Assessment Task 1

1. Explain each of the following meeting terminology:

• Quorum
• Procedural motion
• Proxy
• Conflict of interest

Quorum: It is minimum accepted level of individuals with an interest in the company who need to proceed for the meeting. The clause makes sure that there is enough representation present in the meeting

Procedural motion: It means how the meeting is being scheduled. This is specially made for the easy transaction of the business during a meeting.

Proxy: It is an authorized act which acts on the behalf of another party.

Conflict of interest: The conflict takes place when there is clash in the interest or in professional duties.

 

2. Meeting structure for a formal meeting.

• Well planned
• Apologies for absence.
• Date
• Start Time - End Time
• List of Invitees
• Minutes of last meeting.
• Matters arising
• Training & Development
• Report on Funding.
• Finance & Equipment
• Time and date of next meeting.

3. Meeting structure for an informal meeting.

• Not heavily planned
• Meeting attendees
• Date and time
• Location
• Purpose
• Meeting minutes

 

4. Three key arrangements that need to be made for a meeting.

Meeting arrangements will include:

• It is quite important to make it clear the purpose and the objective that why meeting have been conducted.
• There should always be proper agenda for the meeting according to which meeting is going to be held.
• Proper email or notice is required to those who will going to attend the meeting. The email must contain the meeting schedules and proper meeting details in that mail.

5. Two responsibilities of a Chairperson prior to a meeting.

• The chairperson should be aware of the agenda of the meeting
• Consult with the secretary and the other company directors concerning the issues to be discussed during the meeting.

 

6. Three important aspects of a Chairperson’s job during a meeting.

• Clarification of any misunderstanding
• If necessary, assisting the secretary
• Focusing on the important points
• Before leading to the next point, conclude the previous point first

 

7. Important for a Chairperson to monitor the participation of all those involved in a meeting.

When the meeting is carried, it is the duty of the director to make sure that it keeps on streaming and includes all the individuals are present.

The administration aims at:    

• Indication of the advancement
• Clarification of any misunderstanding
• If necessary, assisting the secretary
• Focusing on the important points
• Before leading to the next point, conclude the previous point first

 

8. In relation group dynamics answer the following questions.

• Explain how, in the role of a Chairperson, you would manage someone who is dominating the meeting.
• Explain how in the role of a Chairperson you would manage someone who is too shy to contribute to a meeting.
• Explain how in the role of a Chairperson you would manage two people having a private conversation within a meeting.

 

• As a chairperson, my duty is to make sure that all the participants are equally able to hear. If a person gives any opinion I would highly appreciate the opinion

• A person who is shy will always hold his/her ideas and opinions. I would help them to boost their confidence. And it will be really appreciable if they make any progress in their behavior by sharing their views and ideas.

• If any of the attendees in the meeting is busy with their personal talks, as a chairperson I will ask them to share what they were talking about in front of all the members in the meeting. This is done to make them understand the importance of the meeting

 

9. Group dynamics and describe this in relation to meetings?

There are more chances that when two people meet they take different roles in the process. This plays an important basis of group dynamic between the individuals and the group.

Playing field is not a level in a meeting. The participants are influenced by other people of the group.

In meetings, the playing field is not level. Meeting participants are often influenced by others in the group.

10. Define each of the following roles within meeting dynamics:

• Initiator
• Clarifier
• Dominator
• Degrader
• Distractor
• Supporter
• Gate Keeper

• Initiator- This the person who give suggestion about a particular task which is to be undertaken.
• Clarifier- This person makes sure that the participant is knowing the value of an idea
• Dominator- This is the person who ask too many questions in the meeting and dominates the meeting
• Degrader- This is a participant who degrades other participants by attacking on them.
• Distractor – He/she keeps having their own talks in the meeting and distracts all the participants of the meeting.
• Supporter - Participants who supports the opinions of the other participant.
• Gate Keeper- Gatekeeper is the one who interfere in the conversation of the others Participant who jumps in the conversation to nudge others.

11. Two ways of conducting meetings.

• Virtual meeting: in this people share the data and the information without being physically present.
• Face-to-face meeting: It is a meeting where all the participant are present in person or physicallyat the same place.

