Comprehensive Guide to Effective Meeting Management Techniques

This report comprehensively explores the multifaceted aspects of effective meeting management, encompassing agenda setting, participant engagement, and achieving desired outcomes. It delves into the chairperson's responsibilities in crafting impactful agendas, ensuring appropriate participant attendance, and fostering productive discussions. The report examines various scenarios, including meetings focused on workplace safety, fundraising strategies for schools, and capital investment for businesses. It highlights different meeting formats, such as face-to-face, teleconferencing, and webcam-based interactions, and emphasizes the importance of legal compliance and maintaining a focused environment. The report also discusses strategies for inviting participants, preparing pre-meeting materials, and utilizing effective communication techniques to ensure active participation and achieve meeting objectives. Furthermore, it addresses the significance of leadership qualities in facilitating discussions, managing time effectively, and determining the appropriate meeting duration and outcome determination methods. The report concludes by analyzing the purpose, style, and participants of meetings, emphasizing the importance of aligning the meeting's objectives with the organization's needs and financial goals.

Manage Meetings

TABLE OF CONTENTS
QUESTION 1...................................................................................................................................1
QUESTION 2...................................................................................................................................1
QUESTION 3...................................................................................................................................2
QUESTION 4...................................................................................................................................2
QUESTION 5...................................................................................................................................3
QUESTION 6...................................................................................................................................3
QUESTION 7...................................................................................................................................4
QUESTION 8...................................................................................................................................4
QUESTION 9...................................................................................................................................5
REFERENCES................................................................................................................................7

