BSBTWK: Manage Meetings - Diploma of Leadership and Management

This assignment, focused on managing meetings (BSBTWK), addresses key aspects of effective meeting conduct and management. The solution begins with definitions of meeting-related terminology, including agenda, attendee, and quorum, providing concise explanations for each term. It then outlines the basic structure of an effective business meeting, emphasizing the importance of establishing goals, preparing an agenda, and ensuring equal participation. The assignment further explores practical elements such as arrangements for successful meetings, responsibilities of a chairperson, and various roles played by participants, including maintenance, task, and hindering roles, along with their influence on group dynamics. Different meeting options, such as face-to-face, teleconferencing, and web conferencing, are described, and methods for recording meeting minutes are discussed. Additionally, the assignment covers the purpose of organizational policies and procedures for meetings, legal and ethical requirements, and the impact of anti-discrimination legislation on meeting proceedings. This comprehensive approach provides a thorough understanding of meeting management principles and practices.

16/08/2022,
09:34
Assessme
nt
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 1/5
BSBTWK - Manage Meetings INSTRUCTIONS
E7001 - BSB50420 - Diploma of Leadership and Management
GEN
Venkateswara Prasad SRIMANTHARAJA
YARLGADDA
Note :All answers are compulsory to submit an assessment
#1.
Provide brief definitions of the following terminology related to meetings, in no more than 30 words each.
Term Definition
Absentee/ Apology
An absentee is someone who is not present in a meeting or those individuals who are not able to attend
the meeting. Absentee and apology are used as synonyms in the context of meeting.
Agenda
Agenda is the purpose or the objective of the meeting, it is the list of activities that are supposed to be
conducted in the meeting in a specific order.
Attendee
These are the people who are present at the time of conducting a meeting. These individuals are noted at
the beginning of the meeting and recorded at the minutes of the meetings.
Board Meeting it is a meeting which is held at a certain time in a year to discuss the various issues of the company by
the board of directors of the organization
Brainstorming
It is a problem solving technique usually conducted by the group to derive the ideas and thoughts which
can effectively solve the problem faced by the organization.
Chair Chair or chairperson is an elected officer of the group such as the board or committee. It the
responsibility of the chair in a meeting to decide the agenda, open the meeting etc.
Decision
It is the process of taking decision in the organization over an issue or agenda of the meeting. Here they
finally reach to a conclusion and commitment of the action.
Code of practice
These are the ethical guidelines which are issued by an association which is professional body which
works in the interest of the industry and the public.
Consensus
It brings a group of people from different background who are also the important members together so
all people can contribute towards a discussion which can lead to a group decision.
General Business
It is a meeting of the shareholders or investors of the company in which they discuss organization's
activities & business, and they take important decisions in the interest of the company.

16/08/2022,
09:34
Assessme
nt
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 2/5
Icebreaker It is an activity designed to warm up the conversation and welcome the attendees in the meeting. It is
conducted for the smooth interaction among individuals in the meeting.
Item Items are those things which are listed in the calendar or agenda and are taken up during a meeting or
sessions. It is considered to be an important part of the meeting.

16/08/2022,
09:34
Assessme
nt
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 3/5
Term Definition
Minutes Minutes are the meeting notes which are recorder during a meeting. It records the key issues and every
detail which is important and discussed in a meeting.
Motion It is a proposal which is put before a meeting for the purpose of discussion, and in case a motion is passed
it turns out to be a resolution and such resolutions are biding in nature.
Mover
Mover is a person who makes a proposal in formal way in a meeting. It is considered as person who has
interest in affairs of the business of the organization.
Proxy
Proxy is a person who is present in the meeting on behalf of someone else, and he or she must carry a
document which authorizes them to represent other person.
Quorum
Quorum is the minimum number of the persons who must be present for the meeting in order to conduct
the business of the meeting validly.
Round robin In a meeting each member is given the opportunity to speak before anyone else speaks for the second
time, commonly used by the members of the body or board.
Seconder
When someone makes a formal statement for supporting the statement of the other person during a
meeting so that voting and discussion can take place.
Timekeeper A person who keep the track record of time taken to complete each activity of the meeting such as
discussion ice breaking, voting etc.
#2.
Briefly describe the basic structure of an effective business meeting, in no more than 100 words in total.
GEN3368
STUDENT
PORTAL
My Profile
Meeting should be broken down into separate steps such as the very first one is to establish goals and objectives of the
meetings along with location and length. Further, prepare agenda which contains the objective or purpose of the meeting and
role of key members in it. Ensure keeping a note taker who effectively records every activity of the meeting and prepares
minutes of the meeting for the distribution purpose. Distribute the agenda in advance to the attendees. When everyone meets
clarify the agenda to meet the expectations. Allow participants to have equal opportunity to speak their views and ideas.

