Questions

1. 

List 5 reasons why a company might need to hold a meeting.

· To provides information.

· Strategic planning.

· To provide employees an opportunity to give feedback.

· To give positive or negative news associated with work.

· To launch a new project (Lauby, 2015).

2. 

What is a Formal meeting?

Formal meetings are held to exchange information, solve issues, to set goals and take decisions for a department. In such kind of meeting every employee is invited to participate.

3. 

What is an Informal meeting?

These are unorganised meetings that have no restrictions for participation and they target to solve problems, exchange information, make decisions or set goals for a department or section.

4. 

List 5 meeting requirements?

· Fixed purpose

· Requirements of the participants

· Planned meeting structure

· Notepad/laptop/I pad

· Equipment’s such as video projectors

5. 

In your own words, explain the following terms:

5.1. Chairperson

The person who is given the responsibility and power conduct a meeting, preserve order and ensure that all members are provided the opportunity to express themselves liberally.

5.2. Secretary

The Person who is in charge of administration and paperwork is the secretary

5.3. Treasurer

The person who is in charge of finance and financial reporting is called the treasurer

5.4. Abstention

To Refrain from voting either or against an issue although qualified for voting.

5.5. Adjournment

The chairperson has the power along with consent of members to adjourn a

Meeting in order to postpone further discussion due to shortage of time.

5.6. Agenda

Agenda is a list of business items that are to be discussed at a meeting.

5.7. Motion

It is a formal proposal made by a member to that are to be discussed and voted on

At a meeting.

5.8. Casting vote

It is a second vote that can be granted by the chairman in events when equal numbers of votes are casted in each side of the argument.

5.9. Proxy

A person who is appointed to act in place of another (Jain, 2018).

5.10. Tabled

Issue is up for dialogue or authorization.

5.11. Quorum

 Minimum number of people required to be present for a meeting to proceed.

5.12. General Business

It is a regular and formal meeting that can be conducted by any authorised member and might include both voting and non-voting members. In such meeting the agenda is created by the committee of the meeting. The voting paper in such meeting must contain each motion being discussed and the person proposing it .

5.13. Standing orders

The Rules of Debate, the Agenda concerned with the conduct of the meeting are referred to as Standing Orders.

5.14. Constitution

Fundamental and fixed set of rules, for the governing the functioning of an

Institution is called a constitution. It is mostly in written documented from (BuisnessDictionary, 2018).

6. 

 Explain the role of the minute taker.

· Prepares agenda

· Makes record of meeting happenings

· Writes event in form of minutes

· Knows the voting process.

7. 

a) What modifications or allowances would you need to make for a meeting with a culturally diverse audience?

· Arrange for a translator

· Provide liberty to ask quarries at any time

· Provide liberty in timing if a person is travelling to attend the meeting

· Friendly negotiation

b) Describe three appropriate communication techniques you can use for the diverse audience.

· Use different easier words to elaborate the same idea

· Speak clearly and slowly

· Speak in normal moderate volume

8. 

What are some methods we can use to circulate / distribute the minutes?

· Distribute according to time.

· Distribute according to sub events inside the meeting.

9. 

When preparing the minutes what do we need to check them for?

· Communication style and Suitability of tone.

· Grammar, spelling, easy language.

· Construction of paragraph and sentence.

· Structure and order

·  Requirements  of the Organisation

· Jargon

· Discriminatory language

10. 

What is written in a meeting agenda?

· Meeting Agenda

· Date, time and location of meeting

· Welcome to participants

· Apologies received  

· Minutes of the earlier meeting  

· Problems or business that have arisen from the minutes (Examples, 2018)

· Correspondence

· Required Reports

· Major agenda items

· General business or other business

· Date for following meeting

  List two key provisions of the following legislation that affect business operations regarding    organising meetings.

11. 

Equal Opportunity Act 2010

· Abolished discrimination against race, class, gender, pregnancy etc.

· Legal action against discrimination (Commision, 2018)

12. 

               Corporations Act 2001

· Regulates  formation and regulation of companies

· Regulated duties of officer (Sheehan & Fenwick, 2008)

13. 

               Privacy laws

· Disables the disclosing of confidential or personal information without any prior written consent of the particular individual or organisation that is involved. (DeYoung, Garg, Jia, Kaynar, & Datta, 2010). The Australian Privacy Laws were revamped in the year 2013.

· Action against any violation of law.

14. 

              Workplace/ occupational health and safety laws

· Provides guidelines for the employer to ensure safe and hazards free environment at a workplace

· Provides guidelines for rights of workers (Goetsch, 2011)

 Meeting Name:

 Prevent delay in target completion.

