Kanitta Chunchua (ANC10268)

BSBADM502B (Manage Meetings)

Manage Meetings
Assessment Activity 1
1. What are the different types of formal meetings that might
be held in a work place and what purpose do they serve?
Types of meeting might include the following:

Annual General Meeting (AGM)

Board meeting
Staff meetings
Review meetings
Budget analysis meetings
Project planning
Strategic planning
Sales meetings

Meeting can be served as a strategy to set goals and objectives for

teams and work groups, resolve conflicts, solve problems, propose
and elevate changes/improvements, report on new work process and
etc.

2. How do you ensure that the formal meetings you organize

are productive and effective, not simply time-wasters?
There are a number of conditions that need to be fulfilled so that
meetings actually achieve their objectives. Meetings should be both
productive and stimulating. All parties should be encouraged to
proactively participate, provided their contribution is relevant. They
should be involved and interested.
The expectations of attendees should match the purpose of the
meeting. This means that if the purpose is to share information,
members should be advised in advance so that they can prepare
relevant information. They should take notes at the meeting, and be
given opportunities to ask questions and clarify issues.
3. How could you determine the items that will be included on
an agenda and how could you distribute agendas to the
relevant personnel? Does this result in meetings that
achieve their intended purpose? Explain and give examples
to support your answer.

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Items on the agenda might include: welcome, minutes of the

previous meeting, matters or business arising from the minutes,
correspondence, report, general business, questions, date of next
meeting and close.
The agenda might be distributed electronically-email/internet, tax or
as hardcopy in pigeon holes, delivered personally to attendees, by
mail or as a notice on a board where it can easily be read.
Agenda results in meetings that achieve their intended purpose. It
advises attendees of both the meeting purpose and the role they are
expected to play.
Assessment Activity 2
You are about to hold a meeting for the management team in your
organization. A number of productivity problems/issues need to be
discussed and you have asked one of the managers to prepare a
presentation (which includes a PowerPoint presentation) on what
productivity means and how it can be increased/improved.
Where would you hold such a meeting and why would you choose
this venue?
The meeting will be held in the boardroom with a comfortable
temperature. If participants are too hot or too cold they will have difficulty
concentrating.
Draw up a list of the equipment and resources (including hardcopy
handouts) you would need and describe (or draw a diagram of)
the seating arrangements you would organize.
The list of the equipment and resources needed for this meeting is:

Whiteboards, markers, wipers

Technical (microphones, other sound equipment) or electronic
equipment (television, video, data projector, teleconferencing
equipment, computers)
PowerPoint projector

The seating would be organized with appropriate seating, space and desks
or tables on which participants can rest papers, laptops or notepads and
pens. However, they should not be so comfortable that they drift off.
How would you structure the meeting and what timeframes would
apply taking into consideration the needs of the organization,
the problems that need to be resolved and the optimum
timeframes for effective meetings. Give reasons for your answers.
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Once the requirements and intended structure of the meeting have been
decide upon, the venue and physical arrangements must be considered
and appropriate booking made. This could involve: booking a room,
organizing necessary equipments that will be used in the meeting and
have them checked/tested prior to the meeting.
Other things to structure include:

Give handouts to participants

Preparing name tags for participants
Ensure that the venue is booked for the correct time and that there
is access to it prior to the start of the meeting.

The timeframe for this meeting might be a maximum of 1 hour with a 10

minute break in between. Peoples mind literally have a maximum
attention span of 1 hour and 5 minutes. After this time they tend to lose
focus and drift to other matters and much of the import of meeting can be
lost.
When and how would you distribute the agenda?
Agenda would be distributed to attendees in advanced and it will be
distributed with a notice of when and where the meeting will be held.
Assessment Activity 3
1. Briefly describe the methods you presently use (or have used
in the past) to prepare, proof and distribute meeting
documentation, notes or handouts. The meeting may be any
kind of meeting including work related, social, sporting.
I used to prepare for a group presentation meeting for a particular
subject back in to my Master degree studying. The method I used to
prepare and distribute the meeting were:

