Assessment Task 1

1. Provide an explanation of each of the following meeting terminology

a. Quorum
b. Procedures motion
c. Proxy
d. Conflict of interest

Answer:

Quorum: A quorum refers to the minimum acceptable level of individuals with a vested interest in a
company needed to make the proceedings of a meeting valid under the corporate charter. This
clause or general agreement ensures there is sufficient representation present at meetings before
any changes can be made by the board. A quorum is normally comprised of a group that is
considered as large as possible to be depended on to attend all corporate meetings, which is a
qualitative assessment.

Procedures motion: Motions can bring new business before the assembly or consist of numerous
other proposals to take procedural steps or carry out other actions relating to a pending proposal
(such as postponing it to another time) or to the assembly itself (such as taking a recess). In
a parliament, it may also be called a parliamentary motion and may include legislative motions,
budgetary motions, supplementary budgetary motions, and petitionary motions.

Proxy: A proxy is a person formally authorized to act on behalf of another person, and some
organizations provide for "proxy" votes at meetings. UWA does not use a proxy system. The only
circumstance in which a person who is not normally a member of a committee can attend and vote at
a meeting is when the person is formally acting in a post which has ex officio membership of a
committee. The member in the acting role votes according to his/her views, and is not bound to vote
on the instructions of the office holder they are acting for.

Conflict of resolution: A conflict of interest occurs when a board member has multiple interests
which may influence the way in which they act or vote on a board. The specific risk inherent in
conflicts of interest is that the professional judgement or actions of a board member in relation to the
company they represent are influenced by a secondary interest, such as a personal financial interest,
the financial interests of family and friends, or the desire for personal advancement. As with all risks,
there are ways of mitigating the risk.

2. Outline a meeting structure for a formal meeting

Answer: 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. Formal meetings are
characterized by their predetermined topics, a set of objectives and formal notices. These meetings
are held at a specific time, at a defined place and according to an agreed agenda. Formal meetings
are typically lead by a chairperson with the discussions and agreements recorded in a written form
known as minutes. A formal meetings is also known as a board meeting, a committee meeting, a
caucus meeting, a conclave, a congress, a council meeting, a stockholders meeting as summit
meeting or a symposium.

Purpose:

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. Formal meetings are a requirement of some
companies to promote transparency and accountability. These meeting allow proper discussions to
be taken about issues within the company.
Structure:

Agenda – An agenda sets out the structure of the meeting.

Minutes – Minutes are a formal record of the events which occur during a meeting.
Motion – A motion is a proposal or a suggestion within a meeting.
Chairperson – The chairperson is in charge of the meeting and decides who can speak and when.
Order – If more than one person is speaking at once, or if the meeting is becoming an argument,
rather than a discussion, the chair may call “order”.
Quorum – This refers to the minimum number of people required for the meeting to remain valid.

3. Outline a meeting structure for a informal meeting.

Answer: An informal meeting is a meeting which is far less heavily planned and regulated than a
formal business meeting, and so lacks many of the defining features of a formal business meeting,
such as minutes, a chairperson and a set agenda. These informal 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 participant’s desks,
rather than take place in a boardroom.

Purpose:

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.

Structure:

 Impromptu – Meetings of this kind may often be called immediately, or with very little
notice.
 Ad Hoc – Informal meetings may have little planning behind them, and they could be just
based on a single issue, rather than a lengthy agenda
 Procedures – There are very few (if any) rules associated with informal meetings.

4. Outline at least three key arrangements that need to be made for a meeting.

Answer: The arrangements for a meeting are the things which need to be done before a meeting
takes place, in order to ensure that the meeting is able to happen, that all of the participants are able
to attend and all of the resources which are needed for the meeting are available.

Purpose:

Making proper arrangements for a meeting is essential, because if you do not make the correct
arrangements for a meeting, then something could happen which would stop the meeting from
progressing as planned. For example, if you failed to arrange for a projector to be available in the
meeting room, a participant may not be able to do their presentation. A failure to make proper
arrangements could mean that a second meeting has to be planned to supplement the first one.

Key Arrangements:

Location – Where the meeting will be held.

Participants – Who will be invited to attend the meeting.
Equipment – Are any pieces of specialist equipment needed at all as part of the meeting?
Agenda – It is important that you organize the agenda before the meeting, in order to ensure that the
meeting has appropriate structure.
5. Outline two responsibilities of a chairperson prior to a meeting.

Answer: The chairperson for a meeting (otherwise known as the chair) is the person who has been
appointed as the highest ranking officer at the event. The chairperson for a meeting presides over the
event to ensure that participants are following the conventions of the meeting. They may also
represent the organization or body to the public, outside of the meeting.

Responsibilities:

The chairperson needs to remain aware of all signed documents and financial requirements for the
committee.

 Before a meeting, the chairperson should meet with the secretary to discuss any matters the
meeting will cover. They should both go over and prepare an agenda for the meeting. They
should also check to determine whether the committee members received the documents
and reports regarding the meeting.
 The chairperson should also keep track of how long the meeting will last and ensure that all
members have signed in before the meeting.
 The chairperson and secretary should also be aware of any presented tasks.
 Lastly, the chairperson should ensure that the group finishes all important tasks before the
meeting takes place.
6. Outline three important aspects of a chairperson’s job during a meeting.

