BSBADM502 Diploma: Managing Meetings - Observation & Questions

This assignment solution demonstrates the practical application of meeting management principles within the context of the BSBADM502 Diploma of Business. It includes preparation for two meetings, complete with agendas outlining objectives, attendees, and topics, followed by the minutes capturing key discussions, action items, and assigned owners with due dates. The assignment also incorporates trainer observation rubrics assessing skills such as facilitation, communication, and conflict resolution. Furthermore, it addresses key concepts related to meetings through short answer questions, covering terminology like chairperson, secretary, agenda, motion, and cultural considerations in communication, making it a comprehensive resource for students studying meeting management. Desklib provides a platform to access this and many other solved assignments.

Running head: MANAGEMENT
Management
Name of the student
Name of the university
Author’s note

1
MANAGEMENT
Task 1
For this assessment, you will be observed by your trainer in preparing for, conducting and following up on two (2)
meetings, with at least two (2) participants.
Demonstration/ observation checklist
Candidate’s name <Name of the student to be inserted>
Assessor’s name Andrey Loburets
Work activity Meeting
Date 28th May 2019
A. PREPARATION
In your preparation, you are to ensure that:
• Purpose of meeting is clarified and the agenda developed in line with stated purpose
• The style and structure of the meeting is appropriate to the meeting’s purpose
• Meeting participants are identified and notified in accordance with organisational procedures
• Meeting arrangements are confirmed in accordance with requirements of meeting
• Meeting papers are dispatched to participants within designated timelines
FIRST MEETING AGENDA
Meeting name Organisational development
Date of meeting (DD/MM/YY) 28/05/19 Time 1 pm-5pm
Meeting facilitator Meeting manager Location Meeting room of the
organisation
1. Meeting objective
The objective is to formulate strategies for the development of the capabilities of an organisation

2
MANAGEMENT
2. Attendees
Name Department/ division Email
Paul Robert Management [e-mail]
Owen Jones Operations [e-mail]
Charles Stewart Financial [e-mail]
3. Meeting agenda
Topic Owner Time
To formulate a marketing research team Marketing manager Within 30 minutes
To maintain the excess cash flow Finance manager Within 60 minutes
To arrange the operations of the organisation Operations manager Within 90 minutes
To identify target market Marketing manager Within 30 minutes
To recruit efficient employees HR manager Within 30 minutes
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)
Description Prepared by
Set up of projectors Meeting manager
Set up of a platform for the meeting Meeting manager

3
MANAGEMENT
B. CONDUCTING THE FIRST MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and
legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for
the type of meeting
This will be observed by your assessor during each of your meetings
FIRST MEETING MINUTES
Meeting name Meeting on organisational development
Date of meeting (DD/MM/YY) 28/05/19 Time 1 pm-5pm
Minutes prepared by Meeting manager Location Meeting room of the
organisation
1. Meeting objective
The objective is to formulate strategies for the development of the capabilities of an organisation
2. Attendees
Name Department/ division Email
Paul Robert Management [e-mail]
Owen Jones Operations [e-mail]
Charles Stewart Financial [e-mail]

4
MANAGEMENT
3. Meeting minutes
Topic Owner Time
Talk about the importance of marketing research
team Marketing manager Within 30 minutes
Talk about the excess cash flow from the
organisation Finance manager Within 60 minutes
Make arrangements for the operations of the
organisation Operations manager Within 90 minutes
Identify target market and formulate strategies
for the target market Marketing manager Within 30 minutes
Recruit efficient as well as talented employees HR manager Within 30 minutes
Action items
Action Owner Due date
Formulate a budget that takes into account the financial
capabilities of the organisation Finance manager Within 2 days
Conduct effective market research on all customers via
survey to identify the target market Marketing manager Within 1 week

5
MANAGEMENT
Identify and scrutinise the market for talented candidates HR manager Within 1 week
Next meeting: Improvement of team work within the organisation and its departments
Date of meeting (DD/MM/YY) 04/06/2019 Time 12 pm-3pm
Meeting objective
To improve collaboration between the employees as well as the
communication

