Conducting Effective Meetings: Role-play & Reporting Guide

BSBADM502 Manage Meetings Task 02: Conduct, follow up and report on a meeting (Role-play & Written report) Part A 1. Prepare to conduct your meeting. Access the action plan you developed in Assessment Task 1. Review this action plan and ensure that all tasks have been completed in preparation for the meeting you are to chair. 2. Where any tasks have not been completed, ensure these are completed before the next step. 1. Introduction Our team is required to conduct the meeting we planned with the rest of the managers, for that, we have to resolve an issue that happens in the meeting and explain with which technique we resolved it. The minute-taker has to make sure if the minutes are being recorded properly and everything is discussed and resolved. Finally, we have to report the outcomes of the meeting. 2. Action Plan Meeting preparation action plan Meeting name: Sales situation Meeting date: 15 th Oct at 10:00am Chairperson/host: General Manager Action required By whom By when Send the email to the participants Personal Assistant 15 th Oct Send the pre-reading materials Personal Assistant 30 th Oct Booking for a room with the necessary equipment Personal Assistant 5 th Nov Booking for catering Personal Assistant 5 th Nov 1

Seating arrangements Personal Assistant 5 th Nov Part B 1. Conduct and chair the meeting in accordance with the meeting agenda you developed in Assessment Task 1: a. Identify a minute-taker. Provide the minute-taker with the meeting minutes template and brief them on the organizational requirements for taking meeting minutes. b. During the meeting you are required to: i. resolve at least one issue using a problem-solving technique ii. take notes as appropriate. c. Collect the minutes from the minute-taker at the conclusion of the meeting. 2. Ask meeting participants to each complete the Meeting Participant Evaluation Form in Appendix 1. 3. Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix 2. 1. Resolve at least one issue a problem-solving technique During the gathering, a few issues showed up, one of the issues that were most addressed was that we should change our salesmen to more youthful individuals. A portion of the supervisors differs on this choice. The system we use to determine the issue was the 5 Whys to make comprehend to all members about the issue and about the arrangement. Why change the Staff? - Freshly graduated individuals have youthful thoughts. - We need new thoughts, so we change the business circumstance of our organization - We need to put more innovation in our recreations and as per a few investigates, youngsters have more information about technologic things than elderly individuals. - According to the realistic made in the business plan, standard prepackaged games are not selling admirably. - The organization has utilized more youthful individuals as of late, and deals results have been amazing. More youthful individuals truly realize how to impart better. 2. Meeting Participant Evaluation Form Student name NANA 2

The meeting started on time. X The meeting purpose was clear. X The chairperson kept discussions focused on achieving the purpose of the meeting. X The chairperson maintained control of the meeting throughout the duration. X The chairperson ensured all participants were involved in discussions. X The chairperson facilitated the problem-solving activity to resolve any issues. X The chairperson facilitated decision-making to ensure required decisions were made. X The meeting followed the agenda. X The desired outcome for the meeting was achieved. X The meeting concluded on time. X General feedback with respect to the manner by which the gathering was directed: All the focuses were talked about and settled appropriately in the group, in the discourse we required somewhat extra time yet we will have another group on the off chance that we see wasn't clear every one of the procedures we deduced in the group. Student name Miquel Valera The meeting started on time. X 3 Strongly A g r e e Agree Neutral Disagree Strongly Disagree Strongly A g r e e Agree Neutral Disagree Strongly Disagree

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The meeting purpose was clear. X The chairperson kept discussions focused on achieving the purpose of the meeting. X The chairperson maintained control of the meeting throughout the duration. X The chairperson ensured all participants were involved in discussions. X The chairperson facilitated the problem-solving activity to resolve any issues. X The chairperson facilitated decision-making to ensure required decisions were made. X The meeting followed the agenda. X The desired outcome for the meeting was achieved. X The meeting concluded on time. X General feedback regarding how the meeting was transferred: The conference began on time, and all the caller(s) at the gathering were served, during the conference, all the aims that were identified were performed. Student name XXXXX The meeting started on time. X The meeting purpose was clear. X 4 Strongly A g r e e Agree Neutral Disagree Strongly Disagree

