Task 1: Written QuestionsTypes of Meetings that may occur in workplace:1. Project team meetings This can be formed for all manner of reasons. For Example in a large organisation there may be many different projects being carried out at the same time. Large projects, such as the implementation of a new IT system, would necessarily involve the establishment of sub-groups to handle different aspects of the project. Committee meetings- These are meetings involving a group of people who have been drawn from a larger group for the purposes of managing specific issues. There are many different types of committees within organisations and requirements in terms of the minutes may vary. The attendees are should obviously the member of the committees so are their officers or the officer in charge. Internal Staff Meetings- are those meetings which are attended mainly by internal staff. Such meetings are generally held to discuss issues like production planning, falling sales etc.Regular Departmental meetings- These are periodic or one-off meetings attended by all departmental staff to discuss and address departmental issues (e.g. reviewing performance, setting objectives, reporting on the outcome of actions taken and discussing any other matters in connection with departmental operations).Board of Directors Meeting this is a formalmeetingof theboard of directorsof anorganization, it isheldusually atdefiniteintervals to considerpolicyissuesand majorproblems. This is usually presided over by achairperson(chairman or chairwoman) of the organization or his or her appointee. Annual General Meeting (AGM)- A formal meeting, held annually, where, in the case of a company, those responsible for running it (the directors) meet with those who own it (the shareholders).

2. The difference between formal meeting and informal meeting:

A formal meeting is a pre-planned gathering of two or more people who have assembled for the purpose of achieving a common goal through verbal interaction. It is characterized by their predetermined topics, a set of objectives and formal notices. While an informal meeting is a meeting which is far less heavily planned and regulated than a formal business meeting, and thus lacks many of the defining features of a formal business meeting, such as minutes, a chair and a set agenda. These meetings are far more likely to take place in a casual setting, such as a restaurant or a coffee shop, or at one of the participants desks, than they are to take place in a boardroom. The purpose of a formal meeting is to discuss the list of predetermined topics and address the set of objectives, and make decisions relating to them. While the purpose of an informal meeting is to discuss issues which would not have an appropriate place in a formal meeting. They may be designed to make one of the participants feel more at ease and more free to speak their mind than they would in a more formal setting. They allow participants to meet with a greater degree of spontaneity and flexibility.

Examples of Formal Meeting:

Annual General Meeting This is because this meeting has to be pre-planned and there should be a solid goal and objectives of this type of meeting. It has pre-determined topics and it is usually being held in a formal place like the board room or the meeting room. Review Meetings This also has a predetermined topic, objectives and a goal. This meeting is a requirement of some companies to promote transparency and accountability.

Examples of Informal Meeting:

Team Meeting: This is an informal meeting where a project team joins together to discuss their project and any issues which may be related to it. These meetings may be called suddenly if issues arise during the course of a project.

One-on-One: This is a type of informal meeting where just two people meet. This can be an informal meeting because it encourages making the party feel more at ease and speaking their minds about a certain issue or a business idea.3. Examples of legal requirements that may apply to an organizations meeting procedure:

Providing proper notice (time periods, content of notice and required recipients) meeting quorums (minimum number of people present to make meeting valid)4. Examples of ethical requirements that apply to meeting protocol:

Everybody is expected to be on time and meeting should be started and adjourned on time. Dedicate responsibilities for each participant.

5. What is the purpose of the meeting? What is the goal? What are the objectives of the meeting?6. It can be delivered as an informational briefing, decision-making and problem solving. 7. Equipment that may be required for the meeting room:

Overhead projectorSlide projectorFilm projectorProjection standsRemote control for projectorsScreensVideo equipment: VHS, DVD, teleconferencingMicrophonesRadioComputerMouseAuxiliary equipment: laser pointers, flip charts, slide traysLightingLoudspeakers8. To work out a meetings total cost: service costs (secretarial support and preparing handouts etc) other hourly costs e.g. room hire transport costs cost of refreshments9. When choosing a venue for your next meeting or conference there is more to consider than just the budget. Taking into account who is attending the meeting, from how far and how many you should plan to ask the following about any potential venue you also have to consider suitability, location, availability, size, and facilities of a venue. 10. Factors that you need to take into account when organizing a meeting: the situation (circumstances, mood, atmosphere, background, etc) the organisational context (the implications and needs of the business or project or organisation) the team, or the meeting delegates (the needs and interests of those attending) you yourself (your own role, confidence, experience, your personal aims, etc) your position and relationship with the team and of course the aims of the meeting

11. A notification sent toattendeesof ameeting, informing them of a time, date, and location of the meeting. Becausemeetingsare avenuefor disclosing company information toholdersof companystockinaccordancewith certainregulations, the notice of meeting may represent alegalobligationon the part of the company.