Booked a special room (with necessary equipments such as

pens, markers and monitor) in the library 2 days in advance
Notified time and place to attendees
Confirmed attendees place, time, documents to be used in the
meeting a day prior to the meeting
Checked and ensured the correction of documents to be used
in the meeting

Are these the most efficient and effective methods? Explain

why you use these current methods and how and why you
think improvements could be made.
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Yes. This method was quite effective for helping attendees prepare
for themselves prior to the meeting. However, some notices were
insufficient, some attendees had not been given time to read
complex documentation and this increased the time for the meeting.
2. What are the procedures that you commonly follow to
confirm that the meeting arrangements will comply with your
requirements?
The procedures that I commonly follow to confirm that meeting
arrangements are in accordance with requirements are the
followings:

Make room booking well in advance

Notify the potential attendees of the time and place
Check that the equipment - whiteboards, data projectors,
telephones, laptops, videos etc - that might be used in the
meeting are available and ensure that the person making
presentations know how to use the equipment
Ask all attendees to contact me the day before the meeting or
I choose to contact them
Check all documentation and proofread.
Ensure that there are sufficient copies for all the people who
will attend the meeting and for anyone who is unable to
attend.

Assessment Activity 4
1. If a meeting deviated from its planned agenda, what can be
done to bring it back on track?
If people deviate from the agenda the chair should ask them to
return to the relevant issues. Where items are important they can be
put into the parking lot, that is, listed on the whiteboard and
brought out for discussion at the next meeting or a later time.
2. Why is a chairperson necessary?
The chairperson convenes the meeting, introduces the agendas and
keep discussion in line with the agenda, controls the meeting so the
time spent is not wasted time and discussions do not move across to
inconsequential or irrelevant tangents.
3. Who should chair meetings? Why?
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The role of chair can be rotated so that everyone has the opportunity
to act as chair. This enables people like frontline managers to
develop communication and meeting management skills.
4. How long should each meeting last? Why?
Meeting should be short and address specific issues. They should be
chaired in such a way that those who wish to contribute are able to
do so effectively provided that their contribution is neither
irrelevant nor disruptive.
5. How can active participation in meetings be encouraged?
Encourage active participation by thanking people when they
contribute, following through on ideas and suggestions, making sure
that contributions are acknowledge.
6. Why are minute necessary?
Meeting minutes are necessary so that those who are unable to
attend or who are interested stakeholders can be informed of
meeting processes and outcomes. They also enable people to look
back on actionable items to discover who is responsible for
completion of tasks and what timeframes were allocated to tasks.
7. What confidently issues might impact on the information
discussed in meetings?
In most circumstances, issues discussed in a meeting are subject to
confidentiality requirements, that is, the tactics discussed at sales
meetings. Financial information disclosed at a budget or
management meeting, product/service information discussed at
promotion and marketing meetings should not be disclosed to
unauthorized personnel and, most especially, to personnel who are
external to the organization.

Assessment Activity 5
Explain how you would brief a minute taker at one of the meetings
you might organize. Describe the purpose and style of the
meeting and outline the information you would share with the
minute taker.
The meeting convener will brief the minute taker prior to the meeting. This
brief will serve to explain to the minute taker what is required in terms of
detail and format of the minutes.
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Minute should contain identification data a description of the meeting

purpose, name of the organization, date and time of the chair or facilitator,
main topics and the time of adjournment, name of the secretary, name of
attendees and list of apologies.

