BSBADM502 Assessment 1: Effective Meeting Management Techniques

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BSBADM502
Assessment 1
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Table of Contents
Introduction......................................................................................................................................3
Written Questions............................................................................................................................4
1. Contrast the characteristics of effective and ineffective meetings..........................................4
2. a) Explain why it is important to have a meeting agenda and how a meeting agenda could
improve participants meeting engagement?................................................................................5
2. b) How can the chairperson keep a meeting focused on the agenda?......................................5
3. Select and name the common pieces of accurate and error-free documentation required for
meetings and what attributes should they display?......................................................................6
4. Outline and organize the key factors to consider when distributing meeting documents, and
recording and producing minutes within the designated timeline?.............................................7
5. Discuss the task and maintenance roles required of the members of a meeting and give
examples of each role..................................................................................................................8
6. Explain the terms 'defensive role' and 'dysfunctional role'......................................................9
7. A) How does discussion impose the biggest challenge in a meeting?..................................10
7. B) Describe how the chairperson can guide the discussion?.................................................10
8. Identify the follow-up activities to a meeting........................................................................11
9. What steps can the meeting chairperson take, both during and after the meeting, to ensure
that the minutes are accurate and reflect the decisions taken at the meeting?...........................12
10. Explain why it is important to take accurate minutes of a meeting but not to record the
conversation verbatim................................................................................................................13
Conclusion.....................................................................................................................................14
References......................................................................................................................................15
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Introduction
The meeting is a group of 2 or more than 2 people where they come together to discuss some
pre-decided topics and try to make an impactful decision for the company or that particular topic.
It plays an important role in achieving the company's aims whether it’s long term or short term
goals. The main characteristics of an effective meeting and its importance will be discussed in
this task. The roles of participants and the importance of making accurate minutes will be
discussed here. This task explains the techniques of running an effective meeting.
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Written Questions
1. Contrast the characteristics of effective and ineffective meetings.
The difference between the effective and ineffective meetings is given below -
Effective meetings Ineffective Meetings
 Atmosphere plays an important role.
An effective meeting has a stress free
atmosphere.
 Effective meetings have good listeners
to each and everybody’s point of
views.
 Active participation of each member is
really one of the main characteristics
of effective meetings.
 Everybody should be well aware of
the objectives and aims of the
company.
 Healthy criticism is constructive.
Healthy disagreements could help to
make the best decision according to
the situation.
 In an ineffective meeting, participation
would be very little by members.
 The atmosphere is quite a tension full
that brings boredom.
 All members are not fully aware of the
objectives or agenda of meetings.
 Criticism is often because of personal
issues.
 No arguments or not healthy
arguments would lead to making a
meeting ineffective.
 If all members are not paying attention
to listen to things carefully in
meetings, it leads to the no-result
situation.
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2. a) Explain why it is important to have a meeting agenda and how a meeting
agenda could improve participants meeting engagement?
Meeting agenda set a purpose for any meeting. Without purpose, no meetings could possibly
succeed. Agenda explains to the meeting members about the specific issues, aims, and objectives
which need to discuss in the meeting to achieve some certain outcomes. It helps to save time.
Agenda makes their interest level high which helps them to come up with more innovative ideas
and improve their engagement in meetings. It gives them enough time to prepare themselves for
the meeting (Allen & Rogelbirg, 2013).
2. b) How can the chairperson keep a meeting focused on the agenda?
The chairperson must have to decide a time limit for the meeting. It will help to not only save the
time of everyone but it helps to keep the meetings focused on the agenda of that particular
meeting. The chairperson should present the agenda in a very interesting way so that participants
would not get bored and active participate with focus on the agenda (Haweitt, 2017).
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3. Select and name the common pieces of accurate and error-free documentation
required for meetings and what attributes should they display?
Error-free and accurate common documentation’s name which are required in the meetings are
given below -
 Weekly progress report – It is a report which every employee fill every weekend. It
indicates the progress of every employee on any given task or at work.
 Presentation papers – A copy of presentation papers help to remind the participants
about what the presentation said. It helps to find any reference or guidance in the future.
 Taking notes (minutes) – Taking notes about meetings helps to prepare minutes for the
meetings. It is a very useful step and can’t be skipping.
 Previous minutes – Previous minutes help participants to remind about the last meetings
and its outcomes or action plans. Minutes are an important legal document so it should
carefully listen and understand by every participant.
 Code of ethics – Participants should be well aware of the aim, main objectives, dress
codes and any requirements documents before the meeting. Code of ethics helps them to
provide information about all this.
 Attendance sheet – Attendance sheets are very important. Attendance sheets help to
maintain the track of active participation of employees in every meeting.
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4. Outline and organize the key factors to consider when distributing meeting
documents, and recording and producing minutes within the designated timeline?
Core factors which have to be considered during the distribution of documents are given below -
 Purpose – Purpose explains everything about the meeting which helps to understand the
main objectives of the meeting. If purpose if clear to every participant, it made easy to
find the right person for the right designation.
 Roles – Role of every participant should be very clear and described to them so there is
no space of any sort of confusion while distributing meeting documents and producing
minutes.
 Preliminary agenda – Chairperson of the meeting should send a preliminary agenda
with meeting invitation to every participant. Preliminary agenda helps them to understand
the aim or objectives of the meeting, comes with new ideas and helps in distributing
meeting documents (Mandel, 2014).
 Timeline for required responses – Timelines is a very important factor. Information
should provide and receive within the given time limits. Time limits help them to find the
right person for the task who can finish that task according to the present time limits.
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5. Discuss the task and maintenance roles required of the members of a meeting and
give examples of each role.
For achieving a high productivity rate in any meeting, it would be very important that all
members all fully aware of the roles and responsibilities of each one. The mains task becomes
task roles and maintenance includes the techniques for maintaining and strengthening the group.
Both include functional group roles. These are the task and maintenance roles of members in a
meeting to run a meeting smoothly.
Task Roles Maintenance Roles
 Head of the departments
 Secretarial assistance
 Chairperson
 Administrator
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6. Explain the terms 'defensive role' and 'dysfunctional role'.
Defensive roles are that type of helping behaviours which becomes the protective shield against
anxiety for those who are not able to perform well accordingly company needs.
Dysfunctional roles are that type of behaviours which leads the distraction into the groups from
the purpose of the company. It inhibits the progress of that group towards their pre-set
objectives.
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7. A) How does discussion impose the biggest challenge in a meeting?
The discussion is the core of making any meeting effective. It is one of the biggest objectives to
run a successful meeting. If participants are actively discussing the agenda of the meeting, it will
be helpful for making any decision. Without discussion, making a decision, where everyone is
agreed upon is not possible (Kauffeled & Willenbrock, 2013).
7. B) Describe how the chairperson can guide the discussion?
Chairperson is the person who is responsible for the running of any meeting effectively.
Chairperson can explain the importance of healthy discussion in the meeting to achieve the
purpose of the meeting.
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8. Identify the follow-up activities to a meeting.
There are a few activities which have to perform after conducting any meeting. These are the
following follow – up activities:
 Prioritize the tasks
 Arrange the required network
 Everybody has a copy of action plans
 Record the actions in running checklists
 Track the progress of tasks decided at the meeting.
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9. What steps can the meeting chairperson take, both during and after the meeting,
to ensure that the minutes are accurate and reflect the decisions taken at the
meeting?
During Meeting After Meeting
 Encourage discussion
 Proper feedback
 Good listening
 Healthy disagreements
 Provide action plans to everybody
 Keep an eye on the progress track of
given tasks
 Clearly announce the roles &
responsibilities according to the goals.
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