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BSBADM502 Manage meetings

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Lesson overview

The following topics are covered in this unit:

• Topic 1 – Types of meetings


• Topic 2 – Planning and leading
• Topic 3 – Virtual meetings
• Topic 4 – Attending meetings

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Delivery

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Introduction

Recommended reading

Recommended Text: Management Theory and Practice 6e,


Cole, Kris (2016)
Chapter 28 Leading and attending meetings.

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Introduction

Activity: Discussion

MEETINGS

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Introduction

Video Clip: Every meeting ever


The different roles people play in a meeting
https://www.youtube.com/watch?v=K7agjXFFQJU

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Topic 1 – Types of meetings

Calling the right type of meeting at the right time

When should a meeting be called?


Who calls it?
How is it arranged?
When should it be arranged?

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Topic 1 – Types of meetings

Activity: Types of meetings

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Topic 1 – Types of meetings

Activity: Discussion
http://www.fairtrading.nsw.gov.au/ftw/Cooperatives_
and_associations/Running_an_association/Annual_ge
neral_meetings.page

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Topic 1 – Types of meetings

Legal Requirements

Some meetings have legal obligations – for example


some organisations are required by law to hold
particular meetings such as an AGM.

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Topic 1 – Types of meetings

Activity: Australian meeting laws

Research Corporation law for meetings in Australia.


What is the Act and its objective?

Find three different examples of regulations derived from


the Act that will influence the way an AGM is held.

List down the circumstances that can render a board


meeting invalid.

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Topic 1 – Types of meetings

Activity: Committee meeting

List the procedures that should be followed for holding a


committee meeting.

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Topic 1 – Types of meetings

Video Clip: Humorous Keynote Speaker and Corporate


Comedian Dave Fleming Presents: Meetings Jargon

A comedic look at meetings:


https://www.youtube.com/watch?v=awaLZ9TknUc

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Topic 1 – Types of meetings

Activity: Formal Meeting

1. Prepare for a formal Board Meeting for an educational institution.

2. Your role is to chair the meeting.

3. Write out a procedure to follow for conducting this type of meeting and
list down the legal obligations of board members.

4. List down any legislation that should be followed.

5. The subject of the meeting can be for any reason as long as it is


appropriate and realistic.

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Topic 2 – Planning and leading

Activity: Agenda

Research Agenda templates on the Internet or look at the in-


built template in the word processing package being used

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Topic 2 – Planning and leading

Activity: Agenda

1. Create your own agenda

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Topic 2 – Planning and leading

Activity: Agenda

2. Find an example of a formal meeting agenda such as one for an


AGM or board meeting.

• in what way is it different from a standard or informal meeting?


• list down the headings from the Agenda
• research a Chairperson’s agenda; why is it different from an
attendee’s agenda?

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Topic 2 – Planning and leading

Activity: Effective meetings

It is important to know what the appropriate meeting conventions


and protocols are – for either formal or informal meetings.

Research and list some conventions and protocols that could be


used for holding a meeting for an AGM.

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Topic 2 – Planning and leading

Activity: Chairing a meeting

What is the role of a chairperson?

List down the key qualities that you would consider are
characteristic for an effective chairperson.

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Topic 2 – Planning and leading

Video Clip: Chairing a meeting

A staff meeting showing how the chair holds the meeting.

https://www.youtube.com/watch?v=oPhKhTI0Lss&list=PLJYFtINX
KGH7cTHwbMV9dejvU-ZL-NF8Y

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Topic 3 Virtual meetings

Leading virtual meetings

Activity: Video Clip: Tripp Crosby: Conference Call in Real Life

This clip shows a video conference as it would happen if everyone was


actually in the room.

https://www.youtube.com/watch?v=z_tiqlBFjbk

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Topic 3 Virtual meetings

Activity: Terms

1. Define the following, in terms of conducting a meeting


and list the advantages and disadvantages of each:

• synchronous meetings
• asynchronous meetings

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Topic 3 Virtual meetings

Activity: Collaboration software

Virtual meetings using collaboration software is generally


used when participants are dispersed over a large
geographic area

• Split into pairs.


• Research on the Internet for software being used today
and register for a trial.
• Investigate the features of the software and provide a
summary of it to present to class.

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Topic 4 Attend meetings

Discussion: Taking Minutes

http://www.effectivemeetings.com/meetingbasics/minutes.asp
http://www.wikihow.com/Take-Minutes
http://careerplanning.about.com/cs/communication/a/minutes.htm
http://knowledge.wildapricot.com/display/communications/How+To+
Write+Effective+Meeting+Minutes

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Topic 4 Attend meetings

Group Activity: Attending a meeting

- prepare for an informal meeting

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Topic 4 Attend meetings

Group Activity: Attending a meeting

1.Prepare an Agenda:
• Identify the participants for a meeting;
• State a date, time and venue;
• List the items for the agenda; each participant is to have
at least one matter to address.
• Send the agenda via email to all participants to invite
them to the meeting

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Topic 4 Attend meetings

Group Activity: Attending a meeting

2. Prepare a Meeting Preparation Statement that identifies:


• The way the room should be appropriately laid out, with
the right equipment stated
• Catering arrangements
• A list of protocols that participants should follow
(consider the video conference participants in particular)
• How a chair would manage any conflicts arising in the
meeting

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Topic 4 Attend meetings

Group Activity: Attending a meeting

3. Attend a meeting

Each group should conduct their meeting in front of the


rest of the class.

Each student should take minutes for at least one meeting.

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Topic 4 Attend meetings

Group Activity: Attending a meeting

4. Minutes

Type up the minutes taken for the meeting attended.

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