Assessment Activity 6
1. Describe how minutes could be recorded, authorized and
dispatched to meeting participants.
Minutes might be recorded directly into Personal Computer (PC), a
laptop or scribed by hand and word processed later. If they are
entered directly into a computer or laptop they can sometimes be
printed and handed out at the completion of the meeting. Before
distributing the minutes they should be proofread and checked to
ensure that there are no error including spelling and grammatical
errors.
It is best that minutes be dispatched as soon as possible after the
meeting while the meeting discussion is still fresh in the minds of
attendees.m
2. How would you determine what formatting procedures
should be followed?
Check transcribed meeting notes to ensure they reflect a true and
accurate record of the meeting, and are formatted in accordance
with organizational procedures and meeting conventions, distribute
and store minutes and other follow up documentation within
designated time lines, and according to organizational requirements.

Assessment Activity 7
1. Describe how a report of a meeting differs to the minutes.
Reports could be verbal and face-to-face, delivered over the
telephone, as part of a video or teleconference or provided in
written, hardcopy format. Reports might be made to the board, the
manager, a CEO or to various stakeholders or shareholder.
2. Give an example of when a report of a meeting, rather than
minutes, might be required
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In some instances, it might be necessary to report to senior

management or to a CEO, the outcomes of a meeting and that the
minutes might be invaluable in determining what should be in
included in the report.
3. Why is it sometimes important for people who were not
invited to attend the meeting to have copies of the minutes?
Why should everyone concerned have a copy of the minutes:

To confirm their understanding of the issues, decisions and

outcomes of the meeting
So they can action any items that were allocated to
themselves
So they can check on the progress of other implementation
needs, particularly those that will impact on their own work.
So they can access the resources necessary to complete
actionable items
To check on their authority to perform specific duties
To enable plans to be made that incorporate decisions made at
the meeting
So that each person is aware of any changes or new ideas
So that open issues can be brought up for discussion at the
next meeting

Assessment tool 2 (AT2) Written/oral question

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?
A meeting agenda that reflects the style and structure of meeting
will outline what will happen at the meeting and what topics will be
discussed. Agenda is the list of business (essential topics) to be dealt
with, in order of presentation and advises attendees or participants
of both the meeting purpose and the role they are expected to play.
Item on the agenda might include:

Welcome
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Minutes of the previous meeting

Matters or business arising from the minutes
Correspondence
Reports
Major agenda items, presenters (where relevant)
General business
Questions/ new ideas/ participant input
Date of next meeting
Close

2. What are the attributes of an effective and efficient meeting?

What are the responsibilities of the chairperson in a
meeting?
There are a number of conditions that need to be fulfilled so that the
meetings actually achieve their objectives. Meeting should be both
productive and stimulating. All parties should be encouraged to
proactively participate, provided their contribution is relevant. They
should be involved and interested. Successful and effective meeting
should:

Start on time
Involve the use of a structured and pre-distributed agenda
Have time frames attached to agenda items, and these are
adhered to
Focus on the objectives throughout the meeting time
Are chaired by an appointed person who clarifies issues to
avoid unnecessary debate
Accept apologies from those who are unable to attend
Start with a summary of the minutes from the previous
meeting
Are kept on track by the chairperson who summarises the
progress made in order to maintain a sense of direction
Are structured so that when a decision is made, it is clearly
communicated- responsibilities are assigned to team members
and deadlines are set for action
Are results oriented
End on time
Are characterized by the documentation and distribution of
minutes actionable items are accurately documented and
followed through with
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The chairperson is responsible for convening the meeting,

