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Name:

BSBADM502
Manage Meetings
Learner Workbook

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Assessment criteria for BSBADM502
Manage Meetings
In this document, you will find the foundation of what is required to become competent in this unit
...
Included in this
document are the elements for the unit, foundation skills, assessment requirements as well as an
assessment tool definition list and the crucial observation and third-party check lists
...


NOTE – Re-assessment:
Students will have amaximum of two (2) reassessments attempts if competency is not achieved in
the first instance
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Unsatisfactory results are marked as NS
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Prepare for meetings
2
...
Follow up meetings
Performance Evidence:
Evidence of the ability to:
Apply conventions and procedures for formal and informal meetings including:
developing and distributing agendas and papers
identifying and inviting meeting participants
organising and confirming meeting arrangements
running the meeting and following up
Organise, take part in and chair a meeting
Record and store meeting documentation
Follow organisational policies and procedures

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Foundation Skills:
Reading
Identifies and interprets information from complex texts including legislation, organisational policies
and procedures
Compares final output with original notes to check for accuracy
Writing
Addresses the context, purpose and audience when generating a range of texts
Prepares complex texts from notes using appropriate structure, and accurate spelling, grammar and
punctuation
Records notes of meeting proceedings according to organisational requirements
Edits and corrects own work to ensure accuracy
Oral Communication
Participates in verbal exchanges using appropriate style, tone and vocabulary for audience, context
and purpose
Listens for specific information during meetings
Asks questions and listens to responses to clarify understanding
Numeracy
Recognises and interprets numerical information related to timeframes and budgets
Navigate the world of work
Recognises and responds to both explicit and implicit organisational procedures and protocols and
legislative/regulatory requirements
Interact with others
Selects the appropriate form, channel and mode of communication for a specific purpose relevant to
own role
Cooperates with others as part of familiar activities, playing an active role in facilitating group
interaction
Get the work done
Applies formal processes when planning complex tasks, producing plans with logically sequenced
steps, reflecting an awareness of time constraints
Recognises and takes responsibility for addressing predictable problems in familiar work contexts
Knowledge Evidence:
To complete the unit requirements safely and effectively, the individual must:

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Outline meeting terminology, structures, arrangements
Outline responsibilities of the chairperson and explain group dynamics in relation to managing
meetings
Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using
webcams
Identify the relevant organisational procedures and policies regarding meetings, chairing and
minutes including identifying organisational formats for minutes and agendas
Assessment Conditions:
Assessment must be conducted in a safe environment where evidence gathered demonstrates
consistent performance of typical activities experienced in the general administration field of work
and include access to:
Reference material regarding meeting venues and technology, catering and transport suppliers
Organisational policies and procedures for managing meetings
Office supplies and equipment
Computers and relevant software
Case studies and, where possible, real situations
Assessors must satisfy NVR/AQTF assessor requirements
...
ibsa
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au/companion_volumes http://www
...
org
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All
practical tasks should be demonstrated during the length of the course
...
Where a student is not able to demonstrate competence in a
practical observation activity, further questioning should be put in its place
...

In some cases, you will have to adjust and amend the assessment tools, using different and varied
methods (such as oral assessment), to allow students to be assessed according to their needs and
abilities
...
The PowerPoint, Learner
Guide and instructor should provide further information
to help with the activities
...
If the tasks aren’t everyday
actions, a simulated environment is acceptable, or a
demonstration can be set up
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A Major Activity is a summative assessment and can be
found in the Learner Workbook, after all the activities are
completed
...
It is
a requirement for each unit to check knowledge and
understanding
...
This should take between 1-2 hours
and every student should complete this work
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A Third-Party checklist is very similar to an Observation
Checklist in its format, but it can be completed by
someone who works with the learner and has witnessed
them completing tasks which coincide with the elements
of the unit
...

Not all units will have Case Studies but those that do will
be clearly stated within the PowerPoint and the Learner
Workbook
...

