Manage Meeting

Whether as an individual, or as part of a group, real Progress depends on entering whole-heartedly into the Process and being motivated to make you a more Deeply satisfied human being.

Introduction:
If learning comes through experience, it follows that the more one participates in guided experiences, the more one learns. Therefore venturing into uncharted waters - and experiencing the failures that may occur - is an important part of organizational learning The different types of meetings is Formal meeting

• •

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Informal meetings Semi-formal meetings

Formal meetings – these are highly structured, and are governed by Corporations Law, the Constitution of a corporation, club or association, and the organization’s policies and procedures. Examples of formal meetings include board meetings and annual general meetings. Informal meetings – these are usually less structured than formal meetings, and are generally held to discuss ideas, share information and promote discussion. Examples include team meetings, project meetings, sales meetings and managerial meetings. Semi-formal meetings – combine elements of both informal and formal meetings. The meeting structure will be determined by the purpose of the meeting and the organizational requirements. Table 1.1 below sets out the main characteristics of formal and informal meetings. Formal meetings Informal meetings

Held on predetermined dates and at predetermined locations. Can be impromptu, although usually scheduled and often in a convenient location. Controlled by the Chairperson. The team leader or supervisor may direct the meeting. Formal meetings are governed by a framework or procedure and strictly follow the agenda. Informal meetings often also have an agenda, however this can be more loosely followed, and participants can speak more informally. Requires formal documentation – proceedings are recorded in formal minutes. Less documentation is required – usually just attendance, agenda and more informal minutes are required. These meetings are require because Many activities within an organisation involve various forms of communication and collaboration with colleagues. Working with others effectively to achieve goals and objectives is a highly desirable and sought after skill in today’s workplace. Consequently, meetings have become an important ingredient in successful organizations. All company members can attend these meetings. A meeting can be defined as “two or more people coming together to achieve a specific purpose”. Meetings are usually pre-arranged and can range from small, informal style gatherings to very large, complex events.

ANSWER 2 the Annual General Meeting This is the meeting which most organization have once each year and the retirements are usually found in the rules or constitution, and also often in the legislation under which the organization is constituted. An Annual General Meeting (usually referred to as an AGM) will often have the reports of the major office bearers, consideration of the annual financial report, election of officers, adopting the budget for the next 12 months (which should include the membership fee if there is one) and also changes to the constitution.AGM’s have special requirements in terms of the period of time for which notice of the meeting has to be given and often also, the nature on information that must be provided in advance – financial reports for instance. The Special General Meeting The Special General Meeting (SGM) is sometimes called an Extraordinary General Meeting (EGM). This meeting has exactly the same powers as an AGM and must meet all the same requirements such as a minimum period for notice of meeting. Special General Meetings must have a specific purpose. The most common is to consider changes to the constitution. Another is consideration of the budget for larger organizations. ANS 3. Proprietary companies have certain privileges which are not

available to public companies. Most significantly, proprietary companies have fewer financial disclosure requirements than public companies. They are not required to hold an Annual General Meeting (AGM) and can make or pass shareholder resolutions without a general meeting. The compliance costs and cost of formalities are also less for proprietary companies. Public meeting A public company can only pass a resolution by a vote being taken at a meeting of the members. A public company cannot pass a written resolution. Public companies can only pass a resolution at a general meeting of the members (or shareholders), which may be the AGM Listed company A listed company must now make the following information available on its website, for the continuous period from the date upon which notice of the meeting is required to have been given up to and including the date of the meeting: 1the notice issued to members; information on the total number of shares and voting rights (including separate totals for any separate classes of shares);any documents to be submitted to the meeting; a copy of any draft resolution (including draft resolutions tabled by its members) or, if no resolution is proposed to be adopted, a comment from the board of directors on each item of the proposed agenda;

ANS 4 chairperson The chairman is the highest officer of an organized group such as a board, committee, or deliberative assembly. The person holding the office is typically elected or appointed by the members of the group. The chairman presides over meetings of the assembled group and conducts its business in an orderly fashion.[1] When the group is not in session, the officer's duties often include acting as its head, its representative to the outside world and its spokesperson Secretary A secretary, or administrative assistant, is a person whose work consists of supporting management, including executives, using a variety of project management, communication & organizational skills. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members and organizes official meetings and event Treasurer The position of Treasurer is the key to keeping the organization’s finances in order and is filled along with other board or management committee positions at your annual general meeting Adjournment a meeting is deemed to have the power to adjourn itself although many by-laws, rules or other constitutional

documents vests this authority exclusively with the chair of a meeting, if the chair is supported by a majority of members. Agenda An agenda is a list of meeting activities in the order in which they are to be taken up, by beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be discussed. It may, but is not required to, include specific times for one or more activities Casting vote a single vote given by the person in charge of a meeting if the number of votes about something is equal, and which therefore decides the matter ANS 5 A venue in my area is the royal exchange hotel and I research and report on the costs for the following: Room Hire $70 • Catering costs $40 -Morning tea $5 with snacks -Lunch $ 12 -Afternoon tea $4 •