Answer: The purpose of a chairperson is to ensure that the participants of a meeting stick to the
agenda, respect each other and respect the rules of the meeting. The chairperson of a meeting also
has the final say when it comes to setting the agenda of the meeting.

Responsibilities:

 The chairperson should open the meeting and check for quorum, or the number of members
present. Members should have signed their names before the start of the meeting.
 Once the meeting starts, the chairperson should conduct the meeting according to the
agenda. If time permits, the chairperson can allow debates, comments or concerns during the
meeting.
 The chairperson should take steps to ensure that meeting attendees get a chance to address
their concerns while preventing any private discussions.
 The chairperson needs to decide who gets to speak during the meeting, or whether two
people get to speak at the same time.
 The chairperson also has the authority let the meeting go over the allotted time (if necessary)
or to close the meeting, at which case the group should have addressed all matters at hand.
7. Explain why it is important for a chairperson to monitor the participation of all those
involved in a meeting.

Answer: Have you ever been at a meeting where no one spoke out against a particular proposal, but
you discover afterwards that lots of people didn’t agree with it? This happens far too often, and
means there will only be half-hearted support for the group’s decisions.

Ideally, you want an atmosphere where there can be genuine debate and discussion. People should
be able to disagree with each other and listen to different opinions in a way that is constructive and
moves everyone on.

 If lots of people want to speak, keep a list of whose turn it is to speak next to remind you.
Make sure people know you have noticed that they want to speak.
 Stop people from talking for too long. Be firm and consistent but not aggressive. If someone
is talking for a long time, interrupt them and say something like “thank you for your
 contribution, you’ve raised some interesting points. I’m going to stop you there for the
moment so other people can comment on this issue.”
 Give preference to people who haven’t spoken before. Say something like “I know you’ve got
your hand up, John, but I’m going to take Mary first as she hasn’t spoken yet.”
 Give opportunities to everyone to put forward their point of view. Ask questions to draw
people out, for instance “Does anyone else have any thoughts on this issue?” or “ Is there
anyone who hasn’t spoken yet who would like to say something?”
 Try going round each person in turn to get their views on a topic, but remember that this will
only work in a small meeting.

8. Explain how, in the role of a chairperson, you would manage someone who is dominating
the meeting.

Answer: Chairperson can serve in much the same capacity as a moderator for a panel or a
presidential debate. The goal is to create an environment where everyone has opportunity to
contribute to the discussion, and that often means putting some controls on the dominator.

Chairperson Can:

 Accept comments from the dominator without yielding the floor.

 Acknowledge a contribution with body language only
 Call on others by name to jump into the discussion
 Play traffic cop with a verbal cue
 Play traffic cop with your body language or voice
 Call the dominator by name

9. Explain how in the role of a chairperson you would manage someone who is too shy to
contribute to a meeting.

Answer: There are often as many different personalities represented within a company as there are
employees. Variety is the spice of life and contributes toward a more diverse and interesting work
environment. Although all employees have something to contribute in an office meeting, it's common
to have employees who speak up regularly and those who do their best to fade into the background.
Lack of work ethic isn't always to blame for those who don't contribute. If shyness is causing an
employee to feel uncomfortable or unable to contribute, you can work with the employee toward a
goal of opening up at office meetings.

 Meet with shy employees, individually, as a way to check in and see how they're doing. Ask
the employee to write down what he perceives to be his strengths and weaknesses for an
appointment the following week. Let the employee know you wish to work with him to improve
his work experience and facilitate a comfort level in sharing.
 Pair the employee with a coworker or mentor who can assist him with areas the employee
wishes to improve. Providing the shy employee with the opportunity to get to know another
employee better in the work environment can raise the comfort level during meetings.
 Provide a meeting agenda at least one day before the meeting. Pose an open-ended
question on the agenda and ask employees to write down a suggestion or possible answer or
solution. This provides the shy employee with time to think and compose a suggestion
without sitting in the hot seat.
10. Explain how in the role of a chairperson you would manage two people having a private
conversation within a meeting.

Answer: People who are talking during the meeting may have an emergency, but often they are
bored. This may be because you have spent too much time on the topic, or because they are self-
important, rude and unaware of the effect of their behavior on others. You can’t have an effective
meeting when there are other meetings going on.

 Discuss privately after meeting

 Glance in their direction
 If that fails, walk near them
 Or, go quiet, stop the meeting
 Let them finish their conversation
 Ask their opinion about topic
 Sit next to them

11. Describe two ways of conducting meetings.

Answer: Meetings can consume the better part of your day and leave you wondering, “What did I
accomplish by attending one meeting after the next?” Before you schedule or attend another meeting,
consider the goals and objectives of the meeting first.

Start meetings on time. This shows you respect everyone’s time. If you always start meetings late,
you are setting an expectation and people will arrive late. Be in your chair a few minutes before the
start time.

