The unit BSBADM502 - MANAGE MEETINGS answers about how to organise different meetings based on a variety of styles and structures of the meetings and organisational procedures. In manage meetings assessment the learning objectives covered are based on meeting preparation processes, how to become an effective chairperson in a meeting, procedures for taking and organising the minutes and reporting and storing the minutes of meeting and meeting outcomes.
The unit BSBADM502 - MANAGE MEETINGS assessment is important for career pathways of managers and management staff as well as administrative and secretarial staff who have to routinely manage and organise meetings, create meeting agendas, take minutes of the meeting and also for senior management staff and senior administrate staff who have t conduct and chair meetings in workplace.
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The unit BSBADM502 manage meetings assessment answers are made keeping in mind the learning objectives of the units such as defining meeting agendas according to the meeting purpose and about the different styles and structures of the meeting, both formal and informal. The unit manage meetings answers queries like how the meeting participants should be identified and notified based on organisational meeting conventions such as despatching them meeting papers and meeting agendas, selecting meeting venue and catering and making meting arrangements as well. The various stakeholders and participants of the meeting involve chairperson, deputy chair, minute takers and presenters. The chairperson has an important task of maintain the meeting order as per the meeting agenda as well as to conduct meetings keeping in mind the legal legislations and ethical requirement of the organisation and workplace policies and procedures.
The chairperson must ensure that the meetings are convened and finished in a manner so that they are focussed on the agenda items of business, efficient and productive and achieve the required results while ensuring participation from all and avoiding conflicts.
The manage meetings unit answers procedures on how to record minutes of the meeting as well as different methods checking the transcribed meeting for truthfulness and appropriate format to ensure that they are suitable as per organisation conventions and the style of the meeting.
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The minutes of the meeting must be appropriately stored and despatched to all participants of the meeting in a timely manner. The senior management like CEO may be delivered a report on the outcomes of meetings which is different from the minutes of the meeting.
To develop business plans. To announce company profits to shareholders. To check the progress of a project with one member of the project team. To confirm daily work objectives. To plan the organisation’s next social club function. To elect new board members. To inform team members of planned maintenance to the building’s fire safety system. To hear a staff grievance.
Write a short definition of each of these terms: Formal meeting Ad hoc meeting Minutes Agenda Reports Chairperson or chair Minute taker
The meeting is usually held in the boardroom at the company’s offices but this room is unavailable. It will be necessary to make alternative arrangements.
Two of the managers will be coming from interstate to attend in person, while three will participate via Skype. A guest speaker will show a video and talk on technological changes for the new financial year. Lunch will be catered for on the premises.
In the afternoon, the participants will divide into three groups to develop ideas and consider their strategic needs for the upcoming year. They will then reconvene and share their ideas with the other groups.
Write out a meeting plan to ensure that all the preparations for the meeting will be correctly organised. The plan should take into consideration all aspects of the meeting, including personnel, timing and structure.