Meeting Management and Procedures: A Comprehensive Guide

Desklib offers solved assignments and past papers to help students succeed.

Assessment Tasks

Table of Contents
Task 1- Develop a Meeting Agenda...........................................................................................1
Introduction...........................................................................................................................1
Background...........................................................................................................................1
Body of the report..................................................................................................................1
Assessment Task 2- Plan and Manage a Meeting......................................................................6
Part A: Develop a Meeting plan..........................................................................................6
Part B Conduct the Meeting................................................................................................7
Part B: meeting follow up..................................................................................................12
Assessment Task 3- Knowledge Test......................................................................................13
Q1. Relationship between general meetings and board meetings.....................................13
Q2 How can directors of the company convene an AGM?...............................................13
Q3 Main duties of the chairperson of formal meeting......................................................14
Q4 Purposes of the minutes?..............................................................................................15
Q5 Legislative and regulatory requirement in organizing a meeting...............................15
Q6 Key steps of a meeting procedure..................................................................................16
References................................................................................................................................17

Task 1- Develop a Meeting Agenda
Introduction
The present task focuses on developing of the meeting agenda. Further, the key purpose of
the agenda for the company has been highlighted along with the valid reasons due to which
meeting has been organized. Along with this, different areas have been covered in the task
such as type and purpose of the meeting, who will attend the meeting, agenda items and the
timeframe of the meeting that will be very crucial.
Background
The selected company is Woolworths Australia for which meeting agenda has been
developed. The agenda has been developed for the expansion of the company stores within
London. The company will open up new stores in the market for which meeting will be
organized. Along with this, meeting plan has been developed that focuses on the individuals
who will attend the meeting and the time frame in which meeting will be carried out. So, this
aspect will be covered for the selected company.
Body of the report
Type and purpose of the meeting
The type of meeting will be formal and at the same time the purpose of meeting will be to
open up the new stores of the Woolworths in the market of Australia. The company is
planning to expand its operations and for this meeting will be carried out. It will be formal
meeting where it will be decided whether new stores can be established etc.
Meeting location
The location of the meeting will be the business premises of Woolworths. It will be carried
out in the office of Woolworths. Meeting room 3rd will be utilized for carrying out meeting
and this will be the convenient place for holding this particular meeting.
Meeting attendees
The managers of the different departments and the top officials of Woolworths branch will
attend the meeting. Board of directors will also be present in the meeting. Mainly the
1

individuals in the top management will attend the meeting and they will focus on the opening
up of the new stores on broader basis.
Agenda items
Different items will be the part of the agenda. Firstly, it will be decided in advance what is
the need to set up new stores. Second agenda item will be deciding the feasible locations.
Third agenda item will be focusing on the resources needed for expansion purpose. Hence, all
these agendas will be quite crucial.
Meeting timeframes
For every specific item time frame has been allocated. Discussion on every area identified
above will take place 10 minutes
Meeting agenda
Meeting Agenda
Date: 5th June 2019
Time: 10am
Venue: 1 Woolworths Way
Bella Vista NSW 2153
Trainers: Note taker:
Attendees:
Apologies:
Topic Discussion Action/Due by
2

Review of
Minutes
-
Agenda 1. Determining the location for the store
expansion
What are the areas where we can expand?
Why are the reasons due to which we have to
expand?
2. What are the resources needed by the
company for expansion?
3. What are the areas we need to focus upon
for expansion?
4. What challenges we can face during
expansion?
12th June 2019
FOLLOW UP
NEXT
MEETING
TBA
OH&S MEETING AGENDA Date: 5/06/2019
3

Time: 10.30am to 12pm
Location: 1 Woolworths Way
Bella Vista NSW 2153
Meeting called
by: Chair person Type of
meeting:
Facilitator: Note taker:
Timekeeper:
Attendees: Manager, Executive manager, Senior manager
Please read: Be on time, switch off mobile phone
Please
bring: Pen, Laptop
Agenda Items
Topic Presenter Time allotted
Estimating the resource requirement xxxx 12 min
4

Determining the locations present for expansion xxxx 10 min
Determining the risks present xxx 10 min
Obtaining suggestions from the members xxxx 10 min
Other Information
Observers:
Resources: Laptop and pen
Special notes: Next progress meeting will take place on 20/06/2019
5