16/08/2022,
09:34
Assessme
nt
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 4/5
Training
Plan
My
Courses
Support
Words:0
#3.
List six types of arrangements one would need to make for a successful business meeting.
Words:0
Identifying purpose of the meeting to have clarity on the requirements.
Developing an agenda of the meeting which is primary.
Selecting and including right participants who can give inputs.
Different roles must be assigned to the participants.
Decide the location and time of the meeting which can bring effectiveness to the issue.
Keep note takers who can efficiently record and prepare minutes of the meeting.

16/08/2022,
09:34
Assessme
nt
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 5/5
#4.
Identify three responsibilities of the chairperson of a meeting, in no more than 100 words in
total.
Words:0
#5.
Briefly describe the following kinds of roles played by participants in a meeting (no
more than 50 words). For each type of role, identify one example and briefly describe
how it influences the group dynamics in meetings (no more than 50 words).
a. Maintenance Roles
b. Task Roles
c. Hindering Roles
Role type Description One example of a role of this type, and how it influe
group dynamics
Maintenance
Roles
These are the gate keepers and supporters who
jump in, in case anyone is timid to express
opinion and anyone is trying to monopolize the
conversation. Gatekeepers gives nudge to
participants who are not being able to speak up,
and they try to take control when someone tries
to dominate the meeting.
e.g. in a board meeting when few dominating people
have more investment in the business tries to influenc
meeting by compromising the agenda, gatekeepers jump
give other people chance to voice their onions. They
create the balanced group dynamics in a meeting w
participants are equally given chance.
Task roles
These are the initiators, opinion seekers, clarifier
and summarizer. They help in kick-starting a
meeting, clarifying the agendas, and summarize
the discussion so far to have everyone on the
same page.
e.g. in a situation where meeting is being deviated from
agenda and issues it needs to address they help clarify
meeting issues. They bring everyone on the same page
meeting and create positive influence on the dynamics.
These roles are dominator, unfocused, stubborn,
distractor who constantly tries to put pressure on
e.g. in a meeting when participant is conducting ext
behaviour which restricts the easy flow of the meeting.
Three major roles of the chairperson are as follows. Very firsts are to set agenda of the meeting and stick to the same, as a
meeting is where shareholder and key stakeholder comes together to discuss an issue or plan, therefore time should be utilized
in setting the clear agenda of the meeting which can be discussed throughout the meeting. Second is to ensure the equality and
fairness in the meeting where each participant is given equal opportunity to voice their opinion. Third is to conduct meeting
in a way that it encourages decisions, there must be a very precise and detail discussion which brings effective output and
decision.

16/08/2022,
09:34
Assessme
nt
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 6/5
Hindering Roles their own opinions without considering the
others. As they tend to ask many questions, not
participating at all, uncooperative behavior in the
meeting, tries to distract everyone from the
agenda and purpose of the meeting
negatively impact the group dynamics by not caring a
others opinion and ideas.
#6.
Describe the following options for meetings, in no more than 50 words each:
a. Face-to-face
Words:0
b. Teleconferencing
Words:0
c. Video conferencing
Answer Here
it is a medium of conducting meetings where visual connection among two or more parties which are at remote places
cane be done using internet as a channel. e.g. google hangouts, zoom etc.
Words:0
d. Web conferencing
it is like any type of meting which is conducted online and involves two or more parties present in the different locations. This
needs a great network connection and software for conferencing. They can talk, see, listen in real time.
Answer ereH it is a traditional form of meeting where each participant
is present physically in a place of meeting. Face to face meeting is
what used to be called a meeting when there was no web
conferencing and conference calls.
Answer ereH : it is an audio visual meeting or live audio meeting with two or more than two participants. Here people in the
remote locations can also participate and communicate. It involves technology which is far sophisticated than just a two-
way call.

