BSBADM502: M. Kalpana M. Perera Advanced Diploma in Leadership Management YORKE INSTITUTE-Melbourne 00496

BSBADM502
Manage Meetings
M. KALPANA M. PERERA
ADVANCED DIPLOMA IN LEADERSHIP MANAGEMENT
YORKE INSTITUTE- Melbourne
00496
kalpzperera@gmail.com
M. Kalpana M.Perera
Advanced Diploma in Leadership Management 1
00496
BSBADM502
Yorke Institute -Melbourne
Content
Assessment 01
Assessment 02
Assessment 03
Assessment 04 - Question Paper
Appendix
M. Kalpana M.Perera
00496
BSBADM502
ASSESSMENT 01
Appendix 1: Assessment Task 1 Submission form
Meeting name: Annual General Meeting of ABC Real Estate
To make important decisions regarding the company, and informing the

Meeting purpose: members about previous and future activities.
Palace: Head office in Melbourne
Time and date: 10.30 a.m. 4th of April 2019
Duration: 02 Hours
Participants :
Company board of directors and shareholders will participate the Annual General Meeting. Mr.
William Smith CEO and Exclusive Director of the ABC real estate will conduct the meeting as the
Chairperson.
Participant name Reason for participation
Mr. William Smith CEO and Exclusive Director of the ABC Real Estate
Mr. Jack Taylor Boards of Director
Mrs. Sarah Smith Boards of Director
Mr. Leon Jaksa Boards of Director
Mr. Lee Min ho Boards of Director
Mrs. Yoganathan General Manager
Mr. Adrian Smirnov Marketing and Advertising Head
Ms. Liana Shalon HRM Head
Mr. John Sawyer Chief finance Officer
Mr. David Speyer Account and Pay roll Manager
M. Kalpana M.Perera
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BSBADM502
Mr. Leighton Boyd and Mr Brandon Ah Tong Regional Managers
Ms. Amy Hunt Company Sectary
Ms. Lisa Briggs / Mr. Matthew Cooke/ Mr Dougal

Guests (Investors of ABC Real Estate)
Hollis
Meeting format
What format has you chosen for this meeting and why?
AGM comes under General Meeting category. We have arranged face to face meeting with formal
agenda. And large number of attendees will participating the AGM with limited discussion form
attendees. Mr. William Smith will held the meeting as chair person
Invitation
What format did you use for your invitation and why did you choose this format?
We have sent our printed invitation card for shareholders before two weeks of AGM. Usually we are
sending hard copy invitation and documents for important meetings. And also we have sent a remainder
email to all of invitees before 04 days of AGM. Because, it’s enough time for response for invitation.
Meeting papers
Describe the meeting papers you were required to prepare and the distribution method you used to
provide those papers to participants. Why did you choose the distribution method that you used?
Required documents for AGM are annual financial report, director’s report, auditor’s report and minutes
of previous meetings. Copies of Financial report, director’s report and auditor’s report will send with the
invitation. Before 01 week of AGM we will email send the agenda with remainder for those who have
accepted the invitation. Other related documents will handover in the AGM.
M. Kalpana M.Perera
00496
BSBADM502
Delegation
Describe your approach to delegating activities and managing the completion of those tasks. Were
all activities completed by the person to whom you delegated the task to and on time? Did you
achieve the goals of your action plan?
Delegating is a way to get a task done in a short time and build a team capacity. To achieve effective
delegation we have created tasks in accordance with the SMART objectives.
Appendix 2: Meeting requirements questionnaire
Meeting Requirements Questionnaire
CEO of the ABC Real estate ABC Real Estate

Chairperson/host Department
Annual General Meeting

Meeting name
Meeting details
Date 4th of April 2018 Time 10.30a.m.
Location Head Office – Melbourne CBD Budget $5000
Meeting format
Purpose Annual General Meeting
Agenda  Welcome and Apologies