12. Documentation required when conduction a formal meeting name of the group, place, time, and date of the meeting names of committee members present (send a sign in sheet around during the meeting) names of committee members excused or absent list of observers and guests, including their affiliation a statement that the minutes of the previous meeting were approved as read or revised key items discussed in the order listed on the agenda, with a brief description of the discussion (an actual transcript is usually unnecessary), important comments, decisions, questions, and action steps. It is also very important to document any motions made, the names of the people originating the motion, whether the motion was accepted or rejected, and how the vote was taken (show of hands, voice vote, or other method). If a member of the committee is assigned a specific task, be sure to state the persons name and the responsibility accepted. the time the meeting was adjourned and the date, time, and place of the next meeting (with directions if necessary) the recorders name and signature a sheet attached to the minutes entitled Action Items that lists any action agreed to, the responsible committee member, and the due date

13. Sample Meeting Agenda(Meeting Title) Monthly Sales Meeting -

(Venue, Time, Date)

Agenda

Coffee available from 0830hrs - Dress is smart casual.

09:00

Warm up and introductions.

15

09:15Health and safety update.15

09:30Product revision update.30

10:00Coffee15

10:15Sales results & forecasts..60

11:15

New product launch.

60

12:30

Major accounts initiatives.

.45

13:15LunchBuffet in the meeting room.45

14:00

New product launch.

120

16:00Coffee30

16:30New Company Car Scheme.45

17:15Awards and Incentive.45

18:00Meeting review, questions, close.30

14. Case Study(Meeting Title) Monthly Sales Meeting - North Melbourne College

Venue: Board Room at NMC premises #9 Drysburgh St, West Melbourne Vic 3003 Time: 1400Date: 16/04/2015

Agenda: Sales results of the previous month, new company car aquisition, Italian fabric wholesalers, company travel expenditure, recruitment needs (2 positions to be filled), scheduling off staff performance appraisals, and implementation of new WHS procedure

Coffee available from 0830hrs - Dress is smart casual.

09:00

Warm up and introductions.(Introduction to the board members and the committees )

09:15Explanation of the purpose of the meeting and the agenda

09:30Sales results & forecasts of the last month and this incoming month

10:00Coffee

10:15New company car acquisition

11:15

Italian fabric wholesalers- discussion about getting what company to get for our fabrics and Company travel expenditures discussion

12:30

Recruitment needs (2 positions to be filled), explanation of the 2 posts that are available and what are the requirements for that posts, who are eligible to apply and how can they apply

13:15Lunch ( Buffet in the meeting room)

14:00

Scheduling off staff performance appraisals

16:00Coffee

16:30Implementation of new WHS procedure

17:15Awards and Incentives.

18:00Meeting review, questions, close.

15. Think thoroughly what type of meeting it should be, what the topics that are going to be tackled are. Who are the people that are going to the meeting, how the meeting should go. Make the preparations, the venue, and the delegations of tasks on the meeting. 16. So that everybody in that meeting can fully understand the topics that will be discussed without any offense to the participants. Info dissemination is vital in a company, it essential that the topic is understood by everyone.17. So you can prepare for the unusualities like technical error or missing documents. So that there will be no hassle and no delays on the meeting. 18. What Are Minutes? an official record of the proceedings of a meeting, given to members before the start of the next meeting a reminder of what happened at a meeting a record of who is to undertake certain actions before the next meeting a basis for discussion of matters arising at the next meeting a permanent record of your teams discussions and progress19. Minutes Sample Heading:Date and Time:Venue:Present:Apologies for absence:In attendance:

notes, agreements and actions (change item headings as applicable)person responsible for each action agreed

1. Approval of previous meeting notes/minutes:2. Matters arising:3. Finance/financial performance4. Sales5. Marketing and Business Development6. Operations or Divisional Activities7. Manufacturing8. Distribution9. Environmental10. Quality Assurance, etc11. Human Resources12. Projects13. Communications and Team Briefing Core Brief14. Any other business15. Date of next meeting

Time meeting finished:

Signed and dated as a true record.............................

Writer's initials, file reference and date:

20. To ensure it, boards should conscientiously review a draft of the minutes before approving it. Most agree that this should be delivered to the board members and managing agent within a week (if not a few days) of a meeting.21. Follow-up after a meeting should entail distributing minutes, archive meeting documents and check for action.

