assessment Task 3: Informal meeting project...............................................................................14
Draft of the Email regarding meeting arrangements..................................................................14
Draft of the Email with draft summary of the meeting outcomes.............................................15
Draft of the Email with revised summary of the meeting outcomes.........................................15
Prepare draft of an email to your assessor.................................................................................16
Reference list.................................................................................................................................17

MANAGE MEETING 4
Assessment Task 1: Written Questions
1. Provide an explanation of each of the following meeting terminology:
a. Quorum
Quorum is the minimum number of people which is required to maintain for transaction process
of the business. Majority such as 50 % of total number in the meeting can be considered as
Quorum in the company. For example if there is a 7 member group then at least more than 3
members should be agreed with the operant and procedure can be considered as the state of
Quorum.
b. Procedural motion
This is related to the meeting conductance of the particular events. The meetings are being
conducted for resolving relevant issues which might be the prime agenda of the meeting
conductance. The motion is based on the smooth and uninterrupted terminologies in the long-run
goal achievement. These are very effective and highly productive meetings can be conducted
through a particular gateway of the organizational Procedural motion.
c. Proxy
The proxy method is the best way to act as behalf of a family or person who are not present due
to some reason. The person has a sole authority to treat and act as another person's behalf. The
legitimate behavior and the actions are expressed through their particular facts. The proxy is a
signified way to maintain any particular person’s agenda for accomplishment.
d. Conflict of interest

MANAGE MEETING 5
The conflict of interest occurs in such a case where an employee or team is involved with the
personal agenda without involving organizational vision. In the event of conflict, there is not any
personal obligation is occurred in the company's progressiveness. The interested person might be
able to keep hidden interested secrets within them in a particular way.
2. Outline a meeting structure for a formal meeting
There are basically three types of meetings observed in terms of the formal meetings. The first
one is based on the requirement of the company employers and shareholders. The meeting and its
importance for the client retrieval as well as the client procedural to be comprehended. The
second type of meeting is based on the business planning which based on the group planning and
gathering that might be effective for the better strategy implementation. Different types of
management are being comprehended for maintaining the purpose. The third type is based on the
review meeting which are being considered as the pre-structured meeting for analyzing results
and action plans (Binder, 2016).
There are several types of things which are required for conducting a particular formal meeting
by applying following instructions.
 Agenda – It is basically the purpose of the meeting which are broken covered in the
process.
 Minutes – Formal record of meeting which are being used for the future purpose.
 Motion – Suggestion or proposal which could be held with the meting
 Chairperson – A person is the authoritative body of the meeting.
 Order – If more than one person is speaking at once, or if the meeting is becoming an
argument, rather than a discussion, the chair may call “order”.

MANAGE MEETING 6
 Quorum – This refers to the minimum number of people required for the meeting to
remain valid.
3. Outline a meeting structure for an informal meeting
The informal meeting are based on several things which should be based on three types of
aspects.
The first aspect varies on one-to-one conversation, which is the main criteria of meeting the two
people for discussing the basilica agenda through the meeting proposal.
The second aspect is based on the team meeting which not as formal as the prior concern but it
should be done to fulfill a particular aspect.
The informal meetings are based on the mutual consideration of communication that is going to
take place at any group or any particular arrangement (Mittwede et al. 2018).
4. Outline at least three key arrangements that need to be made for a meeting.
Location
The location of the informal meetings are based on the higher perspectives which could make the
meeting to be successful. The project and location meting are based on having the successful
processing, which based on the finalization. The location holds a very important place in project
meeting in which could be effective in the meeting utilization.
Participants

