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.

Video or teleconference
requirements
5G Internet speed based Wi-Fi, Projector, 20 Laptops, 5
Microphones, 8 Speakers and more.

Supporting materials
Pre-reading Information or agenda of previous meetings that has already been
taken into consideration.
Meeting documentation Minutes of meeting, agenda, blue print of action plan and other
relevant information in regards to specific goals.
Equipment
requirements
Notepad, pens, whiteboard, laser pointers and so on.
Hospitality requirements
Catering requirements Taking into consideration of a particular theme along with the
cuisine. Look at the meeting's participants if they are vegan, health
conscious and if is there any occasion is nearby then possibilities are
there that within the meeting company would serve eatables based
on it.
Accommodation /
Room requirements
Only 2 rooms are needed for a particular day, so that participants
could rest.
Other requirements
Special needs of
attendees
Fully air conditioned conference hall, proper refreshments, agenda
of previous meeting, appropriate sitting area, soothing environment
and right information in relation to the purpose of the meeting that
has been conducted.
Other specific
requirements
No specific requirements just high speed internet is needed so that
right information could effectively be brought out.
Organisational
requirements
At least 24 hours prior for standard meetings, at least one week prior
where training or extensive preparation is required, meeting
invitation, booking of teleconferencing equipment, chairperson is
specifically designated. WHS is places or not over agenda.
Agreed conventions for
type of meeting
Formal agreement among attendees and the chairperson of meeting
(formal meeting with start and end time).
Legal and ethical Australian Corporations Act 2001 along with the company's policies

requirements so that right decisions could effectively be made based on the
purpose that has been taken into consideration within the meeting.

QUOTE 1
SALESPERSON JOB PAYMENT TERMS DUE DATE
John General Manager and
Chef of Restaurant Due on receipt January 24, 2020
QTY DESCRIPTION UNIT PRICE LINE TOTAL
10 Chicken Risotto 5.00 AUD 50.00 AUD
5 Meat Tenderloin 6.00 AUD 30.00 AUD
3 Pasta Carbonara 10.00 AUD 30.00 AUD
20 Blue Lagoon 1.00 AUD 20.00 AUD
5 Udon with beef 10.00 AUD 50.00 AUD
20 Mineral Water Bottles 0.75 AUD 15.00 AUD
Subtotal 195.00 AUD
Sales Tax
5.00 AUD
Total 200.00 AUD
Quotation prepared by: John
This is a quotation on the goods named, subject to the conditions noted below: Describe any conditions pertaining to these prices and any additional
terms of the agreement. You may want to include contingencies that will affect the quotation.
To accept this quotation, sign here and return: ________________________________________________________________________________________________
THANK YOU FOR YOUR BUSINESS!

QUOTE 2
SALESPERSON JOB PAYMENT TERMS DUE DATE
Elena Sales Person Due on receipt January, 24
QTY DESCRIPTION UNIT PRICE LINE TOTAL
3 Salmon Sushi 10.00 AUD 30.00 AUD
10 Shawarma 3.00 AUD 30.00 AUD
20 Freshly-squeezed Juice (Apple, Mango,
Pomegranate, Pineapple, Orange) 1.00 AUD 20.00 AUD
5 Fish and Chips 6.00 AUD 30.00 AUD
20 Pavlova 2.50 AUD 50.00 AUD
10 Beetroot 2.00 AUD 20.00 AUD
20 Mineral Water Bottles 0.75 AUD 15.00 AUD
Subtotal 195.00 AUD
Sales Tax 5.00 AUD
Total 200.00 AUD
Quotation prepared by: Elena
This is a quotation on the goods named, subject to the conditions noted below: Describe any conditions pertaining to these prices and any additional
terms of the agreement. You may want to include contingencies that will affect the quotation.
To accept this quotation, sign here and return: ________________________________________________________________________________________________
THANK YOU FOR YOUR BUSINESS!

QUOTE 3
SALESPERSON JOB PAYMENT TERMS DUE DATE
Jose Event Manager Due on receipt January 24th, 2020
QTY DESCRIPTION UNIT PRICE LINE TOTAL
8 Anzac Biscuits 2.50 AUD 20.00 AUD
7 Meat Pies 3.57 AUD 25.00 AUD
6 Barramundi 3.33 AUD 20.00 AUD
20 Mock-tails (Virgin Mojito, Blue Lagoon,
Drame Queen, Made in Manhattan) 3.00 AUD 60.00 AUD
5 Lamingtons 7.00 AUD 35.00 AUD
20 Avocados 1.00 AUD 20.00 AUD
20 Mineral Water Bottles 0.75 AUD 15.00 AUD
Subtotal 195.00 AUD
Sales Tax 5.00 AUD
Total 200.00 AUD
Quotation prepared by: Jose
This is a quotation on the goods named, subject to the conditions noted below: Describe any conditions pertaining to these prices and any additional
terms of the agreement. You may want to include contingencies that will affect the quotation.
To accept this quotation, sign here and return: ________________________________________________________________________________________________
THANK YOU FOR YOUR BUSINESS!
c) Develop an agenda, utilising the one you have developed and write the work below:
Emergency General Meeting Agenda