introducing the agenda and keeping discussion in line with the
agenda. The chairperson can be elected or appointed and should be
able to control the meeting so the time spent is now wasted time
and discussions do not move across to inconsequential or irrelevant
tangents. Whenever a discussion goes on for longer than it should,
or goes off topic, the chairperson should call the meeting back to
order. If new ideas or problems, not related to the agenda, are
brought up, the chairperson can ensure that they are placed on the
agenda for the next meeting. The chairperson can ensure that they
are placed on the agenda for the next meeting. The chairperson
should also ensure that the minutes for the previous meeting are
available and make certain that minutes for the upcoming meeting
will be taken appropriately.
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?
This briefing will serve to explain to the minute taker what is
required - in terms of detail and format of the minutes. Formats and
expected content will vary, depending on the purpose and style of
the meeting.
Minutes should include:
Issues for discussion. It is important to include the issues that
were discussed at the meeting event if there were no decisions
taken about them. This ensures that they do not get lost and
that it is easier to pick up later on these issues.
Decisions. Decisions must be clearly noted so that everybody
is aware of the decision and so that there is a written record.
Human memory and human perception are notoriously
unreliable and it it not productive of later meetings to be
concerned with trying to come to a consensus on just what an
earlier decision was.
Actions. Record the actions that will happen as a result of the
decision. Recording the actions allows you to check whether
the actions have been followed through.
Timelines. It is also important to indicate a timeline by which
actions must be completed. This again allows you to check
whether the action has occurred within the set timelines.
Persons responsible for the actions. Actions that flow from
decisions must be carried out by a person or group of people.
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By recording this information in the minutes there should be

little doubt about who is responsible. This allows for checking
that the decision has been implemented. Far too often
organisations do not record this basic, yet vital, information
and then spend unproductive time working out whether
anything has happened or not.
Minutes should be checked to ensure that they reflect a true and
accurate record of the meeting and are formatted in accordance with
the meeting conventions. Distributing minutes after the meeting are
necessary so that those who are unable to attend or who are
interested stake holders can be informed of meeting processes and
outcomes. They also enable people to look back on actionable items
to discover who is responsible for completion of tasks and what
timeframes were allocated to tasks.

4. There are a number of key provisions of relevant legislation

and regulations from all levels of government that that may
affect aspects of business operations, such as:
Anti-discrimination legislation
Ethical principles
Codes of practice
Privacy laws
Financial legislation
Occupational health and safety (OHS) legislation
Consumer law
Credit procedures legislation and regulations
Why is it necessary to have a working knowledge of the
legislation involved in business?
In any business, you will face issues if you do not abide by the law.
Whether youre a food and catering business, or you sell nonperishable goods, there are many laws that you will have to abide by.
These laws are there to protect the customers from purchasing
unsafe and bad quality products, and are also there for the
protection of the workers. As a company, it is your responsibility to
ensure that you are providing quality products and a good scheme
for your workers.
Its important to have a working knowledge of the legislation
involved with your business so that with every move your business
makes, you can ensure that you are complying with the laws of the
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land. Sticking to the law means that you will not face lengthy and
costly legal battles in the future.
Legislations are put into place to protect everyone - the customer,
the employee and the company. Being aware of the relevant
legislations will help your organization run more smoothly and avoid
complications in the future, such as getting tied up in lengthy legal
battles for unfair staff dismissal etc.
5. Why does the chairperson need to understand group
dynamics when chairing a meeting?
If it is the type of meeting in which discussion, problem-solving or
strategizing is required in group dynamics the chairperson must be
able to control the input of attendees and ensure that only one
person contributes at time. Also questions and requests to speak
should be addressed to the chair. Each persons contribution should
be duly noted and recorded.
6. Why is it important to have diversity in teams and amongst
employees? Why do you need to be aware of culturally
appropriate techniques when communicating with people
from diverse backgrounds and with diverse abilities?
Benefits of diversity in teams and amongst employees:

Increased adaptability

Organizations employing a diverse workforce can supply a greater

variety of solutions to problems in service, sourcing, and allocation of
resources. Employees from diverse backgrounds bring individual
talents and experiences in suggesting ideas that are flexible in
adapting to fluctuating markets and customer demands.

Broader service range

A diverse collection of skills and experiences (e.g. languages,

cultural understanding) allows a company to provide service to
customers on a global basis.

Variety of viewpoints

A diverse workforce that feels comfortable communicating varying

points of view provides a larger pool of ideas and experiences. The
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organization can draw from that pool to meet business strategy

needs and the needs of customers more effectively.

