BSBADM502

Manage Meetings

Assessment Task 3

Submission Details

Student Name Shiraz Mohamed Munas Mohamed

Student ID IBV000005T Group No 01

Date of Submission 10-October-2020 Place of Assessment

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 Table of Contents

1. Question 1.....................................................................................................................................3

2. Question 2.....................................................................................................................................5

3. Question 3.....................................................................................................................................6

4. Question 4.....................................................................................................................................8

5. References...................................................................................................................................11

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 1. Question 1

A formal meeting

Formal meeting acknowledges the date, time, location in advance for the participants which
can be two or more people. The purpose of the meeting will be a common purpose of
achieving a common goal, issue discussion or relevant to any other relevant matter for the
attendees. The formal meeting generally has an agenda to follow-up and based on nature it
will circulate at the meeting or in advance and lead by the chairperson. Key points of the
meeting will be minute by a responsible person to circulate among the members.

An ad hoc meeting

Ad hoc meetings are taken due to a special reason or urgent matter without advance
acknowledgement. Date, time and location acknowledges within few minutes or hours and
only discussed the required matter and ends the meeting.

Minutes

The key matters discussed in the meeting needs to be evident for the decisions. So,
discussing points needs to be written down for recording purposes. It includes the problems
discussed, solutions provided and other key matters. All the attendees sign the minutes or
attendance register to mark the presence.

Agenda

All the activities, schedules and time frame which are expected to be discussed in meeting
mention in the agenda and circulate to the participants. It begins with the call to order and
ends with adjournment.

Reports

A document or set of documents which includes the organized information for a specific
period, events or subjects for the decision-makers to present or discussed in the meeting.

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Chairperson or chair

Chairperson is the key person and leads the meeting, organization, committee or event.

Minute taker

The responsible person to note down and prepare the minutes. Most of the occasions, the
secretary is acting as the minute taker.

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 2. Question 2

a. The responsibilities of a Chairperson includes

Provide leadership for the board/team: Chairperson needs to have the ability and skills to
supervise the members.

Ensuring the management committee functions properly: they ensure that each gathering is
arranged successfully, led by the constitution and that issues are managed in a systematic,
effective way. This additionally includes consistently auditing the Committee's exhibition
and distinguishing and dealing with the cycle for the reestablishment of the Committee
through enrolment of new individuals.

Efficient and effective management of the organization: they should ensure that appropriate
policies and procedures are in place for the effective management of the organization.

Supervision and support for the chief officers and senior team to perform their duties: they
will often be the direct line manager for the chief officer

Represent the organization as its figurehead: they can be called upon to represent the
organization and sometimes be its spokesperson at, for example, functions or meetings.

b. The chairperson needs skill and abilities to overlook the group dynamics while chairing
the meeting as he is the person liable for the good conduct of the meeting. The
chairperson should be calm, quiet and understanding so that the attendees can feel free
to ask him anything at the time of queries. If the chairperson fails to

understand the group dynamics, the chances of meeting failure may arise, therefore it is
suggested to the chair to underpin all the important topics of discussion and even assist
the minute taker for a minute keeping properly.

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 3. Question 3

The meetings need to be efficient and effective in order to get the desired outcome.
Technological development gave the changes to discussing with a virtual physical presence.
Efficient and effective meeting needs to save time, cost-effective, options of accessing from
devices and convenient for the attendees.

1. Meeting room (Same time and same location)

Where the assembly members can get together effectively. Organizations regularly have an
assembly room planned and set up particularly for this reason. Members can get the body
dialect, tone of voice and in the general environment from each other. This makes a
difference for individuals to form educated judgements. When individuals are assembled,
they will conversation almost what interface them. Frequently, profitable data can alter
hands and issues can be settled instantly. This face-to-face assembly alludes since they can
get so much fulfilled within the breaks.

2. Email (Different time)

Members require not to take off their workstations. This sort can permit for a bigger
gathering of people to take an interest and can be searchable. The members ought to know
the secure watchword get to. These sorts are the best time and take a toll reserve funds
strategy.