Resources: https://www.icsa.org.uk/assets/files/pdfs/bookshop/preview/Effective%20Minute%20Taking%20preview%20extract.pdf http://www.srds.co.uk/cedtraining/handouts/hand52.htmhttp://www.srds.co.uk/cedtraining/bast/bast11.htmhttp://business-finance.blurtit.com/732457/what-are-the-examples-of-a-formal-and-informal-meetingshttp://busadmin.wikispaces.com/file/view/Make+meeting+arrangements.pdfhttp://managementhelp.org/misc/meeting-management.htmhttp://ssw.unc.edu/cares/planningbasics/meetings-rev2.pdfhttp://meetings.org/venue1.htmhttp://smallbusiness.chron.com/topics-conversations-business-meetings-25478.htmlhttp://quality.wisc.edu/effective-meetings-after.htmhttp://www.businessdictionary.com/definition/board-meeting.html#ixzz3TmZfT5wKhttp://www.skillmaker.edu.au/formal-meeting/http://www.skillmaker.edu.au/informal-meeting/http://www.nfplaw.org.au/meetingshttp://www.slideshare.net/madsffrederiksen/meeting-code-of-conducthttp://www.effectivemeetings.com/teams/teamwork/creighton.asphttp://meetings.org/venue3.htmhttp://www.businessballs.com/meetings.htmhttp://www.investorwords.com/18433/notice_of_meeting.htmlhttp://www.habitatmag.com/Publication-Content/Board-Operations/2014/2014-JulyAugust/Spotlight-on-Taking-Good-Minutes#.VPxd9nyUcrUTask 2: Assignment A. Prior to Meeting ChecklistPrior to Meeting Checklist

donecommentsdate/ref

Agenda

Priorities

Outcomes

Sequence

Timings

Attendees

Date

Time

Venue

Variety

Notification

Notes of last meeting

Directions/map

Materials (as required by agenda items)

Reference material for ad-hoc queries

Results and performance data

Equipment (make separate check-list)

Electrical Power (if applicable)

Catering arrangements

Note-paper, pens, name-plates

Refreshments

Guest care/instructions

B. During the meeting checklistPrior to Meeting Checklist

donecommentsdate/ref

Start meeting on time

Checked for the attendance

Agenda Explained

Established ground rules for the meeting

Introductions

Made sure that the minutes are being taken accurately and with transparency

Made sure agenda were followed

Other issues that aroused, were they answered?

Made sure the delegation of tasks were done and recorded to whom the tasks were delegated

Document the due dates for the tasks

Summarize all decisions and tasks

Schedule follow-up meeting if required

Meeting was properly closed

C. After the meeting checklist Prior to Meeting Checklist

donecommentsdate/ref

Check if the minutes were distributed as soon as possible

File minutes in a place where you can easily see them

Check if the tasks were communicated and well understood by the owners

Track tasks and follow-up if not completed by due date

Reference: http://meetingking.com/checklist-for-effective-and-productive-meetings/http://www.businessballs.com/meetings.htmTask 2: Case Study Part 1: A. This will be a formal meeting of the Board of Directors because it involves regular business matter. It has to be a formal meeting because there is a pre-determined agenda and a goal. It has to be well planned too. Providing proper notice, meeting quorum are the legal requirements that must be complied with because this is a formal meeting and the board are invited. They have to be well informed about the meeting and a proper quorum must be observed all the time. The ethical requirements are punctuality and being coordinated in dedication of responsibilities. Well it is a formal meeting so proper quorum has to be observed all the time. B. Pieces of equipment needed: Overhead projector Screens Remote control for projectors Computer Auxiliary equipment: laser pointers, flip charts, slide trays Lighting Loudspeakers MicrophoneC. Local Venues for the meeting Vibe Savoy Hotel Melbourne at 630 Little Collins Street Melbourne VIC 3000Spencer Board Room with the capacity of 25 people costs at about $400 for the venue with catering services. Open: Mon-Fri 8am-5pm Angliss Conference Centre Address:5/555 La Trobe Street, Melbourne VIC 3000, AustraliaTheir Board Room with the capacity of 25 people costs at about $480 for the venue with catering services. Open: Mon-Fri 8am-5pm Karstens Melbourne Conference & Training Venue 123 Queen Street Melbourne VIC 3000 Their board room with the capacity of 25 people costs at about $700.00 for the venue and catering but they have unique and excellent services like arge communal break out areas with free WIFI, Ceiling mounted data projector, Dedicated conference organiser, one point of contact for all your Australia wide events, Allocation of conference or meeting room according to your final number of participants and the likes.Open today 8:00 am 10:00 pm

*I have chosen the Vibe Savoy Hotel Melbourne because it is economical and the venue is near NMC the proximity of the place can give us more time for the preparations. D. Agenda of the Meeting

(Meeting Title) NMC Crazy PC Product Presentation

Venue: Vibe Savoy Hotel Melbourne at 630 Little Collins Street Melbourne VIC 3000 at Spencer Board RoomTime: 9:00Date: 10/03/2015Attendees: Admin Manager Business Development Manager All Business Development Team Members (5) Customer Service Manager Finance Manager

Agenda: Product presentation for the 3 items that will be added to product range detail their features and benefits. Brainstorming about ideas for the new products and budget presentation.