MANAGE MEETING 7
The participants such as the ones who are involved in the company holds the most extreme
important position in the project meeting. Proper agenda and proper plan according are required
for the project significance that could be utilized through high latency of the project proposal.
Three should be upper class executives cushyas the diredtiornanda he managingpresident who
are the prime aspect of the meeting successfulness (Schinco et al. 2018).
Agenda
The agenda is one of the prime aspects that being considered to be within the right aspect within
the assigned time. The agenda could be fulfilled through the proper proposals which could be
finalized at the time of meeting proposals. The meeting proposals depend on approval of the
director and the manager for further improvisation (Powell, 2016).
5. Outline two responsibilities of a Chairperson prior to a meeting
The chairperson holds a very respective position which could be helpful for the prior success of
the meeting. The setting of agenda and other perspectives in the morning such as the procedure
and workflow maintenance play a good role. This responsibility is bounded but not limited to the
high quality basis of perspective through its level best approaches. The conversionand meeting
following is are needed to be ensured while keeping the perspective of better significance in the
approaches of the maintenance.
Second responsibilities are based on the fair chance to make a stand in the meeting which could
be improved while keeping the fair progress in the aspect of meeting conversation. The meeting
conversation once being considered through the better significance and its level based
approaches through the better approaches. The correct forms will be use Hough the better

MANAGE MEETING 8
approaches of making the agendaand the templates that are needed to be filled through the
academic supervisors (Kraus et al. 2016).
6. Outline three important aspects of a Chairperson’s job during a meeting
The chairperson’s job is based on the high quality based approaches that are based on the higher
perspective of the meeting. The first aspect is based on having the relevant perspective through
developing better approaches that might be helpful for the better proposition. Its level based
approaches are helpful for performing higher quality of work. The chairperson has to make
accurate perspective to making the meeting successful through improving approaches of better
significance (Ferlitsch, 2016).
The second aspect of chairperson is based on having the better arrangement such as the
equipment and the other perspective to be prospected through the priority of the meetings. The
higher aspect if maintained through the better quality must have to be considered as per the main
fundamental that are big raised through the beet arrangement that might help in engaging more
collaboration in the current aspect of the company.
The third aspect is to get the proper curriculum of the future estimation through the better
approaches might be helpful through the quality basis of work. The different types of estimation
such as the budget and the proper flow of the budget could be highly supervised through the
different approaches through the proper prospect (Hoff et al. 2016).
7. Explain why it is important for a Chairperson to monitor the participation of all those
involved in a meeting

MANAGE MEETING 9
In terms of the pretty it is very important to monitor the involvement of the participants in the
meeting as it will be helpful in terms of collaborating the friendly behavior of the
colleagues .The current involvement observation meeting will be also helpful as per the higher
agencies to work with. This will increase the reputation of the company as well as a team
member.
8. Explain how, in the role of a Chairperson, you would manage someone who is
dominating the meeting
The managementof dominant persons in meeting shows the true reflection of the baehaviout he
or she carries wit. The behavior would behandleed with a very minute yetvery silent procedure.
The first step would be to engagethe othermembers in the meeting. If not possible by the other
members then it should have to be executed through the indirect approaches. If it slow don’t
work then the member will be instructed to treat with respect and in polite manner in the
miring,lastand the final step is to make the person stay out of his meaning (Bisht, 2016).
THz step are based on having the proper perceptions which could bemeaningful throughthe
allover approaches in terms of the proper management. The management which could be utilized
in the different perspective of handling with nagsandtheirproper utilization through the allover
approaches are needed to be considered as the foremost approaches and its meaningful
assessment to the e prop problem solving (Chrisman et al. 2016).
9. Explain how in the role of a Chairperson you would manage someone who is too shy to
contribute to a meeting.
The parsons must have to be encouraged through the several consoled which she orhe might be
having regarding he eating agenda. The knowledge must ah to be appreciated through biter app

