Leadership Management: Effective Meeting Strategies and Minutes

This leadership management assignment solution delves into the crucial aspects of effective meetings and leadership. It defines agendas, outlining their purpose and essential components, including the items to be discussed, time management, and follow-up procedures. The solution explores factors influencing meeting structures, emphasizing the importance of a clear purpose, appropriate participants, efficient time usage, and action plans. It details how to notify participants, providing checklists for meeting preparation and emphasizing the timely distribution of meeting papers. The role of the chairperson is thoroughly examined, including duties, ethical and legal requirements, and strategies for conducting successful meetings, such as defining the purpose, creating a timed agenda, and ensuring proper communication. The solution also covers extending time limits, closing meetings, encouraging participation, and the importance of open communication. Finally, it addresses the creation and distribution of meeting minutes, including the essential information to be covered and the process of checking and distributing the minutes after the meeting.

Running head: LEADERSHIP MANAGEMENT
Leadership Management
Name of the Student
Name of the University
Author note

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Table of Contents
Answer1...............................................................................................................................2
Answer 2..............................................................................................................................2
Answer 3..............................................................................................................................2
Answer 4..............................................................................................................................3
Answer 5..............................................................................................................................3
Answer 6..............................................................................................................................4
Answer 7..............................................................................................................................4
Answer 8..............................................................................................................................5
Answer 9..............................................................................................................................6
Answer 10............................................................................................................................7
Answer 11............................................................................................................................7
Answer 12............................................................................................................................7
Answer 13............................................................................................................................8
Answer 14............................................................................................................................8
Answer 15............................................................................................................................9
Answer 16..........................................................................................................................10
Answer 17..........................................................................................................................10
Answer 18..........................................................................................................................10
Answer 19..........................................................................................................................10

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Answer 20..........................................................................................................................11
References..........................................................................................................................14

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Answer1
Definition and Usage of Agenda
Agenda is defined as the list of items that is required to be discussed in the formal
meeting. It serves as the notice of meeting, it is sent to the meeting participants in advance, and
this enables the participants to prepare in advance for the topics that will be discussed (Pugliese,
Nicholson & Bezemer, 2015).
Answer 2
Items included in the agenda of meeting
Regarding the different financial reports of the company
Regarding the old and new business analysis (Kong, Wang & Fu, 2015)
Different topics along with objectives
Timetable has to be maintained as this will help in understanding the time slot for
discussing the different matters (El-Shagi & Jung, 2015)
Follow up section is required as to write the different decisions and visualize the process
in an effective manner
Answer 3
Factors considered while deciding structure of meetings
Designating a clear and precise purpose of the meeting is essential in nature as this
helps in generating ideas

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Inviting the individuals who are appropriate for the business as this will present
perspectives of different individuals
Efficiently using the provided time and encourage different discussions in an effectual
manner (El-Shagi & Jung, 2015)
Closing the meeting with an action plan as this will help in reviewing the actions in
effectual manner
Answer 4
The meeting participants notified of impending meeting by sending them the agenda
along with the particulars through E-mail, Newsletter, notices and through calls and messages.
The company needs to inform the members of the company to attend the meeting with sending
those emails along with making them understand the agenda of the meeting. The calls can be
conducted, as this will help in making the members notified about the different agendas that have
to be discussed in the meeting. The notices can be sent to the different members, as this will help
them in understanding the requirements of the meeting (Thornton & Cherrington, 2014).
Answer 5
Checklist in order to confirm necessary arrangements has been made required for meeting
Meeting Preparation Checklist
Have you:
Identified purpose of the meeting
Developed preliminary agenda
Selected right kind of participants along with assigned roles

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Confirmed space availability
Sent preliminary agenda to key stakeholders and participants
Followed up with invitees if appropriate in nature
Chosen decision making process that will be utilized
Finalization of the agenda and distributed to the different participants
Verified the different key participants who will attend the role along with the roles desired to
them
Answer 6
Meeting papers has to be dispatched within designated time lines, as this will help the
different individuals to understand the agenda and the important information that will be
discussed in the meeting (Mathur et al., 2014).
Answer 7
Chairing is the vital role on different voluntary management committee. There are
different duties of meeting chairperson that includes the following:
In order to provide leadership to the different individuals who are subordinates in nature
and they must be strategist who is effective and excellent networker
In order to ensure that the committee is functioning properly as this is the role of the
chairperson to check whether the meeting is planned effectively that is according to the
different matters (Parnell, 2016)