 Acceptance of Agenda
 Read 2018 Annual General Meeting Minute
 Board president report
 Audit Report
 Committee Report
 Appointment of the Auditor for the next financial year.
 Nomination committee report and Nomination
 Closing remarks and Adjournment
M. Kalpana M.Perera
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BSBADM502
Participants Internal External
Board of Directors Investors
Employees
Speakers CEO / Auditor
Seating arrangements Furniture was arranged appropriately for the meeting. We have arranged
furniture in according to boardroom sitting arrangement style. All
participants are facing each other and Desk space provides the ability to
take notes, or enjoy food and drink during the meeting.
Video or teleconference We have arranged projector for present financial data regarding the
requirements meeting. We didn’t wanted teleconference facility because all of our

invitees participated the event.
Supporting materials
Pre-reading -
Meeting documentation Copies of Annual Report/ Copies of Auditor Report and other financial
evidence
Equipment requirements Stationaries
Hospitality requirements
Catering requirements Yes, we are providing lunch for after the meeting. We need water and
coffee for attendees during the meeting
Accommodation
requirements Yes. Need 02 accommodations for regional managers from postal area.
Other requirements
Special needs of attendees No
Other specific requirements No
M. Kalpana M.Perera
00496
BSBADM502
Appendix 3: Meeting agenda
Meeting Minutes
Annual General Meeting

Meeting name:
4th of April 2019

Date:
10.30a.m.
Time:
Head Office – Melbourne CBD

Location:
Sectary
Dial-in information:
Yearly General Meeting of ABC Real Estate

Purpose statement
Our CEO welcomed all of invitees

Welcome statement
Minutes of previous meeting
Annual General Meetings of ABC Real Estate

Meeting Name
6th of April 2018

Date
10.00 a.m.
Time
Attendees :
Mr. William Smith CEO and Exclusive Director of the ABC Real Estate
Mr. Jack Taylor Board of Directors
Mrs. Sarah Smith Board of Directors
Mr. Leon Jaksa Board of Directors
Mr. Lee Min ho Board of Directors
Mrs. Yoganathan General Manager
Mr. Adrian Smirnov Marketing and Advertising Head
Ms. Liana Shalon HRM Head
M. Kalpana M.Perera
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BSBADM502
Mr. John Sawyer Chief finance Officer
Mr. David Speyer Account and Pay roll Manager
Mr. Leighton Boyd
Mr Brandon Ah Tong Regional Managers
Item Actions
Prepare Agenda Prepare proper agenda for function

Select Venue
Prepare required documents Gather all required documents
Deliver documents to invitees
Invitation Design invitation
Deliver invitation
Send remainder
Accept apologies letters
Function day arrangements Sitting arrangements -furniture
Stationary
catering
Apologies
MS. Karen Hayes is the one of our regional manager unable to attend AGM and she had send us a apologies
letter regarding the matter.
Guests ( Investors of ABC Real Estate)
MS. Lisa Briggs
Mr. Matthew Cooke
M. Kalpana M.Perera
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BSBADM502
Agenda
No. Agenda Item Pre- Presenter Time Duration

read?
1 Welcome and apologies Yes CEO 10.30 a.m. 05
Mrs. Sarah Smith -Board of

2 Acceptance of Agenda Yes 10.35 a.m. 05
Directors
Read 2018 Annual General Mrs. Yoganathan – General
3 Yes 10.40 a.m. 10
Meeting Minutes Manager
4 Board president report Yes CEO 10.50 a.m. 20
Mr. John Sawyer

5 Audit Report Yes 11.10 a.m. 25
Chief finance Officer
Mr. Jack Taylor
6 Committee Report Yes 11.35 a.m. 25
Board of Directors
Appointment of the Auditor for the
7 No CEO 11.50 a.m. 15
next financial year.
Nomination committee report and Mrs.Yoganathan -General
8 No 12.00 noon 20
Nomination Manager
9 Closing remarks and Adjournment No CEO 12.20 p.m. 10
Next meeting
Date: 4th of April 2020
M. Kalpana M.Perera
00496
BSBADM502
Appendix 4: Meeting preparation action plan
Meeting preparation action plan
Meeting name: Annual General Meeting 2019
Meeting date: 4th of April 2019
Chairperson/host: Mr. William Smith - CEO
Action required By whom By when
Prepare agenda Amy Hunt 12th March 2019
Select participant and assign roles Mrs. Yoganthan 14th March 2019
Amy Hunt
Prepare meeting documents pack 17th March 2019
Pricilla Moses
Send invitations Amy Hunt 20th March 2019
Amy Hunt
Send meeting documents pack 20th March 2019
Pricilla Moses
Send reminders Pricilla Moses 30th March 2019
Organized catering Adam Clarke 28th March 2019
Organized sitting arrangements Joseph McConnell 30th March 2019
Organized accommodation for regional managers Adam Clarke 30th March 2019
M. Kalpana M.Perera
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BSBADM502
Assessment 02
Appendix 1: Assessment Task 2 Submission form
Organisational requirements, applicable conventions and legal and ethical requirements
Describe the organisational requirements, conventions and legal and ethical requirements that are
applicable to your meeting.
Meeting must start and finish on time

