Assessment Guide for BSBADM502 Manage Meetings

Table of Contents Purpose 1 Policy 1 Types of meetings 1 Codes of behaviour 1 Roles of key stakeholders 2 Chair person 2 Meeting coordinator 2 Meeting Documentation 3 Notice for meeting and agenda 3 Reports for meeting 5 Records management 5 Voting methods 5 Producing minutes: formal meetings 6 Producing minutes: informal meetings 6 Resources for meetings 6

This policy and procedure is to set benchmarks for our meetings so that they run efficiently and produce outcomes which assist the organisations operations.

We strive to conduct effective meetings based on corporate ground rules. Effective meetings are an important aspect of ensuring successful outcomes in meetings which allow the participants to perform at their best throughout their interaction with each other.

This policy and procedures document aims to synergise the contributions of each attendee by:

· establishing a collaborative and productive environment

· encouraging individual participation through forming a welcoming platform

· enforcing ethical meeting practices.

All employees when managing or participating in meetings will follow the enclosed procedures to ensure that the processes meet government legislation and the organisations operational practices. High performance meetings contribute to the organisations productivity.

For our organisation, there are a number of meetings that are held as follows:

a) Annual company meeting – these are held once a year and are formal meetings with all employees invited to attend.

b) Senior executive meetings – these are held every month and are invitation only. Minutes of the meetings are stored on company intranet and available to interested internal parties.

c) Management meetings – held every month and attended by relevant department personnel

d) Team meetings – held weekly and attended by relevant section personnel.

These meetings are formal (documented) and face to face, though there is the potential for some members to attend via teleconferencing. There are in addition, meetings that are organised as required. These meetings may be either formal or informal depending on the meeting outcomes.

Informal meetings should have a documented agenda but the format can be a summary of the agenda format used in formal meetings (refer to the sample titled “Agenda”).

a) Our organisation follows best practice principles; therefore, all meetings must be exercised in compliance with our Diversity Policy.

b) Meeting attendees must speak in a way that can be easily understood by others.

c) The meeting coordinator must receive written confirmation from each attendee in advance of the meeting.

d) All attendees must use appropriate interpersonal communication, particularly engaging others in discussion.

e) All attendees must use appropriate language and respect and be sensitive to the needs of others.

f) The meeting coordinator must attempt to meet any special needs of attendees.

g) The Chair is responsible to run a meeting that never discriminates, bullies or harasses any individual.

h) All attendees must not speak when the chair is speaking.

i) All attendees must respect the directions of the chair and abide by all decisions.

j) The chair has the authority to expel an attendee on grounds of disruption to meeting processes and can terminate a meeting if they believe that processes are too disruptive.

a) A Chairperson (Chair) is an individual who has received approval to manage the meeting.

b) This approval must be by consensus of the attendees (80% in agreement).

c) Or nominated by senior management.

d) Our organisation encourages less formal meetings to have a rotating chair.

e) If a Chair is unable to attend they can request a replacement to that meeting. This replacement must be endorsed by the methods above.

a) The Meeting Coordinator must book the venue for a meeting that can accommodate the number of attendees.

b) The Meeting Coordinator must attempt to meet special needs but these needs must be received by email.

c) The Meeting Coordinator must arrange all equipment needs and ensure all is operational.

d) If an attendee is using distance technology, then it is the responsibility of attendees to ensure they have given the correct details to the Meeting Coordinator.

e) The Meeting Coordinator must document all requirements in a Meeting Preparation Plan.

f) The Meeting Coordinator must record apologies in the Meeting Minutes.

g) If there are disability requirements, then this attendee must give 4 days’ notice where possible.

h) The Meeting Coordinator should attempt to find the most economical accommodation within the standards approved by the organisation.

i) If the meeting is cancelled, the Meeting Coordinator must immediately cancel the reservation so that they can receive a refund.

j) The Meeting Coordinator must ensure that the venue is in line with the Workplace Health and Safety Policy and Procedures.

k) Attendees must be given emergency procedures at the beginning of a meeting.

l) The Meeting Coordinator must ensure no alcohol or other recreational drugs are used in the meeting.

m) The Meeting Coordinator must ensure catering is appropriate for the needs of the meeting type.

n) If required, an external catering services will be used as the organisation does not provide formal catering facilities.

a) The Meeting Coordinator must notify each attendee of the date, time, place, at least forty-eight hours (48) prior to the meeting.

b) The Meeting Coordinator must provide a summary of why the meeting is being held covering any important issues.

c) This summary can include key items from the agenda that are to be discussed or it can attach the draft Agenda (refer to the template in the following page).

d) “Minutes of previous meetings” at the start of the meeting these are accepted and any amendments are noted before a motion is carried.

e) “Business arising from previous minutes” is a summary of decisions made from previous meeting.

f) “Correspondence” any communication received regarding the “Business” items to be discussed at the meeting.

g) “Treasurer’s report” is any financial statements that need to be summarised – usually for annual general or public meetings.

