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BSBADM502 Manage Meetings Assignment - Orange International College, Australia

Assessment Task 1: Written questions

QUESTION 1 - List five meeting types.

1. Brain storming meeting

2. Informational meeting

3. Performance review meeting

4. Strategic meeting

5. Problem solving meeting

QUESTION 2 - List two meeting methods.

1. Stand up meeting

2. Tech free meeting

QUESTION 3 - Discuss three advantages of the first meeting method you chose.

1. Stand up meetings is not boring because none of the participants are seated in the chair. As people stand, they tend to be more attentive and energetic.

2. Stand up meetings are not time consuming and does not take longer than 20 minutes.

3. Stand up meeting is helpful in team building. The problems of the participants are discussed and they are able to put forth their opinion in front of the team. This also encourages sharing of ideas among the team members.

QUESTION 4 - Discuss three advantages the second method you chose.

1. Hand written notes is better than typing in a computer because mere typing of notes will not allow the participant to apply his mind. The participant will not be able to contribute his ideas in the meeting. Therefore hand written notes are better than typing in computer.

2. Meetings involving use of technology often necessitates the participant's involvement in more than one task. Reading emails and simultaneously getting engaged in the meeting is not possible as the participant may not be able to focus on one single task. Hence Tech free meetings are better.

3. Bringing devices to meetings can affect the people's perception. Seeing one of the employees paying attention to phone and ignoring the presenter can be encouraging for other participants to do so. Tech free meetings allow all the participants to stay focused.

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QUESTION 5 - List three reasons why a workplace meeting can be held.

1. In a work place it is normal to have conflicts between the colleagues in an organization. Meetings provide an opportunity to the employees to come out with their problems and get them resolved.

2. Meetings act as a venue for Leaders to communicate about the decisions made for achievement of the organizational objectives. Change management decisions can be easily communicate through meetings.

3. Work place meetings help the employees to understand the goals and objective of the organization. They feel more motivated to work, as they are also involved in the decision making process.

QUESTION 6 - List five items that should be included in an agenda.

1. The objective of the meeting must be clearly defined

2. Determioming the topics to be discussed in the meeting

3. The number of participants who are required to attend the meeting must be ascertained.

4. The template of meeting agenda must have a column for summarizing the topics discussed in the meeting.

5. The place and time of the meeting must be clearly mentioned.

QUESTION 7 - List two responsibilities of a Chairperson prior to a meeting.

1. A meeting of the chair person with the secretary will be beneficial. The meeting should cover the topics that are to be discussed in the meeting. A meeting agenda must also be prepared.

2. The chair person must ensure that the participants of the meeting are provided with the necessary documents, which are going to be discussed in the meeting.

QUESTION 8 - List five important aspects of a Chairperson's job during a meeting.

1. The chairman ensures that the meeting is conducted according to the agenda. He can also make any changes if they are to be included in the agenda with the consent of other participants.

2. If the participants start discussing on other topics that are not a part of the agenda, then they can be questioned by the Chairperson.

3. The chairperson has the right to condemn the act of any of the participant who tries to violate the rules of the meeting, by quarrelling with other participants.

4. The chairman has the authority to ensure that the meeting is fairly conducted. Equal opportunity is given for all the participants irrespective of their ranks.

5. The chairman has to make sure that the secretary take the notes of the meeting and himself uploads a detailed explanation of the meeting after the meeting is over. The minutes of the meeting are checked and signed by the chairperson.

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Question 9 - Why is it important for the Chair to monitor the participation of all those involved in a meeting?

Involvement of the entire participant must be given importance because most of the meetings become useless, as most of the participants express discontentment, after the meetings have been conducted. During the meeting they would not have spoken about their disagreement and later on they will not show much involvement in the work, as their issues have not been addressed. The time taken for the meeting can be fruitful only if the solutions are arrived at the end of the meeting. Otherwise it can be a wasteful exercise for the organization. Therefore the chairman has to monitor the participation of all the participants to overcome such challenges.

QUESTION 10 - Describe how as a Chair you would manage someone who is dominating the meeting.

The dominating person must be reminded about the rules of the meeting. The chairperson can reach to the dominator and ensure that his point is valid and that he need not repeat the same. The chairperson can ask the dominator as to what will be his decision during similar situations. He can also raise his voice and say that there is no point in continuing such discussions. This way calm down the dominator.

QUESTION 11 - Describe how as a Chair you would manage someone who is too shy to contribute to a meeting.