QUESTION 1
As a chairperson, the most difficult task is to decide which are the essential items
required to make an agenda. For preparing an effective meeting, the chairperson have to ensure
that all the right people attend the meeting. The basic items required for a meeting is the
availability of the conference room, projector and enough number of chairs. It will take just
about a day to arrange all of this. The chairperson can mail all the employees so that he will get
to know the proper availability of all the employees at the same time. The discussion will be
started from defining the purpose of this meeting. The aim should be understood by all the
workers so that they can give their views on how to improve the agenda (France, 2015). He has
to ask from each one of them present in the meeting about their views on the set agenda and the
questioning session can be done, so that the chairperson can get to know whether all the
members are clear about the aim of the meeting. If the chairperson himself is feeling to discuss
on that issue, then he can also give his views and ideas in front of the members and the best idea
can be decided by voting.
QUESTION 2
OH&S is the occupational safety and health is the filed which is more concerned with the
welfare, health and safety of the people who are working. The agenda can be set by establishing
the purpose of the meeting.
Meeting agenda
Purpose: To improve the workplace safety by using new and innovative techniques.
Date: 22/07/17
Time: 09:30:00
Venue: Conference room
Chair: 150
Minute taker: 60 minutes
Attendees: 150
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The safety of the workers is the prime concern for any organization, so before
implementing any new process, they must discuss this agenda with their employees. It will give
them more clear view about what the employee wants. The meeting will be held at the
conference room of the organization. All the employees are invited in this meeting. The agenda
is to decide the best technique which can be implemented in the organization so that the safety of
the workers will be improved. The opinion of the workers is essential because they are the one's
who will be using this technology. The chairperson will show a presentation on the new
approaches which are being used, so that the safety can be improved. Voting will be conducted at
the end of the meeting and the final decision will be made on the basis of majority. All the
employees will be having their chance to present their views and ideas, so that the company will
have a clear idea about the thinking of the employees.
QUESTION 3
On the basis of case study, the trainer has decided that he will conduct a meeting based
on the following purpose or agenda.
Purpose/Agenda: Finding out the methods by which the school funds can be raised.
The case study is based on the pre-school Friends of Bully Gully Kids. The school is
facing some financial problems and they want all the people to suggest some methods by which
the funds can be raised. The meeting will be scheduled at the school hall and the time given for
this is 30 minutes. The town is only having around 8000 people, so it will be difficult to raise the
money from organising a donation camp (Carayon and et.al., 2015). The management must
arrange some dance competition or painting competition, so that they will be able to attract more
number of investors. Management must make sure that the younger women get a job in the big
business firms. It will also be helpful because they can donate some money to the school. By
using such methods, the school can enhance their financial condition and meet the set agenda.
QUESTION 4
The meeting was organized so that the newly formed Bully Gully kids will be able to
raise more funds. The school at the moment is not having enough funds, so the management has
decided to hold the meeting and decide the ways by which the school can generate more money.
Purpose/Agenda: To recommend the ways by which the financial condition of the school
can be improved.
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To raise the fund is the difficult task but the school management have to do that so that
the quality of studies can be improved. A total of 30 sets of parents were invited to attend this
meeting. The meeting was held in the seminar hall of the school and the total time decided for
this meeting was 30 minutes. This is the first formal meeting so it starts with the formal
discussion. The major issue was related to the school fund, so all the parents have been asked to
share their views. There are some older women who thinks that by doing some bake sale or
opening the pie stall will be helpful to enhance the finances. But some younger prefers that they
want to work in any of the 20 businesses present in the town. By this way they will be able to
earn some money which will be helpful for raising the school funds. This is the best way the
group should continue so that the funds can be improved.
QUESTION 5
According to the case study on Bodgy Brothers Pvt Ltd, this particular meeting was
organized. The time for this meeting is kept around 60 minutes. This meeting took place at the
board room of the company. The purpose of this meeting was;
Purpose/Agenda: To increase the capital amount from the shareholders so that economic
condition of the company can be improved.
The company is having 20 shareholders and they have been trading from 10 years. At
present the economic condition of the company is not well. This meeting was held to advise all
the shareholders that they should increase their capital income which will be helpful in
increasing the economy. The company can present the ways by which they are improving the
quality of the products. The management will have to show the methods by which the sale of that
particular product can be increased so that it will be more profitable for the shareholders
(Bosworth, 2014). The money is there for trading of just 6 months so after that it will be more
difficult to raise the money. The company must convince all the 20 shareholders that they should
invest more in the company. This will be beneficial form them in the long term. Bodgy Brothers
can also take some loan from the banks so that more funds could be generated. They can sell
those shares which are having high amount in the market, it will be another way to raise the
capital.
QUESTION 6
There are few options by which meeting can be organized; face to face, teleconferencing
and by using webcams. The best way is organising face to face. This will provide more
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interaction among the people present the meeting. The representative can present his views and
ideas in better way. The chances of success are more than compare to other options. The second
meeting was done on teleconferencing (Niederdeppe, 2016). If the shareholders or team
members are not able to present at the same time and at the same place then it can be used. This
is another useful way by which proper meeting can be organized. The last one is by using
webcams. It is done majorly when two persons are attending the meeting. In most of the cases,
face to face meeting was organized because the possibilities of outcomes are more in this and it
is more interactive as well.
QUESTION 7
Agenda: Different ways to improve the safety of the employees at the work place.
The most basic way to invite the participants is by sending them invitation to their home.
The participants here are the employees so the management has displayed some posters at the
work place as well. It is done so that the majority of the workers remain aware about the
meeting. They can also inform other workers, it will make sure that al the workers attend the
meeting. The company can send an e-mail to all of their workers regarding the meeting.
Nowadays people prefer to use internet networking more often (Mollick, 2014.). The e-mail
invitation is used by most of the organization. The confirmation can also be done through email.
If the participants are coming, they will inform the management and if they can do the same if
they are not coming. Pre-meeting papers can be dispatched at the workplace also and can be sent
at the home of the employees as well. It is done to ensure that majority of participants attend the
meeting.
QUESTION 8
The organization will arrange the meeting by fulfilling all the legal terms. The basic thing
is to keep the meeting environment free. This can cause legal issue afterwards. The organizer
have to make sure that they are not causing any damage to the environment. One thing is
connection. The representative must maintain proper connection with his listeners and to all the
participants. The people who are attending the meeting must remain focused on the topic which
is going on. They should not feel like the discussion is irrelevant and the presenter is not capable
enough for presenting this meeting. The second thing is related to the meaning of the
presentation (Feldman and et.al., 2015). The content present in front of the participants should be
valid and fresh. It must gain more attention of the members and make them more curious. The
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last thing is leadership quality of the presentor. He must have the quality to engage all the people
together and ask them question on the frequent basis.
The most appropriate agenda of the meeting is to discuss on those problems which are
affecting the organization the most. In the given case study, the agenda is focused on raising the
economic condition of the company, so the meeting should be majorly focused on this only. The
minute division should be such that participants will not get bored. Proper breaks of 10-15
minutes must be given during the meeting. This will keep them fresh and energetic. The minutes
for each meeting mus be around 45-60 minutes, and after that break should be given. For some
meetings, the outcome can be decided at the time of competition only by taking feedbacks or by
voting method. Some requires more time because the management have to think on all the
perspectives before conducting the final outcome. The outcome of these meetings are taken after
few days from the board members.
QUESTION 9
4 a).
The meeting purpose is determined by the current requirements which needs
improvement so that the performance of the company can be improved. However, it is possible
that sometimes the agenda or the purpose of the meeting is only to take the ideas from the
employees for the implementation of the new techniques.
4 b)
The style of meeting chosen was a formal one because the issues were very serious.
These can have huge impact on the performance of the organization. The presentor selected was
highly experienced and skilled. He was having the capabilities of a true leader, so that he will be
able to engage all the participants on the problem. All the participants were invited via e-mail
and the conformation was also taken on the basis of e-mails only.
4 c)
In the case study, the chosen participants were shareholders. They are the one who is
holding the financial condition of the company. The aim was to increase the profit and this can
only be done by encouraging shareholders to invest more money into the firm. That is the reason
why selected participants were shareholders.
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4 d)
To ensure the work health safety of the meeting, the organiser have to consult to
employees of the company. They are the one who are using the equipments and machines, so no
one is better than them to know whether the workplace is good for working or not.
4 e)
The distribution papers were selected, so that they can be displayed in the organization.
They are sent prior to the meeting because it is important that all the employees attend the
meeting.
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REFERENCES
Books and Journals
France, K., 2015. Crisis intervention: A handbook of immediate person-to-person help. Charles
C Thomas Publisher.
Feldman, H. R. and et.al., 2015. Hitting the nursing faculty shortage head on: Strategies to
recruit, retain, and develop nursing faculty. Journal of Professional Nursing. 31(3).
pp.170-178.
Carayon, P. and et.al., 2015. Advancing a sociotechnical systems approach to workplace safety–
developing the conceptual framework. Ergonomics. 58(4). pp.548-564.
Bosworth, M. H., 2014. Courts as catalysts: State supreme courts and public school finance
equity. SUNY Press.
Mollick, E., 2014. The dynamics of crowdfunding: An exploratory study. Journal of business
venturing. 29(1). pp.1-16.
Niederdeppe, J., 2016. Meeting the challenge of Measuring Communication exposure in the
Digital Age. Communication Methods and Measures. 10(2-3). pp.170-172.
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