Equipment hire .. its depand what u like to hire -Overhead projector -Electronic whiteboard $20 -Data projector$50 ANS 6 the documentation required when organizing and managing a formal meeting Developing the agenda Identifying the appropriate participants Arranging the time and venue for the meeting and notifying the participants Preparing the meeting papers Ensuring The FDA chair or facilitator for a formal meeting should provide initial structure to the meeting by making introductions and stating the objectives and goals of the meeting. To ensure the accuracy of documentation, all representatives of the sponsor or applicant should provide business cards or provide the necessary information on a sign-in sheet.g that the meeting papers are dispatched on time.

ANS 7 The qualities of an effective manager are extensive. Today's effective managers are skilled communicators, decision makers, motivators and even guidance counselors. As an effective manager, you provide the goals, the direction on how to achieve these goals and the motivation and guidance required to meet the goals. You set the standards for others to follow. All team members must be able to understand the goal that is to be achieved, and you must have the ability to help each member understand his part in reaching that goal. ANS 8 List the types of tasks that could fall in this category and the benefits associated with delegating Step 1Make a list of all your routine tasks. If you've done it more than once, and you anticipate doing it again, it's a routine task. Step 2: Decide what can be delegated. There may be a few tasks that you cannot delegate. These are usually things with sensitive material that only you can see. Pick those, or other things, out that only you can do. Step 3: Take each task and break it down; systematize it. You can do this in two ways. You can either walk through the process in your mind, or you can write down the steps the next time you perform the process. Write down each little detail from start to finish. Make it

so simple that if I have never done it before, I can easily do it with your instructions. Step 4: Decide to whom you will delegate each task. There are two places where you can delegate tasks. You can either give it to an employee (or hire someone), or you can outsource the task. A simple routine task that can easily be outsourced is copywriting. Not only is it easy to outsource, but you can probably find someone who can write much better than you. Step 5: Keep in contact. Once you delegate the task, you are not finished. You still need to have contact with people to whom you have delegated tasks. Don't ride their rear, just talk to them every once in a while to see how it's going. The easiest way to find out how something is going, without looking nosy or bossy, is to simply ask if you can help with anything Balance is one of the main keys of successful delegation. Since leadership styles tend to vary, the conceptual idea of delegation may vary depending on the manager's leadership approach. Some manager's have no issues delegating tasks to staff members while others prefer to keep things micromanaged. ANS 10 Taking Minutes forms an essential part of most meetings.

Their purpose is firstly to record Action Points, ie, what actions have been decided upon, who is responsible and what the milestones and deadlines are. Secondly they record summaries of the discussions held at the meeting. Taking minutes is a skilled job because the minute taker has to follow what can be confusing and inarticulate debates and summaries accurately what was said. After the meeting the minutes should be checked with the chairperson to confirm accuracy and then circulated to all attendees and and anyone else affected by any decisions taken at the meeting.Use agree date to send a copy of the minutes to all attendees after your meeting through your saved event file. One single email can be sent to everyone present at the meeting, plus anyone else who needs to be informed.

Minutes are required in order to: confirm any decisions made record any agreed actions to be taken record who has been allocated any tasks or responsibilities prompt action from any relevant attendees

provide details of the meeting to anyone unable to attend serve as a record of the meeting's procedure and outcome

Part A

In this activity, I am going to tell about the meeting in Paramount Paper Products comapny which I work as an employee . During

this time period, I have undertaken research on the formal meetings. My organization is a big retail chain and it is a business. In my organization, different types of meetings are held. Some of the common meetings are:

