Meeting Preparation And Requirements

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1.	List 5 reasons why a company might need to hold a meeting. · To provides information. · Strategic planning. Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper · 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)

Student Name: ______________________________________________________________

Student ID No: ______________________________________________________________

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.

Meeting Format

What Format has you chosen for this meeting & why?

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

Invitation

How did you advise participants of this meeting and why did you choose this format?

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

Meeting papers

Describe the meeting papers you were required to prepare and the distribution method you used to provide those papers to participants. What was the timeframe given and why?

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.

Legal

Identify and describe the legal and ethical compliance requirements as they apply to your meeting.

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

Describe culturally appropriate communication techniques for your audience.

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

Agenda

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

Next Meeting

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

What strategies did you use to review documents and meeting minutes to ensure the information presented was a true and accurate record of the discussions that occurred during the meeting?

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

Detail the outcomes of the accuracy of information – spelling, grammar and correct use of templates.

Area	Review Summary
Correctness of information	Very clear as well as helpful
Spelling & Grammar	Accurate
Correct use of Template	Yes

Check for accuracy

Who in your organisation is required to check for accuracy and approve the minutes prior to distribution?

Manager

Distributing meeting minutes

Describe how and when you will distribute the meeting minutes and why have you chosen this method

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.

Storing meeting minutes

Describe how you will store the meeting minutes and why have you chosen this method?

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.

References

BuisnessDictionary. (2018). constitution. Retrieved December 1, 2018, from BuisnessDictionary: https://www.businessdictionary.com/definition/constitution.html

Commision, V. E. (2018). The Equal Opportunity Act 2010. Retrieved December 1, 2018, from Human Rights Commision: https://www.humanrightscommission.vic.gov.au/the-law/equal-opportunity-act

DeYoung, H., Garg, D., Jia, L., Kaynar, D., & Datta, A. (2010). Experiences in the logical specification of the HIPAA and GLBA privacy laws. Proceedings of the 9th annual ACM workshop on Privacy in the electronic society , 73-82.

Examples. (2018). How to Write an Agenda. Retrieved December 1, 2018, from Examples: https://www.examples.com/business/how-to-write-an-agenda.html

Goetsch, D. L. (2011). Occupational Safety For Technologists, Engineers, and Managers. New York: Pearson.

Jain, A. (2018). Role of Proxy in a Meeting. Retrieved December 1, 2018, from yourarticlelibrary: https://www.yourarticlelibrary.com/company/meetings/role-of-proxy-in-a-meeting/75163

Lauby, S. (2015, May 8). The Only 3 Reasons to Hold a Business Meeting. Retrieved December 1, 2018, from SHRM Blog: https://blog.shrm.org/blog/the-only-3-reasons-to-hold-a-business-meeting

Sheehan, K., & Fenwick, C. (2008). Seven: The Corporations Act 2001 (CTH), Corporate Governance and Termination Payments to Senior Employees . Retrieved December 1, 2018, from Heinonline: https://heinonline.org/HOL/LandingPage?handle=hein.journals/mulr32&div=11&id=&page=

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