 

12. Three advantages of face to face meetings and give illustration of a workplace situation where this type of meeting may be used.

• Chance to understand the body language is given:
  Someone can easily understand what one is trying to convey if he/she carefully observe the body language of the person and he/she can also understand through the facial expressions and gestures as well. A person who is not expert can also easily understand the body language. If a person is able to understand the body language then he/she can easily get to know much more than what actually the person is saying.

For example, if the customer agrees with your decision but his/her body language says something else, you can easily judge it by spotting the signs and then you can guide them with alternative suggestions as well.

• It Helps Make Focusing Easier:

There are both advantages as well as disadvantages of the technology. Virtual meeting has its own benefits as it is cost efficient and less time consuming but in the world of multitasking there are chances that people can use some other applications side by side while attending the meeting. Whereas in face-to-face meetings, multitasking is not possible at all.

• Deeper insights

Observe the client’s surrounding in the same way in which body language is read, this willtell you a lot about their mindset. Is their office clean? If their workplace is not up to the mark then make the request and if their method of working is not same as yours then pay extra attention

Examples: Face-to-face meeting involves: Team meetings or conferences.

13. Three advantages of meetings held by tele conference or web conferencing and give an example of a workplace situation where this type of meeting may be used.

Advantages:

• Less costly and less time consuming
• Increase in the productivity
• No fees for the location

Example:

Web conferencing, business meetings involving people from different states, countries. This requires preparation from very long period of time as it involves expenditure in hotel, travelling and transport. With the help of web conferencing an hour is just needed and everyone will log in from their account and settle for the conference.

14. The uses of webcams for meetings, including a brief description if how to use a web cam.

No time constraint:

Time difference will not matter between the countries. This method of communication is used because people don’t travel to attend the meetings.

Easy communication:

The communication is made easy as people use the cam to communicate, tools such as text exchange, file sharing, screen sharing etc. is used.

Increased productivity:

With the help of web conferencing the district barriers have been eliminated which helped in saving the time as meeting can be held anywhere, anytime and at any place.

15. The purpose of an agenda and identify five items that should be included in an agenda.

Agendas are being used for keeping the track of the events and responsibilities

A general meeting agenda has three main components. The first motive is to cover all the important issues which is to be discussed in the meeting. The second motive is to tell the members the minimum information that they should. The third motive is what the meeting should accomplish.

Item that should be involved in an agenda:

1. checking the details of the meeting for more than one time, such as time, place
2. Outlining the topics which are to be discussed
3. Goals of meeting should be identified
4. The purpose of meeting minutes and list five items that should be included in meeting minutes.

The minute of the meeting will include the date, place and time of the interview. It will also contain the list of the people who had attended the meeting and also the list of the topics which were discussed in the meeting. These notes are given to the attendees who are interested

• Public companies are governed by law to keep the shareholder meetings, board of directors meeting and executive committee meetings.
• The format will start with the date and purpose of the meeting.
• It covers what the agenda is.

write effective meeting minutes you should include:

Date and time of the meeting

The names of the participants.

• Agenda of the meeting
• Calendar or due dates.
• Actions or tasks to be carried
• The main points.
• Decisions that are to be made by the participants.
• Recording the most important points?
• Future decisions.

17. The difference between informal meeting minutes and formal meeting minutes.

The language which will be used is formal and there will appropriate sentence in a well-structured way. Although informal minutes will have informal meetings, and it will be easy and stress-free.

18. 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:

 To whom must a notice of meeting be provided?

• How must the notice of the meeting be provided? Indicate at least two ways.
• Solitary part where there is joined enrolment, notice can be given to them.
• Through electronic modes it is being sent

It is being send through post to the location

ASSESSMENT 2

1. Meeting agenda

Meeting Agenda

Meeting Date:	4th September2021
Meeting Time/duration:	10:00 AM/30 minutes
Meeting Location:	Grow Management Consultants Conference Hall
Attendees:	Operation Manger Senior Management Consultants Administration/Project Officer Marketing Manager Two management consultant contractors
Chair:	Administration/Project Manager
Please bring &/or read:	Meeting Policy and Procedure

 

Agenda Items	Time Allocated
Welcome and apologies	2 minutes
Presentation	5 minutes
Dividing responsibility for catering	8 minutes
Setting time table of conference	5 minutes

 

2. Identification of leadership topics

Example topic and information:          

Mindful Leadership: Becoming a Mindful Leader by the Application of Acceptance and Commitment Therapy (ACT) Principles.

