Report on Managing Meetings: Anti-discrimination Law Awareness

This report details the planning, execution, and reflection of a meeting conducted by the HR manager of Adept Owl Games Company to address workplace discrimination. The meeting's primary objective was to educate employees about the company's anti-discrimination policies and procedures, including legal actions taken to prevent discrimination and reporting mechanisms for employees experiencing discrimination. The report includes the meeting's agenda, participant identification (CEO, HR manager, department managers, and employees), a meeting preparation action plan, a meeting invitation, and a meeting minutes template. The reflection section discusses the preparation steps, challenges faced (such as an employee's illness), and areas for improvement, such as including case scenarios in the documentation. Appendices provide meeting requirements, a meeting preparation action plan, and feedback forms assessing the meeting's effectiveness and the clarity of information provided for taking minutes. The report emphasizes the importance of employee awareness and the company's commitment to a discrimination-free workplace.

Running Head: MANAGE MEETING
Manage meetings
Name of the Student
Name of the University
Author Note

1MANAGE MEETING
Assignment 1
Task 2
Topic of the meeting: Awareness of the Anti-discrimination Law of the company
Task 3
Identification of meeting participants – the HR manager, the managers of all department and all
the employees
Task 4
Refer to appendix 1
Task 5
A completed Meeting Preparation Action Plan ( refer to Appendix 2)
Task 6
A meeting invitation
Dear Employee,
We are conducting a meeting at Cliftons Perth on 12th March 2018. The name of the meeting
conducted by us is ‘Anti-discrimination law awareness’. The chief purpose of the meeting is
to make you aware of the various rules and regulations regarding the anti discrimination
policy of Adept Owl Company. The meeting will start at 10 am at the mentioned venue. We
are looking forward for your participation

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Sincerely,
Tim Davies
CEO
A meeting agenda
The agenda of the meeting is to make the employees aware of the anti discrimination policies
and procedures of Adept Owl company.
A meeting minutes’ template
Call to order
A meeting of Adept Owl Game Organization will be held at Cliftons Perth on 12/3/2018.
Attendees
Attendees include all employees, CEO, HR Manager, General Manager of Operations Office,
development officer and IT Officer of Adept Owl Company.
Chief point
 Any discrimination reported on the basis of all the 16 characteristics mentioned in the
policy will be taken strict action urgently.
 Any employee who has gone through any type of discrimination should report directly to
the HR Manager.
Task 7
Method of distribution

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The meeting paper should be distributed by both handing over hard copies to all the employees
and b mailing the employees who will be absent on the day of distribution.
Assignment 2:
Minutes of the meeting
 Every employee will be properly educated about the negative effect of discrimination in
the workplace by the management of Adept Owl Company in order to eradicate
employee discrimination from the company.
 Any employees who have been victimized of discrimination by another employee or
his/her superior must report to the Hr Manager directly.
 Strict legal action within the next 12 hours of the occurrence of the incidence will be
taken by the management.
(refer to appendix 3 and 4)
Assignment 3
A written reflection
Being the HR manager, I conducted a meeting on the Anti-discrimination policy of Adept Owl
Games Company. The company was facing several issues of discrimination within the
employees for the last 2 years. Hence it was really important to educate the employees about the
anti discrimination policies of the company, what legal actions are taken by the company to
prevent discrimination and what should an employee do if he or she suffers from discrimination.
In order to prepare for the meeting I had taken the following steps.

