BSBADM502 - MANAGE MEETINGS - Formative assessment.docx

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BSBADM502 - MANAGE MEETINGS Formative assessments Activity 1 Develop agenda in line with stated meeting purpose 1. What are 5 types of formal meetings that might be held in a workplace and what purpose do they serve? 30 -50 words. [1] Annual general meeting (AGM): it complies with legal requirements, such as the presentation and approval of the audited accounts, election of directors, and appointment of auditors for the new accounting term. [2] Project planning: it brings together people from various departments working on same project or task. [3] Staff Meetings: Managers hold regular departmental meetings to update the employees on progress or work on any issue that affects the department. [4] Budget meeting: it is used to set budgets and some help companies review the performance of the company in relation to its financial plans. [5] Sales Conference: These meetings brings the sales team together with other members of the company who affect their success. 2. How do you ensure that the formal meetings are productive and effective? 180-200 words. [1] Before a meeting can take place, the purpose should be clearly identified. It is important to determine why the meeting needs to be held and what it is intended to achieve. If there is no clear purpose or identified outcome, there is no reason to hold the meeting [2] Identify the major points of discussion or topics to be covered in the meeting. This will help to determine the type of meeting to be held, the people who should participate and the format of the meeting [3] Meetings should only be held when there is a real purpose for the meeting. Meetings that are held at a regular time on a regular day, simply because we should have meetings are not necessarily productive. [4] Clear agenda of the meeting drive successful meetings, as when sent before the meeting it permits everyone to prepare beforehand and avoids time-waste. [5] Are characterised by the documentation and distribution of minutes—actionable items are accurately documented and followed through with
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[6] Are structured so that when a decision is made, it is clearly communicated— responsibilities are assigned to team members and deadlines are set for action. [7] Start and end up the meeting in time. [8] Involve the use of a structured and pre-distributed agenda, have time frames attached to agenda items, and these are adhered to 3. How would you determine the items to be included on an agenda and how would you distribute agendas to the relevant personnel? 80- 100 words. - Items on the agenda might include: + Welcome + Minutes of the previous meeting + Matters or business arising from the minutes + Correspondence + Reports + Major agenda items, presenters (where relevant) + General business + Questions/ new ideas/ participant input + Date of next meeting + Close - An agenda outlines what will happen at the meeting and what topics will be discussed. It is the list of business to be dealt with, in order of presentation. An agenda advises attendees of both the meeting purpose and the role they are expected to play. Agendas should be distributed in advance to all proposed attendees. Attendees will then have the opportunity to
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  • '17
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  • fifty percent

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