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BSBADM502 Manage Meetings

Published : 07-Oct,2021  |  Views : 10

Question:

Identify what resources and administrative support will be required.  You are aware that this Working Group is a key strategic component in the company’s development plans and the CEO will be closely following its progress.  You are concerned that first meeting will be a long one and know that meetings longer than 2 hours can be problematic in terms of retaining peoples focus and attention.  You need to decide how you are going to address this.  You also recognise that there will be a lot of issues arising from the departmental presentations that need to be recorded for discussion either later in the meeting or at subsequent meetings so that accurate minute recording is crucial

how you will address these issues in setting up the meeting and ensuring it is adequately resourced and recorded.prepare an agenda for the first meeting and decide what current documents should be tabled as part of the review process. Prepare an agenda and create a list of all the documents that will be required to ensure that the issues a)- e) can be reviewed prior to the meeting and discussions on their current adequacy initiated at the meeting.

Then answer the following questions:

What techniques does the chairman use to ensure the meeting runs smoothly
What techniques did the chairman use to encourage participation on discussion topics
Were there any ways in which you think he could have improved  his meeting management.

Answer:

Meetings are very crucial in management and should be held in a well-defined atmosphere and environment. It is a platform where staff members share ideas; make resolutions; come up with decisions; and plan. A successful meeting is one where each member feel included, given chance to express his/her opinion (Dwyer & Hopgood, 2013).The convener of the meeting must therefore ensure that the agenda of discussion is clear and has no any ambiguity. The agendas should be concise and each member should have prior knowledge of them. It is equally important to plan for meetings to avoid rush, unless it is something to be discussed urgently, members can be asked to attend it. Success is realized when all members are given a chance to express their feelings about a particular issue. This should be done without biasness or favouritism with enough time allowed for individual expression. The outcome is expected to positive if all factors that enhance wellness and good relationship are put in place.

However, sometimes a meeting becomes a nuisance if members disagree and dissatisfied. Although disagreement is allowed in meetings, but should not turn to a case where members through insults or become violent. Unsuccessful meeting will fail to address any agenda that is brought to a table for discussion. In this case, the agenda may not be concise, lacks what it holds to unite members and fails to address an itching issue on the ground.

A meeting agenda is what guides the meeting. Every meeting needs an agenda to kick off because members will drive and extract their opinions from the same. It acts as a guide to the discussion and every member is expected to stick to the agendas except when they are discussing any other business. Agenda engages the members around a particular issue hence the issue at hand is exhaustively examined and discussed.

The chairperson ensures that every member stick to the agenda by providing correct procedure to be followed before and during the real business. He/he should provide correct guidelines and observe any deviations from the agenda. This requires keenness to comprehend quickly every word spoken by members. With proper clarification by the chairperson, all members are expected to focus on the agenda and deviations corrected as early as possible to keep them on track.

The main documentation for meeting is the minutes; it serves the biggest purpose of keeping record and as a reference to the previous meetings. Members need to refer to what they had discussed in earlier meetings and to see whether their resolutions have been adopted or not. Minutes should be accurately and precisely written to display professionalism so that a good reference can be made to something concrete and substantial. It also raises the confidence of members because they believe on what they discussed.

A written agenda is also an important documentation, although it is present in the minutes. It is equally important to keep record of agendas of any meeting as they act as reference materials too. The third important documentation is the invitation letter. A copy of this letter inviting members to a particular meeting is necessary to be well stored as a proof that members were officially invited and correct procedure was followed to do that.

As have been mentioned above, meeting documents play an important role in the success of the meeting. In this respect, it is important to observe the following factors when distributing, recording, and producing them to members; ensure that the meeting documents are given out in time so that all members get enough time to go through them. The documents should be error free and enough to serve all the members so that there is no sharing. The secretary should go through the documents before distributing them to members to ensure that they meet the standards needed.

In a meeting, each member has a role to play. There are two categories of roles that can be carried out by members. A task role makes the meetings to proceed systematically by enabling each member to give his/her contribution to the agenda under discussion. Examples of such roles may include setting goals that are achievable, making good decisions, and solving problems that are emanating from the on-going discussion or previous ones. It is necessary for each participant to contribute effectively and respectfully to a task assigned to him/her. Similarly, the chairperson, executive members also have a role to play during meetings. This role is better called maintenance role because it is based on the support and encouragement that is intended to back the contributions by members. In this case, a healthy atmosphere is developed for all members to enjoy and feel part of the meeting. Examples of maintenance roles include harmonization, mediation and provision of a conclusive encouragement to every member (Chevalier & Roger, 2011).  This provides a platform to solve conflicts and avoid biasness.

Defensive roles occur when a member or members try to defend something to relive tension or as a scapegoat in order to provide attack and stop harassment by other members. This may arise when members feel someone is not performing effectively. On the other hand, dysfunctional role happens when a member has actually devised a defence mechanism to stop or prevent attack from others. He/she will do this by showing off, block, or rebel.

In guiding the discussion, the chairperson should clarify the agenda of the discussion precisely and accurately to avoid deviations from the main topic. Any member who slips from the agenda should be to track as fast as possible to avoid wastage of time. The chairperson should encourage members to a healthy discussion and pose relevant questions that are in line with the main agenda. 

Follow up activities to a meeting include minutes, notes taken that are related to the meeting agenda. The secretary does this during the meeting. The chairperson goes through these notes thoroughly to ensure that they are correct and consistent. The distribution of the minutes is done in line with requirements of the firm.

The chairperson should go through the minutes thoroughly after they have been produced and remove any part that may not conform to the requirements of the organization. He/she should do this before the minutes are presented to the members. In ensuring that correct minutes are written, he should keep an ear to the discussion during the meeting and give his directions and opinions on the same.

Minutes are very crucial documents for any meeting. It is important to refer during and after the meeting when need arises. Therefore, minutes being official cannot be written like any verbal conversation. Verbal conversation can record anything said including irrelevant ones. Because of this great importance, the chairperson has to crosscheck all the minutes to ensure that it conforms to the requirements of the organization. 

References

Dwyer, Hopgood. (2013). Management Strategies and Skills. McGraw Hill Education. NY. Print.

Chevalier, Roger. (2011). A Manager's Guide to Improving Workplace Performance.

New York: AMACOM, American Management Association, Print.

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