Assessment task-1
- Provide an explanation of each of the following meeting terminology
Quorum– The minimum number of members required in a meeting to keep the meeting valid is called the Quorum of the meeting. Quorum is required in order to keep the meeting substantial and outcomes viable. Procedural motion – Procedural motion is a process of putting up the proposals for the betterment of the meeting. Procedural motions are put forth after a quick analysis of the ongoing meeting (Hartl, D. E., 2003).
Proxy– In Proxy a member in a meeting is authorized to participate and act on behalf of any other member who is not physically present. The authorization is given by the valid and significant member of the meeting who somehow is unable to attend the meeting.
Conflict of interest– Conflict of interest is the contrast between one’s personal interests and professional duties. Conflict of interest could hamper the outcome of the meeting, as the opinions which are associated with a dilemma of a member’s personal interest and professional role in the meeting could certainly not be authenticated and justified.
- Outline a meeting structure for a formal meeting.
- Coin an agenda. In this process, a structure of the meeting is formed in which certain points are decided and their order of discussion is decided to keep the meeting as optimum as possible (Asmuß, B., & Svennevig, J., 2009).
- The minutes are to keep a record of events. The minute-taker notes the timings of event occurrences during the meeting, who shared what and how?
- Suggestions during the meeting are the motion of the meeting. To keep the meeting productive suggestions are put forth to get a broader sense of the discussion.
- The chairperson usually leads the meeting and keeps a check on every member of the meeting that whether or not they are participating fairly in the meeting and every attendee is sharing their opinion and speaking up.
- Outline a meeting structure for an informal meeting.
- Make an introduction. Introduce all the participants of the meeting with each other and with the points which need to be discussed in the meeting.
- Muster all the points. Collect all the points and make a sequence of them in accordance with their order of discussion (Gençkaya, Ö. F., 2009).
- Conduct the meeting.
- Assess the dilemma points and issues which come across during the meeting.
- Collect all the tenable and well-founded outcomes and ponder on them.
- Decide on an outcome.
- Review the points.
- Outline at least three key arrangements that need to be made for a meeting.
- The ideas regarding which the meeting is supposed to be conducted should be thoroughly clarified and one must have a crystal-clear idea of the points.
- A properly structured agenda should be formed to make sure that the meeting will be efficient as much as possible and a plausible outcome will follow after its conduction.
- The Schedule of the meeting should be set in a way that it remains comfortable for all the attendees of the meeting to attend the meeting on time and with 100% focus.
- Outline two responsibilities of a Chairperson prior to a meeting.
The chairperson role in a meeting is highly imperative and there are various roles which the one plays in the meeting. His supervision is crucial for the meeting to produce a tenable outcome through the meeting. He has many roles and responsibilities in a meeting and two of them are mentioned below.
- Deciding the meeting objective.
- Make sure the key members attend the meeting.
- Outline three important aspects of a Chairperson’s job during a meeting.
- Maintain fairness in the meeting. The chairperson should make sure that every attendee of the meeting is speaking up and sharing his or her opinion, this maximizes the optimization of the meeting and enhances the outcome of the meeting.
- Don’t let the meeting digress from the agenda. The chairperson should keep sure that all the points which are discussed in the meeting are relevant to the agenda of the meeting and none of the members of the meeting digress from the subject points of the meeting.
- The chairperson should push up the shy members in a meeting, develop their confidence, and convey them the significance of speaking up during a meeting.
- Explain why it is important for a Chairperson to monitor the participation of all those involved in a meeting.
A chairperson must make sure that the opinion from every member of the meeting is being studied and none of the members is reluctant to participate in the meeting. Reluctancy within the members of the meeting to share their opinion could lead to a negative impact on the tenability of the outcome of the meeting. This is why it’s highly important for a chairperson that he monitors participation from every member of the meeting.
- Explain how, in the role of a Chairperson, you would manage someone who is dominating the meeting.
The comments from the dominator should promptly be welcomed and addressed but at the same time, the chairperson should seek the opinions of the other members of the meeting in order to defy the dominance being portrayed by the dominators in a meeting. This also leads to a wholesome atmosphere during a meeting. When every member of the meeting is given chances to share their opinion, there is the presence of multiple opinions that could be analyzed and a tenable outcome could be produced.
- Explain how in the role of a Chairperson you would manage someone who is too shy to contribute to a meeting.
- Push them for feedback. The Shy members in the meeting need to be encouraged to speak up and share their opinions.
- Their comments should be acknowledged and they should be thanked for sharing their comments, this boosts up their confidence and their need for nudge lessens for future meetings.
- The should be conveyed the imperativeness of speaking up during meetings so that they could know the risks involved in their professions if they don’t change this habit of theirs.
