BSBADM502: Detailed Analysis and Report on Managing Meetings

This report, addressing the BSBADM502 unit, provides a comprehensive overview of meeting management. It begins by defining key meeting terminology such as quorum, procedural motion, proxy, and conflict of interest. The report outlines the structures of both formal and informal meetings, detailing essential arrangements, and the responsibilities of a chairperson before and during a meeting. It explores the importance of monitoring participation and managing group dynamics, including strategies for handling dominating or shy participants, and addressing private conversations. The report defines various roles within a meeting and describes different meeting methods, including face-to-face, teleconference, and web conference, along with their advantages and applications. It also explains the purpose of agendas and meeting minutes, listing essential items to include in each, and differentiates between informal and formal meeting minutes. Additionally, the report references the Corporations Act 2001 regarding meeting notices and identifies organizational policies relevant to conducting meetings. Finally, it provides a detailed response to the assessment tasks which include formulating a meeting agenda, identifying a leadership topic, drafting an email, conducting a meeting, preparing meeting minutes, and developing a conference program.

BSBADM502 Manage Meetings

Table of Contents
Assessment Task 1...........................................................................................................................4
1. Provide an explanation of each of the following meeting terminology:............................4
2. Outline a meeting structure for a formal meeting..............................................................4
3. Outline a meeting structure for an informal meeting.........................................................4
4. Outline at least three key arrangements that need to be made for a meeting.....................5
5. Outline two responsibilities of a chairperson prior to a meeting........................................5
6. Outline three important aspects of a chairperson’s job during a meeting..........................5
7. Explain why it is important for a chairperson to monitor the participation of all those
involved in a meeting.............................................................................................................5
8 In relation to group dynamics answer the following questions:..........................................6
a. Explain how, in the role of a chairperson, you would manage someone who is dominating
the meeting.............................................................................................................................6
b. Explain how, in the role of a chairperson, you would manage someone who is too shy to
contribute to a meeting...........................................................................................................6
c. Explain how, in the role of a chairperson, you would manage two people having a private
conversation within a meeting................................................................................................6
9 Explain group dynamics, including how these are important in relation to conducting
meetings..................................................................................................................................6
10 As a chairperson, you need to be aware of the different roles that may be present during a
meeting. Provide a definition for each role listed below........................................................8
11 Describe two ways of conducting meetings......................................................................8
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..................................................................8
13 Describe three advantages of meetings held by teleconference or web conference and give
an example of a workplace situation where this type of meeting may be used......................9
14 Describe the use of webcams for meetings, including a brief description of how to use
video conferencing software and common features...............................................................9
15 List three different applications you can use to communicate with someone using web
conferencing...........................................................................................................................9

16 Explain the purpose of an agenda and identify five items that should be included in an
agenda...................................................................................................................................10
17 Explain the purpose of meeting minutes and list five items that should be included in
meeting minutes....................................................................................................................10
18 Explain the difference between informal meeting minutes and formal meeting minutes.10
19 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:....................10
20 Identify two organisational policies and procedures relevant to conducting meetings. For
each one, explain why it would be important to follow.......................................................11
Assessment Task 2.........................................................................................................................11
Q1 Formulate meeting agenda..............................................................................................11
Q2 Identification of leadership topic....................................................................................12
Q3 E-mail.............................................................................................................................13
Q4 Carry out meeting...........................................................................................................14
Q5 Prepare meeting minutes................................................................................................15
Q6 Conference program.......................................................................................................16
Assessment Task 3.........................................................................................................................16
Q1 Development of meeting agenda....................................................................................16
Q2 Email...............................................................................................................................17
Q3 Conduct meeting.............................................................................................................18
Q4.........................................................................................................................................18
Q5 Email to assessor............................................................................................................19
References......................................................................................................................................20

Assessment Task 1
1. Provide an explanation of each of the following meeting terminology:
 Quorum – This can be describe as the minimum acceptable level of member with a vest
interest in company with the motive of proceeding of meeting. It consist of minimum
level of interest or attendance required before an official meeting.