ACT is applied to clinics and organizations, it is evidence based approach. It helps in assisting managers to increase the performance and innovation with reduction in the stress in the work.

ACT will introduce the quality and mindful leader and person. Empathy and self-compassion are the example of such qualities

This will be practical meeting with the aim of making them learn about the mindfulness techniques at work.

In the meeting you need to explain that you can easily identify and interpret any information.

The topic chosen for the conference are:

TOPIC 1 – Creating a better creativity in training giving

 Management consultant have given the chance for the leadership training creativity to get more things done. It is also for the Australian people and not only for the companies, as people of Australia like to use leadership in an organization. The different teaching idea is also for the training to hospitals, social workers or to the NPO’s. If the leadership training is creative, it will be more fun to learn. It can also include videos, photos, quiz, or any other game challenges.

TOPIC 2 - Usage of digital media to enhance training process

Digital communication tools are viewed as key facilitator of team connectedness by the Australian leader. The use of work-based social media platforms have been increased by the 80% and there 67% increase in the usage of instant messages. Digital media has helped in the enhancement of good work such as webcam, social media and other things

3. Confirm the meeting arrangements

To: All staff

From:

Subject: Invitation for Leadership Conference Meeting

Hi everyone,

I would like to welcome you all for a meeting which is related to administration meeting program. The meeting will be on 04/09/2021. I have attached the plan of the meeting with the email. The meeting will start at 10:00 am to 10:30 am at Grow Management Consultants Board Room. It would be really appreciable if you give your valuable suggestion.     

Regards

Operations Manager

 

EMAIL

To: Administration and Project Officer

From:

Sub: Arranging and booking the Meeting Room

Respected Sir,

The main aim of writing this letter is to let you know that I have arranged a meeting for the upcoming leadership conference. Which will take place on September 2021. I urge you to book the meeting room 1 and do all the arrangements on 04/09/2021 for the meeting. The meeting will be of 30 minutes. Kindly make the arrangements accordingly.

Thanking you

Kind regards

 

4. Conduct the meeting

Meeting date: 04/09/2021

Time: 10:00 am

Venue: Meeting Room 1

Safety Hazard Identified and Rectified:

• Chair and desks are not in good condition.
• Fire extinguisher is not in working condition

Kindly make sure that the chairs and desk are safe for the employees to use, kindly change them

Replace the old fire extinguisher with the new one.

During meeting:

Good morning everyone. Myself…… and work as operation manager of Grow management consultants. As you all know that we have come here to discuss about the topics related to upcoming leadership conference.

Purpose:

Deciding the topic of conference is the main purpose of this meeting.

Time:

The duration of the meeting will be 30 minutes. All the attendees are expected to participate in the meeting and give their opinions also.

Meeting Agenda

Agenda Items		Time Allocated
Welcome and apologies	2 minutes
Presentation	5 minutes	Deciding the venue	10 minutes
Dividing responsibility for catering	8 minutes
Setting time table of conference	5 minutes

 

Leadership topics:

The topic chosen for the conference are:

TOPIC 1 – Creating a better creativity in training giving

The chance for creativity leadership training is being given by the Grow management consultant. It is also for the Australian people who like to use leadership. There is a different teaching for hospitals, social workers or the NPO’s.

TOPIC 2 - Usage of digital media to enhance training process

Digital communication tool is viewed as the key facilitator for tear connectedness by the Australian leader. There is an increase in work-based social media platforms by 80% and the use of instant message is increased by 68%. Mindful leadership has been enhanced by the digital development by using digital media such as webcam, social media and other things. It will also help in enhancement of the leadership.