- Prior to the commencement of the discussion during meetings, they should be asked to write down their point of views and comments regarding the discussion points in the meeting
- Explain how in the role of a Chairperson you would manage two people having a private conversation within a meeting.
When two attendees of the meeting are having a private discussion during the meeting. The chairperson should ask the rest of the members of the meeting to stop speaking and create sudden silence. In this way, the two members will notice an awkward change in the meeting and stop speaking. Thereafter the chairperson should ask them to share their opinions with the rest of the members of the meeting.
- Describe two ways of conducting meetings.
In-person meetings– These are the meetings in which all the members of the meeting are physically present in the meeting. In most of the organizations, these meetings are generally conducted in the specific rooms which are designed, ornamented, and outfitted for meeting purpose only.
E- meetings– These are the meetings in which all the members of the meeting, participate from distant places through the internet and webcams. Webcams are used for online video conversations, these are usually installed with laptops, PCs, and board meeting rooms.
- Describe three advantages of face to face meetings and give an example of a workplace situation where this type of meeting may be used.
In face to face meetings, there are certain advantages such as
- Communications in better. When members of the meetings meet face to face, they could read the body language, expressions in a much better way than in web conferencing.
- The participation of the members is done much more effectively in the face to face meetings since being physically present develops a personal inclination towards active participation.
- These meetings are more resources efficient.
Generally, in corporations, there are specific halls for meetings, in which participants gather and conduct meetings.
- Describe three advantages of meetings held by teleconference or web conferencing and give an example of a workplace situation where this type of meeting may be used.
- It provides luxury to the participants not to travel to a particular place for the conduction of the meeting. This means that members which are supposed to participate in a meeting could be located anywhere, all they need is a webcam, a proper instalment to use it, and a good internet connection.
- It provides the provision to record the whole meeting.
- It allows the participants to stay comfortable at their respective places and participate in meetings at the same time.
- Describe the use of webcams for meetings, including a brief description of how to use a webcam.
A webcam is a device that works as the means of transmission of the video recorded from one place to another place at the same time, with the help of the internet and the makes a visual communication happen. A user logs in the webcam and uses it through the internet. Webcams are mostly used for teleconferencing and private video conversations (Romain, P. L., 2015).
- Explain the purpose of an agenda and identify five items that should be included in an agenda.
The purpose of an agenda in a meeting is to make sure the meeting is conducted effectively and a tenable outcome is produced. There are certain points which necessarily need to be included on the agenda.
- Making of the objectives for the meeting.
- Points and their descriptions need to be discussed in the meeting.
- Proper documentation regarding the meeting.
- Event timings.
- Insurance of every member’s participation.
- Explain the purpose of meeting minutes and list five items that should be included in meeting minutes.
Meeting minutes keep a track record of events that occurred in the meeting, the decisions made, their timings, order, and source.
A list of things that need to be included in the meeting minutes is.
- Schedule and location of the meeting.
- The objective of the meeting.
- The points discussed the timings of their discussion, the order of their discussion.
- Names of all the participants, the role of all the participants, the designation of all the participants, etc.
- Outcomes produced.
17-Explain the difference between informal meeting minutes and formal meeting minutes.
The minutes of the formal meetings include
- Proper documentation.
- Specified roles of the participants.
- Formal decisions.
The minutes of the informal meetings include
- Agenda
- Flexible decisions.
18-Access the Corporations Act 2001 from the Internet and identify the information from the Act that relates to notices of meetings. Now answer the following questions:
- To whom must a notice of meeting be provided?
The attendees of the meeting.
- How must the notice of the meeting be provided? Indicate at least two ways.
The organization could pass on a circular or send separate notices to all the members.
Assessment task-2
- Develop a meeting agenda
| Meeting Date: | 20th January 2018 |
| Meeting Time/duration: | 01:00pm |
| Meeting Location: | Meeting hall |
| Attendees: | H R Manager, Operations Manager, and the project head |
| Chair: | |
| Please bring &/or read: |
| Agenda Items | Time Allocated | |
| 1 | Welcome and apologies | 2 minutes |
| 2 | Communication of objectives | 8 minutes |
| 3 | Discussion | 12 minutes |
| 4 | Outcome analyses | 8 minutes |
Identify leadership topics
The increasing imperativeness of technology in leadership.
Meetings are part and parcel of any kind of industry across the globe. They are vital in terms of the decision-making process for a company, plan, and procedure execution in a company, so on and so forth. For the longest time, the conduction of meetings and the leadership qualities involved in it were not as technologically impacted as they are now (MacNeil, J. R., et. al., 2015). And the introduction of various kinds of technology has helped the meetings and their effectiveness in various ways. Technological advancement has also helped leadership qualities as now people can easily convey and project their ideas and notes before the members of the meeting. Numerous examples could be observed of technological advancements such as Webcams, Projectors, Conferencing software.
