Detailed Report: Analysis of Managing Meetings Assessment Activities

This report comprehensively analyzes various aspects of managing meetings, encompassing both formal and informal settings. It begins with an assessment of an informal ad-hoc meeting, including meeting notices, agendas, emails, hand notes, and memoranda. The report then transitions to a formal board meeting, detailing meeting notices, agendas, meeting plans, emails, hand notes, and meeting minutes. The activities cover different types of meetings and the documents required for each, from initial notices and agendas to final minutes and action item lists. The report also includes a series of questions and answers related to meeting management principles, organizational communication, and effective decision-making processes. It provides a complete overview of the meeting planning, execution, and follow-up processes, making it a valuable resource for understanding and improving meeting effectiveness.

Managing Meetings

Table of Contents
Assessment Activity 1-Informal Ad-Hoc Meeting..........................................................................1
Meeting Notice.......................................................................................................................1
Draft Agenda..........................................................................................................................1
Final Meeting Agenda............................................................................................................2
E-mail.....................................................................................................................................2
Hand Notes.............................................................................................................................3
Draft Memorandum................................................................................................................3
Final Memorandum................................................................................................................4
Assessment activity 2.......................................................................................................................4
Meeting Notice.......................................................................................................................4
Draft Meeting Agenda............................................................................................................5
Final Meeting Agenda............................................................................................................6
Meeting plan...........................................................................................................................7
Hand Notes.............................................................................................................................8
E-mail.....................................................................................................................................8
Draft of Meeting Minutes.......................................................................................................9
Final Meeting Minutes...........................................................................................................9
Assessment Activity 3....................................................................................................................10
Q1...................................................................................................................................................10
Q2...................................................................................................................................................11
Q3...................................................................................................................................................14
REFERENCES..............................................................................................................................16

Assessment Activity 1-Informal Ad-Hoc Meeting
Meeting Notice
XYZ electronics limited
32, New South Wales, Sydney
Australia
September 6, 2017
Notice
First Ad-Hoc meeting held by Human resource manager inviting members of HR team
highlighting current communication issues in workplace will be held at board room of company
at 9:00 a.m. on Wednesday September 7, 2017.
HR Department
Administration:- Kindly ensure availability of the board room.
Draft Agenda
Ad- Hoc Meeting Agenda
Date 07/09/17
Time 9:00 A.M.
Location Board Room, XYZ electronics limited.
Attendees
23 Members of Human resource team
Agenda
No. Agenda Items Presenter Time Duration
1 Addressing current communication issues HR Manager 09:00 30 min
1

faced by employees. A.M.
2 Assessing their impact on workplace. HR Assistant 9:30
A.M.
25 min
3 Ensuring effective communication among
employee.
HR Manager 10:00
A.M.
30 min
Final Meeting Agenda
Ad- Hoc Meeting Agenda
Date 07/09/17
Time 9:00 A.M.
Location Board Room, XYZ electronics limited.
Attendees
20 Members of Human resource team
Apologies
John Fredrick Adam Frost Shane Watson
Agenda
No. Agenda Items Presenter Time Duration
1 Addressing current communication issues
faced by employees.
HR Manager 09:00
A.M.
30 min
2 Assessing their impact on workplace. HR Assistant 9:30
A.M.
25 min
3 Ensuring effective communication among HR Manager 10:00 30 min
2

employee. A.M.
4 Improvement requirement in HR practices HR Manager 10:40
A.M.
10 min
E-mail
From:
To:
CC:
Subject:
Dear Members,
Ad-hoc meeting is going to conduct on 7th September 2017 by HR manager with the purpose of
communication issues in the organisation. All members of HR team are requested to attend the
session. Notice of Meeting is attached in this mail. Kindly ensure your presence in the
scheduled meeting.
Thanks and regards
HR Department
XYZ electronics limited
Hand Notes
 Language issues faced by employees in communication.
 Impact on knowledge transfer process of organisation.
 Effective participation, discussion and problem solving methods evolved that assist in
eliminating issues.
 Worker participation in management practice needs to be developed by HR team.
Draft Memorandum
Memorandum of Meeting
3

Date: 09/09/2017
Date of Meeting: 09/07/2017
Time: 09:00 a.m.
Location: New South Wales, Sydney
Type: Ad-hoc meeting
Attendance: All members of HR team present
The following is a summary of discussion at Ad-hoc meeting:
 The meeting was called at 9:00 a.m. By HR manager of XYZ electronics ltd.
 He thanked those members of HR team for attending. He indicated that meeting was
short, informal and low tech, no power point presentation and audio visual presentation
Final Memorandum
Memorandum of Meeting
Date: 09/09/2017
Date of Meeting: 09/07/2017
Time: 09:00 a.m.
Location: New South Wales, Sydney
Type: Ad-hoc meeting
Attendance: All members of HR team present
The following is a summary of discussion at Ad-hoc meeting:
 The meeting was called at 9:00 a.m. By HR manager of XYZ electronics ltd.
 He thanked those members of HR team for attending. He indicated that meeting was
short, informal and low tech, no power point presentation and audio visual presentation
 Emphasis on communication issues at workplace and providing effective methods to
minimise the issues.
Action Item List
Action Item Responsible Deadline Status
4

