BSBADM502 - Formal Meeting Project for Leadership Conference 2019

This project presents a comprehensive account of a formal meeting project undertaken by a student, simulating the role of an Operations Manager for Grow Management Consultants. The assignment focuses on planning and executing a meeting to discuss the program for an upcoming Leadership Conference 2019. The project encompasses the creation of a detailed meeting agenda, including timeframes, attendees, and discussion topics. It identifies key leadership topics such as digital and collective leadership, and includes email communications to participants. The project details the process of conducting the meeting, highlighting adherence to the agenda and ethical considerations. The student also prepared comprehensive meeting minutes, a revised conference program, and supporting documentation, including screenshots and emails. The project demonstrates the student's understanding of meeting management principles, leadership concepts, and effective communication within a professional setting. The final deliverables include a revised conference program, screenshots of file organization, and an email to staff summarizing the meeting's outcomes.

Running Head: Assessment Task 2: Formal Meeting Project
ASSESSMENT TASK 2: FORMAL MEETING PROJECT

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Assessment Task 2: Formal Meeting Project
Table of Contents
1. Meeting agenda......................................................................................................................3
2. Identification of leadership topics..........................................................................................5
3. Meeting arrangements............................................................................................................6
4. Conducting the meeting.......................................................................................................12
5. Meeting minutes...................................................................................................................13
6. Revised conference program................................................................................................17
7. Screen shots..........................................................................................................................18
8. Email to staff........................................................................................................................19
Reference list............................................................................................................................21

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Assessment Task 2: Formal Meeting Project
1. Meeting agenda
Reviewing the case study information, it was found that the theme of the conference
will be leadership conference 2019. The meeting agenda template contains all the details
about the meeting for arranging the conference (Serrat, 2017).
MEETING AGENDA
Name of the
meeting:
Discussion about “Leadership conference 2019”
Date of Meeting:
(MM/DD/YYYY)
9/16/19 Time: 10am-10.30 am
Meeting
Duration:
30 minutes Location: Meeting room 1 of
grow management
consultants
1. Objective of this Meeting
Main objective of this meeting is to discuss and program about the upcoming conference
of the organization. Development of agenda and distribution of minutes will be done
before the conference.

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Assessment Task 2: Formal Meeting Project
2. Attendees
Name Department/Division E-mail Phone
Paul Burns CEO xxxxxx xxxxxx
Bob Downs Senior Management
Consultant
xxxxxx xxxxxx
Jack Steel Marketing Manager xxxxxx xxxxxx
Sally Smith Administration officer xxxxxx xxxxxx
Jane Simms consultant xxxxxx xxxxxx
Leander Duval consultant xxxxxx xxxxxx
3. Meeting Agenda Time frame

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Assessment Task 2: Formal Meeting Project
1. Discussion of the topics of conference
2. Seeking ideas about conference topics
3. Scheduling the meeting and allocating roles and
responsibilities
4. Discussing about different issues about the
conference
10-10:10 am
10.10-10.15 am
10.15-10.20 am
10.20-10.30 am
2. Identification of leadership topics
Topic 1: Digital leadership: Promoting transformations within a leader to
achieve business goals
In this digital business era, a leader must be able to accept digitalization of process
and change techniques of leadership accordingly. Digital leaders are a form of
transformational leaders and they must be capable of thinking, acting and reaction in different
manner. Cognitive transformation is required for making a business digital by a digital leader
(Deloitte.com, 2019). On the other hand, behavioral transformation of a leader refers to the
ability of that person to act differently. Finally, the emotional transformation of a leader helps

