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BSBADM502 Planning a Meeting Assessment Answer

Qualification Code and TitleBSB50215 Diploma of Business/ BSB51915 Diploma of Leadership & Management
Unit Code and NameBSBADM502: Manage Meetings_ Weighting 60% of Marks
BSBHRM506 Manage recruitment, selection and induction processes. Weighting 10% of Marks (Task 1)
or
BSBHRM405 Support the  recruitment, selection and induction of staff Weighting 10% of Marks (Task 1)


Assessment task 1:  Review of company recruitment and selection strategy.

This assessment task is part of:

  • For all students: Unit BSBADM502 Manage meetings Weighting 60%
  • For Diploma of Business students: Unit BSBHRM506 Manage recruitment, selection and induction processes. Weighting 10%
  • For Diploma of Leadership and Management students: BSBHRM405 Support the recruitment, selection and induction of staff. Weighting 10%

You are the HR Manager of a medium sized engineering company with around 250 employees, and a staff of 5 in your HR group, excluding payroll staff.  The company has recently released its 5 year strategic plan which contains an ambitious development plan to grow the business significantly.  One of your responsibilities is to ensure that departmental managers have:

  1.  the policies and procedures in place to manage this expansion.  Will current recruitment methods and practices be able to meet future needs?  
  2. the capabilities to determine future staffing needs and identify the new technology skills that might be required of future employees.  What research may be required to better understand the job market?   Do our current workforce development policies and practices allow for internal staff to be skilled up to fill more senior roles as the company expands?
  3. a set of position descriptions and specifications that reflect the current and future workforce’s responsibilities and skill sets.  Do the current ones reflect current job roles and are they sufficient to cover future hiring needs?
  4. A program in place to provide access to training and development of existing staff likely to be involved in staff recruitment, selection and induction process.  Does the organisation have the resources and skill sets to ensure we recruit the best people for the new positions opening up? 
  5. Induction processes in place to ensure that new hires become productive and motivated employees quickly.  Do our induction processes need to be updated to reflect the company’s new strategic plan and short and long term objectives?

The CEO has directed you to set up an Interdepartmental Working Group to ensure that all departments have a plan to examine these issues and work with your HR department to ensure that they are in good shape to manage the company’s expansion.  He has set a 6 month timeframe for this project and provided a substantial budget to ensure it is properly resourced and has requested regular progress updates.  Your first job is to organise the first meeting of the working group.  The company has 5 major departments; Corporate Head Office (includes IT and HR); Finance and Procurement; Sales and Marketing; Engineering Operations; Project Management Office.  These departments are currently in the process of developing their own business plans to align with the new strategic plan.  They recognise that the HR department will be a key resource in assisting them in developing their performance objectives and preparing for the organisation’s growth, and that this Working Group is an important initiative in this process. 

You have prepared and sent out a briefing paper to Department Heads outlining the purpose of the working group and inviting them to nominate 2 key staff to represent them on the working group.  The briefing paper outlines the information that each department will need to review in order to prepare for the meeting at which each department will be required to prepare a brief presentation on their current situation with regards to points a)-e) above and the challenges that they face in preparing for the growth of the company.

At the meeting, you will also want to initiate discussion around any sub working groups that might be required, and establish action plans and timeframes for ensuring points a)-e) above are implemented.

TASK 1a

Your first task is to decide on a meeting date and venue, set a timeframe and 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

Write a 200-300 word report on how you will address these issues in setting up the meeting and ensuring it is adequately resourced and recorded.  

TASK 1b

Your second task is to 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. 

TASK 1c

Your final task is to prepare a Meeting Notes Template to assist in recording Action items and Responsibilities during the meeting (see http://www.businessballs.com/meetings.htm ).  As this will be a long involved meeting, you have decided that, aside from the normal meeting minutes, a record of agreed action items will be invaluable in ensuring that all significant decisions are minuted.  Also, this document will assist you in providing a regular report to the CEO on the Working Party’s progress.

Task 2: Review of Performance of Meeting Chairman - Weighting 20%

For this task, you will need to watch the following video:

Chairing a meeting: https://www.youtube.com/watch?v=oPhKhTI0Lss

Then answer the following questions:

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

Answer

Task 1(a)

There are some effective rules for planning the meetings and running a business or the corporate meetings. Therefore, the meetings are vital for the communication and management. The team are required to focus on the avoid distraction of emotional issues and relationships properly run meetings save time, develop motivation, solve problems and productivity. In the words of O’Grady and Akroyd, (2016), there are new technologies that are found to be appropriate for the particular situations. Face to face meetings are defined as the most efficient types of meetings that convey a proper meaning and feelings. Furthermore, the meetings provide an individual opportunity to meet the goals of the organisational outcomes and also support the attendees in different ways. 


(Meeting Title) meeting for company’s development plans - New Co - Northern Region
(Venue, Time, Date) Conference Room, Highway road- 2 hours Monday 10.06.2019   
AGENDA


Coffee available after 30 minutes - Dress is smart casual.  
08.00Introductions and warm up Off-shore product manager, fleet manager and chief manager.15
08.15Updates for making a better development Revised procedures for a better production of the goals. 15
08:30Coffee break 
15
08.45Update for Product revision  Tech-range model has made a proper control. 30

09.15New product launch The new digi range is developed in five months. 15
10.45Major initiatives of the accounts Brainstorming sessions 30

The major key success of maintaining the control is that meetings need to have an individual purpose. Meeting agenda is the tool with which the managers can control the meetings (Cohen, 2017). Formal agendas for board committees and meetings have an established format which used for every meeting. This type of agenda starts with:

  • Approval of last meeting minutes
  • Apologies for absence 
  • Matters takes place 

Task 1(b)

The main choice of style and structure in performing efficient meetings is highly dependently on different factors: 

  • The organisational culture 
  • Relationship and position with the team
  • Own role, confidence, personal aims, experience 
  • The main part of this factor is the aim of the meetings 

Having a proper understanding of effective areas of management, involving different strategies will develop the entire ability to perform meetings such as:

Delegation 

Delegation is one of the crucial management skills. These techniques and logical rules will further support in delegating well. As mentioned by Stafford and Taylor (2016), this delegation skill is helpful in dealing with general process and principles which is suitable for the teams and individuals to specially formed group of individuals for particular projects. It is important for the efficient leadership. Efficient delegation is vital for the leadership succession and management. Therefore, the delegation scan is also used to enhance the management techniques given by the delegated duties.  