The chair person can accept both verbal and written feedback from shy participants. The chair person can ask the shy participant to prepare a memo beforehand that explains his viewpoints. This can be circulated in the meeting. This can help the participant to initiate the discussion. The chair person can also talk to the participant about the importance of speaking up and the problems that may arise, if he is not willing to.

QUESTION 12 - Briefly discuss how you would manage two people who are having a private conversation within a meeting?

When two people are having a private conversation in a meeting, the chair person can intervene and ask the people to stand up and express their view points separately. Then the chairperson can try to give a comment that summarizes the views of both the participants... This will motivate the participants to speak openly as their views are openly accepted and they might feel encouraged.

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QUESTION 13 - Explain the stages of group development below.

Forming - As this is the beginning stage, there is a high degree of uncertainty among the participants and they do require lot of guidance from the manager. The team members are beginning to get an impression of the fellow members. This phase allows a group member to understand what types of project is the group taking up and how they are going to proceed. They also get to know about the goals of the group.

Storming - At this stage the group, members are clear about their individual goals and they are able to understand their responsibilities. Here the member's will start to have questions as regards, which one of them will have the authority to take decisions. The person allotted with more powerful tasks may try to dominate others. There can be dominant participants and also people who do not like to confront others. Conflicts are, more in this stage.

Forming - The group has become more matured and not many conflicts are seen at this stage. There is a mutual understanding and respect between the group members as because the group has been able to understand one another, after the storming stage. Opinions are openly spoken and decision making becomes easier.

Performing - Here the talents of the members in the group are well established and the group's objectives are very well matched with the strategic objectives of the organization. Here leadership is established and individual tasks are not given much consideration. The group works towards the achievement t of the common goal.

QUESTION 14 - Just because you have called a meeting with a group of people who have lots of useful skills and knowledge, you can't always expect things to run smoothly - and even for everyone to work well together during the meeting!

Describe how each item below can impact on how a meeting progresses.

A participant likes to cause conflict: Conflicts from a participant can affect the team spirit and can lead to a situation where the meeting loses its track. Frequently interrupting the conversation can affect the attention of other participants also. Such people are only interested in achieving their group goals; rather they are interred in personal achievements.

A participant has trouble speaking up and contributing: Shy participants may not affect the proceedings of the, meetings but can change the perception of other participants. The individual may have some valuable ideas that could be very much useful for the organization. This cannot be utilized. The problems of the person remains unaddressed and this can lead to low motivation and desire to work.

A participant withholds information as they do not like to 'share': Participants may refuse to share knowledge in a meeting .It could be because they are affected by some external factors. Fear of losing a job or getting ridiculed or condemned by fellow participants can be a reason. The issues could be of a great importance in the meetings point of view, which when unspoken can have negative impact on the decisions making process, after the meeting.

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QUESTION 15 - There are many different ways in which meetings can be held. For each of the meeting types below, describe how the meeting is held, when the meeting type would be best used (the pros) and any challenges, issues or negatives with the type of meeting (the cons).

Web/video conference

How is this meeting held (such as, how do you run it, what will you need?)

First start the meeting by introduction then define the objectives of meeting. Further a roll calling is conducted. Then participants are introduced. Then meeting is started by assuming that the participants are having a face to face conversation.

 

Pros

There is no location constraint in a web conference meeting. The meeting is very much flexible and can be attended by all the participants irrespective of the diversity in the region. Through use of application and technology a virtual feel is created between the participants.

Cons

There is a lot of cost involved in installing the conference server. Attempting to share confidential information may lead to security issues. Hackers can easily obtain companies intricate information.

 

Teleconference


How to conduct

  • Making sure all the members have the correct contact number to converse is important
  • Participants introduce themselves and begin discussion
  • Notes are taken
  • Muting sounds is necessary when a participant is not discussing
  • As verbal cues are not used, assurance as regards everyone hears it is necessary.
  • Summarizing the points at the end of the meeting.

Pros

Teleconferencing meetings are flexible and does not drag too long like other meetings. All the details of the conference can be recorded which a great advantage in teleconferencing is. There are not much communication challenges and it is also cost effective. All the departments of the organization can be easily connected.

C ones

Teleconferencing needs technical knowledge and there is also limited space of screen usage. This is a disadvantage. Also the nonverbal aspects of business communication are not understood. It is not useful as informal meetings.

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Face-to-face

How is this meeting held (such as, how do you run it, what will you need?)

  • Define the objective of the meeting
  • A well written agenda is requited
  • To arrive on time is important
  • Need to be professionally dressed
  • Discussions should be concerned with the topics mentioned in the agenda
  • Not to engage in conflicts.