The Learner Guide links with the Learner Workbook as it
provides the information given during sessions and more
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The Evidence Document lists all the Elements and
Performance Criteria with an area for written reports etc,
to add evidence to the student’s portfolio
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The student can circle several the
criteria that they may feel they need further evidence of
or it can be used as a guide for completing further
Observations and Third-Party reports
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The observations and demonstrations will be completed as
well as the formative and summative assessments found in the Learner Workbook
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Each
task must be observed
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You will also need to inform the learner of the time they have
to complete the task; this will once again vary, depending on the task
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Prepare for meetings:
Did the learner demonstrate that they could
develop agenda in line with stated meeting
purpose?
2
...
Prepare for meetings:
Did the learner demonstrate that they could
identify meeting participants and notify
them in accordance with organizational
procedures?
4
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Prepare for meetings:
Did the learner demonstrate that they could
dispatch meeting papers to participants
within designated timelines?
6
...
Conduct meetings:
Did the learner demonstrate that they could
conduct meetings to ensure they are
focused, time efficient and achieve the
required outcomes?

Yes

No

Comment

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8
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Conduct meetings:
Did the learner demonstrate that they could
brief minute-taker on method for recording
meeting notes in accordance with
organizational requirements and
conventions for type of meeting?
10
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Follow up meetings:
Did the learner demonstrate that they could
distribute and store minutes and other
follow-up documentation within designated
timelines, and according to organizational
requirements?
12
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12
Assessment – BSBADM502: Manage Meetings
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13
Activities
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15
Activity 1B
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19
Activity 1D
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22
Activity 2A
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25
Activity 2C
...
28
Activity 3A
...
29
Activity 3C
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33
MajorActivity
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Candidate Details
Assessment – BSBADM502: Manage Meetings
Please complete the following activities and hand in to your trainer for marking
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Declaration
I declare that no part of this assessment has been copied from another person’s work except for
where I have listed or referenced documents or work and that no part of this assessment has been
written for me by another person
...
We declare that
no part of this assessment has been copied from another person’s work except for where we have
listed or referenced documents or work and that no part of this assessment has been written for us
by another person
...
Your instructor will have a list of demonstrations you must
complete or tasks to be observed
...
An explanation of demonstrations and observations:
Demonstration is off-the-job
A demonstration will require:
Performing a skill or task that is asked of you
Undertaking a simulation exercise
Observation is on-the-job
The observation will usually require:
Performing a work-based skill or task
Interaction with colleagues and/or customers
Your instructor will inform you of which one of the above they would like you to do
...

The observation/demonstration will take place either in the workplace or the training environment,
depending on the task to be undertaken and whether it is an observation or demonstration
...
They will also inform you of how long you must complete the task
...
Prepare for meetings
2
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Follow up meetings
You should also demonstrate your:
Reading
Writing
Oral Communication
Numeracy
Navigate the world of work
Interact with others
Get the work done

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Activities
Activity1A
Estimated Time

25 Minutes

Objective

To provide you with an opportunity to develop agenda in line with stated
meeting purpose
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What are the four broad objectives of meeting? Share an experience of attending
a meeting whether the meeting succeeded in its aims or not
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To discuss: the most ideal approach to share thoughts, focuses, Issues,
issues and clashes is through conversation
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To decide - Finalizing the best arrangement and choice through gathering
with the utilization various perspectives n sentiments
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To decree - Finding options in contrast to arrangements by thinking of
elective plans and thoughts
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To demolish – Negativity of considerations, thoughts and bits of gossip
about the association and advance inspiration
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We started discussing
with all of the staff and decided that we will pair a low performance student with
a high scoring and eventually the overall performance will be visible on ground
level
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Why meetings fail ? Give reasons and explain
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One Pot Set Another Boiling
Some teachers believed that it will cause high performance students to fail or
decrease their performance due to their company and influencing thoughts
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The administration of the organization to accomplish explicit undertakings
intentionally shapes formal gatherings
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One can't leave the
gathering without the authority of the administration
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One can join and leave the gathering when the individual in question
chooses
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Additionally, proficient
connection between individuals is achieved by the way that a few individuals are
senior in the association
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Forming
In this stage, most colleagues are positive and amenable
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Others are just
amped up for the assignment ahead
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This stage can keep going for quite a while, as individuals
begin to cooperate, and as they put forth an attempt to become acquainted with
their new associates
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Storming
Next, the group moves into the storming stage, where individuals begin to push
against the limits set up in the framing stage
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Storming regularly begins where there is a contention between colleagues'
characteristic working styles
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3
...
This is when individuals begin
to determine their disparities, value associates' qualities, and regard your position
as a pioneer
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Individuals build
up a more grounded pledge to the group objective, and you begin to see great
improvement towards it
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Performing
The group arrives at the performing stage, when difficult work leads, without
erosion, to the accomplishment of the group's objective
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As pioneer, you can assign a lot of your work, and you can focus on creating
colleagues
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Activity1B
Estimated Time