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 I had invited all the employees, the CEO, HR Manager, General Manager of Operations,
Office development officer and IT Officer of the company to participate in the meeting.
Since all of the above mentioned individuals hold crucial designation in the organization,
their opinion was highly important. Being the chief reason behind the occurance of the
meeting, the participation of all the employees was highly required.
 I had distributed the invitation papers both through hard copies and via email to every
employee. Emails were sent to every employee to ensure that all the employees are
notified about the occurrence of the meeting, even he or she was absent at the day of
distribution.
 I had used fog screen technology for projecting the power point presentation that I had
prepared for the meeting. I had also developed a list of dos and donts for the participants
to ensure an effective meeting.
 Since the budget of the meeting was 800 dollars, I was not able to book an elite meeting
room and costly snacks for the participants of the meeting. However, the budget was
enough to book a comfortable meeting room at Cliftons Perth and cater some good
quality snacks to the participants of the meeting (Guffey and Loewy 2012).
 The whole planning and arrangement was conducted by me.
 While the meeting was being conducted, one of the problems faced by me was that one of
the employees got ill and fainted. In order to recover her, I first provided a basic first aid
treatment and then admitted her to the hospital.
 Being the chairperson of the meeting, it was my responsibility to conduct the meeting
successfully. In spite of the fact that the meeting was successfully conducted without any
major issues, I felt that few improvements are required. For instance, the documentation

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should include some of the case scenarios of discrimination and what punishment was
given to the individual who was involved with the act of discrimination.
 After the meeting was conducted, several report of discrimination was submitted to me
by the employees and strict action was taken urgently.
 In order to review the meeting minutes I thoroughly checked the relivemcy of the
meeting agenda with the derived minutes.
 Like the invitation of the meeting, I distributed the meeting minutes both in form of hard
copy and through email.

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Reference List
Conrad, D. and Newberry, R., 2012. Identification and instruction of important business
communication skills for graduate business education. Journal of Education for Business, 87(2),
pp.112-120.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning,
pp. 23-25
Bibliography
Robles, M.M., 2012. Executive perceptions of the top 10 soft skills needed in today’s
workplace. Business Communication Quarterly, 75(4), pp.453-465.
Sharp, M.R. and Brumberger, E.R., 2013. Business communication curricula today: Revisiting
the top 50 undergraduate business schools. Business Communication Quarterly, 76(1), pp.5-27.

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Appendix
Appendix 1
Meeting Requirements Form
Chairperson HR manager, Mr Bae Ahn-Bartle
Department HR department
Meeting name Anti-discrimination law awareness
Meeting details
Date 12. 3. 2018 Time 10 am- 11am
Location Cliftons Perth Budget 800 dollars
Meeting format
Purpose The purpose of the meeting is ensuring that all the staffs of
the Company abide by the Anti-discrimination policies and
procedures.
Agenda The agenda of the meeting is to make the employees aware
of the anti discrimination policies and procedures of Adept
Owl company.

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Participants Internal
CEO
HR Manager
General Manager of
Operations
Office development officer
IT Officer
External
None
Speakers CEO, Mr. Tim Davies, Hr Manager, Bae Ahn-Bartle
Seating
arrangements
Round Table
Video or
teleconference
requirements
Projector, White screen, speakers
Supporting materials
Pre-reading Not required
Meeting
documentation
Power point presentation
Equipment Microphone, Projector, White screen, speakers

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requirements
Hospitality requirements
Catering
requirements
Snacks – Cakes, Biscuits and Pastries
Accommodation
requirements
1 hotel room in Saffire Freycinet for the CEO of the
company
Other requirements
Special needs of
attendees
4 wheel chairs for the disabled employees of the Company
Other organizational
requirements for
conducting meetings
First aid device and CC TV Camera

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Applicable
conventions for
conducting meetings
Fog Screen technology (Conrad and Newberry 2012)
Legal and ethical
requirements for
conducting meetings
All staffs should arrive on time
All the mobile should be switched off
All employees need to behave appropriately and
professionally
All employees should participate in the discussion
respectfully, actively and constructively.

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Other specific
requirements
None
Appendix 2
Meeting preparation action plan
Meeting name: Anti-discrimination law awareness
Meeting date: 12. 3. 2018
Chairperson/host: HR manager, Mr Bae Ahn-Bartle
Action required By whom By when
Booking of the meeting room
HR Manager, Mr.
Bae Ahn-Bartle
7. 3.18
Booking of the Hotel room for the
CEO
HR Manager, Mr.
Bae Ahn-Bartle
8.3.18