• Internal Code :
  • Subject Code : BSBADM502
  • University :
  • Subject Name : Management

Manage Meetings - Part A:

Task 1: Action - Conduct and Chair a workplace meeting and produce

An agenda - Codes of practice at the workplace

Minutes of the meeting:

Date of the meeting:

No of participants attended:

No of apologies:

No of absentees:

No of persons attended:

Proposal made:

TO BE FILLED

TO BE FILLED

TO BE FILLED

TO BE FILLED

TO BE FILLED

TO BE FILLED

An Action Plan for a minimum of 2 key items on the agenda:

Action plan for codes of practice within the organization are:

  • Influencing behaviour by forming the values
  • And implementing proper standards of behaviour within the organization

Task 2: Research

An action plan is a proposed plan or a strategy or a course of action. Action plans help people to know what are the needs that should be addressed to complete a given task, milestones, steps, progress and measures. It also includes responsibilities and another form of strategic planning.

Advantages of recording an action plan in workplace meetings:

Action plan has many advantages other than simply having the list of dos in the meeting. The following are the list of advantages that an action plan has:

  • It helps or rather provides an opportunity for reflection
  • It helps in making people work as a team
  • It clarifies the objective or agenda of the meeting
  • It helps in forming a consensus
  • It creates accountability and ownership (Mroz et al. 2018)

List 3 strategies that the manager/facilitator of a workplace meeting could use to encourage participation by all team members in attendance at the meeting:

The three strategies that a manager can use are as follows:

  • The manager should be smart about scheduling the meeting and keeping the meeting in line with the participants of the meeting
  • The manager should make use of tools to spark involvement of all the attendees
  • Finally, should use powers of persuasion to make the participants feel excited about the meeting (Bergman et al. 2016).

Task 3: Research

List the 5 recommended phases for reaching consensus:

The five activities that should be used for arriving at a consensus include:

  • Avoid using the rule of majority and coin flips. They only lead to quick and faulty decisions.
  • Avoid making quick decisions before everyone has been given a chance to express themselves
  • There should be proper encouragement of expression of ideas and opinions even if it is conflicting with the present situation
  • From either or choices should be moved to and but
  • There should be a lack of group thinking (Apostel et al. 2018)

Task 4: Identify

  • Anti-discrimination legislation – ensuring that gender inequality or inequality based on age, religion, bias prevailing at workplace are avoided
  • Ethical principles – responsibility, fairness and transparency at the workplace even though they might be understood differently within the workplace
  • Codes of practice - how employees should conduct themselves while at work
  • Privacy laws - No data of any employee or customer should be shared with without consent of the parties
  • Copyright – Providing exclusive protection to the original work of the author, the rights include prevention from buying, selling and distributing the work
  • Occupational health and safety – protection of the employees from any kind of physical or psychological injury

Task 5: Report

Outline meeting terminology, structures, arrangements

To feel comfortable during meetings, the meeting terminologies must be well understood. Some of the terms may apply to a formal meeting while some apply to an informal meeting. However, some terms such as agenda, apologies, absence, minutes, quorum and motion are the most common terminologies used in the meeting. The person who presides over the meeting is the chairperson. He is the leader of the meeting who proposes ideas and takes decisions (Nyquist, Allen and Erks 2018),

Outline the responsibilities of the chairperson:

The following are the responsibilities of the chairperson in a meeting:

  • He is the controller of the meeting
  • All statements and remarks are made through the chair in the meeting
  • Members avoid interrupting with the chairperson while he is speaking
  • Chairperson takes the vote to arrive at a consensus
  • Describe options for meetings:

The three options for the meeting include:

  • Face to face: in this type of meeting the process of giving and taking feedback happens directly. It helps to strengthen the managerial relationship and other team members. It also helps in the creation of similar experience and builds proper comfort within the team and it also reinforces the importance of roles of work and its influences
  • Teleconferencing: This includes meeting via a telephone call
  • Webcam conferencing: This includes meeting that is conducted with the help of video conferencing over the internet.

Identify the relevant organizational procedures and policies regarding meetings:

Committees deal with the business by allowing to hold meetings and record the same for every meeting by taking the minutes of the meeting and then confirming the same. The minutes in the meeting should be properly filled including the decisions taken at the end of the agenda and consequently numbering the same with proper attachments to the items in the agenda listed earlier (Nyquist, Allen and Erks 2018).

Develop a checklist for the preparation of a workplace meeting

The checklist includes:

Clarification of purpose and aims

ü

Creation of an agenda

ü

Scheduling the meeting on time

ü

Sending the agenda to all the attendees

ü

Circulating other important information

ü

Making arrangements for room and seats

ü

Arrange for visual and mic

ü

List the actions you would take following a workplace meeting:

The following are the actions to be taken post workplace meeting:

  • Distribute the minutes of the meeting
  • Archive the meeting documents
  • Check for action

Manage Meetings - Part B:

Give 2 examples of formal meetings that would be conducted under formal protocols.