15 Minutes

Objective

To provide you with an opportunity to ensure style and structure of meeting
are appropriate to its purpose
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Clear the purpose of the meeting
2
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Deciding who will be participating in the meeting
4
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Confirming meeting arrangement
6
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His purpose was clear about the
mission of letting everyone to wear school uniform in full fledge style
...

We came to this conclusion that all proctors from each classroom will be
participating in the meeting
...

All proctors replied with their confirmation and then the hall of meeting and
timing was decided with the principal
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Activity1C
Estimated Time 10 Minutes
Objective
Activity

To provide you with an opportunity to identify meeting participants and
notify them in accordance with organisational procedures
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Some of them are
as follow:

Serial
Method
Number

Reason

001
...


002
...


Email

A very formal way of notification regardless
of prompt or late responses
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In-person

Exceptionally, someone has lost his phone
and does not have any internet or mobile
connection so he or she is informed inperson

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Activity1D
Estimated Time

15 Minutes

Objective

To provide you with an opportunity to confirm meeting arrangements in
accordance with requirements of meeting
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If it all suits me then I will reply to the email with my
confirmation and thanking their service
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What costs do you need to consider for an informal meeting in your
organization? Does cost vary if the meeting is formal?
Cost changes a ton among casual and formal gathering
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Most casual gatherings
take less time and can be led anyplace, hence we need not make exceptional
courses of action on rewards and stationaries
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In any case, for the proper gatherings, we have to have a
particular financial plan for rewards and stationaries
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What may you need to consider when arranging a meeting?

Activity

1
...
Calrify purpose and aims
3
...
Schedule the meeting
5
...
Circulate information
7
...
talent
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edu
...
d
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[online]
Available at:
https://www
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wisc
...
aspx
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Define the leadership skills of a chairperson in meeting?

Activity

A leader to chair a meeting must have such skillset:
 talk unmistakably and briefly;
 be delicate to the sentiments of individuals;
 be fair-minded and objective;
 start and finish on schedule;
 be congenial;
 have a comprehension of the deliberate and network area;
 be careful;
 know about the association's key organizations;
 have the option to appoint;
 be a decent specialist;
 be a solid organizer;
 be acceptable at group building;
 consider progression arranging in all cases;
Explain, what is a good meeting?
A proficient gathering begins quickly, remains on target because of good time the
board, incorporates as scarcely any individuals as could be expected under the
circumstances, and accomplishes the expressed goal
...
Proficiency is a shallow quality
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A powerful gathering brings a nicely chosen gathering of individuals together for a
particular reason, gives a gathering to open conversation, and conveys a
substantial outcome: a choice, an arrangement, a rundown of good thoughts to
seek after, a common comprehension of the work ahead
...


Work Life by Atlassian
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How to run effective meetings, and
thrive
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atlassian
...
2020]
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What is a difference between good chairperson and a bad chairperson?

Good Chairperson

Bad Chairperson

Effiecient in communication

Introvert at meeting

Sound knowledge

Knows less

Problem solver

Problem seeker

Focused on meeting goal

Focused on personal interests

Decision maker

Look for opinions for every
step

Values all participants

Values only people in high
positions

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Activity2B
Estimated Time

10 Minutes

Objective

To provide you with an opportunity to conduct meetings to ensure they are
focused, time efficient and achieve the required outcomes
...


