T

BSBTWK503
MANAGE
MEETINGS
ASSESSMENT TASK 1

Provide answers to all of the questions below:

1. Complete the table by providing an explanation of each of the following meeting terminology:

Agenda the document circulated (usually ahead of the meeting) setting out the
items to be discussed and other relevant information.

Chair the person responsible for conducting the meeting and moving through

Agenda items.

Quorum the minimum number of participants that must attend to represent a

particular group for their representation to be counted.

Proxy a person who attends a meeting in lieu of another, as their

representative.

Minutes the information that was discussed at the meeting, usually typed up
and distributed in note form.

Motion a formal proposal for something to occur, from a meeting participant.

Actions any task that was raised in the meeting which requires action or
completion.

Apologies any person who was due to attend the meeting but declined their
attendance.

Apologies are usually written on the meeting minutes.

2. Discuss a typical meeting structure for a formal meeting. You may answer using a numbered
list that explains the structure or by using a written paragraph.

1. Introducing the meeting, including the meeting, explaining the purpose of the meeting and the
expectation of meeting duration.

2. Advice the meeting attendees of apologies have been made for absence in the meeting.
 3. Present the outline of the previous meeting.

4. Explain the agendas of the meeting.

5. Before closing the meeting, explaining the next meeting agenda

Reference: A Guide to a Proper Formal Meeting https://fellow.app/blog/meetings/guide-to-

proper-formal-meetings/

3. Outline a typical meeting structure for an informal meeting.

Informal meetings have looser requirements and more structural flexibility.

Informal meetings allow for the more casual sharing of ideas and potentially more creative
problem-solving
Informal meetings rarely require this structured voting process, though the decisions reached
can be just as meaningful.
Informal meetings don’t require this meticulous documentation, though you should have a
notetaker on hand regardless
Reference:

A Guide to a Proper Formal Meeting https://fellow.app/blog/meetings/guide-to-proper-formal-

meetings/

4. Identify at least three key arrangements that need to be made for a meeting.
• Identify the purpose. Clarifying the purpose of your meeting is the first and most important
planning step, and will drive all the other elements of your prep.
• Develop a preliminary agenda. Decide how much time to devote to each item and what order
makes sense.
• Decide where and when. The meeting space helps to set the tone.
• Select the right participants. Consider who can help you accomplish your goal and who will
be affected by the meeting’s outcome.
Reference:
A Checklist for Planning Your Next Big Meeting
https://www.seattletimes.com/explore/careers/a-checklist-for-planning-your-next-big-
meeting/

5. Outline two responsibilities of a chairperson prior to a meeting.

Prior a meeting a chairperson needs to:

• prepare any matters the meeting will cover and prepare an agenda for the meeting.
• make sure all attendees received the documents and reports regarding the meeting.
• the chairperson should also keep track of how long the meeting will last and ensure that all
members have signed in before the meeting.
• lastly, the chairperson should ensure that the group finishes all important tasks before the
meeting takes place.
Reference:
Chairperson Duties https://careertrend.com/list-6088238-chairperson-duties.html
6. Identify three important aspects of a chairperson’s job during a meeting.
During a meeting, a chairperson:
 Should open the meeting and check for quorum, or the number of members present.
 Should conduct the meeting according to the agenda. If time permits, the chairperson can
 Allow debates, comments or concerns during the meeting.
 Ensure that meeting attendees get a chance to address their concerns while preventing any
private discussions.
 Close the meeting.
Reference:
Chairperson Duties https://careertrend.com/list-6088238-chairperson-duties.html

7. Explain why it is important for a chairperson to monitor the participation of all those involved in
a meeting.
The chairperson is responsible for steering the meeting and make sure that all participants have
the same opportunity to speak and contribute in the meeting. And also to make sure the
effectiveness and legitimacy of the meeting.

8. In relation to group dynamics answer the following questions:

a. Explain how, in the role of a chairperson, you would manage someone who is dominating
the meeting.
The chairperson can interrupt the person and summarize their point of view. Ask anyone else
if they have any other opinion on this view. Remind everyone that it is important to continue
to the next agenda.
b. Explain how, in the role of a chairperson, you would manage someone who is too shy to
contribute to a meeting.
The chairperson could ask specific question or encourage that person to deliver his or her
opinion or point of view.
c. Explain how, in the role of a chairperson, you would manage two people having a private
conversation within a meeting.
Pause the meeting for a bit longer and explain the next point. Hoping that the silence makes
the two people stop talking. Or can be directly ask them to stop talking and back to the
meeting.

9. Explain group dynamics, including how these are important in relation to conducting meetings.
Anytime two or more people meet with the goal of coming to consensus, chances are they will
take on different roles in the process. This interplay between individuals and the group forms an
important basis for group dynamics.
In meetings, the playing field is not level. Meeting participants are often influenced by others in
the group. Powerful leaders, participants with personal biases (including cultural differences) ,
and persuasive personalities can coerce the individual or group and affect the meeting outcome.
Reference:
Group Dynamics in Meetings http://meetingsift.com/group-dynamics-in-meetings-roles-played

10. As a chairperson, you need to be aware of the different roles that may be present during a
meeting. Provide a definition for each role listed below.
 Role Definition

Initiator Making suggestion for an action or gets the meeting

commence.

