Bsbadm502: Manage Meetings

Task 1

Appendix 1: Meeting requirements questionnaire

Appendix 2: Meeting preparation action plan

Meeting Agenda

 Meeting Minutes template

Agenda Topics

Discussion

Conclusions

Meeting paper

 Task 2

Appendix 1: Meeting participant evaluation form

 Appendix 2: Minute-taker evaluation form

Minutes as completed by the Minute-taker

The corrected minutes

Copy of communication

Task 3

Reflection on Meeting

1. Preparing for your meeting:

The meeting has a significant and essential place and role to play because it helps to transfer vital information between two persons and also among different departments at the same time. According to my views, my experience in conducting the meeting was quite beneficial for me and it was also satisfying for me. For three days I was the part of the meeting. A scenario was also provided by my assessor for which I have performed my role of conducting the meeting. In regard of this project, I was given the role of planning, preparing, scheduling and conducting the meeting in the desired and expected manner (Bakkum & Chapman, 2017).

1. The member who were been invited for the meeting was CEO, chairperson, Director, Managing Director, top executives, employees, staff members, investors, other associated members and the customers. All the members were expected to attend the meeting and were required to discuss the purpose for which the meeting was organized. They further helped to accomplish the goals and objectives of the meeting as well.
2. There was a need for simple, stylish and attractive style and structure chosen for the invitation as it was a formal meeting.

• The legal and informal conventions are the most appropriate conventions for the meeting as they are also linked with the agenda, minutes, protocol, etc. As per the requirements of the organizational and legislative requirements, all the participants are expected to receive the notice, make proper communication on a timely basis between the members, before the meeting the agenda should be prepared, the chairperson should also be presented before the meeting starts, and minutes of the meeting should be prepared after the meeting completes.

1. As per the objectives of the meeting, the catering and accommodation requirements, the requirements of video-conferencing and equipment, the needs of the participants, the special demand or needs of the attendees, was been all planned according to the budget.
2. The documents or papers of the meeting chosen were the agenda, previous meeting minutes, and Attendance sheet. The distribution method adopted for distributing these papers was through emails or face to face. These distribution methods are quite helpful as they let the participants access the email instantly without any wastage of time.
3. According to the number of participants who will be going to attend the meeting the action plan was framed out. Depending upon the role and other aspects of the participants the action plan was planned, and the actions to be taken depend on it accordingly. For example, the top department was been allotted a time period of 35 days for launching new kinds and varieties of products. The marketing department was given a time period of 10 days for finding new ways of promoting the product in the target market. Also, the marketing manager was been allotted a time period of 50 days for bringing and adopting the new and upgraded version of technology so that the needs of the customers are served effectively. A time period of 20days was given to the resource manager so that they adopt the practices that will help to avoid wastage of resources, etc.

• There was a proper execution of the action plan. The people were allocated different tasks and time periods to complete the tasks respectively. According to the given time period, many of the tasks was been completed. Yet, there were few tasks that were not able to get complete due to some issues. For example, the marketing department was been allotted just 10 days to find out new ways for promoting the product in the market.

1. Conducting and following up the meeting:
2. There were few problems which was been identified in the meeting. Like, the participants were not enough attentive at the time of the meeting as they were busy with their own discussion on thoughts and ideas. At the same time, some of the participants was not sticking to a specific viewpoint and was giving other suggestions and views. Another problem was every point was not been able to be discussed in the right manner because proper time was not given (Steinmacher, et al., 2015). The supply of information was also not proper which also created a hurdle for the participants and they were not able to maintain their interests respectively. The technique which can be used to grab the attention and interest of the participants was that there should be proper time given to each and every participant for discussing their views and suggestions accordingly.
3. As a chairperson of the meeting the key responsibilities which I was expected to play are, to achieve the objectives of the meeting, throughout the meeting an effective control was required to be maintained, to ensure that all the various participants are a part of the meeting and the discussion, in order to resolve the problem an effective problem-solving activity should be planned and executed, and at the end, in order to ensure that significant decisions are adopted there is a requirement of effective-decision making process.

• One of the most appropriate ways to assess and evaluate the performance as a chairperson was to take timely feedback from all the participants. This will in return help to look out where there exists a deviation and where improvement is needed in the performance. At the same time, as a chairperson, I should also look that whether due attention is been paid by all the participants during the conduction of the meeting. I should also check that m I am able to allocate a proper time period to the participants so they can express their suggestions, thoughts, views accordingly.

1. The objectives, outcomes of conducting the meeting were attained to an extent. Different ways were also found out to increase the level of efficiency and sales in the company. Another strategy which can also help to achieve the outcomes was that new customers should be attracted, persuade and informed about the new kinds of products been introduced by the company, The latest advanced technology should also be adopted by the company to design and deliver better products which will help to increase the level of sales in the company. Timely feedback should also be obtained by the customers.
2. The notes which are needed to store and keep the information are referred to as Minutes of meetings. These are shared in the meeting. Minutes of the meeting are prepared to describe the events which are executed in the meeting, who all the participants are, and what all is been discussed in the meeting. The strategy which was adopted ensured that the information gained depicted a fair and accurate record of the discussion during the meeting (de Lajudie & Martinez-Romero, 2017). The records and the past data should be cross-checked so that it can be ensured that the data obtained was valid and accurate or not and also the information gathered was appropriate or not. Any new changes or adjustments needed should also be discussed with the members accordingly.
3. Minutes of the meeting should be distributed to all the participants after the meeting by the minute maker. There are various ways that can be adopted by a minute maker for distributing the minutes of a meeting. Yet, all the methods or ways cannot be used by the minute maker at the same time. The way which is used by me to distribute the minutes to the participants is by sending them through emails, by giving the well-drafted minutes, etc. The minutes of meetings are kept or stored on the emails, notebooks and laptops, etc. it is done in order to use these for future use (Zhang, et al., 2015).

References

Bakkum, B. W., & Chapman, C. (2017). Barriers to peer-reviewed journal article publication of abstracts presented at the 2006–2008 Association of Chiropractic Colleges Educational Conference and Research Agenda Conference Meetings. Journal of Chiropractic Education, 31(1), 20-26.

de Lajudie, P., & Martinez-Romero, E. (2017). International Committee on Systematics of Prokaryotes Subcommittee on the taxonomy of Agrobacterium and Rhizobium Minutes of the meeting, 7 September 2014, Tenerife, Spain. International journal of systematic and evolutionary microbiology, 67(2), 516-520.

Steinmacher, I., Silva, M. A. G., Gerosa, M. A., & Redmiles, D. F. (2015). A systematic literature review on the barriers faced by newcomers to open source software projects. Information and Software Technology, 59, 67-85.

Zhang, B., Lam, A. Y., Domínguez-García, A. D., & Tse, D. (2015). An optimal and distributed method for voltage regulation in power distribution systems. IEEE Transactions on Power Systems, 30(4), 1714-1726.