Assessment Task 2- Plan and Manage a Meeting
Part A: Develop a Meeting plan
Distribute the agenda
To: [e-mail], [e-mail]
CC: [e-mail]
Subject: Meeting invitation
Dear Team members,
On behalf of Woolworths, we look forward to your participation in the meeting of the
company. The meeting will be held in the premises of the firm and you are invited to be a
part of the same.
The company wishes to expand its stores within Australia and this is the main agenda that has
been covered in the meeting. Your active contribution in the meeting will surely assist the
firm in expansion of its stores in the different locations. The location of the meeting will be
the premises of the firm and the date will be 12/06/2019. Timing will be 10Am to 12.30 Pm.
Hope to see you soon in the meeting!!!!!!
Warm Regards
Peter Parker
Manager
Woolworths Group
Amend the agenda
After gaining the response of the attendees the agenda has been altered and majority of the
individuals have replied that they are not comfortable with the time. Hence, the timings have
been shifted from 10AM to 12.30 Pm to 11Am to 1.30Pm. This timing will be as per the
convenient for the attendees.
6

Meeting plan
The seating capacity of the 40 officials has been managed in the meetings. Further, the
transportation service of the company will be provided to every executive and pick and drop
facility will be provided for their convenience. Refreshment will be provided during the
meeting and after the completing of meeting lunch facility will also be provided.
The cost of meeting will be around $520 and it includes all the major costs associated with
the meeting.
OHS and privacy issues have been undertaken in the meeting. The information of the
attendees along with the main agenda information will be kept private. The organizer will not
at all share any information that is very crucial. The data will be stored with the help of
information technology and this will assist in managing the privacy related issue properly.
Privacy issue can arise where data is accessed by the third parties and they can take undue
advantage of this.
Part B Conduct the Meeting
Step 3 Call meeting to order “Good morning team, as Chairperson of today’s meeting,
I would like to call this meeting to order”.
Step 4. Circulate attendance
sheet
“I am passing around an attendance sheet for this
meeting. Please write your name and sign next to it.”
Step 5. Welcome all the
participants
On behalf of the entire company a warm welcome to all
of you
Step 6. State the purpose of the
meeting
The main purpose of this meeting is regarding the
expansion of the Woolworths stores in the Australian
market. The management is willing to expand in the
different locations for serving customers easily
Step 7. State required There are some legal and ethical requirement that have
7

protocols, legal and
ethical requirements
been addressed properly in organizing the meeting and I
think that will be fruitful in this meeting
Step 8. Read the agenda items There are some agenda items in the meeting such as
deciding the place for expansion, estimating the resource
requirement and finalizing the tasks
Step 9. Start with the first item
on the agenda and
initiate discussion
I think expanding new stores is necessary for Woolworths
for the development point of view
Step 13 Call for a vote on a pre-
defined agenda item
Why you think is this a feasible option?
Step 14 Ensure votes meets
quorum requirements
It has been ensured that votes meet the quorum
requirement
Step 15 State required protocols
and take votes
Votes have been taken and at the same time their
perception level has been known
Step 18 Announce results The results have indicated that Woolworths can easily set
up its new stores and it is feasible also
Step 19 Summarise the meeting
proceeding and close
the meeting
I think all the individuals have actively participated in the
meeting and we have obtained fruitful information also.
Signed attendance sheet
8

Formal minutes of the meetings with action items
Meeting/Project
Name:
Setting up of new stores
Date of Meeting: Friday 21/06/2019 Start time: 0900hrs
Location: Conference Room End time:
Chair: xxxxx Minute taker: xxxxx
1. Meeting Objective(s)
More ideas were generated like where the company can open up new stores and how it can assist in
expansion
2. Attendance
Present Apologies
xxxx xxx
9

Meeting/Project
Name:
Setting up of new stores
Date of Meeting: Friday 21/06/2019 Start time: 0900hrs
Location: Conference Room End time:
Chair: xxxxx Minute taker: xxxxx
3. Agenda, Decisions, Issues
Topic/ Discussion notes Discussion led
by
All the members introduced to each other Perhaps put in
time allocation as
well as a
reminder.
All the areas were identified for expansion purpose
Meeting review, questions
4. Action Items
Action Responsible Due Date
10