Clarifier Checking on people that are on the same page and request
more information

Dominator The person that hinder and ask too many question

Degrader Degrading or attacking other participants or their point of

view, rather than creating harmony.

Distractor Distracting other participants or having conversation with

different topic.

Supporter Give supportive comments and commends people on their

ideas, also ease the meeting

Gate keeper Make sure that ground rules are followed by participants and
keep the meeting in the agenda also encourage shy people to
participate.

11. Describe two ways of conducting meetings.

Ways of conducting meeting:
 Face to face meeting. This type of meeting usually involving two or more participants that
conducted in a agreed place and time.
 Web based meeting. This type of meeting using web-based software such as ZOOM or
GOGGLE MEET, this meeting usually cover nationally even internationally participants.
 Meeting over the phone. This type of meeting conducted by phone and usually short
meeting.

12. Identify three advantages of face-to-face meetings and give an example of a workplace
• Able to interpret nonverbal cues
Sometimes, the most important information isn't communicated through words. Meeting face
to face allows you to interpret micro-behaviors such as facial expressions and gestures that can
help you gauge how interested other people are in the conversation and give your insight into
how they may be feeling.
• Avoid technology issues
While technology certainly has its benefits, being able to hold a meeting without experiencing
camera or audio difficulties, internet connection issues or other technical challenges can save
time and limit stress.
• Able to communicate effectively
Face-to-face meetings make it easier to communicate effectively by providing participants with
nonverbal cues and the ability to ask questions.
 Reference: Face-To-Face Meetings: 9 Benefits and Why They're Important
https://www.indeed.com/career-advice/career-development/face-to-face-meetings

13. Describe three advantages of virtual meetings and give an example of a workplace situation
where this type of meeting may be used.
• Reduced time wasting
With virtual meetings, the amount of scheduling and logistical faff surrounding a meeting tends
to be significantly lower than with in-person meetings.
• Tighter agendas
More efficient, shorter meetings with fewer meanders that cut to the point and get the job done
faster is clearly good news—freeing up more space for everyone to get on with the important
tasks that matter.
• Reduce the budget
When all your meetings are digital, it becomes infinitely easier to quantify all the time your
company spends on different catch-ups and communications. This is crucial if you are billing for
all client time, or simply want to map where time goes across different projects.
Reference:
The biggest benefits of virtual meetings https://timelyapp.com/blog/benefits-virtual-meetings

14. Describe the use of webcams for meetings, including a brief description of how to use video
conferencing software and common features.
Webcam in meetings allow users to meet face-to-face even when separated by distances.
1. Download and install videoconferencing software.
2. Familiarize yourself with the basics of the videoconferencing software by exploring it before
you set up your meeting.
3. Contact the person or people with whom you plan to chat and schedule the webcam
meeting.
4. Enter the contact information, including the usernames, of the people included in your
upcoming webcam meeting.
5. Test your audio and video equipment. Most webcams include software; open this software to
ensure that your webcam works properly before the meeting.
6. Open your videoconferencing software at the agreed upon meeting time.

15. List three different applications you can use to communicate with someone using web
conferencing.
 Zoom
 Skype
 Microsoft Team

16. Explain the purpose of an agenda and identify five items that should be included in an agenda.
A meeting agenda helps you and your colleagues prepare for a meeting and guide yourselves
through the items you need to discuss. Items included in an agenda:
• Item/topics
• Goals
• Priority
• Time
• How this is going to be done
• Who will present
17. Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes.
The purpose is to create an official record of the actions taken at a meeting. Minutes serve to
both memorialize the actions taken for those attending the meeting as well as for those who
were unable to attend the meeting. Items that should be included:
• The date, time, and venue of the meeting ;
• The names of those in attendance (including staff) and the person recording the minutes;
• The agenda of the meeting
• Next meeting date and time

18. Explain the difference between informal meeting minutes and formal meeting minutes.
In informal meetings it is more likely to take notes or even just action points. This means that it
is more likely to use informal language and the structure and style of the minutes maybe looser.

In formal meetings must record much more. This includes the organization, date, time, location,
meeting organizer, minute taker, persons in attendance, and absent members. However, formal
meeting minutes go on to capture information about reports, specific agenda items, motions,
votes, confidentiality, the call to order, adjournment, and much more

Reference:
Meeting Minutes Format https://blog.udemy.com/meeting-minutes-format/

19. 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:
a. To whom must a notice of meeting be provided?
To each member entitled to vote at the meeting and to each Director. Notices must be provided
individually.
b. How must the notice of the meeting be provided? Indicate at least two ways.
It should be done personally, by sending it to the registered addresses, by fax or by emails.

20. Identify two organisational policies and procedures relevant to conducting meetings. For each
one, explain why it would be important to follow

 Work Health and Safety to make sure the area of meeting and the facilities are safe for all
participants to avoid any injuries.
 IT security for virtual meeting make sure that the technology used is safe an inaccessible as
much as possible to avoid any breaches. Access is only for those with permission.
 Recordkeeping. Make sure that all required documentation is completed and filed such as
agenda, minute etc. Make sure all documentation uses file names conventions.
 Privacy. Ensure that all documentation of the meeting is safe and in the correct location, and
are not able to be accessed by unauthorised personal.

Reference:
Policy and procedures for meetings https://www.skillmaker.edu.au/policy-and-procedures-for-
meetings