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In order to ensure that the organization is managed in an effective manner as this will
help in coordinating with different policies and procedures as this will be effective for the
organization
In order to provide support along supervision to chief officer along with senior team as
this will help in supervising the different team members (Nelson, London & Strobel,
2015)
In order to represent the organization as the figurehead as this will help in representing
the organization and organize the meetings in an effective manner (Horn, Kane &
Wilson, 2015)
Answer 8
The different ethical requirements that can be applied in the meeting are as follows:
It is required to analyze that everyone has the opportunity to speak as there can be
individuals in the meeting who may feel that the point that was going to be discussed by
him/her has been discussed by the other member (Fabic et al., 2015)
It is required to understand that consensus is not the same as unanimous vote. Consensus
is about voting on respective proposition and it is the actual decision making mean
wherein the group discusses the different issues along with questions before the
development of shared response (Link, 2016)
It is essential to check whether the discussion is civil in nature and this is not easy all the
times when there are hot issues. In such cases, mutual respect is essential in nature as this
will help in finding best solutions to assure the continued relationship with the
participants.

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The different legal requirements that can be applied in the meeting are as follows:
It has to be checked whether there are different strict requirements that is required to hold
the meeting or special rights is required to call meeting
Providing appropriate notice that includes content of the notice, required recipients and
content of the notice as well
Proper resolutions of the meeting is essential as well as this will help in conducting the
meeting in an effectual manner
The voting rights is the other legal requirement wherein this will help in keeping strong
meeting minutes along with the resolution of the meeting is essential in nature as this will
help in solving the matter in an effective manner (Connell, 2015)
Answer 9
There are different role of the Chairperson, as this will help in solving the different queries in an
effective manner. The Chairperson needs to analyze few steps as to conduct the meeting
effectively are as follows:
Define the entire purpose is essential as this will help in making the meeting effectual in
nature
It requires to have a timed agenda in an effective manner as this will help in conducting
the meeting effectively
Proper communication is essential to make the meeting effectual as this will help in
conducting the meeting in a systematic manner (Baker et al., 2015)
The employees has to be on time in the meeting as this will help in making meeting
successful (Nicholls et al., 2015)

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It is required to make sure that the participants have the idea of the rules and behaviors
Proper analysis of the problems has to be done to sort out the problems
Answer 10
The chairperson can extend the time limit for the particular agenda, as this is essential in
nature to cover all the relevant points that has been mentioned in the agenda. The agenda has to
be followed in a successful manner, as this will help in solving the different issues that can be
faced due to conflict among the different members of the meeting. The chairperson can call for
another day if the meeting process has been extended for too long as this will help in solving the
problems effectively (Cox & Bobrowski, 2016).
Answer 11
The responsibilities of chairperson in bringing the meeting to a close is wherein the key
decisions and next steps that has to be followed will be discussed. The proper development of the
communication points has to be discussed by the chairperson as this will conclude the meeting
effectively. The session feedback has to be gathered effectively as this will help the members in
understanding the different loopholes that can be managed in the next meeting. The
communication has to be clear, as this will help in closing the meeting in an appropriate manner.
The accomplishment of the goals is required to be analyzed, as this will help in understanding
queries effectively (Waltz et al., 2015).
Answer 12
The chairperson can encourage active participation from attendees at meetings by
following the different steps:

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Allow the members to share their views as this will help in encouraging them that their
viewpoints are properly noticed
It helps in encouraging ownership as this will help in contributing towards the success of
the plan that will be discussed in the meeting (Roth et al., 2016)
Provide everyone the chance to speak as this will help in increasing self-confidence and
fully articulate their ideas and this will help in understanding the effectiveness of the
meeting
Try to make everyone as a leader as this will help the members to feel they are important
and they will be provided with motivation to perform their tasks more effectively
Modeling the different behaviors as this will help in successfully contributing towards the
success of the meeting and this will help in solving the conflicts in an easy manner to
contribute towards the success
Answer 13
The chairperson needs to understand the opinions of the different members in the meeting
as this will help in making them understand the right things that have to be implemented. The
chairperson has to keep the communication open as this will provide scope to everyone and there
will be less conflict.
Answer 14
Minutes of meeting is known as protocols or the informally notes that is the instant
record of the meeting. This helps in typically describing the different events in the meeting and

