BSBADM502 Manage meetings
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Lesson overview
The following topics are covered in this unit:
• Topic 1 – Types of meetings
• Topic 2 – Planning and leading
• Topic 3 – Virtual meetings
• Topic 4 – Attending meetings
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Delivery
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Introduction
Recommended reading
Recommended Text: Management Theory and Practice 6e,
Cole, Kris (2016)
Chapter 28 Leading and attending meetings.
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Introduction
Activity: Discussion
MEETINGS
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Introduction
Video Clip: Every meeting ever
The different roles people play in a meeting
[Link]
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Topic 1 – Types of meetings
Calling the right type of meeting at the right time
When should a meeting be called?
Who calls it?
How is it arranged?
When should it be arranged?
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Topic 1 – Types of meetings
Activity: Types of meetings
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Topic 1 – Types of meetings
Activity: Discussion
[Link]
and_associations/Running_an_association/Annual_ge
neral_meetings.page
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Topic 1 – Types of meetings
Legal Requirements
Some meetings have legal obligations – for example
some organisations are required by law to hold
particular meetings such as an AGM.
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Topic 1 – Types of meetings
Activity: Australian meeting laws
Research Corporation law for meetings in Australia.
What is the Act and its objective?
Find three different examples of regulations derived from
the Act that will influence the way an AGM is held.
List down the circumstances that can render a board
meeting invalid.
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Topic 1 – Types of meetings
Activity: Committee meeting
List the procedures that should be followed for holding a
committee meeting.
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Topic 1 – Types of meetings
Video Clip: Humorous Keynote Speaker and Corporate
Comedian Dave Fleming Presents: Meetings Jargon
A comedic look at meetings:
[Link]
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Topic 1 – Types of meetings
Activity: Formal Meeting
1. Prepare for a formal Board Meeting for an educational institution.
2. Your role is to chair the meeting.
3. Write out a procedure to follow for conducting this type of meeting and
list down the legal obligations of board members.
4. List down any legislation that should be followed.
5. The subject of the meeting can be for any reason as long as it is
appropriate and realistic.
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Topic 2 – Planning and leading
Activity: Agenda
Research Agenda templates on the Internet or look at the in-
built template in the word processing package being used
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Topic 2 – Planning and leading
Activity: Agenda
1. Create your own agenda
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Topic 2 – Planning and leading
Activity: Agenda
2. Find an example of a formal meeting agenda such as one for an
AGM or board meeting.
• in what way is it different from a standard or informal meeting?
• list down the headings from the Agenda
• research a Chairperson’s agenda; why is it different from an
attendee’s agenda?
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Topic 2 – Planning and leading
Activity: Effective meetings
It is important to know what the appropriate meeting conventions
and protocols are – for either formal or informal meetings.
Research and list some conventions and protocols that could be
used for holding a meeting for an AGM.
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Topic 2 – Planning and leading
Activity: Chairing a meeting
What is the role of a chairperson?
List down the key qualities that you would consider are
characteristic for an effective chairperson.
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Topic 2 – Planning and leading
Video Clip: Chairing a meeting
A staff meeting showing how the chair holds the meeting.
[Link]
KGH7cTHwbMV9dejvU-ZL-NF8Y
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Topic 3 Virtual meetings
Leading virtual meetings
Activity: Video Clip: Tripp Crosby: Conference Call in Real Life
This clip shows a video conference as it would happen if everyone was
actually in the room.
[Link]
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Topic 3 Virtual meetings
Activity: Terms
1. Define the following, in terms of conducting a meeting
and list the advantages and disadvantages of each:
• synchronous meetings
• asynchronous meetings
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Topic 3 Virtual meetings
Activity: Collaboration software
Virtual meetings using collaboration software is generally
used when participants are dispersed over a large
geographic area
• Split into pairs.
• Research on the Internet for software being used today
and register for a trial.
• Investigate the features of the software and provide a
summary of it to present to class.
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Topic 4 Attend meetings
Discussion: Taking Minutes
[Link]
[Link]
[Link]
[Link]
Write+Effective+Meeting+Minutes
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Topic 4 Attend meetings
Group Activity: Attending a meeting
- prepare for an informal meeting
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Topic 4 Attend meetings
Group Activity: Attending a meeting
[Link] an Agenda:
• Identify the participants for a meeting;
• State a date, time and venue;
• List the items for the agenda; each participant is to have
at least one matter to address.
• Send the agenda via email to all participants to invite
them to the meeting
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Topic 4 Attend meetings
Group Activity: Attending a meeting
2. Prepare a Meeting Preparation Statement that identifies:
• The way the room should be appropriately laid out, with
the right equipment stated
• Catering arrangements
• A list of protocols that participants should follow
(consider the video conference participants in particular)
• How a chair would manage any conflicts arising in the
meeting
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Topic 4 Attend meetings
Group Activity: Attending a meeting
3. Attend a meeting
Each group should conduct their meeting in front of the
rest of the class.
Each student should take minutes for at least one meeting.
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Topic 4 Attend meetings
Group Activity: Attending a meeting
4. Minutes
Type up the minutes taken for the meeting attended.
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