Meeting Management: Australian International College Report (Task 2)

This report provides a detailed analysis of meeting management, focusing on the practical aspects of organizing and conducting effective meetings within the context of the Australian International College. The report covers the creation of a meeting agenda, ensuring it provides an appropriate structure and style. It addresses the process of sending invitations in accordance with organizational procedures, detailing the necessary arrangements for conducting a meeting, and ensuring that meeting facilitation enables participation, discussion, problem-solving, and the resolution of issues. Furthermore, it emphasizes the importance of focusing the meeting, ensuring time efficiency, and achieving desired outcomes. The report also examines the legal and ethical requirements for conducting meetings, the method of recording meeting notes, and the planning of dispatching meeting papers to participants within designated timelines. Finally, it explores the planning and organization of an informal meeting with a supplier to negotiate the terms and conditions of a contract, concluding with the importance of proper meeting management for achieving required outcomes and providing references to support the analysis.

Manage Meetings
(Task 2)

Table of Content
• Introduction
• Question1 An agenda for a meeting
• Question 2 How the agenda provides an appropriate style and structure for the meeting
• Question 3 Invitations to attend the meeting in accordance with the organizational procedures
• Question 4 The arrangements required for conducting the meeting
• Question 5 Ensure meeting facilitation enables participation, discussion, problem-solving and resolution of
issues ?
• Question 6 Ensue that the meeting is focussed, time efficient and achieve required outcomes ?
• Question 7 The legal and ethical requirements for conducting the meeting ?
• Question 8 Method of recording meeting notes is followed in the meeting ?
• Question 9 Plan despatching meeting papers to participants within designated timelines for the meeting
• Question 10 Planning and organising an informal meeting with a supplier to negotiate the terms and
conditions of a contract?
• Conclusion
• References

Introduction
Meeting is simply gathering of two or more than that people who
gathered on particular place with single motive. In this main verbal
communication or interaction take place for sharing information or
reaching the agreement. Apart from this, meeting take place face to face
as well as virtually, as mediated through communication technology like
Skype conferences call, telephone, videoconferences and so on.

Question1 An agenda for a meeting
Agenda of meeting which will be conducted in Australian International
College, Brisbane, Queensland, Australia.
Meeting Agenda
Purpose: For the welfare of students
Date: 12/06/2017
Place: Conference hall of Australian International College
Time: 3:30 pm to 4:30 pm
Attendees: Junior Trainer, Ms Rose McDonald
Topic Presenter Time
Student Welfare Academic manager 3:30 to
3:40
Administration manger 3:40 to
3:55
Senior Trainer 3:55 to
4:10

Question 2 How the agenda provides an
appropriate style and structure for the
meeting
Agenda is the timetable of meeting in which activities which will held
in meeting are mentioned. Along with this, it will inform the assembly
members that what will be discussed and done in the meeting. Agenda
designed by the administration manager for informing committee
member that meeting related to the student welfare will be held. It
includes timing and place as well as procedure also.

Cont...
Notice of meeting
The Student Welfare Committee meeting will be held at the Council Meeting Room on 12 /6/
2017 at 3:30 pm.
 Welcome to each and every member gathered in meeting
 Acknowledgement
 Declarations of interest (Refer to the Student welfare committee for a discussion of this
item under ‘Australian International College’).
 Minutes of previous meeting (their is no minutes of previous meeting because it was
cancelled)
 Matters arising is student welfare
 Correspondence
 Reports
 Fundraising projects because there is requirement of funds for student welfare
 Next meeting after this will be held on 16 /8/ 2017
 Close with the decision taken

Question 3 Invitations to attend the meeting
in accordance with the organizational
procedures
Dear,
Administration manager, Senior trainer and Three student members
My name is XYZ and I am the Administration manager at Australian International College,
which is educational institution. Inviting you all for the meeting regarding student welfare which
will be held on 12/06/2017 at 3.30 pm. Place of assembling is Australian International College,
conference hall. Looking forward to discussing will be held in meeting at conference hall on the
issue of student welfare. For any further query feel free to contact me.
Kind regards,
XYZ
(Administration Manager)

Question 4 The arrangements required for
conducting the meeting
There is requirement of several types of arrangement which must be
done by the administration manager for conducting meeting within
Australian International college. Some of them are as follows :-
•Location
•Participants
•Agenda

Question 5 Ensure meeting facilitation
enables participation, discussion, problem-
solving and resolution of issues ?
Meeting conducted by the assistant manager of Australian International
College is related to the issue of student welfare. Before conducting
meeting invitation and agenda is send to Academic manager,
administration manager, senior trainer and three student members. This
practice result in participation of these people in the meeting which will
held at the conference hall.

Question 6 Ensue that the meeting is focussed,
time efficient and achieve required
outcomes ?
It is important for assistant manager of Australian International College
to make sure that meeting focus on the outcome which have to be
achieved, utilise available time in effective manner by giving chance to
everyone for speaking and accomplish the result for which meeting is
conducted. Because major motive behind holding meeting is to
achieved desired outcome i.e., student welfare which can be achieved
by conducting meeting in proper manner by following all the policies
and procedures.

Question 7 The legal and ethical requirements
for conducting the meeting ?
In the given case scenario there is legal as well as ethical requirement
of conducting meeting in Australian Internal College. Legal
requirement is the policies and procedure which is needed from some
organisation under the eyes of law. In the case study of respective
college meeting is holding with the motive of student welfare which is
major requirement of an educational institution as well as it is their
legal duty also.

Question 8 Method of recording meeting
notes is followed in the meeting ?
Meeting notes are types of notes which is recorded by an individual
who is appointed as note-taker. Moreover, the individual who is
recording meeting should be professional as well as may be one of the
attendees from assembly. They record everything such as place, date,
time, purpose, name of the attendees and list of the topics will be
discussed in meeting. There are two types of meeting notes such as:-
•Verbatim notes
•Minutes

Question 9 Plan despatching meeting papers
to participants within designated timelines for
the meeting
Before planning meeting dispatched paper there is requirement of
understanding purpose behind conducting meeting. I will plan this
despatched meeting paper for the welfare of student in respective
manner :-
•Identifying all the participants
•Analyses their mailing details
•Select most appropriate way of mailing

Cont...
• Send mails
• Review mails by cross checking
• Record accept or reject revert by participants

Question 10 Planning and organising an
informal meeting with a supplier to negotiate
the terms and conditions of a contract?
An informal meeting is not highly structure as well as it doesn’t have
particular timing and any minutes. But there is proper process in
conducting informal meeting which I can use for negotiating with
supplier related to their terms and condition of contract. Explanation of
this are as follows :-
•Prepare
•Meet

Cont...
• Explain and explore issue
• Agree outcome
• Record
• Review

Conclusion
From the above assignment it has been concluded that there is
requirement of proper meeting management so that it will be conducted
in better manner and give required outcomes. Moreover, in arranging
meeting an individual play important role as well as it is necessary to
prepare agenda of the meeting because it help in framing proper
structure as well as topics to be consider.

References
• Aubrey, C., Godfrey, R. and Harris, A., 2013. How do they
manage? An investigation of early childhood leadership.
Educational Management Administration & Leadership. 41(1).
pp.5-29.
• El Ebrashi, R., 2013. Social entrepreneurship theory and
sustainable social impact.Social Responsibility Journal. 9(2).
pp.188-209.

Thank You