h) “Other reports” will include documents that need to be reviewed as part of the discussion and decision making in “Business”.

i) Agenda items will be listed as “Business”.

j) The notice will also list “General Business” (progress of previous actions) and “Other Business” (any new item to be discussed that want included in the draft agenda).

k) The notice must be signed by the Convenor of the meeting and or Chair and dated.

l) The Meeting Coordinator must attach (if required) the draft agenda.

m) The Meeting Coordinator must send the draft Meeting Notice and Agenda to the Chair at least twenty-four hours (24) prior the meeting for approval.

n) The Meeting Coordinator must create the Meeting Agenda.

o) The Meeting Coordinator will distribute the final agenda and all required documents at least three (3) days in advancement of the meeting.

a) All reports must:

· include an Executive Summary

· Be sequenced correctly

· Use concise language

· Be clear

· Have accuracy in terms of spelling, punctuation and grammar

· Us an appropriate layout – see templates

· End with a summary and any pending actions.

b) Reports must be sent with agenda and or minutes of the meeting.

c) All meeting documents must be drafted in a Word document to make changes easily.

d) All finalised documents must be in PDF.

e) Each document must meet the style guide which can be summarised as follows:

· Margins must be Moderate A4 page setup

· Text in the heading must be in Calibri (Headings) 14 point bold with double spacing

· Text in the body must be in Calibri (Body) 11 point with 1.15 paragraph spacing

· Footer lists document name, date and version number.

a) All papers and records of a meeting must be electronically stored on the company server:

D:\RTO\Human Resources\Meetings\

b) Each meeting must be filed on the company server (see above) in a separate folder specifically created for that particular meeting with the following file naming convention:

‘yyyy-mm-dd Meeting Title Meeting’

e.g.; 2015-02-10 Sales and Marketing Meeting

c) Meeting Secretary is responsible for physically storing all papers and records of a meeting in the archive room to maintain a physical backup. A separate folder must be created for each meeting with the following folder naming convention:

‘yyyy-mm-dd Meeting Title’

e.g.; 2015-04-14 Work Health and Safety Issues

d) Electronic versions must always be retained and never destroyed. Human Resource Manager must continuously in contact with the IT Team to ensure all electronic files are regularly backed up.

e) Physical copies must be kept for 2 years in the archive room and scanned to the company server before disposal.

f) Record Management Officer must liaise with the Secure Record Destruction Pty Ltd to ensure confidential destruction of expired physical copies.

a) The Meeting Coordinator must establish the method of voting prior to the commencement of the meeting.

b) If a quorum is required, the Meeting Coordinator must inform the Chair on the number of attendees that have confirmed to establish whether there is sufficient to make decisions.

c) The quorum must be the 65% of the invited attendees.

d) Where this is insufficient number for this quorum, then the Chair may cancel the meeting and organise an alternative date.

e) If they decide to proceed pending late arrivals, then no decision can be made until sufficient numbers are achieved.

f) Voting is by show of hands unless a motion is moved to make it silent. If this receives consensus, then voting will be by ballot.

g) The chair can have a casting vote to achieve a quorum.

h) Each attendee carries one vote.

a) The Chair must nominate a Minute Taker at the start of the meeting.

b) The Minute Taker must be able to keep pace with the speed of the discussion and able to record actions as they emerge.

c) These draft recordings can be manual or use technology as long as they meet the above requirement.

d) The document that is used will be the template provided in the “Meeting Documents” section of this policy and procedures document.

e) The Minute Taker must seek clarification if they are unsure of the decisions and or actions.

f) The Minute Taker must verbalise to the Chair the motion, any decisions and actions that arise.

g) These must be recorded as ‘the Draft Meeting Notes‘.

h) The Meeting Coordinator must revise the Draft Meeting Notes after the review by the Chair. This must be done within two (2) days after the meeting.

i) Upon the receipt from the Chair, this document will now be titled Draft Meeting Minutes.

j) the Meeting Coordinator must distribute the Draft Meeting Minutes to all attendees within five (5) days after the meeting for feedback.

k) If no feedback is received within two days from despatching the draft, then they will be taken as read and approved.

l) The Meeting Coordinator must store securely the meeting minutes.

m) All minutes of meetings must not be destroyed and kept on server.

n) Hard copies are kept for a two year period max and then scanned for electronic download.

a) If there is not person allocated as note taker and the role is carried out by the Chair, then the above steps will be amended as follows

b) The Chair will keep to the timeframes above but will review notes, create draft minutes, distribute and request feedback. If no feedback is received, then the minutes are taken as read and approved.

a) All meetings will need be resourced adequately.

b) This will require the use of a suitable venue that is distraction free, temperature controlled, adequate and comfortable seating.

c) Materials must be professional developed for formal meetings and be readily available and relevant.

d) Use to technology must be managed professionally which requires that all equipment is operational and used to maximise its potential.

e) Any transport required for physical resources or attendee’s must be organised and included in the budget.

f) Catering is important but must be within the budget allocated. However, it is mandatory for the provision of water.

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