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this includes the list of attendees, statement of different issues along with decisions and
responses. The purpose is to record the action points and the milestones along with the deadlines
has to be ascertained.
Answer 15
Information required to be covered for briefing the minute taker is as follows:
The entire nature of the meeting is required to be analyzed as this will help in
understanding and stating the purpose of the meeting in an effective manner
The name of the body is essential in nature as this helps in understanding the departments
who will be involved in the holding the meeting such as associated office along with
department
Date, time and location of the meeting has to be involved in the minutes of the meeting as
this will help in making the individuals understand the different requirements of the
meeting
The list of those who has been invited will be included in the minutes of the meeting such
as attendees and the regrets
The names of the Secretary and Chair has to be included as this will help in conducting
the meeting effectively
Proper record of the motion is essential that has to be presented as well as discussed
The record of the motion that has to adjourn has to be analyzed in order to understand the
particulars
Date along with place of the next meeting has to be discussed in an effective manner as
this will help the individuals to understand the requirements

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These are the different information that has to be analyzed in such a manner that will help
the individuals to understand the requirements in the minutes.
Answer 16
When checking the meeting notes, the meeting convenors must focus on whether all the
relevant information has been covered in the minutes. The minute’s template needs to include the
different information that has been discussed in the meeting and forward it to the different
members, as they will get brief information on the happenings in the meeting. The events of the
meeting has to be described in brief as this will cover the entire information effectively and
forward it to the members as well.
Answer 17
The minutes of the meeting has to be distributed after few days of the meeting, as this
will help the members who were absent and could not attend the meeting. This will help the
attendees along with the absentees to review the record proceedings in an effective manner.
Answer 18
Different necessities for storing the data electronically or in the hard copy is that in situation of
disasters straightforward back up of data is essential in nature. This will help in quickly assessing
of data and simplicity will be maintained as well.
Answer 19
Features of written reports:

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It is compact and complete document that helps in providing detailed information about a
specific problem
It is systematic presentation of different facts that will help in studying the problem under
investigation and prepare the report after analyzing the different information relating to a
specific problem
It is usually done in writing and it is used for the purpose of reference. It is self
explanatory in nature as this serves complete and compact document in nature
It helps in providing guidance and information as the report is valuable document that
helps in framing future policies. It helps in facilitating the decision making and planning
in nature. The reports are useful in solving the different problems that has been faced by
different business enterprises
It acts as the internal communication tool between the subordinates and the top
executives in the organization. It helps in providing feedback to the executives and
employees as this will help in making them stay connected to the different decision
making of the company.
Answer 20
Time Particulars
8:30 A.M -9:30 A.M Completion of formalities at Reception and sit in
the room of Chairman
9:45 A.M – 10:45 A.M The meeting will be held and the managers from
interstate will be arriving and the discussion on
technological advancements will be discussed
11:00 A.M- 12:30 P.M The canteen will be used wherein the place will be

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used for dividing team and understanding their
strategic options effectively
12:45 P.M – 2:00 P.M Lunch Time
2:15 P.M – 4:00 P.M Concluding the meeting in an effective manner and
providing tea and snacks
The above table helps in understanding the different programs that will be performed on
the day of the event in an effective manner. The room of the Chairman has to be used as the
room has projector that is required to present their views on the laptop and it can be shown to all
the other members who are attending the meeting. The timing has been provided in accordance
to the concern of the members, as this will help in solving the different queries of the members.
The structure of the meeting has been designed in such a manner that will help the
members in solving the different queries and providing them different strategic options that will
help in solving the queries in an effectual manner. The plan has considered all the different
aspects as this will help in solving them in effectual manner. The meeting will start from 9:30
A.M and the members of the office have to cover all the aspects beforehand itself. The different
arrangements has to be done in such an effective manner that will help in conducting the meeting
effectively.
The structure has been done in such a manner that will help the employees in carrying the
entire meeting in a smooth manner, as all the arrangements will be done on the previous day. The
timing has been kept flexible as there will be female members who will be present in the meeting
as well. All the concerns has to be kept in mind as this will provide flexibility in the different
events that will be taking place on the particular date of the meeting. The meeting has to be

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organized with flexible timing along with involvement of the different activities in such a
manner that will help in completing the meeting with different concerns of the meeting and solve
them in an effectual manner as well.

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