Organisational requirement
Mobile phones are to be switch off
One person speak at time
Meeting will conducted only two hours
Chairperson in charge of making sure that all the attendees

Conventions
follow the conventions of the meeting
Very speakers has time limit
Majority of members to agree for every decision
Board of Directors memberships are valid for 03 years
Every discussions are conducted open and honestly

Legal and ethical requirements
Every meetings must accordance with legislation of Australia
Problem-solving
Describe a problem that had to be solved during your meeting?
Meeting ran overtime and we couldn’t over it on time. Our AGM was started on time. It took more
than expected time to finish Board President report. And also we couldn’t add welcome speech for
our new investor in our agenda.
M. Kalpana M.Perera
00496
BSBADM502
Which problem-solving technique did you use and why?
We identified the problem and possible causes quickly. And consider the problem as a gap between
where are we now and where are want to be, the causes of the problem are the difficulties that are
avoiding from closing that gap immediately. We had chosen What/ Why Analysis for the root cause. The
most important part of defining the problem is looking at the possible root cause. We analysis questions
like: Where and when is it happening? How is it occurring? With whom is it happening? Why is it
happening? After come up with several ideas that can solve the problem, we had chosen the best
solution for solve the problem. We have asked extra 10 minutes from our invitees and appointment of
the Auditor for the next financial year event was shorted due to lack of time.
How did this technique assist you to solve the problem?
By using problem solving tools and techniques helped us improve our approach to solving the problems.
We had more successful at solving problems and, because of this, more successful at what we do. By
using this technique we could get an immediate response for root cause.
Decision-making
Describe the process you adopted to assist you in making decisions during the meeting.
We had chosen Blue Hat technique for decision making process. Blue hat calls as management hat and
this represents process control. This hat worn by people charring meeting. Plus, in our AGM our
chairperson is the main part and he is the one who had rights for decision making during whole meeting.
What did you find challenging about the decision-making process you used?
When using the blue hat, you are no longer thinking about the subject, instead, you are thinking about
the thinking needed to explore the subject. Those involved in a situation will claim that their thinking on
the matter is taking place all the time and not just when they sit down for a formal discussion. At this
point, we are getting close Time spent thinking about the thinking is not time wasted. The blue hat
thinker pulls into shape what may seem to have been a messy conversation.
M. Kalpana M.Perera
00496
BSBADM502
Chairing and facilitating meeting outcomes
Reflect on your role as chairperson of this meeting and answer the following questions. How would
you assess your performance in chairing the meeting (i.e. were you an effective chairperson or are
improvements needed)?
I have plan the agenda and select the key participants that really need to attend the meeting for each
specific agenda item. In addition, I had to plan the time needed and establish the most appropriate
working methods that will help achieve the meeting outcome. Circulate a timed agenda and any
supporting relevant documents well in advance of the meeting. This will enable each meeting participant
to prepare and fully contribute to each agenda item. As a result our company will achieve a more focused
discussion and decision making process. Regardless of who has arranged the meeting environment and
logistics, I had arrived 10 minutes ahead of the meeting start time to ensure the meeting room, layout,
catering, lighting and temperature are all favorable to an effective meeting.
What was the desired outcome of your meeting and did you achieve it?
As an organizer I could be brought in to increase the meeting effectiveness, by identifying the best
methods of group working to achieve the desired outcomes. As well as holding fairness on the meeting
content, help by bringing out the best from the meeting participants, and establishing an acceptable
meeting code for all participants. This can be particularly useful for regular meetings. Ask meeting
participants to review the meeting effectiveness and how successful have been at chairing the meeting.
This can enhance future meetings, as well as it gave some great personal feedback and insights. For
example, I asked ‘what did we do that worked well’ and ‘what could we do differently next time’. This
can provide some helpful insights and learning.
Describe the strategies you used to facilitate the outcome.
The success of a meeting depends on the preparation work that has been done. Initially, defining the
meeting purpose and process is necessary. After that, have to identify meeting members and inform the
individual about the meeting and explain the objective. Then have to develop and distribute agenda. The
agenda is often viewed as simply a list of topics to be discussed and is given little attention before the
meeting. While on the meeting welcome all participated don’t move to quickly into information that is
important for everyone to hear as they might not be mentally present. Give them some time and space
to settle down. State the overall purpose and desired outcomes of the meeting for the members. Review
the agenda with the group. Make any changes in timing if required.
M. Kalpana M.Perera
00496
BSBADM502
What strategies worked well in assisting you to achieve your outcome?
Actions and planning before and during the meeting play a big role in helping you achieve expected,
positive, and constructive outcomes. The goals set for the meeting will establish the framework for an
effective meeting plan. Actions following the meeting are just as essential. Follow-up at the next
scheduled meeting is never enough of an investment to ensure results. And meeting purpose will
determine the meeting focus, the meeting agenda, and the participants.
What could you improve on to assist you to achieve meeting outcomes in the future?
As a result of this meeting I hope we should use the time effectively, for the topic and generate
commitment from the participants. People will feel part of something bigger than their day-to-day
challenges. Therefore, a well-facilitated, active meeting that sets the stage for follow-up will produce
meeting results.
Appendix 2: Meeting participant Evaluation form
Strongly Strongly
Agree Neutral Disagree
Agree Disagree
The meeting started on time. √
The meeting purpose was clear. √
The chairperson kept discussions

