Meeting Management Strategies: Formal, Informal, and Case Studies

This report provides a comprehensive overview of meeting management, encompassing both formal and informal meeting structures. It delves into key terminologies such as agenda, minutes, action plans, and the roles of a chairperson. The report outlines the benefits of various meeting formats including face-to-face, teleconferencing, and web conferencing, alongside a list of other meeting types. Task 1 explores the responsibilities of a chairperson, group dynamics, and the application of the E-AT Catering Policy and Procedure. It also covers the creation of agendas, minute templates, and action plans. Task 2 presents two case studies: a formal meeting involving board members, and an informal meeting. The formal meeting case study includes meeting requirements, catering quotes, agenda development, invitation formats, minute taking, and email communication. The informal meeting case study focuses on identifying invitees and email communication. The report concludes with a summary of the findings and a list of references.

Manage Meeting

Table of Contents
INTRODUCTION...........................................................................................................................4
TASK 1............................................................................................................................................4
Q1. Explain the following terminology..................................................................................4
Q2...........................................................................................................................................5
a) Outline the responsibilities of the chairperson..........................................................5
b) Explain group dynamics in relation to managing meetings......................................5
Q3. Describe the benefits of using each of the following meeting formats:..........................5
Part A ...........................................................................................................................5
Face to face..........................................................................................................5
Tele conferencing................................................................................................6
Web conferencing................................................................................................6
Part B.............................................................................................................................6
List 5 other format of meetings...........................................................................6
Q4. Refer to the E-AT Catering Policy and Procedure..........................................................6
(a) Chairing...................................................................................................................6
(b) Minutes....................................................................................................................7
(c) agendas....................................................................................................................7
Q5...........................................................................................................................................8
a. Agenda......................................................................................................................8
b. Minute Template.......................................................................................................9
c. Action Plan..............................................................................................................10
TASK 2.........................................................................................................................................11
Case Study 1 (Formal Meeting)...........................................................................................11
Q1.........................................................................................................................................11
a) Identify who you will invite to the meeting............................................................11
b) Complete the meeting requirements template attached below, inclusive of 3 quotes for
catering (refer to the attachment below).....................................................................11
QUOTE 1..............................................................................................................................14
QUOTE 2..............................................................................................................................15
QUOTE 3..............................................................................................................................16

c) Develop an agenda, utilising the one you have developed and write the work below:....16
d. Invitation in a business format.........................................................................................17
a) Agenda..............................................................................................................................17
b) Board meeting minutes...........................................................................................19
d) Request from recipients if there are any dietary requirements...............................19
k. Original and the adjusted minutes....................................................................................20
Original Minutes.........................................................................................................20
Adjusted minutes.........................................................................................................21
n. Draft an email outlining the meeting outcome for relevant persons................................22
E-mail..........................................................................................................................22
Case Study 2 (informal Meeting)...................................................................................................22
Q1.........................................................................................................................................22
a) Identify who you will invite to the meeting............................................................22
h) E-mail.....................................................................................................................22
CONCLUSION..............................................................................................................................23
REFERENCES..............................................................................................................................24

INTRODUCTION
A meeting is being considered as one of the crucial process, which helps in assembling
number of individuals where desired goals are attained based on the pre-stated date and time
(Abel, 2019). Through this, topic for the purpose of presenting information, opinion, formulating
a decision, practising a skill, developing a plan of action and other elements could effectively be
taken into consideration within a meeting. This report is specifically enclosed with number of
tasks that are directly linked with management of meetings within a particular organisation.
TASK 1
Q1. Explain the following terminology The difference between a formal and informal meeting – Basically, formal meetings
specifically being developed on the basis of a particular plan or objective, which has
already been developed. On the other hand, these meetings are typically designed with a
specific purpose in mind so that goals could effectively be attained in specified time
frame. On the other hand, an informal meeting do not consists of a particular plan. Agenda – An agenda is said to be a list that may consist of various items that are required
to be mentioned within a meeting. Minutes – Minutes of meeting is being considered as the detailed notes that may deliver
written records for a particular meeting. Action Plan – Basically, an action plan is said to be a detailed plan that helps in pulling
out number of actions that are needed to be undertaken to attain specific goals. Chair – Over the years, a good chair in a meeting may aid in running a business meeting
in a smooth manner. Standing Orders – Within a meeting, standing orders is said to be a crucial procedure,
which is particularly being undertaken to implement the change permanently. Apologies – These are said to be the notification for a meeting where associates basically
shows that they are specifically not able to attend it (Cull and et. al., 2019). Business Arising – Basically, there are number of issues along with the questions that
may take place and developed by committee within a meeting. Point of Order – A query is said to be a point of order in a meeting. Motion - Formal proposal developed by an individual for something.