 Procedural motion – This is refer as the how meeting can start or run along with the what
is happening in the meeting (Busuioc and Rimkutė, 2020). Procedural motion means that
individual or meeting member consider that it should end now and it either should have
latter time or it should be completely finished.
 Proxy – This can be refer as the person or individual that is selected by other individual
to do something officially for respected person. Proxy have authority or power to act for
another person and represent them.
 Conflict of interest – This team is refer as the when two individual or party do not agree
on same condition or have any kind of disputes. Conflict of interest occurs when
individual or entity vested interested raise a question of whether their actions, decision
making or judgment can be unbiased.
2. Outline a meeting structure for a formal meeting.
Structure for a formal meeting is –
 Setting of objective
 Assembling attendees
 Creating agenda of meeting
 Maintain control
 Follow up
3. Outline a meeting structure for an informal meeting.
Informal meeting does not necessarily follow rules of formal meeting and this type of meeting
are often no motion put and voted upon (Rubin and et.al., 2020). It consist of sharing
information or reporting meetings. Structure of an informal meeting is mention below -
 Introduction of meeting
 Creating an accurate list of attendees
 Minutes of the previous meeting
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 Matter arising
 Progress review
4. Outline at least three key arrangements that need to be made for a meeting.
There are different arrangement that needs to be made properly in order to meet with the
requirements of meeting as well as successfully conducting different practices of meeting. At
least three key arrangement that is needed to made for a meeting are –
 Clarify purpose and aims of the meeting on which different aspects of meeting will be
performed.
 It is crucial to create proper agenda of the meeting as it will provide framework on which
meeting will be performed.
 Scheduling of meeting consist of making list of attendees that will be included in
meeting.
5. Outline two responsibilities of a chairperson prior to a meeting.
There are different responsibility of chairperson that needs to be full filled prior to a meeting
such as –
 Setting agenda of the meeting so that objective of the meeting can be accomplished.
 It is responsibility of chairperson to make sure that lead the all required resources of
meeting is available.
6. Outline three important aspects of a chairperson’s job during a meeting.
 Chairperson will control the meeting and assist in properly flow of information.
 Chairperson make sure that all remarks are addressed through the chair.
 Chairperson ensure that majority winds the vote.
7. Explain why it is important for a chairperson to monitor the participation of all those involved
in a meeting.
It is crucial role of chairperson to monitor the participation of all member that are involved in
a meeting. This is significant in order to ensure the correct decision is made through the meeting
with the agreement of all participants. Chairperson monitor participation of all member as it is
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important for providing all member equal and fair opportunity. Through this full participation of
each and every member can be carried out and desired goal can be significantly accomplished.
8 In relation to group dynamics answer the following questions:
a. Explain how, in the role of a chairperson, you would manage someone who is dominating the
meeting.
In the role of chairperson I would create boundaries and create rules in order to manage
someone who is dominating in the meeting. I will encourage other person to talk and share their
views.
b. Explain how, in the role of a chairperson, you would manage someone who is too shy to
contribute to a meeting.
I will focus on developing better relationship with the person who is shy to contribute to a
meeting (van Rijnsoever, 2020). Through this I will be able to encourage them to express their
thoughts and ideas in meeting and motivate them for boosting their moral.
c. Explain how, in the role of a chairperson, you would manage two people having a private
conversation within a meeting.
In the role of chairperson I would stop and ask them to pay attention to the meeting. I will
encourage them to participate in the meeting conversation and share their views with all other
member of the meeting.
9 Explain group dynamics, including how these are important in relation to conducting meetings.
Group dynamics can be describe as the system of behaviours and psychological process
which occurs with in a social group as well as between social groups. This term deals with the
behaviour patterns in a group and it consist of how group is developed as well as member
behaviour with in a group. This is very important in order to successfully and effectively conduct
meetings. This plat crucial role in business and it is consider as critical aspect of successful
management of the meeting (Emanuel and et.al., 2020). Group dynamics is significant in order to
correctly functioning with in a group of people with the motive of attaining desired goals and
objective. Through effective group dynamics individual member will be performing their task
and activities correctly or effectively.
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10 As a chairperson, you need to be aware of the different roles that may be present during a
meeting. Provide a definition for each role listed below.
