Manage Meetings: Diploma of Leadership and Management

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MANAGE MEETINGS
DIPLOMA OF LEADERSHIP AND MANAGEMENT
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Table of Contents
Assignment 1...................................................................................................................................3
Questions......................................................................................................................................3
Assignment 2.................................................................................................................................16
Questions....................................................................................................................................16
References......................................................................................................................................30
Appendix........................................................................................................................................31
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Assignment 1
Questions
1.Why is it important to create a meeting agenda that reflects the style and structure of the
meeting and to send it, together with any papers, to all participants? What items should be
included on an agenda?
For successful completion of the meeting, it is very required that the participants are very well
aware of the meeting agenda as well. Meeting agenda is considered as a list of meeting activities
according to the sequences, those activities will be supposed to be conducted during the meeting
as well. In meeting agenda, more often there are more than two specific activities included in
that. It also includes beginning call and ending statement as well. It also reflects the style and
structure of the meeting, along with the purpose of the meeting. The following will be the
benefits of sharing an agenda before meeting with the participants.
Direction to the meeting – Sharing an agenda with the participants of the meeting before the
meeting will be helpful to understand the direction of the meeting so far. Meeting agenda
includes purposes and activities of the meeting so it automatically provides direction to the
meeting as well.
Preparation time – It will be helpful to provide the participants enough time in order to prepare
for the meetings and their activities.
Increase participation - It will not only help to increase their productivity towards the meeting
and its agenda so far. It also helps to increase their participation so far in the meetings.
Feedbacks–Agenda would be helpful to provide and receive feedback after the meetings as well
(Sutherland & Jarrahi, 2018).
The following items must be included in a meeting agenda.
Meetings goals must be included.
Topics which will go to be discussed also outlined in the meeting agenda.
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A list of attendees will be included in the meeting agenda.
A section of action items and off-topic discussion topics will be included in the meeting agenda.
Time, place, duration and other logistics must be included in agenda.
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2.What are the attributes of an effective and efficient meeting? Write legal and ethical
requirements of conducting a meeting. What are the responsibilities of the chairperson in a
meeting?
For making the meetings effective and efficient, the following will be the attributes for a
meeting.
Effective meetings must have a prime purpose or target and the meetings must be productive.
The meetings must be collaborative in nature in terms of increasing efforts from participants.
Meeting should be engaging enough to let the participants being interested in meeting activities.
It should be very well organized, all activities, requirements, and details must be clearly
mentioned on the agenda. The meetings must be pre-planned, focused on the target, encouraging
and timely managed as well. Meetings should be results-oriented (Ferreira, et. al., 2019).
The following will be the legal and ethical requirements for conducting a meeting.
The targets of the meeting must come under code of practices of companies.
The information and data discussed must be confidential and must not share from anyone.
Privacy acts and along with all the required laws must be followed.
Role of the chairperson to meetings will be described following.
Chairperson has to make sure that meetings have been set up with all the supplies needed.
All supporting documents and reports must be available and distributed during the meeting.
All requirements of meetings such as place, light, tables, chairs, and stationery must be fulfilled.
Purpose of the meeting must be followed with the activities of the meeting (VanDongen, et. al..,
2018).
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3. How does briefing the minute taker prior to the meeting improve efficiency? What
information should be included in minutes? Why is it important to check minutes,
distribute them and make any necessary reports as soon as possible after the meeting?
Taking minutes will be one of the most effective things in terms of making the meeting more
successful. It will be helpful to remind the major important things of decisions discussed during
the meetings. It will be increased in terms of increasing accountability and productivity of the
members who participate in the meetings. It helps to improve the strategies and measure progress
from last meetings.
It is in the form of a concise report and only includes major remarkable points of the meetings. It
includes name of participants, agenda items, focal points, past decisions & future decisions, date,
and actions taken during the meetings.
Meeting minutes must be considered as a measuring tool for measuring the progress in
comparison to past meetings. It will be helpful to review the major activities and decisions
completed during the meetings. It will be helpful in facilitating actionable responses, along with
that, it also helps to review historical records of the past meetings. It will be helpful to collect
legal support. It will be helpful to those participants who were unable to attend the meetings
(Kitten, et. al., 2018).
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4. Why does the chairperson need to understand group dynamics when chairing a meeting?
The chairperson of the meeting has the biggest responsibilities on its own, in terms of not only
completing the meeting successfully but also in terms of executing all the decisions taken in the
meetings as well. As the chairperson of the meeting, it is considered that chairperson would be
able to understand and manage the group dynamics so far. It will be helpful to make the
strategies for successfully completing the meeting followed by all the requirements, targets and
goals of the meetings. It will be helpful to increase active participation from the participants of
the meetings which will be helpful to make improvement in the productivity of the team
members as well.