Dress is smart casual.

9:00

Warm up and introductions.(Introduction to the board members and the committees )

09:15Explanation of the purpose of the meeting and the agenda

9:30Presentation of the 1st product, its details, features and benefits. This is going to be presented by the Business Manager.

10:00Presentation of the 2nd product, its details, features and benefits. Same as the 1st one it is also going to be presented by the business manager

10:30 Presentation of the 3rd product, its details, features and benefits. Same presenter as the 1st and 2nd product

11:00

Coffee Break

11:30

Budget Presentation for the products that were presented

12:301st part of the brainstorming, questions and discussions about the products that were presented

13:00

Lunch

14:002nd part of the brainstorming, questions and discussions about the products that were presented

15:00Delegation of tasks

15:30Meeting review, questions, close

E. 03/10/2015NMC CRAZY PC

MemorandumTo the following, oAdmin ManageroBusiness Development ManageroAll Business Development Team Members (5)oCustomer Service ManageroFinance Manager

RE: Meeting for product presentation

All recipients are required to attend the meeting on Tuesday, 10th of March of 2015 which is to be held in Vibe Savoy Hotel Melbourne at 630 Little Collins Street Melbourne VIC 3000 at Spencer Board Room The meeting will be conducted at 9:00-15:30. The meeting will be about the product presentation for the 3 items that will be added to product range detail their features and benefits. Brainstorming about ideas for the new products and budget presentation will also take place on the said meeting. It is mandatory that you attend the meeting so that we can finalize the marketing and sales strategies for the products. We need your cooperation for the upcoming product launch and that will be announced once we have finalized the details. Thank you

Sincerely, Theresa Maddie Business ManagerNorth Melbourne College9 Dryburgh StWest Melbourne VIC 3003

F. Spare Documents are attached to this assessment please see the spare document. Thank you.

Resources: http://www.businessballs.com/meetings.htmhttp://www.samplelettersworld.com/sample-letters/announcement-letters/1780-announce-a-special-meeting-sample-letter-2

Part 2: Practical Demonstration

Product Presentation Meeting Attendees: Admin ManageroBusiness Development Manager- PresentoAll Business Development Team Members (5)- All PresentoCustomer Service Manager- PresentoFinance Manager-absent, apologies for the absence but with representative

Who preceded the meeting?The meeting was preceded by Chair Director of NMC Crazy PC and Theresa Maddie theBusiness Manager of NMC Crazy PC, she also presented the 3 items that will be added to our product line

Date: 03/10/2015Location: Board room of North Melbourne College at 9 Dryburgh StWest Melbourne VIC 3003

Agenda: Product presentation for the 3 items that will be added to product range detail their features and benefits. Brainstorming about ideas for the new products and budget presentation should be made. Discussions: Presented the 3 new items, their details, features and benefits. There were clarifications about the details of the product. The budget was also presented. There was a brainstorming done with the products it includes on what will be the marketing strategies and so as the sales strategies for the items. The logistics and advertising were also discussedAnnouncements (if any): The official product will be made on the 3rd week of April with the exact date to be announced.Decisions Made (if any): The draft of the marketing and sales strategies were done. The delegations for tasks were done.Items for Follow Up: The tasks that were delegated and their progress.Meeting was adjourned by: Chaired Director of NMC Crazy PC Name of the Person Taking the Minutes: SHEILA MAY B. BALBIN

Task 4: Practical Demonstration

Monthly Board Meeting of NMC Crazy PC Attendees:All the board members were present

Who preceded the meeting?Meeting was preceded by the Board Director Of NMC Crazy PC Adam SmithDate: 03/10/2015Location: Board room of North Melbourne College at 9 Dryburgh StWest Melbourne VIC 3003

Agenda: Sales and budget review of the last month and forecast of the sales for the next month. Incentive schemes are to be presented on the meeting. It also includes the development of performance appraisal every 6 months and so as the annual performance appraisals. There were suggestions and concerns that were raised for the sales and so as the performance appraisals. Announcements (if any): Annual Kick Off Party will be held at 01/06/215 and the delegation of tasks for the preparation for the party were made Decisions made (if any): The development of sales and marketing strategies and so as the performance appraisal and incentive schemes. Items for Follow Up: The tasks that were delegated and their progress.Meeting was adjourned by: Chaired Director of NMC Crazy PC Name of the Person Taking the Minutes: SHEILA MAY B. BALBIN