BSBADM502B - Manage Meetings: Preparing Effective Staff Meetings

This document presents a student's submission for the BSBADM502B Manage Meetings assessment task, focusing on the preparation phase. It details the planning and arrangements for a staff meeting aimed at informing new employees about customer service procedures. The report covers various aspects of meeting preparation, including the selection of an appropriate meeting format (information sharing), the use of formal invitation letters, and the preparation and distribution of meeting papers outlining customer service policies. It also addresses the delegation of tasks related to meeting logistics, such as organizing the conference room, arranging for equipment, and managing refreshments. The document includes a meeting requirements questionnaire and a sample meeting agenda. The student reflects on their approach to delegation and assesses whether tasks were completed effectively and on time.

ASSESSMENT
STUDENT DETAILS
Student Name
Student ID No.
Group No.
Date of submission
ASSESSMENT DETAILS
Unit Code BSBADM502B
Unit Name/Title Manage meetings
Assessment Task No Task 1
Assessment Name/Title Prepare for meetings
Qualification Diploma of Management
ASSESSOR DETAILS
Assessor Name

Assessment - BSBADM502B-Manage meetings
Table of Contents
Appendix 1: Assessment Task 1 submission form..................................................................................1
Student..........................................................................................................................................1
Meeting format.................................................................................................................................1
Invitation...........................................................................................................................................2
Meeting papers/documents..............................................................................................................3
Delegation.........................................................................................................................................3
Appendix 2: Meeting requirements questionnaire................................................................................4
Appendix 3: Meeting agenda.................................................................................................................5
Meeting Agenda............................................................................................................................5
Attendees......................................................................................................................................5
Apologies.......................................................................................................................................5
Agenda...........................................................................................................................................5
Next meeting:................................................................................................................................5
Appendix 4: Meeting preparation action plan.......................................................................................6
References.............................................................................................................................................7
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Assessment - BSBADM502B-Manage meetings
Appendix 1: Assessment Task 1 submission form
Student name
Meeting Agenda:
To inform the new staff members about handling the customer
service related procedures that are given utmost importance by the
organization. The employees will be informed about the entire
procedure related to customer service including the dress codes.
Student
Participant name Reason for participation
Andy To get informed and trained about the customer service related
procedures.
Lucy To get informed and trained about the customer service related
procedures.
Jade To get informed and trained about the customer service related
procedures.
Jacob To get informed and trained about the customer service related
procedures.
Meeting format
What format have you chosen for this meeting and why?
The format of the meeting that has been chosen by the HR Manager is the information sharing
meeting format. The new members of the staff will be informed about the extensive customer
service related policies of the organization.
The reason behind choosing this format is that the new staff members will be clearly informed
about the different policies that are applied for the purpose of educating them about the policies
that are followed by the organization to provide the best services to customers. The various
information that will be provided to the employees includes the dress code, the telephone based
courtesy. This will be helpful for them to understand and solve the requirements of the
customers. This can also be taken as the induction process of the new members of the staff so
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Assessment - BSBADM502B-Manage meetings
that they are able to know the requirements of working in the organization on an effective
manner.
Invitation
What format did you use for your invitation and why did you choose this format?
The four new members of the staff are invited with the help of an invitation letter that has been
sent to them through mail after the completion of the entire recruitment process. The meeting is
held to provide them with all the relevant information that is required to manage the customers
of the café.
The reason behind the choice of this format of meeting is that the formal meetings with staff
members are always held by inviting them with the help of a formal procedure. The café has
always provided utmost importance to the services that are provided to the customers. This has
helped the management of the café to satisfy the customers to the highest levels. The formal
meeting will also help the HR Manager to inform the employees about the various procedures and
the policies of the organization.
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Assessment - BSBADM502B-Manage meetings
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Assessment - BSBADM502B-Manage meetings
Meeting papers/documents
Describe the meeting papers you were required to prepare and the distribution method you used to
provide those papers to Student. Why did you choose the distribution method that you used?
The meetings in the modern organizations need to be held in such a manner so that the staff
members or the employees are able to raise their questions in a successful manner. The queries of
the new members of the staff members need to be solved successfully by the members of the
organization. The meetings can just solve a purpose to inform the participants about the
requirements of the organization. On the other hand, an interactive meeting can help in informing
and further answering the questions that are raised by members in the meeting. The interactive
style of meeting has however proved to be much more effective as compared to the traditional
way of holding the meetings.
The style of meeting that has been chosen by the HR Manager of the café is interactive in nature.
This further requires the preparation of the relevant documents by the manager which needs to
be distributed to the new members of the staff. The papers or the documents that have been
used for the purpose of holding the meeting successfully are related to the details of the customer
service policy that has been formulated by the organization. The documents will help in providing
the entire details about different procedures that are related to the management of the
performance of the employees. The appraisal related information of the employees will also be
included in the documents that are provided to the new staff members of the café.
The documents were distributed to the members of the meeting with the help of printed copies.
Each of the members are provided with the printed copies of the customer service related
procedures and policies which will help the members in understanding the different policies in an
effective manner.
Delegation
