Comprehensive Report on Effective Meeting Management and Procedures

This report provides a comprehensive overview of meeting management, encompassing various aspects such as agenda preparation, meeting conduct, and the roles of participants. It delves into the design of effective meeting agendas, emphasizing the importance of clear objectives, appropriate participant selection, and the timely distribution of relevant materials. The report defines different types of meetings, including information-sharing, decision-making, and problem-solving sessions, highlighting their distinct objectives and formats. It examines the responsibilities of the chairperson, emphasizing leadership and facilitation skills, and explores organizational policies and procedures regarding meetings, including the format for meeting minutes and the importance of legal and organizational requirements. Furthermore, the report outlines factors to consider when designing meeting arrangements, such as venue selection, equipment, and the roles of key personnel like facilitators and scribes. It also discusses the importance of participant behavior, the use of meetings as a problem-solving method, and the effective distribution and storage of meeting minutes. The report concludes by emphasizing the positive outcomes that well-managed meetings can achieve, such as improved decision-making, enhanced communication, and the effective resolution of organizational challenges.

MANAGE MEETINGS

TABLE OF CONTENTS
SECTION: A....................................................................................................................................1
Describe how meetings should be carried out........................................................................1
Prepare an agenda...................................................................................................................1
Conduct a meeting..................................................................................................................2
Numerical information in relation to time frames and budgets .............................................2
Impact of explicit and implicit organisational procedures and protocols...............................2
Plan for evaluating time constraints.......................................................................................2
SECTION: B....................................................................................................................................2
Define the following meeting terms.......................................................................................2
Responsibilities of the chairperson.........................................................................................2
Examples of meeting types or formats...................................................................................3
Locate organisational procedures and policies regarding meetings? What format should be
used to complete minutes?......................................................................................................3
SECTION: C....................................................................................................................................3
Conduct both a formal and informal meeting.........................................................................3

ACTIVITY 1
A. Factors that need to be considered while designing agenda for meeting
Various factors should be kept in mind while preparing the agenda for meeting. For
assembly to be successful the two component which should be considered are:
Designating a clear objective: A clear goal reflects the intention for gathering which
may include making decisions, developing ideas, discussing reports, communicating data or
implementing plans. Venue, date and time of meeting should be clearly mentioned on document.
Target of assembly should be according to strategic plans and policies implemented by company.
Managers should avoid making use of more than one agenda in a meeting.
Inviting the appropriate people: Managers should be involved in inviting only those
individuals or group who are essential for achieving the goals of meeting. This process helps
company in reducing wastage of time and increasing efficiency of gathering (Guide, 2014).
People should also be provided with appropriate roles and agenda that can help them in
achieving their target. Organisation should be in practice of putting right people at right job.
B. Different types of meetings
Information sharing meeting: This meeting has an objective to make their employees
updated about project, progress and challenges. For example, managers discussing information
related to policies and procedures of company to workers.
Decision making meeting: In this gathering individuals come together to make a
decision regarding particular problem or situation. For instance, open discussion or brain
storming by workers can help organisation in making more appropriate decision.
Problem-solving meeting: This type of meetings is conducted to find out specific
solution to problems. For instance, employees discussing about threat and opportunities which
can help company in knowing their strengths, ultimately results in solving problems.
C. Identifying participants in an upcoming meeting
Participants who can be included in meeting should have sufficient knowledge about
problem, proper skills and talent, appropriate set of behaviour and values (Bonar, 2015). Person
who may attend assembly van be introducer which provides details about the task assigned to
them. Meeting convener should also be invited who will ensure gathering follows proper rules
and policies and rover who will suggest the theme of gathering. For example, action like sending

