Strategic Planning Meeting Plan for BSBADM502 Manage Meetings

This assignment presents a detailed meeting plan for a strategic planning session of the Board of Directors. The plan includes the meeting details such as date, time, location, budget, and format. It also outlines the agenda, participants (internal and external), speakers, seating arrangements, and technological requirements (video and teleconference). Supporting materials, pre-reading, meeting documentation, and equipment requirements are also specified. Appendix 2 provides a comprehensive meeting agenda with agenda items, presenters, and durations, as well as the purpose statement, welcome, and apologies. Appendix 3 provides a meeting preparation action plan, which outlines the tasks, responsible parties, and deadlines for setting up the meeting. This assignment provides a comprehensive guide for organizing and managing a strategic planning meeting.

BSBADM502B Manage meetings
Appendix 1: Meeting Plan
Meeting Plan
Chairperson/host Mick Dundee
Department Governance
Meeting name Strategic planning meeting for the Board of Directors
Meeting details
Date Tuesday 24
November
Time 9.30 am to 4pm
Location Melbourne Head
office (Rose
Wings
conference Hall)
Budget $200.00
Meeting format
Purpose Strategic planning and talk on emerging technological
changes
Agenda Provided separately
Participants
Directors
1. John Hurley
2. Nick Jonees
3. Bratt Winslet
4. Elizabeth
Ross
5. Kim
Anderson
6. Smith Wills
CEO
Stephen Wings
Internal External
Interstate director (present in
person)
Teleconference
Teleconference
Speakers
Bratt Winslet will show a video in laptop that will enhance
talks on emerging technological changes.
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BSBADM502B Manage meetings
Seating
arrangements
In the Rose Wings conference Hall Round table conference
method of meeting is arranged. Six directors, CEO,
Chairperson will attend the meeting. Present in person
member is 6.
Video or
teleconference
requirements
Yes, both video presentation and teleconferencing devices
are required.
Supporting materials
Pre-reading NCT strategic Business Plan 2016, SWOT analysis &
operational plan
Meeting
documentation
All meeting needs to be recorded and stored in the meeting
minute’s folder for audit and ASIC reference.
Equipment
requirements
Laptop, microphone, projector screen, battery back up in
case of power cut, paper, pen, tape recorder and internet
connection.
Hospitality requirements
Catering
requirements
Lunch and tea break.
Accommodation
requirements
None
Other requirements
Special needs of
attendees
Yes, transportation is required for the interstate Director
who will be present in person.
Other specific
requirements
none
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BSBADM502B Manage meetings
Appendix 2: Meeting agenda
Agenda
Tuesday 24 November 9.30am-4pm
day date time
Meeting name: Strategic Planning Meeting for the Board of
Directors
Location: Melbourne
Dial-in information: 03 7010 5678
Purpose statement All the 6 directors hold voting rights but in addition
a quorum of 4 or more is essential to pass any
decisions/ resolutions. The Importance of emerging
technological changes in decision making will also
be discussed.
Welcome statement By Chairman followed by CEO
Apologies
I as the chairperson apologize for not giving enough time to prepare for the
meeting as the urgency cropped up suddenly. So, a short notice period of only 2
days is provided.
Acceptance of previous minutes
Moved: to the CEO Seconded: by the Chairman
Agenda item Presented by Duration
1. Name of agenda item. Name of person
who will
present agenda
item.
Assigned length
of presentation
and discussion.
2. strategic planning for Board of
Directors-additional quorum of 4 or
more is required to pass a resolution/
decision.
Elizabeth Ross 1-hour duration
(9.45 to 10.45)
3. talks on emerging technological Bratt Winslet 1-hour duration
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BSBADM502B Manage meetings
changes. (10.45 to 11.45)
4. business scenario in inter-state
corporates John Hurley 30 min (Post tea
break) 12.15 to
12.45
5. teleconference session Kim Anderson
Smith Wills
12.45 o 1.45
6. the participants will be divided
into 3 groups to develop ideas
and consider their strategic needs
for the upcoming year
Nick Jonees
Bratt Winslet
Elizabeth Ross
and John Hurley
Post lunch
3.00pm -4.00 pm
General business
Concluded by
Chairman
Summary of the
need of
improvement of
strategic decision
making with
technological
support
Next meeting: 15th January, in regular board room, 2.00pm to 4.00pm
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BSBADM502B Manage meetings
Appendix 3: Meeting preparation action
plan
Meeting set-up preparation action plan
Meeting name: Strategic Planning Meeting for the Board of Directors
Meeting date: 24th November
Chairperson/
host: Mick Dundee
Preparation required By whom By when
Room and venue arrangements
required for meeting set-up
Procurement
department By 22nd November
Catering services Procurement
department By 23rd November
Budget fixing Accounts
department By 22nd November
Transportation and other
business amenities HR department By 22nd November
Technical equipment support IT department By 23rd November
evening
Documentation necessities HR department By 23rd November
Communication formalities (final
call for present/absent) HR department By 22nd November
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