 Quorum - Number of individuals who vote that must be in attendance at a meeting. Consensus – A group decision making process. Mover – Decision taker that raise number of issues within a particular meeting. Constitution – Set of rules to conduct a meeting in an ethical way.
 Seconder - Subject to the rules of meeting where most motions basically require
somebody to “second” the motion.
Q2.
a) Outline the responsibilities of the chairperson
There are number of responsibilities that a chairperson carries and these are:
 Deliver leadership.
 Ensure that if Management Committee is functioning properly within the meeting or not.
 See if the meeting is going towards the desired goal or not.
 Deliver supervision to seniors and management team of meeting.
 Company's representative as a figurehead.
b) Explain group dynamics in relation to managing meetings
If more than two individuals are conducting a meeting with a common goal then there
can be considered as a, chance of rise of conflicts because both of these consists of different roles
within the meeting (Dowsett, von Hallern and Moura, 2018).
Q3. Describe the benefits of using each of the following meeting formats:
Part A
Face to face
Basically, the major benefit that came in front of face to face meeting is that body
language of others can effectively examined. Another benefit is that conversation is less
laboured.
Tele conferencing
Number of benefits that came in front of teleconferencing are:

 Information can be delivered to people that are sitting across the boundaries.
 Travel expenses along with the travel time are the two elements that are reduced to
minimal.
Web conferencing
This basically consists of a number of benefits and these are file sharing, reduction
among travel along with visual and verbal communication could easily be performed.
Part B
List 5 other format of meetings
1. Decision-making meetings
2. Innovation meetings
3. Information sharing meetings
4. Status update meetings
5. Team building meetings
Q4. Refer to the E-AT Catering Policy and Procedure
(a) Chairing
Based on EAT Catering Policy and Procedure, chairing is being considered as a key role
within a meeting. The person handling the chair consists of number of responsibilities that helps
in ensuring number of conventions that are coming under the meetings that are required to be
followed in specified time frame (Larson, 2019). Along with this, it is also said that just when it
is applicable, the meetings should start and finish within the given time frame. Including this,
chairperson basically ensures management committee functions properly, that there is full
participation during meetings, where all relevant matters are carried out and takes decisions as
well.
(b) Minutes
Basically, minutes can be considered as number of protocols, informal notes, instant
written records of different hearings of a meeting. Basically, this type of element within a
meeting typically shows that number of events in relation to a particular meeting where there are

number of lists or a particular list of attendees can be described. This is also said to be a
particular statement that effectively shows all the issues that are already considered by
participants and it also aid in taking decisions for a particular issue that has been taken into
consideration.
(c) agendas
Basically, agenda is being considered as a list of meeting activities in the order in which
they are to be taken up, beginning with the call to order and ending with adjournment. It usually
includes one or more specific items of business to be acted upon. It may, but is not required to,
include specific times for one or more activities (Macaulay and et. al., 2018).

Q5
a. Agenda
[Meeting name] agenda
Location: [Address or room number]
Date: [Date]
Time: [Time]
Facilitator: [Name(s)]
Agenda items
[Start time] — [End
time]
[Agenda item description] [Location]
Additional information
[Add additional instructions or comments here.]

b. Minute Template
MEETING MINUTES
Call to order
Attendees
Approval of minutes
Reports
Unfinished business
New business
Announcements
Name and Signature of Secretary Date of approval

c. Action Plan
Company
Address of Firm: XYZ
Phone: [phone]
E-mail: [e-mail]
Website: www.company.com
Action Plan
Goal
Goal : To enhance the financial benefits through fulfilling the customer service recruitment
requirements of the company.
Action
Description
Responsible
department
/Employee
Start date Due Date Required
Resources
Potential
Blockers
Outcome
Developing
the
customer
service
recruitment
process
HR, R & D
and
Marketing
Department
along with
the HR
manager of
the
company
January 22,
2020
January 29,
2020
Job
description,
Job
specification
and other
sources
Legislations
and policies
Better
financial
condition of
the
company
To deliver
the
information
about
number of
risks that are
Research
and
Developmen
t department
and head of
the
January 22,
2020
January 29,
2020
Competitive
analysis,
previous
investigatio
ns
Rapid
changing
business
environment
along with
the
Knowledge
and skills
improvemen
t of the
employees

present
within the
market for
the
company
company
including
the manager
of R & D
subsection
(Macaulay,
Wang and
Majeed,
2018).
amendments
on different
laws
TASK 2
Case Study 1 (Formal Meeting)
Q1.
Overview of the financial benefits, the customer service recruitment requirements and the
contingency plans for the medium to high risk concerns identified in the previous board meeting
and then report back to the board with this information.
a) Identify who you will invite to the meeting
Board members of E-A-T, representatives, auditors, senior executives, managers,
Assessor and investors will specifically be invited within the meeting (McCarthy, 2018).
b) Complete the meeting requirements template attached below, inclusive of 3 quotes for
catering (refer to the attachment below)

Meeting Requirements
Chairperson/host Emergency General Meeting
Department Finance, HR, Sales, Research and Development Department
Meeting name Emergency General Meeting
Meeting details
Date January 23, 2020
Location Sanctuary Cove, Queensland, Australia.
Meeting format
Purpose To deliver the information in relation to financial benefits of
customer service recruitment requirements and the contingency plans
for the medium to high risk.
Agenda  To enhance the financial capabilities in a short span of the
company.
 To deliver the information to peers in relation to customer
service recruitment requirements.
Participants Internal
 Employees
 Board Members
 Managers
 Team Leaders
External
 Investors
 Government
 Shareholders
Speakers There will be 8 Speakers that will be required for the meeting as this
would lead meeting to go much more effective and in efficient
manner as well.
Minute Taker Particularly recording is going to take place on the basis of minutes
where peer's primary responsibility, will also be a primal concern.
Seating arrangements Conference hall, where a round table is specifically being placed at
the centre with 25 Chairs.