 Meeting type and Purpose:

Formal meeting to encourage employees to complete targets on time.

 Participant Name:

 Reason For Participation:

 John William

 Head office In charge – Provide instructions.

 Ruby Gilbert

 Minute taker

 Ashley Wilson

 Branch Manager- Provide guidelines to follow instructions.

 Mark Johnson

 Department head – Take notes to Instruct employees to follow instructions.

Formal meeting format was chosen because this meeting includes the involvement of the head office in charge of the.

Participants were advices through presentation and a formal format was chosen because of the involvement of head office in charge.

We were required to prepare task reports and the papers were distributed to the participants through email. A time frame of 2 days was given because of the high number of employees whose task reports were to be created.

Safeguarding professional confidential details of the participants and the company discussed in the meeting.

Verbal communication in English because all participants are well versed in the language and the number of participants is low.

Chairperson/Host:

 Ashley Wilson

 Department:

 Management

Minute Taker:

 Ruby Gilbert

 Department:

 HR

Meeting Details

Date:

 1/12/2018

 Time:

 10:00 am

Location:

 Sydney branch office

 Budget:

 100 $

Meeting Format    

Purpose

encourage employees to complete targets on time

Agenda  

 Punctuality in target completion

Participants  

 4 

Speakers  

 1

Seating arrangements

 4

 Audio / Video or teleconference requirements

 Projector,  Presenter, Laptops

Supporting Materials

Pre-reading  

 Target completion guidelines

Meeting Documentation (spares)

 Task reports

 Equipment requirements

 Note pads and pens

Hospitality Requirements

Catering requirements

 Refreshment

 Other Requirements   

Special Needs Requirements

 Room arrangement for head office in charge.

Other Specific requirements

Balanced lighting

Meeting Minutes

Meeting Name

 Prevent delay in target completion.

Date:

 1/12/2018

Time:

 10:00 pm

Location:

 Sydney branch office

Dial in Information:

 Telephone no.

Purpose Statement:

 Task punctuality

Welcome Statement:

 Welcome to the meeting we will here make plans to ensure maximum efficient results.

Minutes of Previous Meeting

Meeting Name:

Infrastructural improvement

Date:

 4/11/2018

 Time:

 11:00 am

Attendees:

 Whitney Thomson

 Jack Johnson

 Sandra Rose

 George William

 Lilly Singh

Apologies

Nil

No.

Agenda Item

Pre-read material

Presenter

Time

Duration

 1

 Prevent delay in target completion.

 Task report

 Head office In charge

10:00 am 

 30 minutes

2

Make a new stricter set of rules to ensure task completion on time.

Traditional

Company set rule book for task completion.

Manager

10:30 am

15 minutes

 3

 Rules should be documented

Department head

10:45 am 

 15 minutes

 4

 Rule book to be sent to employees.

 Secretary

 11:00 am

 10 minutes

Other General Business

 1

 Ensuring employee

Convenience.

 Employee rights rule book.

 Manager

 11:10 am

 15 minutes

Date:

  2/1/2018

Time:

11:00 am

Location:

 Sydney Branch office

Company Name, Day, Date, Time

Meeting Name:   

 Prevent delay in target completion.

Meeting Location:   

 Sydney Branch office

Chairperson/Host  

 Ashley Wilson

Minute Taker

 Ruby Gilbert

Welcome Statement and purpose

Welcome to the meeting we will here make plans to ensure maximum efficient results.

Encourage employees to complete targets on time

Apologies

 Nil

Attendees

 4 

Item

Action

By Who and When

Name of Agenda Item  

Name of Presenter

 Summary of discussion

 resulting actions and required follow up

Prevent delay in target completion

 John William

 Delay in deadline submission must be avoided.

More controlled supervision and strict actions.

Head office In charge

10:00 am

Make a new stricter set of rules to   ensure task completion on time  

Ashley Wilson

 New rule book for penalties associated with deadline completion.

 Manager

10:30 am

 Rules should be documented

Mark Johnson

 Proper draft of rulebook.

Department head

10:45

 Rule book to be sent to employees

Ruby Gilbert

 Distribution of rulebook.

 Secretary

11:00 am

By crosschecking and matching information with the participants and the documentation.

Area

Review Summary

Correctness of information

Very clear as well as helpful

Spelling & Grammar

Accurate

Correct use of Template

Yes

Manager

The minutes will be distributed at least an hour before the meeting by listing the agendas, presenters and times in which they are presenting. This method is used because it is easier for later referencing while giving orders and implementing the decision.

The minutes will be documented within a report form in the computer and this method is chosen so that it can be used when necessary and can be transferred conveniently to employees.