Report on Management of Business Meetings: Procedures and Analysis

This report provides an analysis of business meeting management, focusing on ordinary board meetings and video conferencing. It examines the preparation phase, including defining meeting purposes, setting agendas, identifying participants, and outlining requirements. The report delves into the procedures for conducting meetings, emphasizing the chairperson's role in maintaining order, adhering to ethical conduct, and considering cultural differences. It also details the process of conducting and recording minutes, as well as the importance of follow-up actions, including assigning tasks, setting deadlines, and sharing meeting outcomes. The report concludes by highlighting the crucial responsibility of the chairperson in managing meetings effectively and ensuring that assigned tasks are completed, ultimately contributing to successful meeting outcomes. The report is structured in a table format for easy understanding.

Running head: MANAGEMENT OF BUSINESS MEETINGS
MANAGEMENT OF BUSINESS MEETINGS
Name of the Student
Name of the University
Author note

1MANAGEMENT OF BUSINESS MEETINGS
Table of Contents
Introduction................................................................................................................................1
Discussion..................................................................................................................................2
Preparation.............................................................................................................................2
Conducting.............................................................................................................................3
Meeting procedures............................................................................................................3
Conducting minutes...........................................................................................................4
Recording minutes.............................................................................................................4
Following up..........................................................................................................................4
Conclusion..................................................................................................................................6
References..................................................................................................................................7

2MANAGEMENT OF BUSINESS MEETINGS
Introduction
Meetings are time consuming. Middle level managers spend 35% of their time in
meetings and top level managers spend 50% of their time in meetings (Li, et al. 2015).
Therefore, managers should have efficient skills of managing meetings. This report discusses
about the agendas, objectives and follow up procedures of ordinary general meeting and
videoconferencing. This report is structured in one section mentioning the methods of
preparation, conducting and follow up of each meeting, involving four participants.
Discussion
For this assessment two types of meetings are chosen, an ordinary board meeting and
a video conferencing.
Preparation
Board Meeting Video conferencing
Purpose of the meeting To announce the distribution of
dividends (Gutmann, 2016).
To share the need for
training to the departmental
heads
Agenda of the meeting To consider the minutes from the
previous meetings.
Declaring distribution of dividends to
the shareholders for the current
financial year.
Training needs for every
departments.
Structure and style of the
meeting
Highly structured meeting, adheres to
the legal guidelines and practices code
of conduct of business.
Minutes are recorded electronically
Not so formal in structure
however it follows the code
of conduct and policies of
the business.

3MANAGEMENT OF BUSINESS MEETINGS
("training.gov.au - BSBADM502 -
Manage meetings", 2020)
Minutes are also needed to
be recorded.
Identification of
participants of the meeting
Internal auditor of the company,
Chairman, Director, Shareholders,
chief finance officer and chief
executive officer
Company secretary and
departmental heads.
Requirements of the
meeting
Seating arrangements, postal ballet,
stationery items, catering,
accommodation (Muller & Travis,
2017)
Projector, software for
video conferencing,
speakers.
Designated timelines The meeting papers will be shared
with the members 14 days prior to the
meeting. The members will receive
the meeting papers in their post.
The meeting papers
will be sent to the
departmental heads at least
14 days prior to the
meeting. The papers will be
shared in their mails.
(Miller, Weinberg & Gerzi,
2017).
Figure: table 1.1
Source: created by author

4MANAGEMENT OF BUSINESS MEETINGS
Conducting
Meeting procedures
The chairperson maintains the order of the meetings by following the code of conduct
of the business. The chair will control both the annual general meeting and video
conferencing by encouraging members for participation, efficiently managing the time,
arrange for voting of the directors or shareholders. The annual general meeting will follow
member motion during debate or voting (Cornforth, 2015).
Both the meetings should adhere to the ethical conducts of business. The cultural
differences, beliefs of members should be considered during a meeting. In the board meeting
the agenda of the meeting should be properly clarified with all the members of the meetings
along with the profit and loss statement of the company. The distribution of dividends should
be fair and equal.
The meeting procedures should abide by the code of conduct which includes the anti-
discrimination laws, WHS legislation and treatment towards other members. The annual
general meetings should be conducted under Corporations Act 2001.
Conducting minutes
The chair is responsible for conducting a meeting within the time frame by starting
the meeting on time, prohibiting presence of quorum, brief the agenda at the start of the
meeting (Miller, Weinberg & Gerzi, 2017).
Recording minutes
The minutes of both the meetings will record the attendance of the participants, items
listed in the agenda and action taken after conducting both the meetings.

5MANAGEMENT OF BUSINESS MEETINGS
Following up
During a meeting, steps should be taken to achieve the agenda such as involving the
members by assigning task and deadlines to them. After the meeting, the chair should take a
follow up of these task and assigned deadlines.
Task for board meeting Time
Fixing the date of the next
meeting
5 minutes
Minutes from the previous
meeting
20 minutes
Discussing the agenda 30 minutes
Stating the purpose of the
meeting
15 minutes
Figure: table 1.2
Source: created by author
These task should be duly completed within the time by the assigned member and the
chairperson should take follow up on the tasks.
The outcomes of the meeting should be shared with other relevant members. In an
annual general meeting, a report of the meeting should be prepared and distributed to the
shareholders. For videoconferencing, the relevant team members should be informed about
the meeting. The outcome of the meeting should be shared within the assigned time limit.

6MANAGEMENT OF BUSINESS MEETINGS
Conclusion
From this report, it can be concluded that the chairperson is crucially responsible for
managing the meeting. The chair should have the abilities and skills to encourage the
member’s participation and conduct the meeting according to the organizational policies and
procedures. Even if the meeting underwent successfully the chair should take follow up to
check on the task assigned to the members.

7MANAGEMENT OF BUSINESS MEETINGS
References
Cornforth, C. (2015). The eternal triangle: the crucial role of the Chair and Chief Executive in
empowering the board.
Gutmann, J. (2016). Taking minutes of meetings. Kogan Page Publishers.
Li, J., Oker, J. E., Hegde, R. K., Florencio, D. A. F., Pahud, M., Cunnington, S. K., ... &
Zhang, Z. (2015). U.S. Patent No. 9,111,263. Washington, DC: U.S.
Patent and Trademark Office.
Miller, A., Weinberg, S., & Gerzi, A. (2017). U.S. Patent Application No. 14/800,394.
Muller, M., & Travis, A. D. (2017). U.S. Patent No. 9,626,661. Washington, DC: U.S. Patent
and Trademark Office.
training.gov.au - BSBADM502 - Manage meetings. (2020). Retrieved 6 February 2020, from
https://training.gov.au/Training/Details/BSBADM502