Role Definition
Initiator Initiator is a person that initiates something and has
capability or potential to start new or different things.
Clarifier Clarifier can be describe as the person who clarifies any
doubt or issue of other as well as make sure all member
understand different aspect clearly.
Dominator This is the person who govern, control or have power of
authority in order to influence others.
Degrader This can be describe as a person who lowers the quality
or value of the meeting.
Distracter This is the person who distract other in the meeting
practices which lead to have negative impact on meeting.
Supporter Supporter is refer as a person who supports and
encourages other while performing practices of meeting
Gate keeper This is the person who have control access to something
as well as have assess of in or out.
11 Describe two ways of conducting meetings.
There are different ways and methods of conducting meeting such as face to face meeting or
through any electronic media such as telephone, computer and so on.
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.
 Face to face meeting is very significant and effective as it will provide better chances to
understand other body language and gain accurate information.
 This will help in focusing on communication easier and conveying message in more
significant manner.
 It assist in developing trust and transparency between members in the meeting.
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For example with in workplace face to face meeting is significant while introducing new
joined employee with other employees (Hampel, Tracey and Weber, 2020). This help them in
understanding each other in better manner.
13 Describe three advantages of meetings held by teleconference or web conference and give an
example of a workplace situation where this type of meeting may be used.
 This is beneficial in order to reduce travel expenses
 Teleconference or web conference provide advantage of saving cost and time
 This type of meeting can be schedule minutes ahead of time and does not required weeks
or days planning.
For example, in the situation when meeting is conducted between employees that are in
different states or country. So teleconference or web conference is effective.
14 Describe the use of webcams for meetings, including a brief description of how to use video
conferencing software and common features.
Webcams are effective and useful for meeting as it allows face to face meeting even when
individual is mile away. This is very convenient and eco friendly tool for video call or chats. It is
very easy for user to use video conferencing software and first step is to download video
conferencing software such as skype or other. After this individual needs to familiarize themself
with the software before meeting. Individual needs to enter contact information and open video
conferencing software at agreed meeting time. Its common features includes video call, audio
call, chats, text messages and so on.
15 List three different applications you can use to communicate with someone using web
conferencing.
There are different application that individual can use to communicate with someone through
web conferencing that is Skype, ooVoo and Zoom meet.
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16 Explain the purpose of an agenda and identify five items that should be included in an agenda.
The main purpose of agenda is to set list of items which needs to be discussed at a meeting.
Agenda is developed with the motive of setting guideline or direction according to which
meeting practices will be performed (Gonzaga and et.al., 2020). Five items that should be
included in an agenda is meeting goal, list of meeting agenda topic for discussion, identify the
list of required attendees, action items and off topic discussion at the end of meeting agenda,
meeting details such as place, conference logistics and so on.
17 Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes.
The main purpose of meeting minutes is to offer legal protection to the communication in the
meeting. This provides structure according to which meeting is conducted and includes
important aspects which are covered in meeting. Different items that should be included in
meeting minutes are data, time, location, agenda items, purpose of meeting, deadline.
18 Explain the difference between informal meeting minutes and formal meeting minutes.
A formal meeting minute are in appropriate sentence and includes formal languages.
Informal meeting minutes includes are less stressful and easier to make. This is created in more
informal language and may quickly drop structure.
19 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?
To the members of company.
b. How must the notice of the meeting be provided? Indicate at least two ways.
It is essential to provide notice of meeting. There are different ways through which notice of
meeting can be send such as through mail or meeting to all member in person.
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20 Identify two organisational policies and procedures relevant to conducting meetings. For each
one, explain why it would be important to follow.
There are different types of policies and procedures has be set by company in order to
successfully and effectively conducting meetings. This is very important part of organisational
formal meeting process. Two organisational policies and procedure relevant to conducting
meeting is legal requirements and organisational requirements.
 Legal requirements is important in order to carry our meeting practices with the
consideration of laws. Legal requirement policy and procedure is essential for an agenda,
chairperson and formal minutes of meeting.
 Organisational requirements is significant in order to increase transparency, protect the
shareholder as well as ensure that employees can operates in safe workplace. This assist
in making sure that workplace is free from any kind of hazards or prejudices.
