Effective Meeting Management: Strategies and Best Practices

This report delves into the multifaceted realm of meeting management, providing a comprehensive overview of its key components and practical applications. The report begins by defining organizational and workplace meetings, emphasizing their significance in decision-making, communication, and team building. It then explores the importance of agendas, outlining the items included, and the various terminologies associated with meetings, such as quorum, agenda, and minutes. The report further examines the structures and arrangements of meetings, highlighting the responsibilities of the chairperson and key features of group dynamics, including trust, communication, and accountability. It also contrasts face-to-face and virtual meetings, discussing their respective advantages. The report then explores methods for recording meeting notes, including the Cornell method, and finally, it presents real-world case studies demonstrating meeting procedures, agenda creation, and the role of administrative staff in managing workplace dynamics, addressing issues like bullying and harassment, and implementing training programs to foster a respectful and inclusive environment.

Manage meetings

TABLE OF CONTENTS
TASK 1............................................................................................................................................3
TASK 2............................................................................................................................................6
Task Activity 1............................................................................................................................6
Task activity 2.............................................................................................................................8
Task activity 3.............................................................................................................................9
TASK 3..........................................................................................................................................12
REFERENCES..............................................................................................................................15

TASK 1
QUESTIONS
1. Organizational meetings
as organisational meetings are held in order to appoint officers, setup minute books and
make appointment of auditors and several many reasons (Treasure-Jones and et.al., 2019). With
the proper planning of organisational meetings, the people can keep themselves updated on
current events and make discussions as well. When the organizational meetings take place it
helps people to make decision-making process successful. There are different types of
organisational meetings such as team building meetings, problem solving meetings, planning
meetings and project related meetings so on.
2. Purposes of workplace meetings
Workplace meetings is very important for the success of business as it helps employees
and management team to make important decisions (Appel-Meulenbroek, Weggeman and
Torkkeli, 2018). In the business management, workplace meetings helps employees to
communicate with each other and share important information. With the help of workplace
meetings, the employees can easily solve problems by using effective solutions in the meeting.
The major purpose of the workplace meetings is to build team work and work on projects so that
it would help the management to achieve success.
 By having workplace meetings, strong relationship between employees can be build
 it helps employees to make better and quick decisions on projects
 Workplace meetings facilitates creative thinking as people share their experience,
knowledge and skills.
3. Explaining agenda and items included in it
an agenda is a proper list of meeting activities in the order in which people begin with the
call so that it would end with adjournment (Oeppen, Shaw and Brennan, 2020). The major
importance of agenda is that it is very effective in nature as it increase team productivity and
performance at individual level. Basically, it is a proper list of topics that company or any person
want to cover up during their meeting time The major purpose of the agenda is to provide people
a clear guideline of what should happen in the particular meeting, in this agenda it is essential to
mention who will lead each task or project. Not only this, it will also explain about how long

each step should take which mean timeline of the task should be properly mentioned and final
review should be involved.
Agendas should include items such as:
 Actions items
 Informational items
 Discussion topics
4. Meeting terminologies
It is very essential for people to be acquainted with the terminologies so that it would provide
great results (Lopez-Fresno and Savolainen, 2020).
1. Agenda- as discussed this is one of the most important part in meeting which needs to be
taken into consideration. Basically, it is a proper planning for a particular meeting in
which a list is made for the agenda items to be discussed such as topic, goals, discussion
period, time allotment for each topic and feedback or final review of meeting.
2. Apologies- basically, it is a formal notification sent by people as when they are not able
to attend a meeting.
3. Brainstorming- it is a method or technique used by people in order to collect ideas from a
group.
4. Chair- basically, he is the person who controls the conduct of the particular meeting in
the company or any workplace.
5. Minutes- talking about minutes it is a formal part which is written to record a meeting. In
minutes, copies are circulated to attendees of meeting so it will record about the
confirmation at the next meeting.
6. Mover- proposer of a motion
7. seconder- who supports the mover of a motion a formal way in the meeting context
8. Quorum- basically, it a minimum number which is required to be at a meeting so that
meeting can be help successful and legitimately.
9. Standing order- talking about standing order, it is rules, policies and regulation made that
govern people how its meetings should be held and run effectively.
10. General business- talking about general business it is a body of the meeting where the
major goals and set objectives related of the particular meeting are being discussed for
the successfully run it.