proper invitation via email or phone, finding appropriate place, well-defined planning can be
done by managers for making right people participate in meeting.
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Information that could be shared with participants
Goals and agenda of gathering should be shared by organisation who are conducting
Program. Minutes of meeting should also be conducted to employees which are going to attend
meeting.
D. Organisation meeting arrangements
Arrangements of meeting can be termed as task which has to be done before conducting
any meeting in order to ensure that gathering is properly conducted, all employees have actively
participated by effectively utilising the resources. This may include deciding the location where
meetings will hold, workers who will attend, equipment that can be used during gathering like
projectors, sound system, etc. Agenda should also be defined by organisation in order to ensure
that assembly has proper structure.
It is very important for manager to confirm meeting arrangements in order to implement
it properly. Confirmation should also be taken from chairperson as gatherings are controlled by
him. Considering president is essential as they provide specific roles to participants. Their role
may include appointing facilitators who is in charge of guiding communication and makes sure
that all the issues are raised in a meeting (Trey, Gantt and Marchessault, 2018). Scribe can also
be appointed who is being assigned duty of capturing innovative ideas. An expert and contributor
which helps to share knowledge about particular issues and keeps the discussion healthy and
interesting.
Arrangements of meetings should be properly adhered by organisations as it lays impact
on the participants.
 Date and time of gathering have to be clearly passed as a message to contestants which
will ensure if they are attending assembly or not.
 Communicating to various people like shareholders, employees, board of management is
important as they are the groups who can make this procedure successful.
 It also important for sharing information regarding arrangements to people to involve
active engagement of audience. This will help company in getting feedbacks and new
ideas which may support them in growing.
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E. Analysis of meeting paper
Meeting papers which should be dispatched by organisation are agenda which needs to
properly described so that employees have a knowledge about purpose of gathering. Glossary of
terms and acronym should also be included which will help attendees in knowing about business
terms, if they are not familiar with it (SCOTT, 2016). Code of ethics and conduct also needs to
be dispatched which will guide decision, process and policies of company. Taking notes is the
most important document which should be given to participants as it shows everything that is
been discussed. Notice of meeting should be send to employees before seven days of holding
assembly.
ACTIVITY 2
A. (1) Rules to be followed by participants
Organisation should conduct proper rules to participants at start of meeting. It may
include making sure that attendees arrive on time and have proper knowledge about subject of
gathering. Manager should also make sure that everyone actively participates and there is no
discrimination on basis of age, colour, gender etc.
(2) Rules of Australian human rights commission act
 This act makes sure that people are not judged on basis of employment, income status
family background. It considers it unlawful to treat employees on these facts.
 It also sees that discrimination is not based on disabilities of workers which may be
physical or mental.
 Makes sure that racial discrimination does not exist in organisation.
 Promotes equal treatment of all men and women
 Prevents discrimination on basis of social and culture.
B. (1) Responsibilities of chairperson
 Chairperson should act as an effective leader so that goals and objectives of meetings are
adhered. For instance, they should make sure that participants do not interrupt each other.
 Should be involved in providing support and supervision to board of management.
 They have a duty to make sure that administrative committee works properly.
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(2) Time efficient meeting
 For completing meeting on time agenda and purpose of gathering should be clearly
defined. For instance, if objectives are clear, employees can discuss them easily and
aptly.
 Proper arrangements should be done by manager for timely completion of program. For
example, all the equipment’s like projectors, sound system, mic should be properly
placed which will help company in completing program on time (TAKER and Mocke,
2014).
{C}.1 Traits that could facilitate participation of attendees
 An unbiased perspective of chairperson can involve many employees in meeting; for
example, if leader does not discriminate on basis of age, colour, sex it will help company
in involving large number of workers in assembly.
 Emotional availability of president can also make audience engaged in seminars. For
instance, leader supporting every decision take by sub-ordinates.
 Sensitivity of feelings towards group like for instance encouraging them to participate in
various activities can help chairperson to involve people in meeting.
 Managing time efficiently like for example keeping duration of meeting short can also
attract employees.
2. Meeting as problem-solving method
Key concerns of meetings are to solve problem whether it is being related to employees,
employer or any key issue raising in environment. These assemblies are oriented around issues
which affect the growth of business. These problems can be resolved by meeting leaders and
participants (Heiferman and et.al.,2016). Trouble should be firstly identified by manager and
then gathering should be conducted for solving it. These problems can be solved by brain
storming various ideas or holding open discussion through which new methods and techniques
could be generated. Main objective is to search for potential solution to all issues and agreeing
upon them.
(D).1 Information to be provided before meeting
 Data regarding objectives and goals of meeting
 Minutes of gathering
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 Specifying key role of people like facilitators, scribe etc.
 Distributing notes of minute to all relevant people.
 Problems which is going to be addressed.
(2) Ways of ensuring relevant information taken by minute-taker
For ensuring relevant information is taken by minute-taker manager should advise them
to make notes regarding objectives of meeting. For instance, notes will help them in clearly
identifying the problem.
Supervisor must make sure by keeping a check on notes prepared by minute taker. For
example, focus by leader can be laid on arrangements made by giver.
ACTIVITY 3
A. Preparing meeting notes
Meeting notes prepared by minute taker should include attendance sheet, objectives,
