BSBADM502

MANAGE MEETINGS

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

MEETING 1
Preparation of the meeting

Executive summary:
The meeting is head quarterly to discuses and analysis the sales/marketing
progress of the company. Heads of departments will attend this meeting and
new suggestions/ideas will be also taken during the meeting. Meeting minutes
will be recorded and stored safely. Also, minutes will be circulated and fallowed
up by secretary.

Purpose of meeting:
To discuss the progress of quarterly Sales and Marketing plans. Make plans/
budgets for Sales and Marketing for next quarter.

Style and Structure of meeting:

Face to face Formal Meeting with Topical manner
 Formal Meeting
 Topical

Participants of the meeting

Chief Executive officer
Chief Financial officer
Head of Marketing
Head of Sales
Area Managers of Marketing
Area Managers of Sales
Marketing surveys / specialists
CEO’s Secretary

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

Organisational procedure to notify participants about the meeting:

Emails about one month prior to the meeting/ Memorandums
Phone Call reminder about one week prior

Meeting arrangements:
Company board room has been booked in advance
Requested admin staff to clean and arrange the board room
Requested admin staff to arrange multi-media equipment

Required documents despatched to participants:

Sales figures from last quarter
Marketing and sales budgets for next quarter
Marketing plan for new products
Marketing plan for seasonal promotions
Minutes from last meeting

Invitation of the meeting:

Dear All,

Hereby, I would want to inform you that our quarterly Sales and Marketing
meeting will be taking place on 30th Oct 2019 in the company boardroom.

I have attached herewith the agenda; however, please don't hesitate to add any
things by replying to this email at any day prior to our meeting.

Make sure to be arranged and prepared in your area departments' subjects.

Should you not be able to join this meeting, please let me know in advance and
make sure to hand over important reports on your areas to your colleague.

Best respects,

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

Conducting Meeting

Agenda:
Meeting Agenda:

Date: 30th Oct 2019

Time: 3.00pm

Location: Company Boardroom

Company: MAS Lanka

Date of next meeting: 30th Jan 2020 Company boardroom

Major agenda items:

 Welcome speech by chairperson
 Secretary to read last meeting minutes
 Discuss unconcluded matters from past meetings
 Discuss and analyse the last quarter Sales figures
 Compare the last quarter sales figures with KPIs
 Make plans for next quarter sales plan
 Discuss and analyse the last quarter marketing plans
 Make plans for next quarter marketing plan and budgets
 Open time for new ideas and suggestions

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Student Name: Sameera Jayawardena Student ID: ASOC2359

Matters or business arising from minutes:

Decisions from previous meetings/ uncleared issues / unconcluded issues
from past meetings / postponed matters due lack of members

Statement of minute’s purpose:

To record the key topics discussed during the meeting for future reference
and also for legal purposes.

Welcome:
First, I'd like to welcome all of you and thank everybody for coming,
particularly at such a busy period of your day. I realize you all are very busy
and it's hard to take time from your everyday tasks for the quarterly
meeting. As you can all see here on the agenda we will be mainly talking
about the sales and marketing areas. Firstly, the secretary will present to you
the last meeting minutes.

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Student Name: Sameera Jayawardena Student ID: ASOC2359

Minutes:

Meeting Minutes:

Meeting type: Formal and Topical

Date: 30th Oct 2019

Company: MAS Lanka

Time: 3.00pm

Attendees:
Chief Executive officer
Chief Financial officer
Head of Marketing
Head of Sales
Area Managers of Marketing
Area Managers of Sales
Marketing surveys / specialists
CEO’s Secretary

Apologies:
Apologies for the delay to start the meeting due to having to wait for regional
managers to arrive
If you notice anyone missing, please let secretary know so that she can make a
note of it.

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Student Name: Sameera Jayawardena Student ID: ASOC2359

Purpose:
To discuss the progress of quarterly Sales and Marketing plans. Make plans/
budgets for Sales and Marketing for next quarter.

Introduction:
Minutes of 30th Oct 2019 quarterly sales and marketing meeting with heads of
department, regional managers and marketing specialists

Minutes of previous meeting:

Welcome note by chairperson (CEO)
Previous meeting minutes were presented by secretary
Head of sales present the past quarter sales reports to meeting
Areas of improvement were discussed
Head of marketing present the marketing plan and budget for the next
year
Discussing the plan was postponed due to marketing specialists were not
present
Previous quarter marketing plans were assessed with the promotions
and sales
During the new ideas and suggestions session, Regional managers
suggest to allocate more staff to regional sales team
Meeting adjourned

Business arising from previous meeting:

Next year marketing plan could not be present for preliminary viewings due to
marketing specialists were not present in last meeting. It was presented to
today’s meeting.

Next meeting:
30th Jan 2020

Additional information: North-East regional manager was not present due to

personal matter.

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

Follow up:

Meeting notes are checked to ensure they reflect a true and accurate record of
meeting.
Double checked with chairperson and get signed
Check meeting multimedia records

Meeting notes are checked to ensure that they are formatted in accordance
with organisational procedures and meeting conventions.
 Check whether meeting minutes according to company policy
 Robert’s rules of order
 Country law

Minutes and other documents are distributed within designated time period:
CEO signed minutes within one week of the meeting via emails

Minutes and other documents are stored in accordance with the organisational
requirements.
Soft copies in company servers
Hard copies filled and stored within the company premises.

Outcome of meeting is reported as required and within designated timelines.

The suggestions and plans approved in meeting will be notified to relevant
departments to implement within the next quarter.

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

MEETING 2
Preparation of the meeting
Executive summary:
The welfare committee meeting is held monthly in an informal manner at ‘MAS’
apparels Melbourne. Employee representatives and members from HR
department will be present regularly in the meeting. This meeting is used to
discuss the matters related to staff welfare. Meeting summaries and minutes
will be stored and shared among the staff members.