5. Structures and arrangements of meetings
For the successful arrangements of meetings it is essential to focus on the things which
needs to be done before a meeting takes place (Hunter, 2019). The structure of meetings should
involve brainstorming where people share information and creative ideas leads to build strong
relationship between them which is also known as innovation meetings. After that planning
meetings and organized process should involve in which location, agenda, participants details
and equipments used should be involved. It also includes proper decision-making process and
problem solving meetings in order to achieve better results for projects.
6. Responsibilities of the chairperson
 Chairperson is the important person as it plays a vital role in the workplace as he
manages company meeting effectively.
 The major role of the chairperson is to provider leadership in order to manage everything
 To ensure the management committee work properly and run functions at workplace
smoothly
7. key features of group dynamics
To be successful it is essential to work together in a group. Team dynamics are the
behavioural relationship between people of any given team (Forsyth, 2018). Trust, face to face
interaction and open communication is the key to successful team work. Group dynamics also
include feature like accountability, diversity and willingness to correct mistakes among team
members which helps in conflict resolution.

8. Key features of options for meetings
face to face meetings-
 helpful in making quick decisions and improve trust
 it helps to build strong relationship with people
 it is appreciated by customers and other people
virtual meetings
 it keeps participants engaged
 Build networking which helps to achieve goals
 Promote technology and innovation
 Screen sharing with people on online meetings will encourage people to use technology
9. methods for recording meeting notes
 firstly, note taking method will be helpful with the help of Cornell method
 outline method- highlight the important points and make it bullet point
 it is necessary to use method like collaborative meeting agenda to keep track of meeting
notes and use mind mapping.
 keep track of questions and issues which has been identified and use feedback method
 share the meeting notes with other stakeholders to so that their reactions can be known
For training meetings, conventions focus on knowledge gaining and education purpose such as
training classes and seminars and workshops (Oeppen, Shaw and Brennan, 2020).
10.
organizational polices and procedure is very essential for meeting purpose because they set out
what can and cannot be decided in particular meetings.
For chairing meeting, it is essential to follow procedure such as start the meeting by welcoming
people, check list of absentees and receive apologies, check for any issues, record minutes and
set the scene. Plus meeting minutes are notes which can be record during a meeting. Format for
minutes include date and time, purpose and names of participants, agenda and action taken etc.
TASK 2
Task Activity 1
1
The organizational procedure being used in order to undertake this task is as follows-

All the meeting must have an agenda and this must be sent at least 24 hours in advance,
The next step involves the arranging for all the equipment like the projector, conference phones
and others.
Further outlook need to be provided to all staff relating to meeting and the details.
Another thing to be followed as the procedure is to start the meeting always on time and to come
early in case meeting is called by the person only.
2
The different types of meeting need to be prepared involves the formal meeting, board meeting,
informal meeting and many other different types of meeting.
3
The type of meeting is formal meeting wherein the meeting is being conducted on the basis of
formal procedure to be followed. The purpose of this meeting is to finalise the strategies or
decision for the better working of company.
Another type of meeting is board meeting which are organised by the company in order to meet
some specific requirement of the company (PROVENZANO, 2020). The purpose of this meeting
is to solve the specific problem which the company is facing and for this board meeting is being
conducted.
4
The meeting requirement including the participant requirement are as follows-
The first requirement is to decide that whether the meeting is necessary or not.
The next thing to be decided is to state the objectives in clear and concise manner.
Along with this agenda and the participant details will be decided that is who will attend the
meeting and who will not.
5
The agenda of formal meeting is to provide guidance relating to appointment of Chair and set the
parameters through which Chair is to conduct the meeting (Leebeek, Duvekot and Kruip, 2020).
The agenda of board meeting is to outline the new meeting policy which is being designed in
order to make better decisions.
6
For both the meeting the person responsible for making notes is assistance manager.
7

The two meeting notice involves the following-
The formal meeting is being scheduled over the lunch hour.
The board meeting is being scheduled for the for more than 3 hours in length.
8
To: meeting participant
Subject: To share meeting notice and agenda
Dear all.
This mail is to bring to your notice that the agenda of both the meeting is being finalised that is
formal and board meeting. Along with this the time of both the meeting is being scheduled and
being attached with the mail. Please review the related schedule and be on time for the meeting.
Also in case of any doubt or suggestion please contact the manager.
Thanks and regards
ABC
Task activity 2
9
For the arrangement of meeting the manager has decided to meet the four admin staff namely
Andy, Lucy, Jacob and Mary. For this a meeting is being organized in order to know the causes
which motivates the bullying and harassment of people within the workplace.
10
This message is being made in order to confirm the meeting with all the four admin staff to be
conducted so that meeting can be scheduled in manager’s room.
11- 15
Manager: good afternoon all.
All four admin staff greet the manager.
Manager: do you know for what purpose the current meeting is being scheduled?
Andy: certainly we know the reason for the meeting.
Lucy: yes, surely we know the context of the current meeting.
Manager: so please clarify me more on the bullying issues being taking place within the
company.