Awareness of the leadership qualities among the students.
Leadership plays a significant role in everyone’s life, not only at a professional level but on a personal level as well. But usually, students don’t heed upon the leadership aspect of their life as much as they should (Anagnostis, E., 2015). This is why leadership training should be made an integral part of the education system, so it becomes mandatory for students to learn about leadership qualities and develop their mental faculties reading the subject.
- Prepare draft of an email to staff (your assessor)
To
The assessor
Growth Management Consultants
Date- 20th January 2018
Subject- To provide information about the meeting.
The email is regarding the meetings of the delegates which is supposed to be conducted on the 20th of January in 2018. The venue of the meeting will be the meeting hall of the company and the participants are going to be the HR manager, Operation manager, and the Project head. The meeting will start at sharp 01:00 pm. All the attendees of the meeting will report 5 mins before the commencement of the meeting. The subject which will be discussed in the meeting is “Increasing imperativeness of the technology the leadership and the awareness of the leadership qualities among the students.” A draft of the conference program and the meeting agenda are attached to the email.
Regards
Operations Manager
- Conduct the meeting
Date of the meeting- 20th January 2018
Time of meeting- 01:00 pm
Attendees- HR manager, Operation manager, Project head.
A formal meeting was conducted on 20th January 2018 at 01:00 pm in Growth Management Consultants, the venue was the meeting hall of the company. The meeting was regarding some pivotal concerns- Increasing imperativeness of the technology the leadership and the awareness of the leadership qualities among the students. The introduction was given by the Chairman of the company, in the introduction he clearly described the subjects, how they are immensely pivotal for any company and what would be the benefits of the analyses for which the meeting was being conducted. The chairman asked the Administration and Project officer to prepare the notes about the points which were being discussed in the meeting he also asked them to submit those notes to him post the meeting conduction. The chairman himself penned down some noted in order to keep a short record of points that were covered in the meeting. There were certain requisites which were checked thoroughly, the meeting followed proper health and safety guidelines, and also the legal and ethical norms (Lozano, R., 2015). The chairman then introduced himself and screened the meeting hall quickly in order to check whether or not everyone had a copy of the agenda and draft of the conference program. It was made sure that all the points that were being discussed were relevant to the subject and revolved around the agenda oh the meeting. The chairman encouraged every attendee of the meeting to participate in the discussion fairly and opine about the objectives, a couple of times conflict of interest was observed, but it was agilely subsided by the chairman. The chairman very professionally acknowledged every attendee’s point of view and respected their opinion. A couple of members in the meeting were reluctant to share their opinion and views dues to their shyness. The chairman silenced the meeting for 2 minutes and communicated the significance of speaking up (Solomon, D., & Soltes, E., 2015). Some imperative points regarding the topics were discussed.
- How the advancement of technology playing a major role in developing the leadership qualities and the standard of the meetings.
- The reasons because of which students are reluctant to develop and be aware of the role of leadership qualities in their personal and professional life.
- What kind of technologies are being used across the globe in the easement of the conduction of meetings and how they are helping the individuals to feel more secure and confident during the process of development of their leadership qualities.
- How the educational aspect of the country could be modified and what changes could be made so that the students which are reluctant towards the development of leadership qualities step forward themselves and start taking interest in the same.
- What are the educational programs which could run in the country to make the subject of the development of leadership qualities become interesting for students?
All the points were discussed smoothly among the attendees of the meeting, every one penned down some notes and some conclusions were obtained in the end.
- Prepare meeting minutes
Meeting minutes
| Date: | 20th January 2018 | |
| Time: | 01:00 pm | |
| Place: | Meeting hall | |
| Attendees: | HR manager, Operation manager, Project head. | |
| Apologies: | ||
| Item | Description | |
| 1 | Meeting purpose – To discuss the technical aspect of leadership and meetings and awareness among the students about the leadership qualities. | |
| 2 | ||
| 3 | Item discussed- Advancement of the technology.
Outcomes: Usage of new devices in meetings |
|
| 4 | Item discussed: leadership among students.
Outcomes: Syllabus change regarding leadership qualities. |
|
| 5 | Meeting close: 01:30 pm | |
| 6 | Next meeting: | |
| Time: | 02:00 pm | |
| Date: | 25th January 2018 | |
| Place: | Meeting hall | |
| Minute taker: | The chairman |
| Signed: | |
| Name: | |
| Date: | 20th January 2018 |
- Update the conference program
Conference program
| 01:00 pm | Introduction by Chairman |
| 01:05 pm | Commencement of the discussion |
| 01:20 pm | Discussion of conclusions |
| 01:30 pm | The final outcomes were decided. |
- Take a screen shot of your folder and files.