Pros:

Face to face meeting helps in understanding non verbal business communication. As points are discussed by directly communicating with the person, chances of errors are less. The trust levels are high and more attention is given to conversation as people are being watched but each other. It is not affected by technical failures.

Cons:

Face to face meetings may not be suitable to large audiences. Shy people may not be willing to share their ideas. It may lead to conflicts when there is difference of opinion within the participants and in this case the purpose the meeting is not met.

Question 16 - You are planning to run a meeting that will go for the whole day. You need to organize morning tea, lunch and afternoon tea. You have a catering budget of $150.

These are the items that you want to buy and how much they cost:

Item

$ each

Assorted packet of biscuits x 2 packets

4.95

2 liters of orange juice x 2 bottles

4.80

2 liters of late reduced fat milk x 2 bottles

3.00

2 liters of full cream late milk x 1 bottle

3.00

Sandwich platter

58.00

Fruit platter

35.00

Jar of coffee x 1

12.50

Box of crackers x 1

3.30

Cheese platter

16.50

Total cost

214.80

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You will find that your total is over budget. Work out what you can remove from the budget to keep it between $145-$150. Remember to make sure you still have a good range of food and drinks and the item/s you remove make sense.

214.80 - 12.50 - 58.00+2.40 = 146.70

Added one liter of orange juice extra and deleted Jar of coffee and sandwich platter.

Assessment Task 2: Project

In this task you will need to show that you can prepare for and conduct meetings.

Part A - prepare for and chair a formal meeting, and write a short report about the experience.

Introduction

As the manager of accounting department of ABC retail I would like to pen down my experiences on the formal Meeting conducted by myself with the departmental heads in the organization.

Experience

The meeting agenda had been circulated among all the participants. This was my first formal meeting with the departmental heads and I think I was able to convince them as regards the need for proper maintenance of the facilities in kitchen and bathroom. At first they were reluctant to give a patient hearing. One of the department head from the marketing department looked like a dominant participant. He was of the opinion that the personnel of the accounts department are responsible for the poor maintenance. Other participants started quarrelling on the same. I told him to calm down as he has already commented on the issue. But he was not ready to listen to me. I told other participants to remain calm and not pay any attention to people who are not interested in finding a solution. The problem creator left the meeting premises. I took five minutes off from the meeting and went outside to convince him. I told him that each and every employee of the company is responsible for the poor maintenance and that he should join the group as because he is one among us. To my surprise he agreed to accompany me and cooperated throughout the conversation.

I noticed another participant sitting lost in his own world. He appeared to listen but was not ready to contribute anything in the group. I asked him to write a memo in which he can mention his ideas. I told him that all group members can have a copy of the same. I told him that his ideas are very much valuable amend that it will help us to find solutions. He agreed and started writing the memo. I appreciated his contribution. Towards the end of the meeting, he started contributing his ideas openly in the group. I think the reason for my success in the formal meeting could be that I had used the harmoniser communicative style. I had tried to soften the situation by avoiding conflict. As I have tried to value my relations with my fellow departmental heads, they were also willing to cooperate with me... I am glad I could achieve this. I was able to convince my group members within the time allotted. The meeting was a stand up meeting so I could attract the attention of all the participants. I think face to face meetings are most successful in case of a stand meeting. We decided to make policy document that details about the code of conduct that all the employees must follow while using the kitchen and bathroom facilities.

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Conclusion

The best part in my formal meeting is that I was able to convince a dominant participant. I am sure that the shy participant will be more motivated in the next meeting session. I am looking forward to conduct more meetings in future and am thankful to the company for giving me this opportunity.

Part B - run an informal meeting.

To all the department heads of ABC Retail limited.

This is to bring to your kind notice that our organisation has planned to conduct social activities. I would appreciate if all the department heads ensure that the employees get engaged themselves in the activities. The following are the activities to be conducted.

ABC marathon event

It will be conducted in the month of January. The employees winning the race will be provided with a T shirt and tickets for one day vacation with their families

Employee compliment day

The employee s who has been diligent in following the policy document regards maintenance of the kitchen and bathroom utilities will be awarded with 10 dollars at the end of every month.

Family day

Employees who are successful in providing innovative ideas and are active in meetings will be awarded with the best communicator award at the end of the year. This will be held in the form of an event where the employees and their families can participate in various athletic events.

I request all the employees to cooperate and get benefited

Accounts manager

ABC Retail Limited

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