BSBADM405: Meeting Organization, Minutes and Communication Techniques

This assignment comprises detailed meeting minutes from various scenarios, including church board meetings and fishing club meetings, along with a case study on organizing a Work Health and Safety Committee meeting for Grosvenor Publishing Company. It includes the creation of agendas, notices, and meeting papers, adhering to company policies. The assignment also delves into culturally appropriate communication techniques, emphasizing respect for cultural differences, clear communication, and non-verbal cues. Additionally, it explores legislative provisions affecting meeting organization, such as requirements for written requests, documentation preparation, and timely communication. The provided examples showcase the practical application of these concepts in different contexts, demonstrating the importance of structured meetings and effective communication.

Running head: ORGINES MEETINGS
1
Name
Institution

Orgines meetings
2
Minutes of meeting
Church board meeting
To be held on
10th February 20xx at 2:00pm
At
Church conference room
1. Opening
Staff present: JB, CS, BW, GB
2. Apologies
AH, JC
3. Minutes of previous meeting
Moved by BW, seconded by CS
4. Business arising
No business arising
5. Correspondence
No correspondence received
6. General business
Replacement of furniture in church
7. Next meeting
Monday, 15th February at 2:00 pm
8. Meeting close
2:30 pm

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MINUTES OF CHURCH BOARD MEETING HELD ON 10TH FEBRUARY 20XX AT
2:00 PM AT THE CHURCH CONFERENCE ROOM
Members present
1. John Brandon
2. Christine Sheldon
3. Brandon Wright
4. Grace Sharon
Apologies
1. Ann Huggs
2. Jack Collins
Agenda
1. Replacement of church furniture
Opening remarks
The meeting was called to order at 2:00 pm by the chairperson, followed by a prayer from Grace
Sharon.
Reading and approval of previous minutes
Minutes from the previous meeting were read by Christine Sheldon, verified as true records by
Grace Sharon and seconded by Brandon Wright.
Agenda #1: Replacement of church furniture
The Chairperson informed members that funds had been mobilized to commence the
replacement of all the chairs in the church. He added that the process will begin on 10th March,
20xx. Members agreed and committed their support.

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Adjournment
There being no other agenda, the meeting ended at 2:30 pm. The next meeting was scheduled for
Monday, 15th February at 2:00 pm.
Signed
Chairperson………………………………………… Date………………………..
Secretary…………………………………………… Date………………………...

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Appendix 1
Minutes Verification Form
1. What is the purpose of meeting?
For the Church board members to receive an update on the issue of replacing all the
chairs in the church
2. The chairperson of the meeting (or other meeting officer) must sign below to indicate that
your draft notes are authentic. They must also indicate authenticity by initializing the front of
your draft and final minutes.
TO BE SIGNED BY THE CHAIRPERSON OF THE MEETING (or other meeting officer)
I verify that the attached draft minutes were taken during the above meeting by:
_________________________________________________________________________
Signed: __________________________________________________________________
Chairperson (please print name) ______________________________________________
Date ____________________________________________________________________

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MINUTES OF THE FISHING CLUB HELD ON 15TH JUNE 20XX AT 4:00 PM IN THE
FISHING CLUB CONFERENCE ROOM
Members present
1. Mary Kapor
2. Ena Ceasar
3. Sandra Dacey
4. Laura Winston
5. Peter Kahn
6. Nicolas Smith
Members absent with apology
1. Jason Abas
2. Kerry Eagles
Agenda
1. Selection of trophies
Opening remarks
The meeting was called to order by the chairperson at exactly 4:00 pm, welcomed all the
members present to the meeting, and thanked them for finding time to attend the meeting.
Reading and approval of previous minutes
Minutes of the previous meeting were read by Edna Ceaser and seconded by Peter Khan as true
and accurate records.
Business arising
Among the arising issues from the previous meeting was that nominations for club awards were
received by the secretary and it was passed that the list of the nominations would be emailed the
following week without fail.

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Agenda #1: Selection of trophies
Being the major agenda of the meeting, members present discussed at length and Sandra Dacey
raised the issue that trophies need to be selected for the upcoming awards upon receipt of the
nominations that were to be sent via email. Peter Kahn proposed that Laura Winston and Ena
Ceaser take up the task of selecting the trophies by 31st July. His proposition was seconded by
Mary Kapor.
Adjournment
There being no other agenda and arising issues to be discussed, the meeting ended at 4:25 pm.
The next meeting was scheduled for Thursday, 1st July at 4:00 pm.
Signed:
Chairperson…………………………………………. Date..………………………….
Secretary……………………………………………. Date…………………………….

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a. Give three examples how you could distribute a copy of the minutes to meeting
participants.
i. Sending to members' emails and notifying them.
ii. During the meeting, hard copies of the same can be provided for reference.
iii. Hand-delivery to every member in case they can be easily accessed for deliveries.
b. How many days after meeting should the minutes be distributed and list reasons why?
Minutes are prepared immediately the meeting ends and ensure all the attendees receive their
respective copies within 24 hours for members to go through to identify any errors for correction.
It also gives enough time to complete any assignments given during the meeting.
c. What is your understanding of culturally appropriate communication techniques that
should use when holding a meeting with people from different cultures?
Culturally appropriate communication is the ability to communicate effectively in a way that
recognizes, respects and accepts the existing cultural differences. It is about discovering,
understanding, recognising and working effectively within the influences of the different cultures
of individuals (Aksoy-Burkert & König, 2015).
Communication techniques
Understanding and acknowledging the different cultural practices especially when holding
meetings (Sprain, & Boromisza-Habashi, 2012)
Recognizing that you are communicating with individuals by finding out what each person
believes in (Svennevig, 2012).
Speaking clearly and concisely and breaking down information for easy understanding.

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Applying non-verbal communication techniques like facial expressions and gestures selectively
since each culture interprets non-verbal techniques differently.
Treating all cultures equally without discrimination (Ahmed, 2012)
d. List at least three (3) key provisions of the legislation that may affect/need to be
considered when organizing meetings.
i. The request must be made in writing, clearly stating the agenda of the meeting, date,
time and place for the meeting (Haynes et al, 2011)
ii. All the necessary documentation need to be prepared before the meeting and carefully
checked for any errors and accuracy to be corrected in time.
iii. Timely communication to all members for personal planning ( Kosmin & Roberts,
2013)

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References
Aksoy-Burkert, F., & König, C. J. (2015). Meeting training: A suggestion.
Ahmed, S. (2012). On being included: Racism and diversity in institutional life. Duke University
Press.
Haynes, B. P., Oseland, N., Marmot, A., Swaffer, F., & Ceneda, S. (2011). Environments for
successful interaction. Facilities.
Kosmin QC, L., & Roberts, C. (2013). Company Meetings and Resolutions: Law, Practice, and
Procedure. OUP Catalogue.
Sprain, L., & Boromisza-Habashi, D. (2012). Meetings: A cultural perspective. Journal of
Multicultural
Svennevig, J. (2012). Interaction in workplace meetings. Discourse studies, 14(1), 3-10.
Discourses, 7(2), 179-189.