- Prepare draft of an email to staff (your assessor)
To
The Accessor
Growth Management Consultants
This email is regarding the outcomes obtained in the meeting conducted in the company. The outcomes pertain to the usage of advanced technology in meetings and leadership development and the syllabus change in the schools and colleges curriculum to spread the awareness about the leadership qualities among the students. Documentation regarding meeting minutes, revised conference program, and the screenshot is attached to the email.
Regards
Operation manager
Assessment task-3
- Develop a meeting agenda.
| Meeting Date: | 22nd January 2018 |
| Meeting Time/duration: | 01:00pm |
| Meeting Location: | Meeting hall |
| Attendees: | Marketing Manager, Operations Manager, Administration Project officer, Senior management consultant. |
| Chair: | |
| Please bring &/or read: |
| Agenda Items | Time Allocated | |
| 1 | Welcome and apologies
and introduction |
2 minutes |
| 2 | Communication of objectives | 3 minutes |
| 3 | Discussion | 8 minutes |
| 4 | Outcome analyses | 2 minutes |
- Prepare draft of an email to the staff who will attend the meeting (your assessor).
To
The Accessor
Growth management consultants
This email is regarding the meeting which will be conducted in the meeting hall on the 22nd of January 2018 at 01:00 pm. The meeting will be about the involvement of some social events on weekly basis to maintain a work-life balance in accordance with the new work-life balance policy. The agenda of the meeting has been attached to the email. Regards
Operation manager
- Conduct the meeting
Meeting
Location- Meeting hall
Date- 22nd January 2018
Time- 01:00 pm
Attendees- Marketing Manager, Operations Manager, Administration Project officer, Senior management consultant
An informal meeting was conducted in the meeting hall of the company regarding the involvement of social events in the regular curriculum of the office. The administration offices introduced the meeting attendees to each other and described the key points which were supposed to be discussed in the meeting. A well-co-operated discussion took place about some key factors i.e. the budget is limited to $500 per event and Events couldn’t be organized in the working hours except for Friday and If the event is supposed to be organized on Friday it could be arranged in the afternoon (McDonnell, et, al., 2015). Conclusions were formed that social events would take place on random days that too abruptly, the budget will never cross $500 and all the health and safety measures will be abided by.
- Prepare draft of an email to your team (your assessor).
Draft email
To
The Accessor
Growth management consultants
This email is regarding the meeting which was conducted in the meeting hall regarding the involvement of the social events in the official curriculum to maintain a work-life balance. Some conclusions were taken out i.e. Social events will be conducted on Friday afternoons and on any random day of the week after hours.
This is the draft version of the email; a corrected version will be sent shortly.
Regards
The operation manager.
- Prepare draft of an email to your assessor.
Revised email
To
The Accessor
Growth management consultants
This email is regarding the meeting which was conducted in the meeting hall regarding the involvement of the social events in the official curriculum to maintain a work-life balance. Some conclusions were taken out i.e.
- Social events will be conducted after hours on any random day of the week.
- The budget for the events will not cross $500.
- Proper health and safety measures will be surely abided by.
This is the draft version of the email; a corrected version will be sent shortly.
Regards
The operation manager.
References–
Hartl, D. E. (2003). Different types of meetings and how to make them work. General Learning Climates, Inc. Last modified.
Asmuß, B., & Svennevig, J. (2009). Meeting talk: An introduction. The Journal of Business Communication (1973), 46(1), 3-22.
Gençkaya, Ö. F. (2009). Conflict of interest. Ethics for the Prevention of Corruption in Turkey, Academic Research Report, Prime Ministry of the Turkish Republic, Council of Ethics for the Public Service and the Council of Europe.
Romain, P. L. (2015). Conflicts of interest in research: Looking out for number one means keeping the primary interest front and center. Current reviews in musculoskeletal medicine, 8(2), 122-127.
MacNeil, J. R., Rubin, L., Folaranmi, T., Ortega-Sanchez, I. R., Patel, M., & Martin, S. W. (2015). Use of serogroup B meningococcal vaccines in adolescents and young adults: recommendations of the Advisory Committee on Immunization Practices, 2015. Morbidity and Mortality Weekly Report, 64(41), 1171-1176.
Anagnostis, E. (2015). Writing meeting minutes for a pharmacy and therapeutics committee and its subcommittees. American Journal of Health-System Pharmacy, 72(2), 95-99.
Lozano, R. (2015). A holistic perspective on corporate sustainability drivers. Corporate Social Responsibility and Environmental Management, 22(1), 32-44.
McDonnell, M. H., King, B. G., & Soule, S. A. (2015). A dynamic process model of private politics: Activist targeting and corporate receptivity to social challenges. American Sociological Review, 80(3), 654-678.
Solomon, D., & Soltes, E. (2015). What are we meeting for? The consequences of private meetings with investors. The Journal of Law and Economics, 58(2), 325-355.