MANAGE MEETING 10
chap of making it approachable through the higher quality of significance inthis regard. The high
proficiency and its future aspect could be mitigated through more involvement of the particular
agenda. The persons will be automatically perspective throughout the high involvement of the
meeting (Peyvandi, 2018).
10. Explain how in the role of a Chairperson you would manage two people having a
private conversation within a meeting
The proper way of engaging in the perspective of the meeting could be regarded through the
section of meeting agenda. There are many types of things which might cause the arguments to
be highly aggressive throughoutthe project. The meeting based issues are not at all less sensitive
which could be handled easily. So the supervisor needs to be introduced one of the methods
based on the higher perspective of management.
11. Describe two ways of conducting meetings
The first way of conducting the meetings are abed on having the proper things to be followed.
First types of aspect which are based on the informal meetings are based on the direct
communication to be engaged with the informal ways. The second way is to get the proper
formal meeting which involves the high quality of secrecy and privacy throughout the whole
procedure. These two types of meetings are the primary meeting which are based on the proper
conductanceof the different procedures (World Health Organization, 2019).
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.
The advantages of face 2 facemeeting are

MANAGE MEETING 11
● Giving better chance to understand the body language
● Makes the focus to be done in a better way.
● The trust and transparency are being configured through the approach.
The advantages could be used in the types of corporate meeting which are based on the high
turnover and the business secrecy revealing.
13. Describe three advantages of meetings held by teleconference or web conferencing and
give an example of a workplace situation where this type of meeting may be used.
There are several advantages of the teleconference or web conference. Some of them are being
concerned as
● Reduced time of the traveling.
● Reduced time of cost
● Can be engaged within a short span of time
A very good example of this type of engagement is based on the proper interview that could be
helpful through the online conference.
14. Describe the use of webcams for meetings, including a brief description of how to use a
webcam.
The webcams could be used with the following beneficiaries to be located
● Direct monitoring of the activities
● The alloverface recognition of the meeting attendees.
● The improvement of the recording qualitynanait’s saving for the future purpose.

MANAGE MEETING 12
15. Explain the purpose of an agenda and identify five items that should be included in an
agenda.
The agenda is basically use for the proper documentation of the meeting listed activities and its
future based proposals which need to be discussed.
There are five items which are needed to be included in hand agenda which are being listed
below
● Logistics
● Objectives
● Any other business
● Full consideration
16. Explain the purpose of meeting minutes and list five items that should be included in
meeting minutes.
The purpose of the main and poorer recorded documentation is that it should be covered in the
meeting has been the proper concern of the meeting minutes. The meetingminutes are basically
the lists actions which are being converted through the very high quality of purpose to be
severed.
The five things which should be listed in meeting minutes are
● Pre-Planning.
● Record taking at the meeting.
● Minutes writing or transcribing.

MANAGE MEETING 13
17. Explain the difference between informal meeting minutes and formal meeting minutes.
The difference between formal and informal meeting is that in formal meeting he merino notes
are being done on the preliminary basis here as the informal meeting minutes are not being
done on the preliminary basis. The casual and informal minutes recording are being considered
inter second types of meeting (Turner & Mathias, 2018).
18. Access the Corporations Act 2001 from the Internet and identify the information from
the Act that relates to notices of meetings. Now answer the following questions:
a. To whom must a notice of meeting be provided?
The notice must be given to those who are concerned with the proper management based
meetings and their persistent management committee which are related with the development of
the company. The notice couldn't be highly active in terms of the proper aspect.
b. How must the notice of the meeting be provided? Indicate at least two ways.
The noise must have perceived by the help of offline and online meeting which are based upon
correct amend particular aspect of importance to be kept. The formal as well as informal way
serener to done as per the aspect which are being provided in the prospect.
Assessment task 2
Draft of the Email with Draft Conference Program and Meeting Agenda attached
Date: 26/09/2019
From: Operations Manager

MANAGE MEETING 14
To: Assessor
Subject: Conference Program and Meeting Agenda
Message: The conference program and meeting agenda has been conferred through their perfect
assessment that has been signified through the assessment. The conference program has been
selected to be introduced as per the higher condolence and its level based anger that has the
prime priorities throughout the better approaches in the prospect (Dermine et al. 2018). The
program has its importance over the current problem and its solution that will be helpful in
keeping the assessment of its related significance through the consideration. Leadership
Conference for growing Management Consultants can be affected with the help of this meeting
agenda by arranging group meetings.
Regards:
Name:
Draft of the Email to your assessor with the following attached
Date: 26/09/2019
From: Operations Manager
To: Assessor
Subject: Meeting Minutes