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Assessment Task 2: Formal Meeting Project
to react in different manner. Focusing on this leadership approach, a company can mitigate
new age challenges and it can help in being competitive by nature (Komives, 2016).
Topic 2: Collective leadership: working collaboratively to survive in this digital
era
Collective leadership style allows leaders to work in a group to achieve a single goal
of the concerned business. Business competition is increasing day by day in every sector and
people are putting their best effort to cope up with challenges of this digital business era. At
this point, a single leader cannot make appropriate decisions and perform accordingly.
Working collaboratively with a team may help leaders to perform better. Subordinates must
be considered as effective team members and a collective leader need to value opinions of
each of the team members. According to Volz-Peacock, Carson and Marquardt (2016), a
group of people can deal with adaptive changes of twenty first century better than a single
leader. A collective leader is appropriate for present business era.
3. Meeting arrangements
Email 1
Meeting: Leadership conference 2019
To: XYZ
CC/BCC: XXXX
Subject: Draft conference program and meeting agenda
Dear sir/madam,

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Assessment Task 2: Formal Meeting Project
Please accept this email as a notice regarding a meeting that will be arranged for
scheduling and planning for upcoming conference in this organization. You are cordially
invited to this meeting, which will take place in the meeting room 1 of this organization.
The meeting will take place on 16th of September 2019 and this meeting will start
from 10.00 am and end at 10.30 am. Detailed timeframes are mentioned in the meeting
agenda. In this meeting, different topics of the conference will be discussed. In addition, roles
and responsibilities of participants will be discussed. The participants in this meeting will be
sought to provide some conference topic regarding leadership. This can help to draft the final
conference program (Allen, Lehmann-Willenbrock & Sands, 2016).
It has been requested to all the participants to confirm their attendance through a mail
before the scheduled date and time. Please go through the meeting agenda and draft
conference program for having a better idea.
Regards
XXXX
Operations manager (Grow Management Consultants)
Draft conference program
Conference Details
Name of the conference “Leadership conference 2019”
Time of conference 10 am to 3 pm

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Assessment Task 2: Formal Meeting Project
Location Conference hall of Grow Management
Consultants
Number of participants 100
Time Event
10 am Opening speech by CEO
10:30 am Discussion of leadership issues in modern
era
11:15 am Latest trends on leadership styles
12 pm Discussion about topic 1: Digital leadership
1:00 pm Recess
1:30 pm Discussion about topic 2: Collective
leadership
2:00 pm Collecting feedback from participants
2:45 pm Ending speech
3:00 pm End of the conference

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Assessment Task 2: Formal Meeting Project
Meeting agenda

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Assessment Task 2: Formal Meeting Project

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Assessment Task 2: Formal Meeting Project
Email 2
Regarding arrangements for the meeting
To: XYZ
CC/BCC: XXXX
Subject: Draft conference program and meeting agenda
Dear administration officer,
This mail is regarding a preparation that needs to be done for arranging a meeting.
The meeting will be arranged on 16th of September 2019.
You are requested to book the meeting room 1 in the above mentioned date. Time of
meeting is from 10.00 am to 10.30 am. Moreover, we will be grateful if you please arrange

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Assessment Task 2: Formal Meeting Project
refreshments for approximately 10 people. Other requirements for this meeting are stationary
and laptops.
It will be helpful if you make the required arrangements before the scheduled date and
time.
Regards
XXXX
Operations manager (Grow Management Consultants)
4. Conducting the meeting
A chair person is liable for planning and leading a meeting (Serrat, 2017). Before the
meeting, it was checked whether the meeting place is meeting the health and safety
guidelines or not. At that time, one chair of that meeting room were disputed and the fire
extinguisher was not present in the room. These two hazards have been spotted and rectified
immediately. After the start of the meeting, I, the chairperson of the meeting have given my
introduction and welcome other attendees. All of them were given with one copy of meeting
agenda and the draft of the conference program. After that the purpose of this meeting has
been stated along with recommended timeframe and attendees have been requested to
contribute equally. According to Neville & Re (2019), meeting must be time bound as per the
determined agenda. The meeting agenda has been followed and all the tasks have been
performed under my monitoring within predetermined time frame. All the agenda items have
been met in mentioned order. It has been confirmed that all the members have stuck to the
meeting agenda throughout the meeting. Opinion of all attendees has been listened and
ethical behavior has been promoted. Being a Chairperson, I have ensured the starting and end