Project management 

Project management skills are very important for the project managers these methods are said to be more useful for every individual working in the organisation. Complex and large projects in big companies after need some sort of leaderships (Bird and Turner, 2017). While the project management is also important for the projects managers, the project management is also linked with the managing and planning change. The project management is also useful for the people to assume. Therefore, project management technique as well as project planning techniques and tools are useful for the tasks in which the outcomes are possible where the risks of failures and problems exist. Projects can be of various sizes and shapes for the straightforward as well as small or highly and largely complex. 

Goal planning 

Goal planning is supportive in advancing the career as well as hunting the jobs or staring the own procedures of developing the business. A good plan determines the effects and cause in desired stages. Therefore, the plans can also comprise in effective ways as per the individual preference along with the planning tools.  Personal goal planning for the individuals is delegating proper responsibilities to the relevance of principles of delegations (Echevarria et al. 2017). Even the most effective plans and goals are achievable when applied down and given time. 

Personality styles 

The personality traits underpin the personality tests as well as personality quizzes are easy to analyse at a primary level. This knowledge supports to help and develop a proper self awareness and support top achieve the development and self-awareness. Analysing the personality types are supportive in focusing that while the individuals are different every individual have a special strength and qualities (Brende et al. 2017). Therefore, the Personality tests and theory are supportive for the recruitment, management, teaching and selections. There are also availability of different motivational theories and models, and each of them provides a different perspectives. The meetings provide an individual opportunity to meet the goals of the organisational outcomes and also support the attendees in different ways. 


Tuckman model of development and team maturity 

Tuckman model determines that the development of ability and maturity, establishment of relationships and the change in leadership styles. This progression of behaviour of team depends on the leadership style. 

Tuckman theory

Figure: Tuckman theory 

(Source: Clifton, 2017)

The four stages of this theory and the progression involves:

Forming

Forming focuses on high dependence on leader for a proper direction and guidance. Individual responsibilities and roles are unclear. Therefore, the leaders need to be prepared to answer different types of questions, external relationships and objectives (Clifton, 2017).  

Storming 

Team members focus to establish themselves in link with the other team members as well as the leaders, which shall receive different challenges from different group of members. Later the team are required to focus on the avoid distraction of emotional issues and relationships. 

Norming 

Responsibilities and roles are accepted and clear. Big decisions are determined by the group agreement. The team further discusses the different processes and working style. There is an effective procedure for the leaders and their facilities. 

Performing 

There is a proper focus on over achieving and the team member makes proper decisions in order to accomplish the goals and provide productivity for the organisation. Therefore the team require a delegate projects and tasks from the leaders. As mentioned by the team members ask for the major assistance from the team leader along with the interpersonal skills. 

Social and ethical considerations 

 Ethical decision making procedures provide the foundations for different concepts of work, organisation and business which strengthens the corporate strategies. Ethical factors are defined as a crucial influence on different sessions as well as public sectors. The emerging concepts of ethical organisations develop different issues involving the globalisation and social enterprise (Duffield and Whitty, 2016). Project management is also linked with the managing and planning change. 

Task 1(c)

June 14, 2019 

Thomas William 

Cape Woolamai VIC, Australia 


OBJECT- NOTCIE OF SPECIAL MEETING OF DIRECTORS 


Dear Thomas, 

Notice is now given that a special meeting of the board of directors has been called by Thomas William and will be held on 14 June 2019 at 15:14 at the principal office of corporations located at June 14, 2019 for the following purpose:

Translating any business comes directly from the meetings. 

State general nature of business needs to be transacted 

Sincerely, 

Amie Jackson 

Secretary 

+61-52653254

[Email: DGH.452@gmail.com]

Task 2 

Responsibilities of a chairman

The chairman is the person who is responsible for the management of the meetings, along with the participants because the chairman is being selected in the highest position so the chairperson of the meeting proceeds with the meetings to ensure that the participants in the meetings are main related with all the meetings. The most crucial aspects of the job of chairperson are to:

  • Always maintain the time-focused meetings and also motivates the contributions and participations of the individuals. 
  • After analysing that the illegal events as well as non-scheduled items were taken within the meetings. 

Techniques used by the chairperson to motivate the participation on the discussion topics

Monitoring in the meeting is defined as the most crucial tasks because without the supervision of the chairman, the chairman will never gain the main aim of the meeting. The behaviour, attitude and body language of the chairperson will have a better influence on the basic factors which will further impact the control and needs to specify individual type of private discussions.  When the people focus to maintain the strategies then the chairman needs to develop the contents of the agenda and they are spread out before the meeting procedures. 

Effective ways to make the meeting more effective 

There are many emerging ways that are useful for the development of the meetings such as;

Preparing an agenda 

Setting up an agenda is defined as the most crucial part of the productive meeting. The meeting is important if the outcome is to ask for an approval to pass on the information, and to get a proper input from the co-workers. 

Limiting attendees

By limiting the attendees and inviting the primary people, the individual can even ensure that the meetings can be remained structured in order to achieve the desires outcomes. 

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