• General meetings. • Board meetings. • Staff meetings. • Department meetings. • Regular workplace meetings. General meetings-All the above meetings are held at regular basis. Only board meeting is held once a year but others is either held monthly or weekly The basic purpose of all these meetings is to keep the organization on track and achieve the desired outcome of the organization. However, there may be several other reasons for organizing the meetings such as make the employees aware of any changes in the organization, taking employee’s viewpoint for the betterment of the organization or giving the knowledge about the company’s results. Board meetings-Different meetings have different attendees like in board meetings only board members participate and they

communicate about the annual sales and profit made by the company. They also decide what types of changes are required to increase the profit of the organization taking care of the share of shareholders and meeting all the legal requirements of the law. Board of directors also decide how and when to launch anew product and how it will be promoted. Staff meetings- staff meetings are general meetings held by the staff members to discuss about their problems and grievances. The main purpose of these meetings is to solve the problems of any employee such as workplace arguments and misunderstandings Legal and ethical requirements -In my organization when all of these meetings are held, there are different legal and ethical requirements considered such as OH$S regulation and provision of public liability insurance. E.g. when meeting is held and employees vehicles are parked the in the organization premises and the company make sure about the security of the vehicles. They also comply with the legal and ethical requirement of the company like codes of practice and obligations. All the ethical requirements are met and they cover the protocols and behavioral expectations such as honesty, integrity, respect, confidentiality etc. e.g. when the meetings are held they should not leak out employee’s privacy and personal information.

In my organization, the staff meeting is the biggest meeting which is held every two months. The staff meeting is one of the meetings in which all the staff members participate. The basic purpose of the staff meeting is to discuss any issue relevant to the organization. If there is need of any change, then it is discussed with all the employees before implementing. The main purpose is to tell the employees about the improvement of the organization. If the organization is improving, then it is necessary to tell them about it. As this is the formal meeting, so it is well structured meeting and advance preparation and knowledge is essential. So the organizer of the meeting gives the outline of the meeting. If there is a need for voting protocols, then everyone is aware of this and rules are held legally and true records are maintained and proper protocols are followed. Arrangements for the meeting-This meeting also take care of special needs of the participants such as if it is DVD presentation, then all the equipments are provided. If the participant is disabled then his needs are taken into account. There are some of the other requirements such as interpreter, meeting times, parking space, clothing requirements etc. the resource and equipment required in my staff meeting was · · Overhead projector. Projector screen

· · · · ·

Pens Notepads Chairs Tables Food and drinks.

When the staff meeting is organized, then the main organizer which is the director or manager decides the date for the meeting. So they ask the other employees about the conformation of their attendance. When this is done then they ask about any other requirements of the participants. Depending on the needs of the participants, the venue is selected which provide all the essential requirements of the participants. The venue selected should ensure proper lighting, ventilation, room temperature, toilets and parking, comfort, less noisy, equipment availability etc. Then the budget chosen should be adhered to. If we have enough budgets then we should determine the catering needs like morning tea, lunch and afternoon tea etc...If there is still any budget left then external catering can be provided if needed. When you have arranged the availability of the participants then you have to determine the accommodation and transport requirements and if it is so then arrange as soon as possible. All the ICT requirements like speakers, microphones, DVD players,

computers should be pre- arranged and make sure that they work well. When the organization held staff meeting then they have to take into consideration several aspects like budget and cost. Cost may include venue, catering, equipment, materials, travel and accommodation, printing, wages etc... Method and timeline for communicating the meeting-So the manager determines all the needs. If it happens sometimes that there is a need for rescheduling of the meeting then this also should be done in such a way that the attendees do not suffer by not knowing about the meeting and they have to be pre informed about this by any of the reliable method like faxing, face-to-face, email, letters, etc... In my organization, the head director, the manager and the supervisor organized the meeting. The meeting always goes well and it always gives the desired outcome and satisfies the purpose of the meeting. Overall, in my opinion I do not think that any improvements are needed for future meetings to run this smoothly.

Items

Description

Cost (where applicable)

Completed

Name of meetings

Staff meeting, general meeting

and board meeting Purpose of meetings Discussion and motivation, exchanging views, annual Date of meeting results 28August 2011,31 september2011, 30 November Commencement time Participants (if numerous attach a list) Facilities required Wheelchair access Parking Additional room Kitchen Venue selected and Meeting room of cost confirmed the company Equipment ordered Every thing was Required All staff members 2011 10 A.M.

Electronic whiteboard Over head projector Video player

provided.

Television monitor Travel Requirements Employees Hotel booking Taxi voucher etc. decided themselves.