Jacob: within the workplace there are some of the issue which the employees are facing and this
might be because of racial feeling among the employees.
Mary: this is particularly because of the reason that when the people from different race comes
then they might develop the feeling of inferiority.
Manager: but for this thing only you four admin staff has been hired. In accordance to our health
and safety policy it our responsibility to provide a safe working environment to each and every
employee.
Lucy: yes, this is so because we are ensuring that the working is being done in proper manner
and good environment is being created by us without any discrimination or harassment.
Manager: this is good but then also there are complaints coming for the issue of harassment and
bullying.
Jacob: yes, sure we are trying to make the changes in better and effective manner so that there is
not any issue relating to bullying and harassment.
Manager: but what measures are you taking for the improvement of this issue?
Mary: we are providing effective training to the existing employees that they must respect each
and every person whether they belong to any of race or religion.
Lucy: along with this we also take induction of the new people joining as this assist in making
them understand the policy and can work accordingly.
Manager: that’s good and please it is the responsibility of all the four admin that there is not any
bullying and harassment taking place in company.
Task activity 3
16
After the collection and analysis of the minutes notes it was clear that the main agenda of the
meeting was to identify the reason for the bullying and harassment within the company. the
minutes also outlined that the four admin staff is working in better position to remove this issue
and for this they are providing training to the existing employees and induction for the new
employees coming to the organisation.
17
The minutes of the meeting are accurate for the reason that all the key discussion point has been
evaluated and analysed and recorded in proper and accurate manner. These minutes can be
submitted to the manager for the approval of the strategies being decided within the minute.

18
The success of the meeting can be identified by the effective minutes which have been recorded
during the presentation. This need to be appropriate and accurate because in case the minutes
will not be accurate then this will be affecting the efficiency of the meeting and might be
possible that agenda of meeting is not attained (Thalawattha, Samaraweera and Wijerathna,
2021). The items which need to be considered at time of checking the meeting document or the
accuracy are as follows-
The date, time and the venue of the meeting need to be recorded perfect within the minutes along
with the names of the members who were present in the meeting.
Another thing to be checked for accuracy of minutes involves the name of the meeting chair that
is who is conducting the meeting.
Along with this the any kind of apology which is being tendered during the meeting must also be
recorded in proper and effective manner.
Further any kind of failure of quorum need to be disclose for the minutes to be accurate.
Along with this the list of items to be considered is also being attached in the minute.
Details of the declaration of pecuniary interest is outlined.
Also resolution relating to the list of item need to be managed and listed.
19
The designated timeliness for the minutes is booked over the lunch hour.
20
Introduction
This reports relates to the concluding of the outcome which have been generated after the
meeting relating to bullying and harassment.
Main body
The minutes and the meeting outlined the discussion among the manager and the four
admin staff. This discussion was done for identifying the issues and causes relating to the
harassment and bullying within the company taking place. This is not at all good practice that
bullying is taking place within the company (Dowsett, von Hallern and Ruettimann Liberato de
Moura, 2018). as this will demotivate the employees and more new employees will not be
coming to the company. thus, for this reason that meeting was conducted and manager
questioned four admin staff for better result. For this, the four staff stated that they are doing

hard work to reduce the issue of harassment and bullying. For this they are providing better
training to the existing employees that they must respect all the people coming to the place and
must not discriminate with others.
Conclusion
In the end it was analysed the making the workplace free from harassment and bullying is very
important in order to improve the working condition. This is also necessary as when there is not
any issue within the working environment then this will be motivating employees to work in
better and effective manner.

TASK 3
Topic- Bullying and Harassment
Overview- A formal meeting with higher management to discuss about the problem relating to
bullying and harassment and finding solutions to prevent this from happening again. The major
aim of the activity is to raise awareness of harassment and bullying at workplace.
Policies and procedure- safety and health of employees is the policy which is established
in the company to protect staff members from any type of issues such as bullying and
harassment. It is essential for higher management to take action where they find non-compliance. For current case, Manager gathers all people who involved in harassment case and
bullying Andy at the workplace.
Suggested time- 10-15 Minutes
Aims-
 To spread awareness about harassment and bullying and any other forms of unacceptable
workplace behaviour, its impact on health of people and its causes.
 To develop and improve a better understanding of acceptable workplace behaviour.
Participants-
 Robert (manager)
 Lucy (company secretary)
 Jacob ( chief executive officer)
 Mary (minute taker)
 Andy (victim)
 Sandy and Albert (guilty persons who involved in harassment of Andy)
 Brendan and veronica ( witness- other students who watched the bullying scenes)
ROLE PLAY
Robert- good morning everyone, I am the manager for a section of Australian
constructions. I am here to discuss with you all about the recent bullying and harassment cases
arising on daily basis which has created major issues at workplace. As you all know that this
behaviour is not at all acceptable at workplace. Also, this is totally against the company health,
work and safety policy. On the basis of informal meeting which we have already done with team
and other staffs the major reason of bullying and harassments includes discrimination such as
race. Andy, please tell me what happened ?