MANAGE MEETING 15
Message: The meeting minutes are based on those approaches which has been covered in the
proper consideration. The meeting minutes and its relevant significance are based on the higher
perception through which the construction to the work and its related significance are being
considered (Tewari et al. 2018). The estimated approaches according to the resolving meeting
minutes related to the problems discussing and their problem solving approaches has been done
with care which could be effective for the future plan to be précised.
Regards:
Name:
Date: 26/09/2019
From: Operations Manager
To: Assessor
Subject: Revised Conference Program
Message: The previous error and their consideration for the betterment of the program could be
utilized at the proper consideration of the meeting minutes and its relevant approaches could be
meaningfully managed. The meeting will be fruitful in terms of the future growth of the
company. The higher performance and its related approaches will be considered through the
higher prominence and to the point application procedure of the meeting will be easy to tackle
which could make the infrastructure and the other problems sold within the given time.
From: Operations Manager
To: Assessor

MANAGE MEETING 16
Subject: Screen shot
Message: The screen shot which has been done within the prospected time has been conducted to
make the proper issues of the organisation resolved. The professor has confessed that there are
some of the minor changes which can be revised and corrected with the help of screen shot. This
could be helpful for the proper utilisation of the meeting that has been conducted. The meeting
procedures and its brief discussion has been finalised by Screen shot. The starting of the meeting
would be done with the proper welcome speech and proper agenda of the meeting can be
examined by Screen shot and, it could be effective in giving a brief feedback to the audiences.
Regards:
Name:
Assessment Task 3: Informal meeting project
Draft of the Email regarding meeting arrangements
From: Operations Manager
To: Assessor
Subject: meeting arrangements
Message: The assessment which are being considered as the prior concern of the informal
approach are hereby notified to maintain the better quality of the project scope and requirements.
The informal meeting has been covered with the better approaches to make the quality better and
to the mark. The online meeting has been considered to be done by the invitation through

MANAGE MEETING 17
hangout and the different location basis applications that are based on latency provided through
the significant approaches (Moore, 2017).
Agenda Items Time Allocated
1 Welcome and apologies 2 minutes
2
Introduction 10 minutes
3
Brief of the procedure discussed by the operation managers 20 minutes
4
Planning and resource gathering of problem solving 20 minutes
5 Final execution of the problem solving 30 minutes
The proper outcome of the different types of activities are beingnoted throughthe
virtualassistance that has been as them prime aspect. The aspect of relevant approaches is being
modified as per the need of ultimate significance through its relevant work.
Regards:
Name:
Draft of the Email with draft summary of the meeting outcomes
From: Operations Manager
To: Assessor

MANAGE MEETING 18
Subject: summary of the meeting outcomes
Message: Application of different types of processand its level best approaches are considered
through each and every step that are being relevant through the pressure that are needed to be
handled (Reid et al. 2017). In summary, the leaders and managers of easily share the
organizational mission and vision with the employees with the help of this successful meeting
process. The meeting was conducted to recognize individual strengths and understating regarding
the organizational goals and mission.
Regards:
Name:
Draft of the Email with revised summary of the meeting outcomes
From: Operations Manager
To: Assessor
Subject: revised summary of the meeting outcomes
Message: The revised summary are being considered through the previous approaches and its
future estimations in the recent traditions. The proper approaches and is relevant approaches are
needed to be considered through the step by step acclimation and its proper perceptions. The
high outcome of the meeting that is based on the high performance based utilization. The
gathering is productive through the balanced methodology that has been utilized by the
significant thought. The internet meeting has been viewed as wear by the greeting through joint