Notice of the meeting is generally prepared to tell the employees about the meeting arrangements which are made forr the meeting.notice of the meeting should be sent to all the sttaff in different manners aor choosing one of the following methods which are •e mail •fax •letter •telephone

owever this notice should be sent before 21 days . This will serve the purpose to provide all the information about date, time and venue of the meeting. Proper feedback is the main requirement of a good communication.So,there should be a feedback in form of written consent that the participants are coming in the meeting.It is very important that the consent received is accurate and error free and should clearly say the consent of the sender. It is the responsibiltyof the staff members to prepare the agenda about the meeting taking care of all the spell checks and correct dates. Points to be coverd in agenda There should be a number of points which should be covered in the agenda of the meetig and they should be sent out atleats 20 days prior to the meeting .following are the main points which should be covered in the agenda •Welcome •Introduction •Apologies •Date and time •Venue

•Special needs and if because of some reasons anyone can not come to the meeting.he can still read the outlines by reading the minutes prepared by the seceratory of the organisation.

Memo to all staff Paramount Paper Product ABN: 51 364 876 987 Notice of staff meeting Time: 10am-2pm Date: Wednesday 28 September 2011 Venue: Clermont boardroom Level 3 13 Hinton Street Run corn nsw4113 Please confirm your attendance or otherwise by emailing Alex Maher on almaher@Paramount Paper Product .com or by telephone him 0n 0412679044. An informal lunch will be served at the conclusion of the meeting, so please state whether you will be staying for this. If you require any travel or accommodation arrangement, Alex will be happy to make these for you.

The draft agenda and financial reports are enclosed. Additional document will be forward to you shortly. If you should wish to make any amendments or addition to the agenda, please advise the company secretary on 0412679044 on Friday 7 September or by emailing him

Company secretary __________

date __________

Agenda staff meeting Date of meeting Time of meeting No of persons Venue of the meeting Apologies Minutes Chairman report Profit and loss and Balance sheet Budgets Sale Report Stock report Recruitment policies Conclusion 09/28/12 10 .am to 2 pm 12 13 Hinton street Runcorn for endorsement for records For share holders For government and share holders For board of directors For sale deptt For stock control deptt For human resaurce For everyone

Minutes record the decision made at the meetings and records the progress of the activities. Minutes can be very long and complex, so in order for the positive outcome they should be recorded so that the employees can recall them for future reference and it is a legal requirement of the company. There are different steps which are taken from recording and producing minutes. These are:

•Video recording. •Taking notes at the time of meeting. • Using minute templates. • Use shorthand writing. • Checking minutes and submitting them for approval. • Summarizing the meeting. • Giving brief overview of the meeting. • Points discussed at the meeting. In order to record all these we require certain things which include pens, notebooks, video recorder, audio recorder, etc… Following things are generally noted when recording the minutes such as: ·Summary of what issue, point or suggestion was.

· Who raised the issue? · · · Brief overview of the meeting. Reponses of the attendees. Important decision or resolution.

In my organization, there are set standards for the meeting minutes and they are followed when meeting minutes take place. These are the guidelines for the meetings and itself act as a template for the meeting. So the style is often adopted from the previous meeting. In my organization, I don’t think that there are some of the potential difficulties which are met when recording the meeting minutes. Every time it was a success and also the company is a big organization so I don’t find any problem. Although there are no difficulties in my meeting minutes, I still use some of the strategies to ensure that everything runs smoothly which is review of each and every thing pre-hand, backup and check all the relevant requirements. It is company’s legal and ethical requirement to review and record the details of the meetings as soon as the meeting is over. It is related to the company privacy policy also.

Before forwarding the minutes, we should review it properly to overcome any errors and inaccurate data. So some of the tips to ensure accuracy are: · · · · · · · Make quality checklist. Use template Use abbreviations. In cameras sessions to be held. Record the meeting. Make notes as the meeting proceed. Capture the main points and try to remember.

Agenda for board meeting

Name of the organisation- Paramount Paper Products Date :1 aug 2012 Location: Myer center CBD
1.chairperson

will open the meeting and will tell the members about brief

outline and will introduce himself if needed
2.In

case if someone couldnot come to the meeting an apologies will be

made on his behalf.

3.if

there is an meeting previosly held, its minutes will be enclosed in front letter of correspondance will be endorsed between the board members
5.The

of eeach board member
4.a

containig any usefull information. board of directors will have a look on the major agenda items. discussing the minutes of the previous meeting , a proper decision will be made , taking in view that how the business will grow acoordingly.
7.In 6.After

this board meeting , proper reports are submitted, with proof of that document if neede . for example profit and loss, balance sheet etc

8.These 9.Then

reports are transferred to the relating departments if required records of discussions and results of the meeting

the chairperson closes the meeting, after making proper of next meeting is decided which is 31 march 2012