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5. List and describe three different types of meetings. The description should describe the
structure and typical arrangements for each meeting type, and any special considerations?
There are four different types of meetingsand three of them will be following as well.
Information meetings – in these meetings, only some important information will be provided in
relevance to the topic of the meeting as well. No other things will be discussed. Only relevant
information or knowledge will be shared. A relevant time frame, meeting questions and
explanations in meetings would be included to successfully complete the meetings.
Decision-making meetings–In these meetings, the prime focus must be making strong decisions
as well. Usually there are not many discussions performed in this type of meetings but these
meetings will be helpful in terms of making any important decisions to the company as well. All
attendees must be present at meeting. It should have a time stamp.
Sales meetings – These types of meetings usually organized to make discussions about the sales
targets, sales points, and performance of sales team as well. All meetings have a time frame
about the sales target and past extensive meetings. Potential customer data, products, and
performance of salesperson would be discussed at meetings as well (Skinner, et. al., 2018).
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6. Describe the sequence of a meeting in a logical flow of events, such as might be outlined
in a meeting procedure?
The following table will help to identify the sequence of the meeting including all the events in a
logical flow.
Meetings events (In sequence)
 First,select a chairperson for meeting.
 Provide proper information to the attendees of the meeting.
 Assign the attendees roles & responsibilities.
 Inform attendees about time, day, topics and duration of the proposed meeting.
 Arrange all the required documents such as reports, past meeting minutes and other types
of equipment for meetings.
 Final check before meeting about all the requirements.
 Finalize an agenda for meeting.
 Prior information two days or so before to the attendees about meetings.
 Welcome attendees and make general notes about item discussed.
 Discussion about the topics.
 Follow up on the previous meeting action plans.
 Take meeting minutes.
 Distribution of meeting minutes.
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7. Write a short analysis (brief) of the issues you observed in Bill’s meeting and make
suggestions for improvement
The following will be the issues identified in Bill’s meeting.
Ineffective communication–communication is the key to the success of any meetings. During
the discussion in the meeting, the communication among the team members and Bill was very
poor which ended up in a non effective meeting.
No time to preparations – Bill must need to understand that the participants would require
informing about the meetings, its agenda and the prospective activities at least a week before, so
the participants could prepare about the meetings.
No minutes recorded–During the whole meeting, there was no discussion was effectively
performed but along with that, no minutes were recorded which will make it difficult for the
future meetings because it would be difficult to review the discussions of the meetings.
No employee engagement–The biggest failure of the Bill is considered that the participants were
not able to make the engagement or coordination during the meeting with other team members
and even with Bill (Breevaart & Bakker, 2018).
The following will be suggestions for improvements.
Effective time management – Bill did not inform the team members about the meeting on time
which will automatically reduce their time for preparations of meetings. It is considered a very
effective thing to provide the required information to the attendees about the meeting such as one
week or two weeks before.
Distribute roles & responsibilities–It will be very helpful if the roles and responsibilities of the
attendees would be effectively distributed before the meeting. Bill needs to make all the
participants aware of their roles in order to effectively manage the meetings as well (Tan, et. al.,
2018).
Increase active participation–The attendees of the meeting was not actively participated in the
meeting so far because everyone was busy with their phone calls, text messages and emails as
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well. In order to increase their participation, Bill must run some additional activities before and
after meetings as well.
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8. Consider the simulated workplace DFS Galleria given in the appendix. Describe what
actions you would like to take when chairing a meeting in the simulated Workplace. Write
the type of legislation you are required to comp with?
The following will the actions while chairing a meeting.
Managing all requirements–As a chairperson, it will be considered as biggest responsibilities
that all the requirements will be easily identified and fulfilled as well. All requirements must be
well arranged on the meeting day.
Effective communication – As a chairperson, the information of the meeting must be shared
with all the attendees a week before using effective communication methods. Along with that,
during the meetings, open communication methods would be encouraged as well.
Reducing conflicts – It will the most important requirement before and after the meeting that
there would be no conflicts developed among team members and if developed, then easily
resolved as well.
The following will be the major legislations requirements for conducting any meeting.
Provide proper notice- Before calling any meeting, it is required that the attendees will get
proper information according to the time and agenda as well. Required receipts, the content of
notice and time period would be informed on proper time as well.
Minimum attendees–There would be a minimum or maximum numbers of attendees for every
type of meetings as well. It especially required at least a minimum number of attendees so far
(Demir & Bulut, 2018).
Quorums - it is considered as a minimum number or proportions of members which would be
required to make any decisions during the meeting as well.
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