Activity

Extraordinary gatherings are gotten from need
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Meeting plans achieve precisely that, and substantially more, filling in as a group
planning instrument before the gathering, and a guide during it
...
It is written such that helps colleagues jump in the same spot, previously,
during, and after the gathering, giving all important data to set the collaborate for
progress
...
hugo
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(n
...
How to Create Effective Meeting Agendas
for Productive Meetings [+Examples]
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hugo
...
2020]
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What are stimulating questions in a meeting? Give example of five stimulating
discussion questions
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What gives you supreme happiness regarding a diversion or movement
- something you do where you get completely retained and forget
about time? (This one opens up a discussion about the idea of stream
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What proficient achievement would you say you are generally glad for?
3
...
What has gotten clear to you about this work since we last met?
5
...
It portrays its
motivation or fundamental thought, and sums up the supporting contentions
that build up that thought
...
List them and give an example
for each
...

One right answer issue – It is accepted that one issue has one
arrangement
...
For what reason were you missing?( I was debilitated)

2
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Knowledge issue expects experiences to take care of the issue
...

During a mishap, utilizing ones understanding to spare the individual who has
met with mishap
...

Wicked issues – The response to an issue isn't approved until it is tested

...
Remedy for the ailment isn't discovered until the medication isn't taken or
we can't state what is their inside the dim room except if we go in and check
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Vicious issues – create arrangements that posture much more
noteworthy issues
...
Taking ones life is legitimate in Victoria however it
represents a risk to others and individuals may think in an unexpected way
...

Fuzzy issues – have indistinct limits, making them hard to tackle
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Not realizing how to prevent the man from drinking liquor
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What is the importance of minute taker?

Activity

Minutes record meeting choices, which makes them
 a valuable audit report when it comes time to gauge progress
...
The moment taker ought to be informed before a gathering since
minutes are record of realities, choices and concurred activities which
stays as a record that can be reffered back to and utilized for follow up
purposes
...
On the off chance that the moment taker neglects to observe what
really was examined or composes something other than what's
expected it will influence the association's profitability and odds of
emerging a contention
...
Consequently minute taker ought to be advised how to take viable
minutes by composing the significant point and discarding the
superfluous focuses
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Activity

What should be included in the minutes of a meeting?

To compose powerful gathering minutes you ought to include:













Meeting name and spot
Date and season of the gathering
Rundown of meeting members
Motivation behind the gathering
For every plan things: choices, things to do, and following stages
Next gathering date and spot
Records to be remembered for the gathering report
Summaries of every thing
Summaries of submitted reports
Decision came to
Actions concurred, time and dateline
...

Meetings are designed to be completed in certain time frame
...


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Activity3C
Estimated
Time

10 Minutes

Objective

To provide you with an opportunity to Report outcomes of meetings as
required, within designated timelines
How should you maintain electronic data on computer?

Activity

 Reorganzing storage
 Access controls
 Naming convention
 Version Rules
 Disposal Management
 Data cleansing

National Records of Scotland Web Team (2013)
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[online] Nrscotland
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uk
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nrscotland
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uk/record-keeping/electronicrecords-management/simple-ways-to-improve-how-youmanage-your-electronic-records
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P
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d
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[online] TIME
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Available at:
https://time
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2020]
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Activity

Complete the following activity individually
The purpose of this activity is to develop your understanding, skills and knowledge
covered within this unit
...


The answers to the following questions will enable you to demonstrate your
knowledge of:










Reading
Writing
Oral Communication
Numeracy
Navigate the world of work
Interact with others
Get the work done
Outline meeting terminology, structures, arrangements
Outline responsibilities of the chairperson and explain group dynamics in
relation to managing meetings
 Describe options for meetings including face-to-face, teleconferencing,
web-conferencing and using webcams
 Identify the relevant organisational procedures and policies regarding
meetings, chairing and minutes including identifying organisational
formats for minutes and agendas

A
...
youtube
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What was the purpose of Meeting?
Answer:
The reason for the gathering was to examine about the course of action of
graduated class gathering at Harshey park
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Any preparation of the meeting? Members? Chair?