Assessment Task 2
Q1 Formulate meeting agenda
The list of activities in which associated members or participants with hope for
accomplishment of goals at certain meeting is referred to as meeting agenda. In addition to this,
core intent for formulation of agenda for specific meeting is to motivate each employee to get
prepared with respect to the topic that will be discussed in advance (Armstrong, 2016). This will
assist them within enhancement of information or knowledge related with specific topic in
improvised way. In context of Grow Management Consultant, they have decided for organising
conference on developing leadership for which meeting agenda is needed through which
confusions can be avoided among the team members. For improvisation of ideas along with
contribution of employees, firm has opted for creation of meeting agenda, it is specified beneath:
CONFERNCE AGENDA
Date: 22. February. 2021
Time: 10:00 am to 10:30 am
Location: Grow Management Consultant
Members:
All the employees of Grow Management Consultant are appealed for attending meeting so that
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each entity will be responsive for their roles that they have to conduct while performing
Leadership Conference. Name of the employees are Paul Burns (CEO), Bob Downs (Senior
management consultant), Jack Steel (Marketing manager), Sally Smith (Project
officer/administration).
Responsibilities
According to the potential as well skills of individuals, operation manager of Grow
Management Consultant must accordingly assign roles along with the responsibilities. Here,
each individual will be given team member of 5 students. Furthermore, two or more team
members are liable for collection of major points as well as convey same with other members.
Q2 Identification of leadership topic
According to the case study, that is Grow Management consultancy the present market
trends have been analyzed in order to have competitive edge that is organization needs to have
flexible and effectual leadership. This is because of the fact that individual is competent for
adopting modifications or any alterations within the business functionalities for establishment of
implementation of strategic decisions which will lead to attainment of sustainable development
(Cahill and et. al., 2017). Thus, it is recommended that Grow Management Consultant needs to
take initiatives for sharing ideas associated with the topic related with Leadership for 21st and
Accessing Talents. Furthermore, discussion on these aspects will aid organization along with
personnel with reference to adoption of innovative technologies in order to enrich procedures of
the firm. Further, ideas can be acquired related with skills or talents that firm need for attainment
of opinions or novel ideas for enhancement of overall profitability of the organization.
Leadership for the 21st century
Within the present era, leadership implies individual those are capable of altering world
for betterment by motivation, encouragement and inspiration. The reason behind this is that the
industries go through different complexities, unforeseen events, acceleration of alteration and
various other aspects. Therefore, the effectual and productive leadership has critical role for
establishing it for having corrective actions for acquisition of competitor or aggressive
positioning (Carson and et. al., 2016). Thus, by organization of conference with reference to
leadership of 21st century that will allow Grow Management Consultant for understanding
significance and importance of the innovative leader. Furthermore, this knowledge will aid
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leaders of organization to take actions for unique challenges as well as opportunities within the
amended mode without any kind of resistance.
Accessing Talents
The other aspect that Grow Management Consultant involves within the leadership
conference is assessment of highly skilled employees. On the other hand, information associated
with title will aid firm within exploring individual’s idea for placement of vacant position with
creative along with talented personnel. Through its assistance, market divisions can be enhanced
with their market divisions along with improvisation of brand reputation with rivalries in
adequate way (Geimer and et. al., 2015).
Q3 E-mail
This technology is considered like great tool for interaction as this is accountable for
minimizing cost, energy and time. With reference to Grow Management Consultant, this tool can
be utilized for rendering information to their employees in context of Leadership Conference.
To Tina [e-mail], Con [e-mail], Henry [e-mail], Wi
[e-mail], Steve [e-mail]
CC
Bcc
From Gavin [e-mail]
Subject Leadership Conference
Respected Ma'am/Sir,
This is our privilege for inviting you into the Leadership Conference that will be held on
22nd February. 2021 within Grow Management Consultant firm that will be started from 10:00
am to 2:00 pm. Team leaders must make 15-20 minute presentation that will cover topics
related with Leadership of 21st century and Accessing Talents.
We are looking forward to have meeting with you. Thank you for your valuable support.
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