BSBADM502 Manage Meeting: Meeting Preparation, Conduct, and Follow-up

This report provides a comprehensive overview of managing meetings, aligning with the BSBADM502 unit. It covers the essential roles of a chairperson, differentiating between formal and informal meetings, and explaining key meeting elements like agendas, minutes, motions, and quorum. The report details two decision-making methods: consulting and consensus. It outlines the importance of meeting minutes, including what should be included in the formal meeting minutes. It also explores different meeting technologies (face-to-face, teleconferencing, and web conferencing), emphasizing the importance of policies and procedures. The report also addresses strategies for managing various behavioral challenges during meetings (dominators, withdrawers, etc.) and provides guidance on distributing meeting minutes, planning agendas, assigning roles, and following up. Additionally, the report covers the costs and considerations for selecting a meeting venue. Finally, the report includes references to relevant academic sources.

Running head: BSBADM502 MANAGE MEETING
BSBADM502 Manage Meeting
Name of the student
Name of the University
Author’s Note

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BSBADM502 MANAGE MEETING
1.
The main roles of the chairperson are described below –
 Providing leadership – The chairman’s responsibility is to provide a direction to the
meeting by communicating and making strategies effectively.
 Organizational Management – An organization is managed by the effort of the
chairman solely by managing and leading the team. It also makes effective plans and
strategies, monitoring and analyzing, etc.
 The representative of the members – It is a responsibility of the chairman to act as a
representative on behalf of the entire organization.
 Ensuring proper functioning – The chairman looks after the efficient carrying out of
the work. He also checks whether the work is being followed according to the rules or
not.
 Introducing the agenda – The agenda for the day is introduced by the chairman.
 Closing of the meeting – Finally, the chairperson calls off the meeting.
2.
A formal meeting is the one which is planned from beforehand and is carried out to achieve
strategic objective. In contrary to that, an informal meeting is an impromptu one which is also
casually taken without following an agenda. Moreover, the former one may demand formal
requirements whereas the latter one may not have such requirements.
The chairperson determines the rules of the formal meeting.
3.
a. Agenda - An agenda is a list of matters that needs to be taken into account in a meeting.

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b. Standing orders – it is defined as the agenda, the rules of the debate if any, and the
general rules of the meeting.
c. Minutes – The minutes of a meeting are the written records of the entire event.
d. Motions – The motions signify a proposal that is carried out formally to a member in
order to carry out an instruction.
e. Amendments – It refers to the correction or updating of certain pre-described rules and
regulations.
f. Points of order – it is a Parliamentary law where the speaker or chairman can be asked a
clarification which can also be a breach to the rules of order. The former will then decide
whether it is a point of order or not.
g. Quorum – A quorum is the minimum number of members required to carry out a
meeting or transact any business.
h. Seconder – It is a term which defines the people who support somebody’s statement
formally.
i. Casting vote – This is the extra vote given by the chairperson when both the sides have
an equal amount of votes in order to come to a decision.
4.
Two methods of decision making are consulting and consensus. In the consulting decision
making process, all the members’ ideas are taken into account before finally taking a decision.
This helps in gathering all the best inputs which would lead to the arrival of a decision that has
the best consequences. After deciding in this manner, the planning is communicated to the other
members.

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In the consensus decision making process, collective participation in making a decision is
taken into account. All the members discuss about the matter until they arrive to a common
decision. Though this is one of the fairest means of decision making, it can backlash where
conflicts may arise among the members.
5.
Minutes are an integral parts of a meeting since it contains the written documentation of the
proceedings. A formal meeting minutes should include the date, time and venue of the meeting,
including the attendees, agenda and the person in charge of the minutes. It should also contain
the summary of the agenda, and the person who is entrusted with the responsibility to present it.
6.
Meeting Type Description Technology
Face-to-face All the participants assemble
in a room and a meeting is
carried out in a particular
location.
No technology can replace
face-to-face conversation as
the physical presence of all
the members are required.
However, virtual meetings
have come into existence,
which, can be a substitute to
face-to-face meetings.
Teleconferencing It is that type of meeting
where live exchange of
information is done with the
Webcam, broadband
connection, microphone,
monitor.

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help of several people as well
as machines that is
interconnected by a
teleconferencing system.
Web-conferencing Via internet, this type of
meeting is conducted.
Audio / Video systems, web
conferencing software, etc.
7.
Policies and procedures are important to draft as they protect the interest of the members
who attends the meeting. It also ensure a fair play during the entire session. The transparency of
the meeting is also ensured through policies and procedures.
8.
Behavior Description Strategy to overcome
The dominator The people who speaks an
interrupts a lot in the meeting.
Not giving them enough
chances to speak.
The withdrawer The one who stops
participating in discussions.
Asking all the members to
write down any suggestions
after brainstorming.
Side conversations When members of the team
indulge in a
conversation/discussion with
Calling out the group and
asking them to give attention.

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each other apart from the
primary meeting.
The Griper The griper is the one who
constantly whines or
complaints about almost
every topic.
The person should be asked
about how the problem should
be dealt.
The quiet Group This type of group usually
remain silent either due to
shyness or the feeling of
intimidation.
Asking questions that would
prompt them to participate.
Group think It is a psychological
phenomenon where people in
a group think something that
is irrational.
Discussing the group ideas
with outside people.
Dominant personalities This type of personality
generally overrule the entire
meeting.
Researching on that particular
topic should be done
previously.
Self-loafing They generally do not put
much effort in a group work
in contrary to working alone.
Everybody should be
entrusted with particular
responsibilities.
9.

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It is important to distribute minute meetings as it measures progress and collects
important information.
10.
 Identifying the purpose of the meeting.
 Planning an agenda.
 Assigning roles to everyone.
11.
 Recording the minutes.
 Placing the minutes into usable form.
 Carry forwarding the formal minutes to the next meeting.
 Making necessary amendments to the minutes.
12.
 The cost of the venue so that it can be arranged accordingly.
 The ambiance which would setup the right mood for the event.
 The presence of sufficient furniture like tables and chairs.
 The presence of the cleaning crew in the venue.
 The capacity of the venue.
 The acoustics of the venue should operate correctly as it should not be too loud.

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 The venue is insured or not so that if on the event of some mishaps, the company would
be able to bear the losses.
 The parking facilities of the venue so that people attending the meeting do not face any
hassles.
13.
The Minute Taker should be briefed so that on the day of meeting the agenda is reviewed
and make the necessary changes.

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Andlauer, O., Obradors-Tarragó, C., Holt, C. and Moussaoui, D., 2016. How to organize and
manage scientific meetings. Psychiatry in Practice: Education, Experience, and
Expertise, 10(50), p.97.
Serrat, O., 2017. Conducting Effective Meetings. In Knowledge Solutions (pp. 315-319).
Springer, Singapore.
Harada, S. and Tanemoto, K., 2018. Issues and efforts regarding community care meetings
managed by community-based comprehensive support center staff. [Nihon koshu eisei zasshi]
Japanese journal of public health, 65(10), pp.575-588.
Kozloski, J.R., Pickover, C.A. and Wisniewski, R.W., International Business Machines Corp,
2017. Virtual meetings. U.S. Patent 9,806,894.