Detailed Analysis of Manage Meetings Assessment for BSBADM502 Course

This assignment solution addresses the BSBADM502 Manage Meetings assessment, focusing on the planning, preparation, and execution of effective meetings. The solution encompasses Task 1, which involves preparing for meetings, including selecting meeting formats (Mastermind), crafting invitations, preparing meeting papers, and delegating tasks. It includes a sample meeting agenda, a meeting requirements questionnaire, and a meeting preparation action plan. Task 2 focuses on the formal opening and closing of the meeting, agenda discussion, and effective meeting management. The document provides a detailed analysis of each aspect, demonstrating an understanding of best practices for successful meetings. The solution covers legal requirements for meetings in Australia and emphasizes the importance of a well-structured agenda, timely notifications, and fair voting procedures.

Running head: MANAGE MEETINGS 1
Manage Meetings Assessment
First Name
Last Name
Institution

MANAGE MEETINGS 2

TASK 1-Prepare for meetings
A Appendix 1 – Assessment task 1 submission form
Student name:
Meeting name: END OF YEAR MEETING
Meeting purpose YEAR END PERFOMANCE REVIEW
Participant name Reason for participation
Chief Executive Officer-
CEO
To bring forward the financial report of the company
Chief Accountant To give the financial position of the business at the end
of the year
Credit manager To present the financial information regarding the
debtors
Sales manager To update on the status of the development of new
business and details on the new plans put forward for
the department for the coming year
Workshop manager To update on the different woks of fabrication in the
company
Company secretary To take minutes of the meeting
Board members To advise the management on the state of the bunnies
All departmental team To get information on the status of company
Choice Business College Page 3 of 25
RTO 41297 | CRICOS 03444C
June 2018 version: 3.0

MANAGE MEETINGS 4
leaders performance
Information
communication
technology manager
(ICT)
To ensure that even at the start of the meeting
everything is in its place in terms of connections.
Meeting format
What formats have you chosen for this meeting and why?
Mastermind meeting format. This is because the company wants to review its
performance at the end of the year. While reviewing the performance, It will also
give an opportunity to the members present to air their challenges on the
departments they represent and there will be discussion on the possible solutions
and support. This format is the best as it gives an opportunity to discuss on the
challenges and also achievements and all members are actively involved to take
part.

MANAGE MEETINGS 5
Invitation
What format did you use for your invitation and why did you choose this format?
In this kind of the meeting, I preferred using the invitation letter which I shared by
all the participants via their respective email addresses. This was done via goggle
invitation where the members could be able to see the time of the meeting, venue,
date and agenda of the meeting. It also had an option of the confirmation that you
have received the invite and if interested, you just confirm. This kind of invitation
helps the sender to know if all the people invited will attend through their
confirmation at the email. It also plays a big role in popping on the email of all
people reminding them on the upcoming meeting which increases the attendance.

MANAGE MEETINGS 6
Meeting papers
Describe the meeting papers you were required to prepare and the distribution
method you used to provide those papers to participants. Why did you choose the
distribution method that you used?
In the meeting I was supposed to send all the members expected to attend the
meeting documents like agenda, minutes of the previous meeting and code of
conduct or ethic. All these papers were distributed via the email and also copies
were present during the start of the meeting to be issued to the attendees who had
not printed their documents earlier shared by them via email. This method was ideal
as I could save on the cost of the printing as some of the attendees could come with
their documents printed and now only those few who didn’t print will be printed for.
Delegation
Describe your approach to delegating activities and managing the completion of
those tasks. Were all activities completed by the person to whom you delegated the
task to and on time? Did you achieve the goals of your action plan?
The activities of the meeting were delegated to the chairperson of the meeting. This
was started by choosing the right and perfect person to handle this assignment. The
chairperson was explained why the duties has been delegated to her, all instructions
were given to her, a training was conducted on what she is expected to do and all
the required materials and resources were given to her to conduct the meeting. On
top of it all, she was given the authority over the meeting. All the activities were
completed on time with only the available and provided materials and resources.

MANAGE MEETINGS 7
Appendix 2 – Meeting requirements questionnaire
Meeting requirements questionnaire
Chairperson/host Agenda of the meeting
Department Accounts
Meeting name END OF YEAR MEETING
Meeting details
Date 20/12/2019 Time 10:00AM
Location New Zealand Budget 3000 USD
Meeting format
Purpose To review the company performance of the year as compared
to previous performances over the years
Agenda Managing performance
Participants Internal External
Speakers
The meeting speakers will include the CEO, Different
department heads
Seating
arrangements
U shape sitting arrangement

MANAGE MEETINGS 8
Video or
teleconference
requirements
Webcam to ensure videos of high quality are produced, a
computer with a good storage capacity and good network
connectivity without disruptions.
Supporting materials
Pre-reading Whatsapp profile picture where all attendee are added can have
just a brief agenda of the meeting.
Meeting
documentation
Attendance sheet, hard copies of minutes of the previous
meeting, papers for presentation, Code of conduct, agenda
Equipment
requirements
Name badges, pens, directional signals, promotional gifts for
give away.
Hospitality requirements
Catering
requirements
Biscuits,sweets,juices,sodas and other refreshments
Accommodation
requirements
One hotel called ABC has been fully booked to house all the
attendees of the meeting for the next couple for days the
meeting will take place. All the people in attendance have been
given a special card to present while accessing the rooms for
scanning of their details by the guest room caretaker.
Other requirements
Special needs of
attendees
All the special needs for the attendees will be provided only at
the short breaks given after every presentation. Tissue papers
will be available at the entrance of the boardroom where the

MANAGE MEETINGS 9
meeting is taking place
Other specific
requirements
All the people in attendance will be required to have a branded
t shirt in all the meeting sessions.

MANAGE MEETINGS 10
Appendix 3 – Meeting agenda

MANAGE MEETINGS 11
Agenda
day date time
Meeting name: END OF YEAR MEETING
Location: New Zealand
Dial-in information: 074567894567
Purpose statement Review of company performance in the year 2019
Welcome statement I really appreciate everyone for attending this
important meeting
Apologies
Please accept this as my formal apology that we sent the invitations to the
meeting to such a short notice to you.
Acceptance of previous minutes
Moved: Chairperson –John (Admin
manager)
Seconded: Secretary-Credit manager-
Joan
Agenda item Presented by Duration
1. Name of agenda item. Name of person
who will present
agenda item.
Assigned length
of presentation
and discussion.
2. Call to order for the meeting
chairman 2 minutes in

MANAGE MEETINGS 12
every session
when a new
speaker is coming
3.All attending members to go through
the agenda Secretary 15
minutes
4.Approval of the previous minutes of
the meeting secretary 10 minutes
5.Report of the performance
Chief accountant 2 hours
General business
Next meeting: to be held on the 20th December of the year 2020
Appendix 4: Meeting preparation action plan
Meeting preparation action plan
Meeting name: End of the year meeting
Meeting date: 20/12/2019
Chairperson/host: John-admin manager
Action required By whom By when
Approval of the date of the venue of Workshop Two weeks before