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BSBADM502 Manage meetings
Assessment Task 1
1.
a) Quorum- It is the minimum number of people that need to be present in the meetings. Furthermore, firms tend to stipulate the quorum required among the shareholders for making decisions.
b) Procedural motion- It can be related in terms of how the meetings must be conducted. These particular motions are designed for allowing for a smooth transaction with regards to business during a meeting, but it can be used for disrupting as well as prolonged affairs.
c) Proxy- It is the individual who is designated by another for representing that individual to a public body or meeting. This particular idea arrived from the Companies Act. Sec. 176 of this particular Act states that a member of a firm is entitled to sending another individual for attending the meeting as well as vote on their behalf.
d) Conflict of interest- This mainly takes place when the members of the board have a lot of interests which may influence how they vote or act on aboard. It can be indirect in terms of interests of a business partner or close relative or direct about the individual's interest. However, it can be said that companies always need to highlight that they are always dealing with the conflict of interest which will take place from time to time.
2.
The following is the structure of the formal meeting:
· Introduction
· Welcome chairman
The alterations and the names that are required in the meeting are recorded by the minute recorder
· Apologizing for the non-appearance
· Absent
· Replace
· Creating a shortlist of participants
· Presenting
· Apologizing
It can be said that there are a lot of formal meetings that follow a set of patterns. It helps to provide a structure that is quite organized in nature. When the meeting begins the participants tend to agree upon the minutes from the previous meeting. The individuals who will be attending the meeting will provide updates on any type of action items from the last meeting. However, in most of the formal meetings, there is a minimum number of individuals present so that they will be able to conduct a valid meeting (Mueller, 2015).
3.
The structure of the informal meeting:
    Meeting called by
    Time, date and location
    Facilitator
    Read please
    Type of meeting
    Attendees
    Keeper of time
    Check properly
    Individual taking notes
    Please bring
It can be said that in case of the informal meetings can be in an email, memo or letter form. The convener with regard to the meeting must sign the relevant documents. Individuals must check their organizational process if they are not sure in terms of what needs to be done. The attendees may also need to prepare the documents (Aryani, Setiawan & Rahmawati, 2017).
4.
The three main arrangements that need to be made for a meeting are:
All the attendees are available, the meeting is viable as well as the resources needed for all the meetings are available (Qiming & Suping, 2019).
5.
The two responsibilities are as follows:
· Ensuring equality and fairness in the meeting
· Making sure that the meeting conventions are being followed
6.
The 3 main aspects of a Chairperson's job are as follows:
· Controlling the total meeting is one of the vital responsibility of the chairperson
· Attitude, behavior and the body language of the chairperson will be the significant factors that will be influencing the ability to maintain excellent control
· The chairperson shall never do any private discussions during the entire conference (Scott, 2017).
7.
It can be said that the chairperson should open the meeting as well as check for a quorum, or the number of individuals present. The names must be signed by the members before the meeting starts. It is the duty of the chairperson for deciding who must speak during the meeting, or even two individuals must speak at the same time. The meeting can also go over the allotted time as the chairperson has the authority for doing so or even they can close the meeting.
8.
Following are some of the ways by which I as a chairperson will be managing an individual who is dominating the meeting:
· Calling the dominator by the name
· Playing traffic cop with the help of verbal cue
· Accepting dominator's comments with only body language (Stray, Moe & Sjoberg 2018).
9.
The following are some of the ways by which I will be managing an individual who is quite shy to open up:
· Assigning the shy worker the task of sharing information or skill in their area of expertise
· Meeting with the shy workers, individually as a warm gesture and seeing how they are doing
· Playing with their strengths
10.
It has been observed that side conversations during the meeting can be quite disrespectful as well as distracting. The following are some of the ways by which chairperson can manage two individuals having private conversations:
· Calling out the behaviors
· Standing by the individuals engaged in the conversation
· Creating a compelling focus
· Keeping them on track
· Invoking a ground rule
11.
The following are the 2 ways of conducting meeting:
Using an agenda: It can be said that the meeting that lasts for more than 20 minutes need an agenda for making sure the entire group is focused and particular elements are covered
Meeting notice: This must be sent before the meeting (Minimum 10 working days) excluding the emergency meeting.
12.
The 3 advantages of the face-to-face meetings are as follows:
· A lot of motivation is created in this type of meetings
· It creates an immense amount of bond
· This type of meetings always makes it easier for sensing what an individual is thinking (Mannov & Maalej, 2015)
Example- A lot more practicality is provided by e-mail and virtual meetings. However, if individuals enhance direct dealings with the consumers, they must do it positively. Daily contact is good for staying in touch easily in terms of what is happening, but an individual does not get deeper engagement with the physical meetings....