Workplace Meeting Management: BSBADM502 Assignment Solution

This assignment solution addresses the core concepts of effective meeting management within a workplace context, specifically tailored to the BSBADM502 unit. The document begins by defining the importance of meetings and introducing the components of an effective agenda, including objectives, timelines, and attendee roles, illustrated with a practical example. It then details the creation and benefits of an action plan, emphasizing its role in achieving meeting objectives and encouraging participation. Strategies for fostering team member engagement are explored, alongside phases for achieving consensus during meetings. The solution also outlines key legislation, provisions, and codes relevant to workplace meetings, ensuring ethical and legal compliance. Furthermore, the assignment covers meeting terminology, structure, and arrangement, including the responsibilities of a chairperson, options for meeting formats, and the importance of organizational policies. A checklist for meeting preparation and actions to follow after the meeting are also provided, offering a comprehensive guide to planning, executing, and following up on workplace meetings. The solution culminates in a conclusion and a list of references, providing a well-structured and insightful resource for students studying meeting management.

Manage Meetings

Table of Contents
INTRODUCTION.......................................................................................................................................3
TASK 1.......................................................................................................................................................3
An Agenda...............................................................................................................................................3
TASK 2.......................................................................................................................................................5
Action plan..............................................................................................................................................5
Advantages of recording action plan during work place meeting............................................................5
Strategies which can be used by manager for encouraging team members to attend meeting.................6
TASK 3.......................................................................................................................................................6
Phase to get consensus during meeting....................................................................................................6
TASK 4.......................................................................................................................................................7
Example comprising key legislations and provisions and codes while managing meeting at work place 7
TASK 5...................................................................................................................................................7
Outline meeting terminology, structure and arrangement........................................................................7
Responsibilities of chair person...............................................................................................................8
Options for meeting.................................................................................................................................8
Organization policies and procedures of meeting....................................................................................9
Develop a check list for preparation of workplace meeting.....................................................................9
List the actions for following a workplace meeting...............................................................................11
CONCLUSION.........................................................................................................................................12
REFRENCES............................................................................................................................................13

INTRODUCTION
Meeting is assembly of two or more people for discussing a particular topic for a certain
purpose. Meetings are organized in a group where people put their opinion, view points for
making consent on a particular aspect. In work place, meetings are really important and often
conducted in order to take an effective decision. There is a particular agenda of each and every
meeting which need to discuss with attendances before the meeting. The present report
comprises agenda, minutes of meeting along with the action plan to attain the agenda in
predefined period of time (Carnall, 2018). In addition to this, strategies to encourage more and
more person to take part in meeting, recommendations for reaching consensus, different
legislations to conduct meeting in an effective manner have also been included in the meeting.
Lastly, it comprises structure, policies of meeting, checklist for conducting work place meeting
and the action to follow the work place meeting in an efficient manner.
TASK 1
An Agenda:
Agenda is considered as a meeting plan which is shared with participants of meeting. It
included a list of different topics and sequence of activities in predefined manner which are
going to discuss during the meeting. Agenda needs to prepare in such a way that all the
participants get a clear picture about purpose of meeting. Neither, it needs to be very short nor
exponentially long and ambiguous. Agenda needs to be clear and concise under which date,
location and name of attendees also mentioned. It indicated what is going to happen in meeting
so that participants can also prepare themselves accordingly. In workplace meeting, it is really
important to prepare a suitable agenda in order to conduct meeting in proper and systematic way.
In this regard, an agenda for workplace meeting is given as under:
Objective: Develop strategies for inflating sales for next year
Date: 26-07-2021
Time:9-12
Attendees: Mr. John, Mr Nick, Tom Witworth, Johnson
Time Topic Presenter