agenda, code of conduct, business glossary. These letter should be prepared by using appropriate
grammar and should not contain any useless information inside it. May contains all data related
to name of committee gathering, date, time and venue, number of participants and their role in a
meeting (Pickett, 2014). The information used should be specific in nature and achieve aims and
objectives defined.
(B)1. Reasons for distributing minutes
 It provides legal protection as minutes may include laws, rules and policies undertaken by
company.
 Helps in driving action towards accomplishing goals.
 Provides proper structure to meeting.
2. Procedure for storing minutes
Minutes and other important documents can be stored in numerous ways. They can be
saved electrically with the help of computers. They can be also protected by storing them online
and putting a password on them (Five Reasons Why Meeting Minutes Are Important, 2016).
Meeting minutes can also be saved from theft by keeping a hard copy of them safe with
managers or supervisors.
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C. Key outcomes of meeting
Meeting which was conducted in an organisation should have positive outcomes.
Problems should be clearly discussed and various solutions should be applied to solve the issues.
Purpose for which gathering was held should be adhered properly. All the problems faced by
employees and employers should be solved while brain-storming. Meeting should help company
in growing and achieving success.
SECTION: A
Describe how meetings should be carried out.
Policy and procedures for meeting are very important part of formal meeting process they
set out what can and cannot be decided in meetings and ensure that certain conventions are been
followed at meetings. They are designed to represent interests of attendees as well the non-
attendees at meetings like; Shareholders and public. There are certain formal policies and
procedures which includes:
 Legal: It refers to policies and procedures that is been required by certain organisation
because of certain legislation imposed on them. Legal requirement s includes; an agenda,
chairperson and formal minutes, etc. They are considered important because it indicates
how well a meeting is conducted and relevant issues is being discussed in. Further, these
policies and procedure help in knowing agenda and purpose for which meeting is being
held by an organisation. These forms of requirement are generally predetermined within
organisation and it is commonly found in meetings held within parliament and other
legislative body (Haas and et. al., 2014)
 Organisational: These requirements are not needed by law but it is being introduced
within meetings as they ensure transparency, protection to employees and shareholders at
large. Organisational requirement refers to safe workplace culture and environment,
proper risk assessment and Politics or prejudices free environment. These policies and
procedures are formulated to provide guidance of employees on how to work and what
task should be performed to achieve the goals of organisation (Peni, 2014).
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Prepare an agenda.
The agenda of upcoming meeting is to discuss the new source of Funds available for
company. The meeting will be held to discuss about pros and cons of the new source of fund i.e.
Bank Loans. Meeting will include debate on topic on whether to take up Bank Loan or to rely on
debt financing only.
It will hold on Monday morning in the Finance department on 3rd floor. The list of
attendees includes; Board of Directors, Senior Finance Manager and employees working under
finance department.
Guidelines / process:
 2 minutes for formal introduction with each other.
 10 minutes for the discussion about current progress.
 Next 15 minutes whether Bank Loan should be included in funding sources or not.
 10 minutes to discuss about merits and demerits of the source.
 After the completion of debate there will be vote for implementing it or not.
Conduct a meeting
Agenda: The meeting is conducted to share information regarding effects of new policy
of competitors over the products of company.
Objective
This meeting is held to discuss the impact of new pricing policy of our competitors for
home care products.
I have read about the new policy of our competitors from Australia Journal of Business
cooperation. They have introduced competitive pricing strategy for their products and they will
offer attractive discounts for people who will avail the product from online website of the
company.
Through these slides I want to show you the effects of pricing policies of our competitors
over our existing products. Impact are as follows:
 Due to this form of pricing it creates tough situation for our company as we have to push
up our marketing strategies to attract consumers to avail our products.
 Company will face more competition and reduction in the demand for our products.
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Suggestion for issues
 R&D department has to work over adding an innovative feature or to develop a new
feature within the existing product to gain a competitive advantage.
 Company need to cut down its cost to bring down it market price of product. Further,
import raw materials from cheaper location.
Questions
 Suggestion to resolve the current issue faced by firm?
 How we can cut down our cost of production?
 Suggest method for improving productivity?
Numerical information in relation to time frames and budgets
Activity/Week 1 2 3 4 5 6 7 8 9 1
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Preparing aim and objectives
Writing background research
study
Data collection by using
primary and secondary
sources
Examination of the collected
data
Interpretation of collected
information to generate
expected results
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Conclusion and
recommendations
Submission of draft report
Modifications as per the
feedback comments
Final Submission
Budget
Activities Prices
Expenses on inviting attendees through phone
calls
$250
Expense incurred on table and furniture $500
Expense of Internet connection $100
Expense on projector $150
Total $1000
Impact of explicit and implicit organisational procedures and protocols
The Implicit protocols refers to the procedure and policy held for employees of the
organisation on how to conduct a particular task and how to behave within company.
Explicit protocols are the rules made for people who work outside the company like;
consumers, shareholders, suppliers, etc.
Each protocols have different impact on different people, for instance; implicit protocols
are made for employees it will affect only the employees and people who worked within
organisation. Similarly, explicit protocols like Terms and Conditions for buying a product or for
availing a share will affect consumers and shareholders and not employees (Farias and et. al.,
2012).
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