16/08/2022,
09:34
Assessme
nt
Answer Here
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 7/5
Words:0
e. Webcams (video streaming)
Words:0
#7.
Discuss in brief 2 various methods to record meeting minutes in not more than 30-40 words each.
Words:0
#8.
What is the purpose of organisational policies and procedures for meetings? Your response should be in no more than 100
words.
Words:0
#9.
Briefly explain any two legal and two ethical requirements of meetings, in no more than 100 words in total.
Words:0
#10.
Identify how the key provisions of the following affect the proceedings of meetings, in no more than 100 words each:
a. Anti-discrimination legislation
webcam allows users from different locations to meet face to face and in a more personal environment which facilitates
conducting meetings in effective way.
Two various method of recording can be minutes of resolution and minutes of
narrations. In minutes of resolution, only resolution which are passed in the
meeting are recorded. It is an on paper declaration of the decisions take and
resolutions passed by the members who participated in the meeting. Minutes of
narration includes every little discussion of the meeting. The discussion, voting
patterns, name of the individuals who participated and discussed are mentioned in
detail.
Policies and procedures are important part of every organization as together they form a well-defined roadmap of the
company's daily operation. They help identify the purpose and goals of every day task in the organization. They review the
current policies and helps establish the better policies for the future. Policies makes it easy to establish the rights and wrongs
in the organization. Also, they take care of the compliance and adherence of the policies and-procedures. Such policies help in
making effective decisions in the business.
Legal: maintaining transparency and recording minutes of meeting are two such important legal requirements which needs to
be followed. Recording minutes of the meeting and publishing the same for the use of the public is vital as failure to do so can
attract legal implications.
Ethical: equality & fairness and clear agendas are ethical requirements of the meetings. Equal opportunity must be given to all
the participant in the meeting and agenda of the meeting must be clarified in advance for the better understanding of each such
participant or stakeholder.

16/08/2022,
09:34
Assessme
nt
Answer Here
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 8/5
According to the corporate legislation every company which is public and limited by either shares or guarantee is required to
hold a statuary meeting. Such meeting should be held between period of a month and six months. Failure to conduct the meeting will be considered as
compliance issue under the corporate legislation. Each and every rule and regulation must be followed by the companies under the corporate laws. Meeting
keeps the business affairs of the organization very transparent and the owners of the company which is shareholders must be given proper opportunity to talk
about the affairs of the business
it is important to have no discrimination on the basis of gender, caste, creed, race, age while conducting the meeting. Meeting
or business meeting must be a platform where different people come together to discuss an issue or agenda and whole meting
must be about that only, no discrimination should be done and everyone in meeting must be given an equality of opportunity to
voice their opinion. Anyone who encourages the discrimination must be taken care of and the harmony and authenticity of the
meeting must not be disrupted.
ordsW :0
b. Corporate legislation

16/08/2022,
09:34
Assessme
nt
Answer Here
my.gen.edu.au/#/assessment/assessment-details/
218/E7001 9/5
Words:0
c. Privacy legislation
Words:0
I acknowledge that I understand the requirements to complete the assessment tasks. The assessment process
including the provisions for re-submitting and academic appeals were explained to me and I understand these
processes. I understand the consequences of plagiarism and confirm that this is my own work and I have
acknowledged or referenced all sources of information I have used for the purpose of this assessment
© 2022 All rights reserved
the private legislation binds organization to keep all the personal information of the company such as the name and
personal information of the owners and shareholders, business affairs etc. very personal. Such sensitive information
must not be shared to anyone for any purpose. As jeopardizing this information can lead to a very serious harm to
the company. Each time any such information of the individuals is being shared they are supposed to be aware of
the same.
Submit Cancel