More effective execution

Companies that encourage diversity in the workplace inspire all of

their employees to perform to their highest ability. Company-wide
strategies can then be executed; resulting in higher productivity,
profit, and return on investment.
It is necessary to be aware of culturally appropriate techniques when
communicating with people from diverse backgrounds and with
diverse abilities. Miscommunication often results when one persons
style of communicating differs from that of another person.
Miscommunication can be a source of discomfort and conflict, and it
is a given in todays diverse workplace that you will work and
interact with many coworkers whose communication style differs
from yours. Therefore, learning how to communicate with people
from diverse backgrounds is an essential skill for all employees in
one's business.

Assessment tool 3 (AT3): Project(s)

Objective of the Meeting:
The management meeting for 12 sections managers is held to
develop new concepts and ideas, address issues related to the
organization procedure, both well and poor aspects. The meeting is
also organized to introduce new continuous improvement strategies
and measures.
Style and structure of the meeting:
This meeting structure will be formal as it is a meeting to develop
business plans and ask for employee input into plans. The 12
managers might be asked to complete surveys or to provide ideas
and input prior to the meeting. This could be summed up and
discussed at a formal meeting. An address to the company CEO will
also be formal and might be structured so that information is passed
on.
Participant List:
1.
2.
3.
4.

Mr Jonathan Kinley - CEO

Ms Shalini Santos - Secretary
Mr Brad Burwood
- Project Manager
Mr Monachi Inikima - Personal Solution Manager
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5. Mr Sean Hampton - Strategic Manager

6. Mr Bernard Goodman
- Enterprise Management Manager
7. Mrs Rachel Mcdonals
- Financial Management Manager
(Sydney Based)
8. Mrs Nicole Bagworths
- Marketing Manager (Perth Based)
9. Mr Michael Longman
- Technical Manager (Adelaide Based)
10. Mr Robert Dandey
- Maintenance Manager
Participant List (via teleconference):
1. Mr Tonino Brossini
2. Mrs Vionetta Iminio
3. Mr Nakawa Minasuki
Date: 24 November 2013
Time: 9.30am 4.00pm
New Venue:
Adina Hotel (Conference Room Level1)
Location: 88 Flinders Street, Melbourne 3000

As the boardroom, which is usually held for meeting at the

companys office, is unavailable on 24 November, the Conference
Room at Adina Hotel on Level 1 will be a good choice for holding this
meeting. Ensure that the venue is booked for the correct time and
that there is access to it prior to the start of the meeting so that
preparations can be properly made. Attendees should be notified of
the venue and given explicit direction if the venue in unknown to
them. Moreover, ensure that the electronic media such as a
projector, monitor, microphone, recorder and etc will be set up and
checked before the participants or speaker will use. Also, check the
layout of the room, it is better to organize the layout in a circular
fashion and the presenter can be placed at the from of the room with
everybody facing them.
Accommodation Arrangement to interstate and country
member:
There will bet 2 of the manager coming from interstate to attend this
meeting. Two Deluxe Room at Adina Hotel will be booked and locked
in prior to their coming.
Refreshment:
Tea break refreshment will be coffee, tea, biscuits, sweets and
drinking water. Adina Hotel Catering Team will cater for lunch on the
premise.
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Chairperson:
The chairperson of this meeting will be Mr Brad Burwood, the Project
Manager. The role of chairperson is to introduce the agenda and
keeps discussion in line with the agenda. He will control the meeting
so the time spent is not wasted time and discussions do not move
across to inconsequential or irrelevant tangents. The chairperson will
also ensure that the minutes for the previous meeting are available
and make certain that minutes for the upcoming meeting will be
taken appropriately.
Special Consideration:
Vegetarian foods should be catered for the manager who is
vegetarian. Before catering lunch, allergy of any kinds of food and
ingredients must be strictly determined.
Equipments for the Meeting:
Equipments to be used during the meeting should be provided and
checked prior to the meeting. The equipments that will be needed
are microphones, sound equipment, data projector, monitor, laptop,
pen and paper. Software such as Powerpoint is also utilized.
Teleconferencing equipment will be used for the 3 managers who
cannot participate in the meeting in person. Therefore, technician
must be checked properly and make sure that there will be no
problems occurred while meeting.
Confirm meeting arrangements in accordance with requirements of
meeting:
Ms Shalini Santos, the CEOs secretary, will be responsible for
confirming the meeting arrangement. After room booking has been
made, all participants will be notified of the time and place via email.
All equipments listed above will be checked, tested and ensured the
availability one day before meeting.
Documentation to be distributed at this meeting will be checked to
ensure that it is relevant and that is does not contain typing, spelling
of grammatical errors. Proofreading will be considered and make
sure that all documentation is properly proofed. Ensure that there
are sufficient copies for all the participants who are attending the
meeting and distribute copies prior to the meeting. Documentation
for those who cannot attend will be provided and distributed later
with the minutes.
Seating Arrangement:
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Meeting Agenda:
MEETING FOR SUPERVISION AND
STRATEGIC DEVELOPMENT IN COMMING 2014