Promoting Ethical Behavior:

During the meeting, two of the attendees were not paying attention in the meeting and were busy with their private talks.

So as a leader, I stood by them and made them realized that they have been caught. So, that they get aware about the offend.

Outcomes

Ideas were given by all the attendees and discussions was also made. At last the above topic have been finalized for the meeting.

5. Prepare meeting minutes

Grow Management Consultants

Meeting minutes

Date:	4th September 2021
Time:	10:00 AM
Place:	Meeting Room 1
Attendees:		Operations Manager James Duval (Administration/Project Officer) Jack Smith (Senior Management Consultants) Jack Steel (Marketing Manager) Michael Simms (Management Consultant Contractor) Leander (Management Consultant Contractor)
Apologies:		N/A

 

Item	Description
1	Meeting purpose   The main aim of this meeting is to decide the topics for the conference
2	Review of previous meeting (if applicable. Delete of not)
3	Item discussed   Leadership Topics   TOPIC 1 - Create better creativity in training giving   Management consultant have given the chance for the leadership training creativity to get more things done. It is also for the Australian people and not only for the companies, as people of Australia like to use leadership in an organization. The different teaching idea is also for the training to hospitals, social workers or to the NPO’s. If the leadership training is creative, it will be more fun to learn. It can also include videos, photos, quiz, or any other game challenges.   TOPIC 2 - Usage of digital media to enhance training process Digital communication tools are viewed as key facilitator of team connectedness by the Australian leader. The use of work-based social media platforms have been increased by the 80% and there 67% increase in the usage of instant messages. Digital media has helped in the enhancement of good work such as webcam, social media and other things   Outcomes Ideas were given by all the attendees and discussions was also made. At last the above topic have been finalized for the meeting
4	Item discussed   Dividing of catering services Venue to be selected   Outcomes   Operational manager will arrange the venue and catering services.
5	Meeting close: 10:30 AM
6	Next meeting:
	Time:	10 AM
	Date:	10th September
	Place:	Conference hall

 

Minute taker:	Administration and project Manager
Signed:	James
Name:	James Duval
Date:	10th  September 2021

 

6. Update the conference programme

Grow Management Consultants

Leadership Conference 2019: Leading in the twenty first century

4 September 2021

10.30 am to 6.00 pm

10 – 10.30 am: Conference welcome

General Welcome – CEO, Grow Management Consultants

Welcome to Country – Traditional Custodian

10.30 – 11.30: LEADERSHIP TOPIC TO BE CONFIRMED

TOPIC 1 - Creating better creativity in training giving

Management consultant have given the chance for the leadership training creativity to get more things done. It is also for the Australian people and not only for the companies, as people of Australia like to use leadership in an organization. The different teaching idea is also for the training to hospitals, social workers or to the NPO’s. If the leadership training is creative, it will be more fun to learn. It can also include videos, photos, quiz, or any other game challenges.

Keynote Speaker: CEO of Grow Management Consultants

11.30 – 12 noon: Morning Tea and networking opportunity

12 noon – 12.30 pm:  LEADERSHIP TOPIC TO BE CONFIRMED

TOPIC 2 - Usage of digital media to enhance training process

Digital communication tools are viewed as key facilitator of team connectedness by the Australian leader. The use of work-based social media platforms have been increased by the 80% and there 67% increase in the usage of instant messages. Digital media has helped in the enhancement of good work such as webcam, social media and other things

Presenter: Marketing Manager

12.30 to 1.30: Lunch

1.30 – 3.00 pm: TOPIC OF LEADERSHIP TO BE CONFIRMED

• Topic: Mentoring and leadership development:

Mentoring is the main key nowadays to promote the leadership skills of the leaders. Mentors can play various roles and can also change the role according to the needs. Both mentors and mentees plays an important role. While the benefits of mentoring are very vast and adequate training helps to engage the mentoring immensely. To get the desired results.

Presenter: Operation Manager

3 – 3.30 pm: Afternoon Tea and opportunities of networking

3.30 – 5.00 pm: TOPIC OF LEADERSHIP TO BE CONFIRMED

• Conflict management styles:                

Managers who perceived to exhibit more on transformational leadership style adopted integrating and obliging style of conflict management. Those who perceived to exhibit more on transactional style opted for compromising style of conflict management. Whereas, managers perceived to exhibit laissez-faire leadership style adopted avoiding style to manage conflicts with subordinates.