Use an agenda. Meetings that last more than 20 minutes need an agenda to ensure the group
remains focused and the appropriate items are covered.

12. Describe three advantages of face to face meetings and give an example of a workplace
situation where this type of meeting may be used.

Answer: Earlier, face to face meetings were the only option when people had to communicate ideas
or hold discussions with one another. However, with the progress in technology, easier methods of
communications were introduced, and people could host meetings virtually using popular software.
Undoubtedly, such tools made life a lot easier, helped save both time and money that would be
invested in traveling to and from the meeting location, and thus people gladly started embracing the
idea of virtual meetings. Yet, face to face meetings have not been become completely extinct, and
can never will, owing to various benefits they offer. So, without further wait let us get to learn about a
few face to face meeting advantages.

 It Gives You the Chance to Understand their Body Language

 It Helps Make Focusing Easier
 It Helps Develop Trust and Transparency Easily

Example:

A typical workforce is made up of many different personalities and as such, workplace conflict is
inevitable. The relationship between two coworkers who just can't come to an agreement on a work
process, for example, may eventually become so strained that collaboration between the two is
impossible. In matters like this, impersonal communication further complicates issues and may even
exacerbate the problem -- emails and other written forms of communication are often misinterpreted
or misconstrued when there's already disagreement between parties. Conflict resolution requires
straightforward, direct communication that can only occur during a face-to-face meeting.

13. Describe three advantages of meetings held by teleconference or web conference and give
an example of a Workplace situation where this type of meeting may be used.

Answer: Over the last few years, teleconferencing technology has achieved some immense
milestones. Today, it is possible to conduct a video conference across platforms and devices without
any limitations. All this has meant massive gains for business communication. Even with all the gains,
there still are many challenges and disadvantages associated with this technology. Here is a quick
look at the various advantages and disadvantages of teleconferencing.

Advantages:

1. Saves time.
2. Save on travel expenses
3. Efficient record keeping
14. Describe the use of webcams for meetings, including a brief description of how to use a
web cam.

Answer: Webcam meetings allow users to meet face-to-face even when separated by an ocean.
These convenient, eco-friendly video chats serve as a more personal alternative to audio-only calls,
whether made for business or pleasure. Meeting via webcam saves money on airfares and long
distance fees. The process of setting up a video chat varies depending on the software you're using,
but a few basic principles apply across applications.

Download and install videoconferencing software. Skype and ooVoo, available for download at their
respective websites, both offer free video chat software for PCs and Macs, while Apple's free
FaceTime presents a Mac-only alternative. These programs also offer webcam meeting options for
mobile phones. While FaceTime supports only one-on-one video chats, Skype supports more than
two users with a paid subscription and ooVoo supports more than two users free of charge.

15. Explain the purpose of an agenda and identify five items that should be included in an
agenda.

Answer: The difference between meetings with and without agendas can mean chaos, ruffled
feathers and very few accomplishments. An agenda communicates to attendees that the meeting will
be conducted in an orderly fashion and that productivity is the goal. Businesses hold meetings to get
things done, share information, develop plans, document progress, provide clarity and make
decisions. An agenda can ensure that the meeting stays on track and that special projects and
routine operations proceed as intended. An agenda can help a group of employees function as an
effective team.

1. Preparation
2. Planning
3. Control
4. Productivity
5. Documentation
16. Explain the purpose of meeting minutes and identify five items that should be included in
meeting minutes.

Answer: Most of us have attended a meeting madly scribbling what we thought were meeting
minutes only to find out later that we’ve missed important information of that the notes we took were
never used. Do you often question what information you should record and what you should leave
out? Recording effective meeting minutes doesn’t have to be hard! Minutes that capture the purpose
of the meeting and its agreed outcomes are a record that can be referred back to and can be used for
follow-up purposes. Effective meeting minutes are clear and to the point, but at the same time, they
do not leave out important information.

 Date, time and location of the meeting.

 The purpose of the meeting.
 Names of attendees and those who were unable to attend.
 Agenda items.
  Decisions that were made.

17. Explain the difference between informal meeting minutes and formal meeting minutes.

Answer: Formal Meeting: In general, “minutes of a meeting” is a document that contains a point-
form summary of the key discussion points that occurred during a meeting and any conclusions
stated, or decisions made. Minutes should be prepared for any formal meeting that takes place, at
any level of an organization.

Informal Meeting: Keep informal but professional records and updates on business meetings
with the help of informal minutes’ template that helps you create minutes with all the basic
instructions and step by step guide. These sample templates provide the appr opriate vocabulary
to be written in the minutes and what should be its correct format.

18. Access the Corporation Act 2001 from the internet and identify the information from the
Act that relates to notices of meeting. Now answer the following questions:
a. To whom must a notice of meeting be provided?
b. How must the notice of the meeting be provided? Indicate at least two ways.

Answer:

A. Written notice of a meeting of a company's members must be given individually to each

member entitled to vote at the meeting and to each director. Notice need only be given to 1
member of a joint membership.
B. A company may give the notice of meeting to a member
 Personally
 By sending it by post to the address for the member in the register of members or the
alternative address (if any) nominated by the member