9-9.15 Brief Introduction Tom Witworth
9.15-9.45 Review of previous minutes Tom Witworth
Sale Activity Tom Witworth
Pipeline Tom Witworth
Goal Status Tom Witworth
9.45-10.45 Break
10.45-12 Feedback Tom Witworth
Sales person success stories Johnson
Trends Johnson
Opportunities Johnson
Minutes of meeting: Minutes are the notes which have been recorded during the meeting.
It includes number of attendees issues raised, response and final decisions taken during the
meeting. Basically, it provides a summary of meeting (Sutherland, 2017) . Main purpose of
meeting is to record the responsibilities assigned to different individuals along with necessary
deadlines and achievements. In current scenario, the minutes comprise goals, sales targets,
deadlines which are determined for sales people during the meeting.
Action plan: It is a document which is prepared for attaining the predefined goals within
stipulated period of time. It shows the resources, objectives and also the time period for
achieving desired objectives. Here, action plan for achieving the agenda of meeting is given
below:
Agenda Action to implement Criteria for judging
progress
Time period
Increment in sales For this, it is required
to provide proper
Here, it is required to
analyze the data of
1 year

training to sales
person so that they
can perform
effectively.
sales and revenue and
compare it with
previous year sales
data.
Achieving sales target There is requirement
set appropriate targets
and then analyze
performance of sales
people for taking
appropriate actions for
further improvement.
In this regard, there is
requirement to
compare the actual
and predefined sales
target.
6 months
TASK 2
Action plan
It is a document which is prepared for achieving set targets within stipulated period of
time. There is a particular agenda behind work place meeting so; it is required to prepare an
appropriate action plan so that the agenda of meeting can be fulfilled in an efficient manner
(Shakhovska, Vysotska and Chyrun, 2017) . This action plan needs to include objectives along with
strategies to achieve those objectives and also a particular time frame. Action plan really helps in
order to attain set objectives within set period of time which is also crucial for encouraging
participants in rightful manner.
Advantages of recording action plan during work place meeting
Work place meeting is a meeting under which two and more individuals form group for
discussing work related topics. These kinds of meetings are generally conducted for a time
period between 30 minutes to 60 minutes. There is requirement to prepare an action plan so that
agenda of meeting can be achieved significantly. Benefits of the action plan are given below:’
 It helps in accessing the progress towards goal so that appropriate actions can be
undertaken for bringing further improvements and enhancements.
 Action plan also assist meeting organizer to prepare suitable strategies and also take
suitable corrective actions for realizing the goals in set period of time.

Strategies which can be used by manager for encouraging team members to attend meeting
 High lightening opportunities and benefits is crucial for getting more participation in
work place meeting. For this purpose, manager is required to prepare agenda in such a
way that attendees get clear idea that how they will get benefitted by being a part of
meeting.
 For ensuring significant participation, manager needs to allow employees to set their own
goals as it helps to keep them motivated consistently (Smith, 2016).
 Arranging engaging activities also help in enhancing engagement in work place meeting.
In this regard, manager needs to arrange certain funny and entertaining activities for
enhancing participation.
TASK 3
Phase to get consensus during meeting
Emphasize data and numbers: It is stated that people are more likely to trust on data
driven facts rather statements. Thus, I will use the data and information extract from reliable
source for gaining trust of participants. With use of data & numbers information seems more
scientific and reliable which is important for gaining trust & faith.
Encourage productive discussion: Productive discussion is something which eventually
helps in terms of achieving set goals and developing consensus among team members (Hood,
Shea and Worthington, 2016). Mind set and behavior of participants are highly affected with
environment of meeting. In this phase, I will encourage more and more people to take part in
discussion.
Be collaborative: While working in a team, it is important to work in collaborative way
rather work individually. For this, it is required to give importance to opinion and thoughts of
each participant. I will encourage and welcome the thoughts of each and every attendee for
developing consensus in an efficient manner.
Avoid competitive behavior: Competitive sprit makes it difficult to develop consensus.
For working in a collaborative way, it is imperative to avoid competitive nature. With
competitive sprit, individuals cannot coordinate with each other rather they become rival of each