Presenter: CEO

 

8. Email to staff

To: assessor@gmail.com

From:  Operations Manager

Subject: Outcome of the meeting

Dear Staff Member,

I would like to inform about the leadership conference. A meeting was held recently to discuss the schedule of the meeting. The results are as follows:

• Assignment of duties to all the staff members
• Finalisation of leadership topic
• Assignment of speakers for the conference

Please go through the attached document carefully.

Thank you.

Regards,

Operations Manager

ASSESSMENT 3

1. Develop a meeting agenda

Meeting Agenda

Meeting Date and Time:	9th  September 2021 (10 am)
Meeting Time/duration:	15 minutes
Meeting Location:	Conference hall
Attendees:	Operations Manger Senior Management Consultants Administration/Project Officer Marketing Manager Other members
Chair:	Administration/Project Manager
Please bring &/or read:	N/A

 

Agenda Items		Time Allocated
	Welcome and apologies	2 minutes
	Presentation	3 minutes
	Discuss all aspects of work life balance policy	4 minutes
	Finding social activity	3 Minutes
	Finalize time and budget for activity	3 Minutes

2. Email to staff

To- staff@gmail.com

From- Operations Manager

Dear staff members,

Good morning 

I’m writing this letter to inform you that work-life balance policy is being implemented by the management consultants.

The reason behind why I want to eBook the assembly with you all on 09/09/2021 at 10:00 Am because of the final handiest

Please, go through the schedule of the assembly

For any questions, kindly don’t hesitate to contact.

Regards,

Operations manager

 

3. Conduct a meeting

Meeting date: 09/09/2021

Time: 11 AM

Me: Hope you all are doing great. We have picked up the sport which will be satisfactory to the personnel. Please give your suggestions, if any

Officer: I have come up with the few social sports and also about its affects but most of the activities which I have chosen is appropriate for morning.

Me: Some of the activities have been short listed by me. Kindly pay attention to my thoughts and please give your valuable feedbacks

Venture officer: Please cross in advance

Me: Thank you very much sir. I’ve realised there are number of sports but I’ve picked three among them.

These are:

Visiting trip in night membership

Going for picnic after every 2 months

Going for a pizza party at pizzeria

Challenge officer: this a great idea this will help to increase the spirit of the crew as well as helping in increasing bonding among the employees.

Me: all the thoughts are very existing so I would like to inform that it is important to offer proper devices to the personnel.

Challenge officer: good finances have been located by the authority.

Me: I would like to thank everyone for their precious time.

4. Email to team

To-  staff@gmail.com

From- Operations Manager

Subject: Draft e-mail – Social activities

Dear staff,

Good Morning!

As our meeting was held the prior day, I would like to give the summarised results and list on which social activities agreed on.

In our meeting, we discussed that piece- existence stability policy is been applied and it includes new ways

The social sports agreed were:

Visiting trip in night membership

Going for picnic after every 2 months

Going for a pizza party at pizzeria

The sports might take place on alternative days.

Regards,

Operations manager

 

5. Email to assessor

To: assessor@gmail.com

From: Operations Manager

Sub: received mail for quick details concerning the meeting effects

I’m writing this letter to inform you that I’m providing vital statistics of the mentioned. The members who were in the assembly have decided on the following activities-

Visiting trip in night membership

Going for picnic after every 2 months

Going for a pizza party at pizzeria

As the manager of the corporation, I’ve decided every Friday we will look for all the personnel to Sydney for entertainment to make them feel relaxed from their paintings time tables. The workforce members are free to choose the picnic spot of their own wish and the trip will be sponsored by the agency.

It was decided that pizza birthday party celebration is to be given in the lunch hours on every Wednesday. I hope that all the activities which I have mentioned will help in enhancing the morale of the staff members.

The final activity decided in go give pizza birthday celebration all through lunch hours every Wednesday.

Regards

Operations manager