3. Videoconference (same time and different location)

maybe held in a room with uncommon offices to transmit sound and pictures, or the
assembly can be transmitted to a desktop computer on the off chance that an organization
has the proper program. It allows members to 'get the total story', as in assembly room and
time and is fetched investment funds strategy. In any case, quality can be variable, time
slacks can be baffling, and the chairperson must take care to guarantee that members at all
areas are included in the dialog.

4. Teleconference (same time and different location)

Are conducted employing a phone link-up that permits everyone to talk to everyone else.
They are basic to organize and generally cheap to conduct. For a video chat including a few
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joins, you might want to consider employing a video chat benefit. For data on their
administrations have a see at their site. Gatherings must begin on time and conclusion on
time. The disadvantages are counting no visual prompts and the specified tight conventions,
so everybody has an opportunity to take part.

5. Collaboration software (same time and different location)

Meetings utilizing collaboration computer program may consolidate sound, visual and
shared work on archives and chat rooms (composed or verbal). This sort of communication
is for the most part utilized when members are scattered by topography or time but will
progressively supplant or expand face-to-face gatherings. It is seen comfort, as members
require not to take off their workstations, in any case, members may be hindered (by phone
calls, or guests to their work environment).

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 4. Question 4

[1] The Role of the Chairperson

Provide leadership to the board.

Overlook and supervision of the function and performance of the management committee.

Ensure the organization is managed effectively.

provide support and supervision to the chief officer and senior team.

Represent the organization as its figurehead.

[2] A comprehensive checklist for chairing meetings

Checking the quorum

Presenting apologies

Opening the meeting

Confirmation of the minutes

Personal items

Closing the meeting

Dealing with all parts of the content and other business

Following up with the Executive Officer

[3] How to chair a meeting

Prepare for the meeting referred to the agenda

Collect information from the attendees and ask for the requirements to be discussed

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Have a quick discussion before the meeting and organized the matters

Write an agenda which outline all of the intended topics of discussion, allowing everyone to
prepare.

Send your meeting out in advance of the meeting itself as soon as possible

Create a schedule to make it much easier to keep track of these items and adjust
accordingly.

Acting as Chair during the Meeting

Research for the details of discussion topics and study previous minutes by trying talking to
people who attended previous important meetings to learn any important unfinished
business that you should address in your meeting.

Ensure that the room or place you intend to meet in is clean, presentable, and ready to
accommodate your attendees.

Call the meeting to order and get the attention of everyone in the room

Introduce yourself as the chair and state the purpose of the meeting.

Establish the intended time frame for the meeting by informing everyone of the ending time
you're shooting for

Summarize relevant points from previous meetings.

Consider reading any important correspondences or communications that have occurred

Allow important attendees to report on the state of affairs.

Address any unfinished business and any new business.

Summarize the conclusions of the meeting and end by laying the groundwork for the next
meeting.

Leading the Meeting Effectively

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Guide the discussion, but do not try to dominate it.

Encourage all attendees to participate.

Make sure everyone understands what is being discussed

Ensure all questions are discussed in the meeting.

Ensure key points are minutes and recorded.

Management of time and be on schedule.

Ensure to provide a break to fresh up for them for the meeting which takes more than two
hours.

Resources

Collect information on the Internet from the trusted sources about how to chair a meeting

Get advice from senior managers, previous chairperson or experts

Read instruction documents about how to chair a meeting

Participate in a training course

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 5. References

ACCA Global, 2018. ACCA Global. [Online]

AICD, 2020. Australian Institute of Company Directors (AICD). [Online]

ASX Corporate Governance Council, 2019. Corporate Governance Principles and

Peter, D. F., 2008. The Essential Drucker - The Best of Sixty Years of Peter Drucker's Essential
Writings on Management. reprint, reissue ed. Claremont: Harper Collins.

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