List 5 roles that the Chairperson would have in a formal meeting.

List 3 roles of the meeting Secretary.

Answer – annual general meetings of companies and review meetings of companies are two examples of formal meetings to be conducted under the formal protocol. The annual general meeting is a meeting in which the employees, shareholders and other members discuss the progress of the company over the past year. Review meetings, on the other hand, include discussion on the success of the company and what can be done to make the organization more successful in the future (Yue, Fong and Li 2019).

The following are the roles of a chairperson in a meeting:

  • Set the agenda of the meeting.
  • Lead the meeting
  • Maintain peace and order at the meeting
  • Ensure that all the conventions are being followed in the meeting
  • Ensure equality and fairness in the meeting
  • Approval of formal minutes of the meeting (Yue, Fong and Li 2019)

The three roles of the meeting secretary include:

  • Making sure that the meetings are properly organized and minuted
  • Maintaining proper records and administering important essentials to the meeting
  • Upholding all the legal requirements (Yue, Fong and Li 2019)

What does the term “Quorum” mean?

What is the difference between an “Absence” and an “Apology” being recorded in the minutes of a formal meeting?

What does the term ‘Through the Chair” mean?

The word quorum means the minimum number of members needed for voting and they must be attending the meeting of the organization. A quorum is the number of members in the proportion of an organization whose attendance in a meeting becomes mandatory. (Yue, Fong and Li 2019)

The only things that most need to be recorded in minutes of the meeting are those in attended and those who have sent an apology. Regrets and being absent from a meeting does not hold any place in the minutes. Apologies are those people who could not attend the people due to unforeseen circumstance however, they offer the apology before the meeting date. Absence means that they did not inform about their absence and they arbitrarily failed to attend the meeting. Absence is not pre-informed unlike apology (Yue, Fong and Li 2019).

In formal meetings, the term ‘through the chair’ means that a person should address the committee by referring to them as Mr/ madam. Every organization have their jargon and some many acronyms and abbreviations can be used however through the chair simply mean how the committee members are to be addressed (Yue, Fong and Li 2019).

What does the term “Constitution” mean?

List 3 essential items that need to appear on a formal meeting agenda.

What does it mean if a “Motion” is “carried”?

A document that lays the rules and other fundamental principles govern or runs the organization. It mostly includes things such as the goal of the organization, members of the organization, fees, rights and voting rights of the voters. It also contains the standing orders for meetings (Yue, Fong and Li 2019).

The three most essential items that should be part of the meeting agenda include:

  • Basic information such as the names of the participants, date, start time and end time of the meeting
  • The person responsible for the meeting and the topic of the meeting
  • An objective for every item and the meeting items in general (Yue, Fong and Li 2019)

This is a declaration or an observation made by the chair of the meeting stating that the members of the meeting motion have been passed and that it has attained the required votes and thus a resolution is made in the meeting for the whole organization (Yue, Fong and Li 2019).

List 3 methods of voting at formal meetings.

The three common methods of meeting include:

  • Electoral system
  • Fair voting
  • Referendums (Yue, Fong and Li 2019)

References for Manage Meetings

Apostel, S., Ashlock, M.Z., Baum, C., Breslin, J.D., Chicotsky, B.K., Coffey, L., Esrock, S.L., Hanson, T.L., Hume, J.C., Kaufmann, R. and Lee, D.G., 2018. Transformative Student Experiences in Higher Education: Meeting the Needs of the Twenty-First Century Student and Modern Workplace. US: Rowman & Littlefield.

Bergman, C., Dellve, L. and Skagert, K., 2016. Exploring communication processes in workplace meetings: A mixed methods study in a Swedish healthcare organization. Work54(3), pp.533-541.

Mroz, J.E., Allen, J.A., Verhoeven, D.C. and Shuffler, M.L., 2018. Do we really need another meeting? The science of workplace meetings. Current Directions in Psychological Science27(6), pp.484-491.

Nyquist, E., Allen, J. and Erks, R., 2018. When the boss came to the meeting...: Hierarchical distance and emotional labor in workplace meetings. Consulting Psychology Journal: Practice and Research70(3), p.207.

Yue, C., Fong, P.S. and Li, T., 2019. Meeting the challenge of workplace change: Team cooperation outperforms team competition. Social Behavior and Personality: An International Journal47(7), pp.1-15.

Remember, at the center of any academic work, lies clarity and evidence. Should you need further assistance, do look up to our Management Assignment Help

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