Manage Meetings documentation
Budget: $30 – $250 AUD
Part A – Informal Meeting: Document & Evidence Upload
You are then required to conduct an informal meeting, brainstorming on the arrangements required to organise the formal meeting. You will need to review the meeting agenda and come up with ideas for the email invites and meeting planner checklist required to conduct the scheduled formal meeting.
You will need to provide the following:
Evidence of inviting participants to the informal meeting. E.g. emails, texts or written document etc.
A final draft of the email inviting all the attendees, with relevant information regarding the formal meeting.
Prepare a meeting planner checklist.
Part B – Inviting the Participants: Document & Evidence
You are required to formally invite the participants to the meeting.
Therefore, you are required to submit the following documents.
Evidence of inviting participants to the formal meeting. The evidence should demonstrate two-way communication.
A copy of the updated meeting agenda to be distributed to the participants.
A completed meeting planner checklist which reflects the duties and responsibilities assigned to the participants.
Part C – Formal Meeting: Audio Recording
You will be conduct the formal meeting. You can nominate a chairperson, minute taker and timekeeper as required. The group created for the informal meeting will be retained for this observation task. All participants will participate in the activity in one or more of the positions - chairperson, participant, timekeeper, minute taker.
After the role play, you are required to draft a Meeting Minutes that reflects on the topics discussed in the meeting. You can use the template provided.
The Meeting Minutes should include the following elements:
Date and venue of meeting
Duration of meeting
List of attendees
Purpose of the meeting
Topics discussed
Any action taken
Person responsible
Next meeting scheduled
Scenario
You have been appointed as the manager of the Food and Beverage department of your company, with only 2 weeks in the job. Though you have been with the company for the last 5 years, you have never worked in this department and you were told that the performance of the department has been declining over time. There are 3 direct reports and 4 indirect personnel, Matt, Harry, Diana and Julie, a receptionist. Tom has worked in the department for 10 years, Harry has recently joined the team and Julie has been multi-skilling between departments for 3 years.
You were told that the staff are reluctant to attend and participate in regular team meetings. According to Julie, the team members are not happy with the meetings being held after office hours. The meeting agendas were not circulated, and it seemed to the team that the meetings happened without any purpose. Once the meetings were finished, the team heard nothing more about the decisions (if any) made and what would happen. Julie says the team joke with their friends from other departments about the meetings being “unproductive”, and “a waste of time”.
There is a meeting due in the next 10 days which will be the first meeting chaired by you, the new Food and Beverage Manager. You are required to manage the situation and the up-coming meeting.
Completion: Answer these questions
Can you tell me what organisational policies and procedures you might reference in your organisation?
Can you tell me what ethical and legal issues you considered when developing your meeting strategy?
Will this meeting be a formal or informal meeting? Explain why formal or informal and what the difference is?
What is the focus of this meeting and how will you ensure the meeting does not get off track?
How will you manage the constant negative comments from Tom who has worked in the department for 10 years and has great influence over others in the department?
How did you brief the minute taker on their duties and organisational protocol?
When and how will you ensure the content of the Minutes is accurate and that nothing is missing?
You are then required to conduct an informal meeting, brainstorming on the arrangements required to organise the formal meeting. You will need to review the meeting agenda and come up with ideas for the email invites and meeting planner checklist required to conduct the scheduled formal meeting.
You will need to provide the following:
Evidence of inviting participants to the informal meeting. E.g. emails, texts or written document etc.
A final draft of the email inviting all the attendees, with relevant information regarding the formal meeting.
Prepare a meeting planner checklist.
Part B – Inviting the Participants: Document & Evidence
You are required to formally invite the participants to the meeting.
Therefore, you are required to submit the following documents.
Evidence of inviting participants to the formal meeting. The evidence should demonstrate two-way communication.
A copy of the updated meeting agenda to be distributed to the participants.
A completed meeting planner checklist which reflects the duties and responsibilities assigned to the participants.
Part C – Formal Meeting: Audio Recording
You will be conduct the formal meeting. You can nominate a chairperson, minute taker and timekeeper as required. The group created for the informal meeting will be retained for this observation task. All participants will participate in the activity in one or more of the positions - chairperson, participant, timekeeper, minute taker.
After the role play, you are required to draft a Meeting Minutes that reflects on the topics discussed in the meeting. You can use the template provided.
The Meeting Minutes should include the following elements:
Date and venue of meeting
Duration of meeting
List of attendees
Purpose of the meeting
Topics discussed
Any action taken
Person responsible
Next meeting scheduled
Scenario
You have been appointed as the manager of the Food and Beverage department of your company, with only 2 weeks in the job. Though you have been with the company for the last 5 years, you have never worked in this department and you were told that the performance of the department has been declining over time. There are 3 direct reports and 4 indirect personnel, Matt, Harry, Diana and Julie, a receptionist. Tom has worked in the department for 10 years, Harry has recently joined the team and Julie has been multi-skilling between departments for 3 years.
You were told that the staff are reluctant to attend and participate in regular team meetings. According to Julie, the team members are not happy with the meetings being held after office hours. The meeting agendas were not circulated, and it seemed to the team that the meetings happened without any purpose. Once the meetings were finished, the team heard nothing more about the decisions (if any) made and what would happen. Julie says the team joke with their friends from other departments about the meetings being “unproductive”, and “a waste of time”.
There is a meeting due in the next 10 days which will be the first meeting chaired by you, the new Food and Beverage Manager. You are required to manage the situation and the up-coming meeting.
Completion: Answer these questions
Can you tell me what organisational policies and procedures you might reference in your organisation?
Can you tell me what ethical and legal issues you considered when developing your meeting strategy?
Will this meeting be a formal or informal meeting? Explain why formal or informal and what the difference is?
What is the focus of this meeting and how will you ensure the meeting does not get off track?
How will you manage the constant negative comments from Tom who has worked in the department for 10 years and has great influence over others in the department?
How did you brief the minute taker on their duties and organisational protocol?
When and how will you ensure the content of the Minutes is accurate and that nothing is missing?