other. In this regard, I used to avoid competitive behavior for maintaining higher coordination &
collaboration at work place.
Address individual and group concern: Each and every participant likely to have some
concerns which need to be addressed properly for attaining team goals effectively. It is not
necessary that each and every individual have similar opinion during a particular discussion. I
used to address all the concerns and issues faced by participants for developing consensus.
TASK 4
Example comprising key legislations and provisions and codes while managing meeting at work
place
There are several meetings organize at work place during which are concern with
different laws, rules & regulations. Here, I am arranging a sales meeting during which I need to
follow certain legislations, code of conducts and laws. During the meeting, I follow the
antidiscrimination law by ensuring that each and every team member gets similar opportunities
to exhibit opinions and thoughts. In addition to this, I also make sure to follow ethical principles
by maintaining data & information of participants in an efficient manner. Apart from this,
privacy laws was also addressed by keeping data and information in secured manner which
cannot be hacked by unauthorized people. Copyright is also important in order to secure the
rights of an individual. I make sure that I have copyrights of minutes, agenda and other written
information which has been discussed during meeting. It will help in protecting necessary
information significantly. During sales meeting, occupational health & safety related laws also
addressed in an efficient manner in order to maintain healthy, safe and secure environment
during meeting. Hence, all the necessary legislations, laws, regulation were implied and address
in proper manner during meeting.
TASK 5
Outline meeting terminology, structure and arrangement
Meeting terminology:

 Agenda: It is considered as the plan of meeting which includes items that are going to be
discussed during meeting.
 Quorum: It depicts minimum number of members which is required to conduct a
business in proper manner (Hattendorf, 2020).
 Chair: It is the person who keeps control over meeting for making it a success.
Meeting structure:
Meeting structure shows the way in which meeting is planned & organized. Each & every
meeting has a predefined structure which play a crucial role in attaining predefined objectives of
meeting.
Meeting arrangement :
It is related with making necessary arrangements such as location, resources so that
participants can attain meeting in an efficient manner. Under this, location, place, date, resources
are identified and placed properly for conducing meeting in proper manner.
Responsibilities of chair person
Chairperson is a crucial part of meeting who control the whole meeting and the most
powerful & authoritative person during meeting. Major responsibilities of chair person is to set
agenda, lead the meeting, maintain proper order during meeting, ensure that all the participants
are treated fairly & equally and more (Borodako, Berbeka and Rudnicki, 2016) . Additionally, chair
person represent group to public and also has the duty of providing approval for minutes of
meeting. Hence, main role of chairperson is to ensure that meeting is planned and conduced in
efficient and legal manner.
Options for meeting
It is analyzed that meetings is the interaction between two people which can be done in
different ways such as face to face, teleconference, video conference and more. In current time,
web cam has become a crucial way to conduct virtual meetings. Face to face meeting is better
and effective as here both the partied can interact personally. On other side, in
videoconferencing, web meeting the sense of personalization is missing. Meeting coordinator
needs to determine an appropriate way of meeting in an efficient manner.

Organization policies and procedures of meeting
There are some predefined policies, rules, guidelines as per which meetings are
conducted. Policies are really important for formal meetings and also need to ensure that meeting
is organized in proper and systematic way (Frank, Swartz and Kupfer, 2019). It needs to ensure
that certain predefined norms, conventions adhere during the meeting for making it successful.
Meeting polices and procedure is determined for securing the interest of relevant parties such as
shareholders, general public and more. In current scenario, there are some policies and
procedures have been defined in order to conduct the work place meeting significantly.
Develop a check list for preparation of workplace meeting
Checklist is really important while conducting a meeting as it helps to ensure that all the bases for
meeting have been covered. It comprises detailed regarding resources and other items so that meeting can
be conducted effectively by making efficient use of available time. For this, purpose, there is requirement
to prepare an appropriate checklist which is given as under:

List the actions for following a workplace meeting
Organizing meeting is not enough, there is also requirement to follow up the meeting consistently for
getting desired results. For this purpose, I will take below mentioned actions after the meeting:
 I will distribute the minutes of meeting which include all the necessary information which had
been discussed during the meeting.
 After meeting, I will archive and keep together all the necessary documents such as agenda,
minutes and more for further reference.
 I also ensure that all the agreed actions during the meeting have been implemented in real context
for getting desire outcomes of meeting.

CONCLUSION
It is assessed with above stated information that meetings are crucial part of workplace setting as
it helps in taking prompt and effective decisions. There is discussion regarding agendas, minutes and
action plan of meeting along with phase to get consensus of participants. Further, structure, arrangements,
policies, check lists and more have also discussed in the report.