Purpose of meeting:
Monthly welfare meeting
To plan ‘MAS’ company group annual day out

Style and Structure of meeting:

Face to face informal Meeting with Topical manner. But also not limited to a
topic also, open to new suggestions and ideas.
 Informal
 Topical

Participants of the meeting

Head of HR
Staff welfare committee chairman
Staff welfare committee secretary
Staff Welfare committee members
Employee representatives
Finance department representatives

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

Organisational procedure to notify participants about the meeting:

Phone calls
Notice board
Memorandums

Meeting arrangements:
Lunch room will be used for the meeting
Chairs will be arranged in meeting order
Refreshments after the meeting

Required documents despatched to participants:

Trip destination request forms
Suggestions and new idea forms
Minutes from last meeting

Invitation of the meeting:

Hi everyone,

I would like to request your presence for the monthly welfare meeting on 30 th
Oct 2019 at 5.00pm.
The meeting will be held at lunch room and evening tea and snack will be
provided as usual.
The main item of the meeting is to discuss the company annual trip. However, I
have also summarized some of the matters to be discussed at the meeting:

 Issues with health and safety at work place

 Suggestions for next year’s employee insurance provider
 Suggestions for the updated welfare policy 2020

Please advise of your attendance by 20th Oct.

Kind Regards,
Staff welfare committee chairman

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

Conducting Meeting

Agenda:
Meeting Agenda:

Date: 30th Oct 2019

Time: 5.00 pm

Company: MAS Lanka

Location: Lunch room

Date of next meeting: 30th Nov 2019 Lunch room

Major agenda items:

 Welcome speech by welfare committee chairperson

 Secretary to read last meeting minutes
 Any matters related to minutes or unsolved in last meeting
 Discuss and select a destination for the annual company day out
 Discuss the health and safety issues at work place
 Take suggestions for next year’s employee insurance provider
 Suggestions and updates for next year’s welfare policy
 Open time for any other ideas and discussions
 Evening tea and refreshments

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Student Name: Sameera Jayawardena Student ID: ASOC2359

Matters or business arising from minutes:

Decisions from previous meetings/ uncleared issues / Unsolved issues from

past meetings / postponed matters due lack of members

Statement of minute’s purpose:

To record the key topics discussed during the meeting for future reference
and also for legal purposes.

Welcome:

By chairperson –
First, I'd like to welcome all of you and thank everybody for coming, even
after ending your working shifts. I realize you all are very busy and it's hard
to take time from your everyday tasks for the welfare meeting. As you can all
see here on the agenda we will be mainly talking about the destination for
the annual company day out and suitable insurance provider for 2020.
Firstly, the secretary will present to you the last meeting minutes.

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Student Name: Sameera Jayawardena Student ID: ASOC2359

Minutes:

Meeting Minutes:

Meeting type: Informal

Company: MAS Lanka

Date: 30th Oct2019

Time: 5.00pm

Attendees: Head of HR
Staff welfare committee chairman
Staff welfare committee secretary
Staff welfare committee members
Employee representatives
Finance department representatives

Apologies:
Apologies for having to organize this meeting after hours
If you notice someone important for today’s meeting is missing, please let
secretary know so that she can make a note of it.

Purpose:
Monthly welfare meeting
Decide on the destination for company annual trip
Discuss on next year’s employee insurance provider

Introduction:
Minutes of 30th Oct 2019 employee welfare meeting with heads of HR, welfare
committee members and finance department representatives.

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Student Name: Sameera Jayawardena Student ID: ASOC2359

Minutes of previous meeting:

Welcome note by meeting chairperson (president of staff welfare
committee)
Previous meeting minutes were presented by Ms.McWood(secretary)
Welfare committee member request on reviewing the welfare policy for
2020
Meeting attendees were requested to bring up suggestions in next
meeting for welfare policy
Employee representatives promised to consult with employees with
regard to policy updates
Employee representatives brought up the accidents happen in
metropolitan branches last month and highlight that employees are at risk of
injuries. Main reason been too much work load and extra shifts
Head of HR promised to look into that matter and reduce the work hours
to acceptable level.
During the new ideas and suggestions session, committee members
suggest to increase the scholarship amount to employee dependants.
This matter need to be discussed with board of director hence, head of
HR promised to discuses and update on next welfare meeting.
Meeting adjourned

Business arising from previous meeting:

Staff suggestions on updates for welfare policy 2020, will be present to
today’s meeting by employee representatives.
Board of director’s feedback on request to increase the scholarship
programme will be informed at today’s meeting by head of HR

Next meeting: 30th Nov 2019

Additional information: Few employee representatives were not present but

the minimum attendees were there in the meeting.

Follow up:

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 Student Name: Sameera Jayawardena Student ID: ASOC2359

Meeting notes are checked to ensure they reflect a true and accurate record of
meeting.
Double check for accuracy with meeting attendees
Get signed by welfare committee chairperson

Meeting notes are checked to ensure that they are formatted in accordance
with organisational procedures and meeting conventions.

 Check whether meeting minutes according to company police

 welfare committee constitution
 Robert’s rules of order.

Minutes and other documents are distributed within designated time period:

Chairperson signed meeting minutes to be emailed to employees with company

email addresses within the week and to be published on notice board for other
employees viewing.
Employee representatives convey the messages to other employees via word of
mouth.

Minutes and other documents are stored in accordance with the organisational
requirements.

Soft copies in chairperson’s computer

Hard copies filled and stored within the company premises.

Outcome of meeting is reported as required and within designated timelines.

The suggestions and ideas approved in meeting will be notified to relevant
departments to implement by next month meeting and also suggestions for
welfare policy to be updated by 2020.

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