Describe your approach to delegating activities and managing the completion of those tasks. Were
all activities completed by the person to whom you delegated the task to and on time? Did you
achieve the goals of your action plan?
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Assessment - BSBADM502B-Manage meetings
Delegation is related to the process in which the managers and the supervisors provide authority
and responsibility to his subordinates to perform the particular tasks in an effective manner. The
effective delegation of tasks is based on the authority or the responsibility that is provided to the
employees so that they are able to complete a particular task. The process related to effective
delegation develops the employees in such a manner so that they are able to become much more
productive in nature. The managers are also able to improve their work process and become more
productive if the delegated tasks are completed in a successful manner by the employees or his
subordinates in the organization. The process of delegation can become quite difficult for the new
managers in the company. They are thereby required to understand the entire process in the
organization before they start delegating or providing tasks to the employees who are working
under them. The managers sometimes wish to stay in the safe space by making similar decisions
and delegating the same type of tasks to employees. They do not want to take any risk related to
the authority that is provided to them by the management of the organization. The basic
approaches that are related to the effective delegation of tasks helps the organizations and the
managers so that the right person is able to perform the right type of task. The major steps that
are related to the process of delegation are as follows,
 Delegating the entire to a single employee so that he can be made more responsible and
motivated to perform the task effectively.
 The selection of the right person for the task is another major part of the entire process of
delegation.
 The preferred results of the tasks that are expected by the managers or the organizations
needs to be specified before the employees are provided with the tasks.
 The authority and the responsibility that is provided to the members of the staff needs to
be delegated in a proper way.
 The employees need to provide their feedback or report to the managers after the
completion of the task.
 The feedback needs to be received from employees in an ongoing process so that the
organization can progress with the project easily.
 The lines of the communication need to be open in nature so that the employees are able
to contact the managers in an effective manner.
 The managers need to understand the failures that are faced by the employees instead of
taking the project from their hands which can provide the highest level of dissatisfaction
to them.
 The performance of the employees need to evaluated and reviewed so that they are able
to provide the best services to the organization.
The employees or new staff members of the café are also delegated their positions in the
organization so that they are able to understand the roles that they need to play. The
arrangements that need to be made for the successful completion of the meeting is necessary to
make the meeting successful so that the new members of the staff can be completely educated
about the requirements of the organization. The sequence of the meeting is formed in such a way
so that it is held in the first half of the day. The timing that is selected to the meeting to take place
is half an hour. The meeting is scheduled to start from 10 a.m. in the morning and end at 10:45
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Assessment - BSBADM502B-Manage meetings
am. 15 minutes have been allowed for the purpose of light snacks. This will help the new staff
members to interact with each other in an interactive manner. The operations department of the
organization will be provided with the task to organise the conference room that will be required
for the meeting. The operations manager will be delegated to perform this task in a successful
manner. The facilities manager will be responsible for organising the projector that will be
required for the meeting. The projector will be placed in the conference room for continuing the
meeting in an effective way. The IT department will be responsible for the various equipments
that will be required for the presentation process. The laptops, the wireless internet connection
will be fixed by the IT manager. The high speed internet will be important for the meeting to
continue in an uninterrupted manner. The facilities manager will be given the responsibility to
arrange for tea and light snacks that will be served at the end of the meeting. The HR executives
will be given the task to invite the new members of the staff by providing them with the correct
details and timings that are related to the meeting process. This is important for the meeting to
take place in time so that it can end on time as well.
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Assessment - BSBADM502B-Manage meetings
Appendix 2: Meeting requirements questionnaire
Meeting Requirements Questionnaire
Chairperson: Department:
Meeting type (tick):  Staff meeting  Supplier meeting  Management
meeting
Meeting details
Date: 06.05.2018 Time: 10:00 a.m. Location: Conference room
Meeting format
Agenda To inform the new members of the staff about the customer services
related procedure of the café.
Participants
Internal
Human Resource Manager of the
company
The four new members of the staff
namely, Lucy, Andy, Jacob and
Jade
External
The facilitator of the meeting, the
timekeeper and the contributor of
the meeting
Speakers HR Manager of the company
Seating arrangements  U shape  theatre style
Video or
teleconference
requirements, if any
The meeting will be held with the help of a projector
Supporting materials
Pre-reading The customer service related policies and the procedures that are
formulated by the organization.
Meeting
documentation
The meeting will be documented with the help of the video recording
process that has been arranged in the conference room.
Equipment
requirements
The equipments required for the meeting are, projectors, laptops, high
speed and wireless internet connection.
Hospitality requirements
Catering requirements Light snacks and tea to be provided to the members at the time of the
15 minutes break.
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Assessment - BSBADM502B-Manage meetings
Other requirements
Special needs of
attendees, if any. No
Other specific
requirements, if any. No
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Assessment - BSBADM502B-Manage meetings
Appendix 3: Meeting agenda
Meeting Agenda
Date: 06.05.2018
Time: 10:00 a.m.
Location: Conference room of the company
Attendees
HR Manager Staff member - Andy Staff Member – Lucy
Staff member - Jade Staff Member – Jacob
Apologies
Agenda
No. Agenda Item Pre-Read? Presenter Time Duration
1 Informing about the customer
service policies of the café Yes HR Manager 10:00
a.m. 20 Minutes
2
Informing about the
policies of the company
related to management of
employees
No HR Manager 10:25
a.m. 10 Minutes
3
4
5
Next meeting:
Date:
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Assessment - BSBADM502B-Manage meetings
Appendix 4: Meeting preparation action plan
Meeting preparation action plan
Agenda Informing the new staff members about the customer service related
policies of the café.
Meeting date: 06.05.2018
Chairperson/host:
Action required By who By when
Providing equipments like, laptops and high
speed internet services. IT Manager Before the start of
meeting
Providing the projector required for the
meeting Facilities Manager Before the start of
meeting
To arrange the conference room Operations Manager Before the start of
meeting
To arrange for the snacks and tea Facilities Manager During the meeting
break
Providing invitation to the staff members HR Executive By 05.05.2018
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Assessment - BSBADM502B-Manage meetings
References
Student Workbook, 2011, BSBADM502B, Manage meetings, Innovations and Business Industry
Council, Australia
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