6
MANAGEMENT
C. FOLLOWING UP
• After each meeting, you are to follow up, ensuring that:
• Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the meeting and are
formatted in accordance with organisational procedures and meeting conventions
• Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance
with organisational requirements
• Outcomes of meetings are reported as required, within designated timelines
SECOND MEETING AGENDA
Meeting name Meeting on team development and cohesion
Date of meeting (DD/MM/YY) 04/06/2019 Time 12 pm-3pm
Meeting facilitator Meeting manager Location Meeting room of the
organisation
1. Meeting objective
To improve collaboration between the employees as well as the communication
2. Attendees
Name Department/ division Email
Gwen Lopez Marketing
department [e-mail]
Barbara Leob
Research and
development
division
[e-mail]
Jason Kraneur Financial division [e-mail]
William Kloppenburg Report department [e-mail]

7
MANAGEMENT
3. Meeting agenda
Topic Owner Time
To develop collaboration between the employees
of each department All the departments Within 15 minutes
To spread the benefit of unity and team work All the departments Within 30 minutes
To identify the strengths and weaknesses of the
employees All the departments Within 60 minutes
To understand the development of team work
and cohesiveness All the departments Within 60 minutes
To work harmoniously with each department for
meeting organisational objectives All the departments Within 15 minutes
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)
Description Prepared by
Set up of projectors Meeting manager
Set up of a platform for the meeting Meeting manager

8
MANAGEMENT
D. CONDUCTING THE FOLLOW-UP MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and
legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for
the type of meeting
This will be observed by your assessor during each of your meetings
SECOND MEETING MINUTES
Meeting name Meeting on team development and cohesion
Date of meeting (DD/MM/YY) 04/06/2019 Time 12 pm-3pm
Minutes prepared by Meeting manager Location Meeting room of the
organisation
4. Meeting objective
To improve collaboration between the employees as well as the communication
5. Attendees
Name Department/ division Email
Gwen Lopez Marketing
department [e-mail]
Barbara Leob
Research and
development
division
[e-mail]
Jason Kraneur Financial division [e-mail]
William Kloppenburg Report department [e-mail]

9
MANAGEMENT
6. Meeting minutes
Topic Owner Time
To develop collaboration between the employees
of each department All the departments Within 15 minutes
To spread the benefit of unity and team work All the departments Within 30 minutes
To identify the strengths and weaknesses of the
employees All the departments Within 60 minutes
To understand the development of team work
and cohesiveness All the departments Within 60 minutes
To work harmoniously with each department for
meeting organisational objectives All the departments Within 15 minutes
Action items
Action Owner Due date
Train the employees about the benefits team work can
provide with suitable examples HR manager Within 4 days
Conduct practical team development exercises so that
cohesion between the members can be formed HR manager Within 2
weeks

10
MANAGEMENT
To ensure that a proper and encouraging workplace
environment is kept at the organisation HR manager Within 3 days
Next meeting: Use of effective motivation and leadership tools for employee development
Date of meeting (DD/MM/YY) 18/06/2019 Time 11am-2pm
Meeting objective
To use the motivation and leadership techniques for the proper
development of employees and improve productivity

11
MANAGEMENT
Trainer observation rubric checklist in the learner’s demonstration/ observation on task activity (please )
Elements Yes No
Chairing the meeting
Begin on time
Introduce self and welcome all (especially new members)
Facilitate discussion and group interaction (encouraging diversity of views / opinions)
Provide supporting environment to encourage complex discussions
Communicate effectively with both groups and individuals as required
Ensure participants comments and actions are non-discriminatory through effective facilitation
Summaries key points as appropriate
Instruct minute taker to record details as appropriate
Ensure meeting runs smoothly by moving on to next topic in timely and appropriate fashion
Ensure meeting stays focused
Delegate actions / follow up as required
Communication skills
Use warm and open communication style
Use open and approachable body language
Make direct eye contact to create direct pathway between participants and self (may be culturally
inappropriate for some groups)
Communicate with confidence
Establish a trusting environment
Stay impartial
Ensure participants comments and actions are non-discriminatory through effective facilitation