10.Date

Minutes of the meeting Name of the organisation- Paramount Paper Products Purpose of the meeting- improvement in business Date/ time- 30 aug 2012 / 10 am to 2 pm Chairperson- mr Andrew

Discussions Decesions from meeting Formal motions Future actions Issues Raised at the meeting Points disscussed Records of participants Date of next meeting suggestions

Actions Applied in written Putting votes Written report Written reports should be

Persons Responsibile Store managers All staff members CEO People raising the issues

maintained Wriiten documents Store managers Should be notified Should be Participants Themselves Board of directors

discussed Should be taken in Board of directiors account and store managers Documentation

After preparing agenda , and minutes as soon as possible after the meeting . any corrections or additions should be recorded in the minutes of next meeting. The group shuld then approve the minutes , meaning that

they agree that they are accurate and complete, either as read or as amneded

Agenda for general meeting

Name of the organisation- Paramount Paper Products Date :31 september 2012 Location: Myer center CBD Type of meeting – general meeting
•chairperson

will open the meeting and will tell the members about brief

outline of the meeting and will introduce himself to the other staff if need
•In

case if someone couldnot come to the meeting an apologies will be

made on his behalf.
•if

there is an meeting previosly held, its minutes will be enclosed in front letter of correspondance will be endorsed between the staffv members staff memebers will have a look on the major agenda items.

of eeach board member
•a

containig any usefull information.
•The

•After

discussing the minutes of the previous meeting , a proper decision

will be made , taking in view that how things will happen and what procedures are going to be adopted
•In

this board meeting , proper reports are submitted, with proof of that reports are transferred to the relating departments if required

document if needed .
•These •Then

the chairperson closes the meeting, after making proper records of of next meeting is decided which is 31 february 2012

discussions and results of the meeting
•Date

Minutes of the meeting Name of the organisation- Paramount Paper Products Purpose of the meeting- General businesss meeting Date/ time- 30 september 2012 / 10 am to 2 pm Chairperson- mrs. Sarah khan

Discussions

Actions

Persons

Decesions from meeting Formal motions Future actions Issues Raised at the meeting Points disscussed Records of participants Date of next meeting suggestions

Applied in written Putting votes Written report Written reports should be

Responsibile Members in the meeting All staff members CEO People raising the issues

maintained Wriiten documents Store managers Should be notified Should be Participants Themselves manager

discussed Should be taken in Board of directiors account and store managers

Documentation After preparing agenda , and minutes as soon as possible after the meeting . any corrections or additions should be recorded in the minutes of next meeting. The group shuld then approve the minutes , meaning that

they agree that they are accurate and complete, either as read or as amneded

Although we ensure that the minutes are correct but we should always review them with the company’s higher authorities like supervisor, secretary or chief advisor. Then they can tell for the amendments to the drafts and issue it further. My company has time line in which they dispatch the minutes to the relevant persons by reliable methods like email, faxing, posting in mail, courier service, company’s intranet, etc…All these methods should be chosen such that you ensure that the recipient has received it and also ask them about the confirmation of the minutes.

A minute should normally be self-contained, so that it is able to be understood without reference to other documents. This may not seem important at the time, when the subject is topical and other relevant documents are fresh in people's minds. But minutes are usually designed not only as a basis for current action, but also for permanent record; and for purposes of subsequent reference they are much more valuable if they can be understood by themselves. The minute should be

as decisive as possible. This is especially important for the conclusions. But it applies also to the record of the discussion. The secretary should not try to reproduce what the speaker said; they should get down to the essential core of discussion and record that as briefly and as clearly as possible. Titles/names would be used on occasions - e.g. where the speaker has a particular expertise in the area under discussion or when a person asked that their dissent be recorded. Much less emphasis need be given to unsuccessful arguments that did not convince the meeting. If there are good arguments on both sides and the vote is close, separate sections should record the arguments on both sides; this will be particularly helpful if the proposal is to be reviewed by a higher body. It is often unnecessary to reproduce the points in discussion in the order in which they were made. It is better to look forward to the conclusion, and arrange the points in the logical order in which they lead up to it. As the meeting was to be held on 28 September so they were distributed on 31st august and they were emailed to them. They were very accurate as they were reviewed by the directors and managing bodies. The participants applauded the work done and they did not complain on any issue. They approved of the minutes as true records of the meeting as they were satisfied. I was rated as under average person as a minute taker as still had some problems and my manager corrected them. I was able to convey

the whole idea of the meeting. I still improve on the record taking efficiency as I missed some information. They overall appreciated it but still have some problems like lack of some information which I thought was not important to note down but others think that it was important