Location: Sanctuary Cove, Queensland, Australia.
Date: January 25, 2020
Time: 12:00:00
Facilitator: Chairperson of the Company
Agenda items
12:00 PM — 1:00 PM Decline in sales Conference hall
1:00 PM — 2:00 PM Benefits of customer service
recruitment
Conference hall
2:00 PM — 3:00 PM Contingency plans for the medium
to high risk
Conference hall
Additional information
Plans for future will also be discussed.
d. Invitation in a business format
Invitation
Receiver
Designation
Company
Date : January, 24th
XYZ,
Out organisation is inviting you to Sanctuary Cove, Queensland, Australia on January 29th, as
we are honoured to have you as our loyal individuals. Rest of the documents has presented all
the information related to the meeting (Mercier and et. al., 2018).
We are hoping to see you at Sanctuary Cove, Queensland, Australia on January 29, 2020.
Thanks,
Company
a) Agenda
Emergency General Meeting Agenda
Location: Sanctuary Cove, Queensland, Australia.

Date: January 25, 2020
Time: 12:00:00
Facilitator: Chairperson of the Company
Agenda items
12:00 PM — 1:00 PM Decline in sales Conference hall
1:00 PM — 2:00 PM Benefits of customer service
recruitment
Conference hall
2:00 PM — 3:00 PM Contingency plans for the medium
to high risk
Conference hall
Additional information
Plans for future will also be discussed.

b) Board meeting minutes
MEETING MINUTES
Call to order
A meeting of managers was held at Sanctuary Cove, Queensland, Australia. on January 24th.
Attendees
Employees, Board Members, Managers, Team Leaders, Investors, Government and
shareholders
Approval of minutes
Board of Directors and Chairperson
Reports
Previous documentation along with the action plan to meet the purpose of meeting.
Unfinished business
People are not aware of financial benefits along with the long and short term risks.
New business
Customer service recruitment
Announcements
Develop a job description and job specification, which will help job seekers to get to know
about company that we are hiring qualified candidates.
d) Request from recipients if there are any dietary requirements.
Particularly, recipients has mentioned that the food and beverages needs to be healthy in
nature as they are health conscious (Rourner, O'Hara and Webber, 2017).
Name and Signature of Secretary Date of approval

k. Original and the adjusted minutes
Original Minutes
MEETING MINUTES
Call to order
A meeting of managers was held at Sanctuary Cove, Queensland, Australia. on January 24th.
Attendees
Employees, Board Members, Managers, Team Leaders, Investors, Government and
shareholders
Approval of minutes
Board of Directors and Chairperson
Reports
Previous documentation along with the action plan to meet the purpose of meeting.
Unfinished business
People are not aware of financial benefits along with the long and short term risks.
New business
Customer service recruitment
Announcements
Develop a job description and job specification, which will help job seekers to get to know
about company that we are hiring qualified candidates.
Name and Signature of Secretary Date of approval

Adjusted minutes
MEETING MINUTES
Call to order
A meeting of managers was held at Sanctuary Cove, Queensland, Australia. on January 24th.
Attendees
Employees, Board Members, Managers, Team Leaders and , Investors, Government and
shareholders
Approval of minutes
Board of Directors and Chairperson
Reports
Previous documentation along with the action plan to meet the purpose of meeting.
Unfinished business
People are not aware ofare aware but confused about financial benefits along with the long and
short termand major risks.
New business
Customer service recruitment
Announcements
 Develop a job description and job specification, which will help job seekers to get to
know about company that we are hiring qualified candidates.
 These documents will help candidates to know about the job requirements in a better
way.
Name and Signature of Secretary Date of approval

n. Draft an email outlining the meeting outcome for relevant persons.
E-mail
To: [e-mail]
Cc:
Bcc:
Subject: Information related to meeting outcomes
Dear Abc,
We are happy to inform you that the agenda that was taken into consideration within the
meeting has met all the requirements. Thanks for your participation and we are hoping to do
the business in a continuous manner.
Thanks and regards,
Company
Case Study 2 (informal Meeting)
Q1.
a) Identify who you will invite to the meeting
Basically, individuals that will be invited for the meeting are other managers of the
company, investors, employees, and board of directors (Dowsett, von Hallern and Moura, 2018).
h) E-mail
To: [e-mail]
Cc:
Bcc:
Subject: In regards to specific responsibilities for the event
Dear Kkr,

This is to inform you that, all of the candidates that were involved within the company consists
of different responsibilities that would lead the desired goal that is completion of the event in a
successful way.
Thanks and regards,
Company
CONCLUSION
With the help of above mentioned report, it is being concluded that it is must for a
business company to correctly manage their informal and formal meetings.

REFERENCES
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