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o
o
o
o
o
o

The gathering wasn't readied at all
...

She didn't have any plan prepared and she plainly said that she didn't
require any plan when she was responsible for the gathering
...

The gathering was only an exercise in futility
...
What was Agenda for the meeting?
 There wasn't any plan arranged for the gathering by the director and the
individuals were not given any plan before hand
...

 Rather she change to other theme
...
Describe the personality of Chairperson presented in the video
...
The
administrator wasn't a good example to the individuals
...

She was not reliable and was not ready for the gathering
...
She did't regard part's perspective
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5
...

o
o
o

The gathering climate didn't look proficient by any stretch of the
imagination
...

No focuses were talked about and there was no result of the
gathering
...
Members were
ridiculing their director and there wasn't any solidarities among
the individuals
...
The director was late and she was utilizing the telephone in the gathering
...


6
...


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1
...

2
...
For eg
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____________________________________________________________________

B
...
youtube
...

The attributes of powerful gathering introduced in the video are :
 All the members were on schedule for the gathering
...

 Chairperson got some information about their prosperity indicating worry
for each staff
...

 Before the gathering started, the administrator informed all what they
planned to examine about and what amount of time the gathering planned
to require
...

 After everyone imparted their insight, the administrator summed up the
ponts and went to a last or basic understanding or concensus
...

 The director expressed gratitude toward all the members and talked about
on the subsequent date of the following gathering
...


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Major Activity
Estimated Time

60 – 120 Minutes

Objective

To provide you with an opportunity to demonstrate your knowledge of the
entire unit
...
Prepare for meetings
2
...
Follow up meetings
Individually complete the following
...
You have been asked to assist in
developing a procedure for formal meeting
...
Develop agenda for the meeting
...


2
...

The purpose of the meeting is to balance the burden on teachers rather pushing
new teachers harder and letting seniors to stay at safe and to work as in normal
days
...
What procedures will be followed to confirm the meeting attendees?

A circulation in the form of the printed letter will be taken by the vice principal in
the staff room and will get signed as confirmation of attendance
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4
...


5
...
He has to possess the following
qualities:

 Understands the entire situation
 Ready for meeting with active leading role
 Focused on group meeting agenda rather distracting
 Encourage each and every participant to contribute in the discussion
 He must be eyeing on solutions so at the end of the meeting a solution is
agreed upon by all of the participants
 He must be good a resolving conflicts via his verbal expression and style
of dealing with the matters
...
Develop the rules of the meeting, such as raising hand if you want to say
something?
 Have a plan and stick to it
 Promote meeting times broadly
...

 Start gatherings on schedule
 Finish gatherings on schedule
 Be strong and helpful – contribute and fill in as a group
 Tune in to other people and be deferential consistently
 Give your opinion deferentially
 Contrasts of conclusion are ordinary
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These things should be managed secretly
...
What conventions should the minute taker follow?

 The minute taker ought to be advised on how they will record the
minutes of the gathering
 The minutetaker must listen cautiously to the gathering and clear and
succinct notes
 The minutes taker ought to be completely mindful of the plan so they
can sort out the notes appropriately
 They ought make an effort not to force their own sentiment into the
notes, rather they should keep an exact record of what occurred, what
choices were made, who were available, what activity were concurred
upon who were named to do those activities
...
How will the meeting will be recorded?
The meeting will be recorded in the form of the audio-video recording cameras in
three different angles to cover maximum of the content
...
How the minutes be distributed and stored?
An online file will be uploaded on Gmail with a link of access to all of the
participants via SMS and email at their active accounts
...
Describe the reports format for a formal meeting?

o

A gathering minutes draft ought to incorporate the name of your
association, the kind of meeting that occurred, the date of the gathering,
the spot of the gathering and the time it started
...
This rundown will rely upon the
kind of meeting that you are recording
...


P a g e | 39
o

On the off chance that a gathering is efficient, it will generally follow a
plan during which different board individuals, chiefs and different
gatherings will introduce data or take explicit activities
...


o

While portraying an activity, additionally depict its goal, if there is one
...




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