The chairperson kept discussions focused on achieving the purpose of the meeting. X The chairperson maintained control of the meeting throughout the duration. X The chairperson ensured all participants were involved in discussions. X The chairperson facilitated the problem-solving activity to resolve any issues. X The chairperson facilitated decision-making to ensure required decisions were made. X The meeting followed the agenda. X The desired outcome for the meeting was achieved. X The meeting concluded on time. X General feedback about the way in which the meeting was conducted: After the meeting and with the advances executed we can tell that it has been a decisive agreement and is the first step to change the unenthusiastic direction of sales. 3. Minute-taker Evaluation Form Student name Miquel Valera The chairperson clearly explained the meeting purpose and the expected outcomes. X I was provided with a list of the attendees and their roles prior to the meeting. X 5 Strongly Agree Agree Neutral Disagree Strongly Disagree

I was provided a copy of a minute template to use to record the meeting discussions. X The chairperson explained any organisational requirements/conventions for recording the meeting minutes. X The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded. X I was provided with examples of previous minutes to assist me with understanding what was required. X It was clear to me what was expected. X General feedback about the information you were conferred about taking minutes for the meeting: The meeting was clear and understood well. All the details were presented in their time, and we chose all of them. Part C 1. Check the minutes to make sure they are complete and accurate, as well as to ensure correct spelling, grammar and use of the template in line with organisational requirements. 2. Make corrections to the minutes as required. 3. Distribute the meeting minutes to meeting participants in line with organisational requirements, along with any follow-up documentation required by the meeting outcomes. 4. Submit the required documents for assessment as per the specifications below. Be sure to keep a copy for your records. 1. Meeting minutes DATE: 15 th Oct MEETING Sales situation 6

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TITLE: TIME: 10:00am ATTENDEES: CEO: NANAN Personal Assistant: Peter General Manager: Mei Product Development: Marry Manufacturing Manager: Peter McKenzie Sales Manager: Jonathan Redmond Finance Manager: Frank Goudie LOCATION: Meeting Room number 3 CHAIR: General Manager MINUTE- TAKER: Personal Assistant Open meeting OBJECTIVE OF MEETING: Resolve the decrease sales and think how to attract to the people to this kind of game nowadays APOLOGIES: NONE 1. Agenda ITEM TOPIC PRESENTER DURATION 1 Checklist Personal Assistant 2.30 minutes 2 Introduce CEO General Manager 1 minute 3 Introduction CEO 5 minutes 4 Statistics and Marketing General Manager 11 minutes 5 Discussion All participants 35 minutes 6 Conclusion CEO 5 minutes Next meeting 7

DATE: 30 th Oct ATTENDEES: CEO: Merche Espejo Personal Assistant: Peter General Manager: Mei Product Development: Marry Manufacturing Manager: Peter McKenzie Sales Manager: Jonathan Redmond Finance Manager: Frank Goudie TIME: 09:30am LOCATION: Meeting Room number 3 CHAIR: CEO MINUTE- TAKER: General Manager Close meeting Communication distribution meeting minutes Dear Ms and Sirs, Thank you again for helping to the last meeting: “Sales Situation” how this knowledge is going to be continued to the rest of the company, attached is the meeting minute. If you have any problems or concerns, please feel free to contact me. Kind Regards XXXXXXX Adept Owl Games Company 42 Challenge Lane | RICHMOND VIC 3121 Ph: 03 9234 5678 | Fax: 03 9234 5679 website: www.adeptowl.com.au | email: baeahn-bartle@adeptowl.com.au Please respect the conditions before printing this email. This email and any attachments to it may be confidential and are intended solely for the value of the somebody to whom it is addressed. Any views or opinions expressed are solely those of the author and do not certainly factor those of Adapt Owl Please contact the sender if you believe you have suffered this email in error. 2. Conclusion The meeting was conducted efficiently and efficiently, treating and resolving the issue that arrived in the meeting, using the procedure we deemed better. All the forces were assumed clearly. 8

BSBADM502 Task 2

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