INVADER GROUP CO. LTD

Sunday, November 24, 2013; 9.30am 4.00pm
At Conference Room Level 1, Adina Hotel

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Process Observer: Mr Brad Burwood

Recorder/Minute Taker: Ms Shalini Santos
TIME
9.30am
10.00am

10.00am
11.00am

ACTIVITY
Welcome Note
Minute of previous meeting
Report on 2013 performance

11.00am
11.15am
11.15am
12.00pm

GUEST SPEAKER
Mr Brad Burwood

Video and Talk on

Technological changes for
the year 2007
Review strategic plan for
2012-2013
Tea Break

Mr Michael
Longman

Review Invader Group 2013

Goals
Update 2013 Benefits and
Earning
Report on Marketing
Strategly

Mr Brad Burwood

Mr Sean Hampton

Mrs Rachel
Mcdonals
Mrs Nicole
Bagworths

12.00pm
1.00pm
1.00pm 1.30pm

Lunch Break

1.30pm 2.30pm

Personal Solution Project for Mr Monachi

Inikima
2014
Mr Bernard
Report on Coordinated
Goodman
Development for
International Goal
Review on 2014 Funds
Mrs Rachel
Mcdonals
Group Activity: Develop
ideas and consider
strategic needs for the year
2014
Mr Brad Burwood
Conclusion
Date of next meeting
Close

2.30pm 3.30pm

3.30pm 4.00pm

This meeting agenda will be distributed with a notice of when and

where the meeting will be held. Documents or paper that could be
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distributed ahead of time might include: financial reports,

chairpersons report, report, research reports and correspondence .
Minute Taker:
Ms Shalini Santos is also selected as a minute taker for this meeting.
She will take notes accurately to ensure a correct record of the
meeting. The minute taker will provide a transcripts of the meeting,
an accurate record of what has been said and by whom and enable
those who could not attend to be informed of what happened at the
meeting and of the meeting outcomes.
The minute taker will be briefed prior to the meeting. This briefing
will serve to explain to the minute taker what is required in terms of
detail and format of the minutes.
Minutes will be recorded directly into the provided laptop and printed
out at the completion of the meeting. Also, check transcribed
meeting notes to ensure they reflect a true and accurate record of
the meeting, and are formatted in accordance with the meeting
conventions.
The minute will be dispatched as soon as possible after the meeting
while the meeting discussions is still fresh in the minds of
participants. Generally, copies of meeting will be received by
participants within 1 week of the meeting. The minute will be
distributed by email or hardcopy delivered to those who cannot
attend the meeting.
Report:
The report of the meeting outcomes will be made available for the
CEO. This report will be delivered in a hardcopy format. This report
will be also made for stakeholders or shareholders in a design and
proper hardcopy format.

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