Effective
communication at
workplace
Human Resource
Department
1st December Pending
Assessment activity 2
Meeting Notice
Coffee House
Sydney, NSW
Australia
September 6, 2017
Notice
Notice is hereby given that Board meeting of company will be held at Shangri-La Hotel Sydney
on Friday 25 September starting at 9:30 a.m. with aim of retaining the current customer base
and to regain the brand image by opening a Coffee House Espresso Boutique in Pitt Street
across Nespresso.
Secretary
Draft Meeting Agenda
Board Meeting Agenda
Date 25/09/17
Time 9:30 A.M.
Location Shangri-La Hotel, Sydney.
Attendees
15 Board Members
5

Agenda
No. Agenda Items Presenter Time Duration
1 To read and approve the minutes of last
meeting.
Chairperson 09:30
A.M.
30 min
2 To discuss staffing, orientation and training
policy of staff.
HR Manager 10:00
A.M.
25 min
3 To analyse operational plan. Operation
managers.
10:30
A.M.
30 min
4 To discuss marketing strategies and sales
target.
Marketing
managers.
11:00
A.M.
30 min
5 To present report on financial viability and
resourcing.
Finance
Manger
11:30
A.M.
45 min
6 To present report on competitor product
analysis and strategies to maximise ROI
Product
development
manager.
12:15
P.M.
35 min
7 Other Business Secretary 12:50
P.M.
20 min
8 Next Meeting Chairperson 01:15
P.M.
10 min
9 Closure Chairperson 01:25
P.M.
30 min
Final Meeting Agenda
Coffee House
Board Meeting
6

Meeting To be Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Time Agenda item Action Presenter
09:30
A.M.
Opening, quorum and
attendance:
15 members of board
present in meeting
Chairperson
10:00
A.M.
Chairperson Report Executive summary,
Corporate governance and
CSR activities conducted.
Chairman
10:30
A.M.
Financial review Gains and losses of previous
financial year, balance sheet
and new investments plans.
Treasurer
11:15
A.M.
Matters For Discussion General matter regarding
opening a Coffee House
Espresso Boutique in
Sydney.
11:50
A.M.
Other Business Opening new retail store in
Sydney to sell espresso
machines and accessories
12:15
P.M.
Next Meeting December Chairman
01:30
P.M.
Closure Proceeding of current
meeting and agenda of next
meeting set. Thanked
everyone for attending
meeting.
Chairman
7

Meeting plan
Coffee House
Meeting Plan
Meeting To be Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Items Particulars Deadline Status
Purpose Retaining the current customer base and to
regain the brand image by opening a Coffee
House Espresso Boutique in Pitt Street
04/09/17 Pending
Structure Formal Board Meeting
Meeting
Documents
Agenda, Chairperson report, draft
documentations, financial reports, marketing
reports, competitor product analysis report,
operations plan, notice of meeting, previous
minutes, research reports and meeting papers
Storing
Documents.
Written notes, laptops, flash drives, iPad notes,
audio/visual recordings. All papers and record
of meeting stored and accessed on
D:\CoffeeHouse\Human Resources\Public\
Meetings\Board Meetings
Reports and
Attachments
Chairperson Report and Treasurer’s report
Special needs Gary Johnson: Mobility Assistance
Jamie Raspberry: Gluten free meal
Lin Cheng: Chinese-English interpreter
Bilal Akbar: Halal meal
20/09/17 Pending
Venue Shangri-La Hotel 25/09/17 Pending
Catering By hotel management 25/09/17 Pending
Transportation Arrangement made through flight form
Brisbane and taxi for receiving 4 Board
25/09/17 Pending
8

members by secretary.
Accommodation Rooms are book for 4 board members at
Shangri-La Hotel for 1 night by secretary.
26/09/17 Pending
Technology and
Equipment
Projectors, laptops and speakers with
microphone are arranged
25/09/17 Pending
Costs $10000
Hand Notes
 There were no matters arising from previous meeting.
 Recruitment and selection, training and developments, induction and orientation methods
discusses by Human resource Manager.
 Operational plan which include all logistics derived by operations managers.
 Marketing strategies including SMART objectives, segmentation, targeting
and positioning and sales target estimated by marketing manager.
E-mail
From:
To:
CC:
Subject:
Dear Board Members,
Board meeting is going to be conducted by Chairperson of company for the purpose on
retaining customers and regain brand image. The meeting will be held at Shangri-La Hotel
Sydney on Friday 25 September starting at 9:30 a.m. Notice of Meeting is attached in this mail.
Kindly ensure your presence in the scheduled meeting.
Thanks and regards
HR Department
Coffee House
9

Draft of Meeting Minutes
Minutes of Coffee House
Board Meeting Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Meeting was called to order at 09:30 AM at Shangri-La Hotel, Sydney. Quorum was established
15 members of board was present in meeting.
Matters Arising/Action Items was presented to attenders
Chair’s Report presented by Chairperson
Financial Review was given by Treasurer’s
Next Meeting will be held in December
Chairperson thanked everyone who was present in meeting and summarise all the proceeding
effectively.
Action Item List
Action Item Responsible Deadline Status
Opening a Coffee
House Espresso
Boutique in Pitt Street
Top management and
Operational Managers
1st December Pending
Final Meeting Minutes
Minutes of Coffee House
Board Meeting Held in Shangri-La Hotel, Sydney on
25 September 2017 at 09:30 AM
Welcome: Meeting was called to order at 09:30 AM at Shangri-La Hotel, Sydney. Quorum was
established
In Attendance: 15 members of board was present in meeting.
10