MANAGE MEETING 19
and the diverse area premise applications that depend on dormancy gave through the critical
methodologies.
Regards:
Name:

MANAGE MEETING 20
Reference list
Binder, J. (2016). Global project management: communication, collaboration and management
across borders. Routledge.
Bisht, J. (2016). U.S. Patent No. 9,436,934. Washington, DC: U.S. Patent and Trademark Office.
Chrisman, L., King, W., Wimble, K., Batsari, K., Patel, B., Dörges, V., ...& Evans, D. (2016).
Selected abstracts presented at the World Airway Management Meeting, 12–14
November 2015, Dublin, Ireland. Bja: British Journal of Anaesthesia, 117(suppl_1),
i104-i120.
Dermine, S., Barret, M., Prieux, C., Ribière, S., Leblanc, S., Dhooge, M., ...&Rouquette, A.
(2018). Impact of a dedicated multidisciplinary meeting on the management of superficial
cancers of the digestive tract. Endoscopy international open, 6(12), E1470-E1476.
Ferlitsch, A. R. (2016). U.S. Patent No. 9,461,834. Washington, DC: U.S. Patent and Trademark
Office.
Hoff, A., Quinn, K. I., Johns, P., Roseway, A., Zhao, C., Cao, X., ...& Tang, J. C. (2016). U.S.
Patent No. 9,471,902. Washington, DC: U.S. Patent and Trademark Office.
Kraus, M., Lintzeris, N., Maier, C., & Savage, S. (2016). Recommendations for the prevention,
detection, treatment and management of prescription opioid analgesic Dependence:
outcomes from the opioid analgesic dependence education Nexus (OPEN)
meeting. International journal of mental health and addiction, 14(3), 313-321.
Mittwede, P. N., Murawski, C. D., Ackermann, J., Görtz, S., Hintermann, B., Kim, H. J., ...&
Younger, A. S. (2018). Revision and salvage management: proceedings of the
international consensus meeting on cartilage repair of the ankle. Foot & ankle
international, 39(1_suppl), 54S-60S.

MANAGE MEETING 21
Moore, C. M. (2017). Chub Mackerel Fishery Management Action Team (FMAT) Meeting
Summary.
Peyvandi, F. (2018). Diagnosis and management of patients with von Willebrand’s disease in
Italy: an Expert Meeting Report. Blood Transfusion, 16(4), 326.
Powell, T. R. (2016). CDC GHSA/Ebola Grantee Meeting: Grants management: doing business
with CDC: Day 1, February 10, 2016.
Reid, D., Cook, C., Sizer, P. S., Froment, F., Showalter, C. R., &Brismée, J. M. (2017). Is
orthopaedic manipulative physical therapy not fashionable anymore? Lessons learned
from 2016 IFOMPT meeting and future directions. The Journal of manual &
manipulative therapy, 25(1), 1.
Schinco, P., Castaman, G., Coppola, A., Cultrera, D., Ettorre, C., Giuffrida, A. C., ...&Siboni, S.
M. (2018). Current challenges in the diagnosis and management of patients with inherited
von Willebrand’s disease in Italy: an Expert Meeting Report on the diagnosis and
surgical and secondary long-term prophylaxis. Blood Transfusion, 16(4), 371.
Tewari, K. S., Agarwal, A., Pathak, A., Ramesh, A., Parikh, B., Singhal, M., ...& Gupta, S.
(2018). Meeting report,“First Indian national conference on cervical cancer management-
expert recommendations and identification of barriers to implementation”.
Turner, B. J., & Mathias, C. W. (2018). Increasing Prevalence of Alcohol Use Disorders:
Meeting the Challenge in Primary Care.
World Health Organization. (2019). Exploratory meeting to review new evidence for Integrated
Management of Childhood Illness (IMCI) danger signs: Geneva, Switzerland 4–5
September 2018 (No. WHO/MCA/19.02). World Health Organization.