focused on achieving the purpose of √
the meeting.
The chairperson maintained control

of the meeting throughout the √
duration.
M. Kalpana M.Perera
00496
BSBADM502
The chairperson ensured all
participants were involved in √
discussions.
The chairperson facilitated the

problem-solving activity to resolve √
any issues.
The chairperson facilitated decision-

making to ensure required decisions √
were made.
The meeting followed the agenda. √
The desired outcome for the

√
meeting was achieved.
The meeting concluded on time. √
General feedback regarding the way in which the meeting was conducted
Meeting could start on time. But we were unable to finish it on time due to agenda. When it concern
about whole meeting we could achieved our desire outcomes. Our chairperson (CEO) had well
planned strategies for AGM and he conducted meeting very well.
M. Kalpana M.Perera
00496
BSBADM502
Appendix 3: Minute taker evaluation form
Strongly Strongly
Agree Neutral Disagree
Agree Disagree
The chairperson clearly explained the

meeting purpose and the expected √
outcomes.
I was provided with a list of the attendees

√
and their roles prior to the meeting.
I was provided a copy of a minute template

√
to use to record the meeting discussions.
The chairperson explained any

organisational requirements/conventions √
for recording the meeting minutes.
The chairperson explained the required

method for recording meeting notes and
√
their expectations with regards to the level
of detail of information recorded.
I was provided with examples of previous

minutes to assist me with understanding √
what was required.
It was clear to me what was expected. √
General feedback regarding the information you were provided regarding taking minutes for the
meeting:
We had provided all relevant documents for all of our invitees and the chairperson clearly explained
the meeting purpose and the expected outcomes. The chairperson explained the required method
for recording meeting notes and their expectations with regards to the level of detail of information
recorded.
M. Kalpana M.Perera
00496
BSBADM502
Assessment 03
Assessment Task 3 submission form
Review meeting minutes
What strategies did you use to review the meeting minutes to ensure the information presented a
true and accurate record of the discussions that occurred during the meeting?
I always ensure about accurate of information regarding all of reports and documents. I had keeping
touch with our company policy and procedure manual. Plus, checked all details twice before deliver
them. And all financial information was true and correct data which obtain from our financial
sources. Even we concern about the clearness and naiveness of language. Because our invitees was
with many nationalities.
Detail the outcomes of your review regarding the accuracy of the information, spelling and grammar
and the correct use of the template.
Area Review summary
We had checked our data twice. And our sources were very accurate and
Accuracy of
trustworthy.
information
After completed the whole documents we have send them to expert for
Spelling and
check grammar and spelling.
grammar
All documents were well packed and organized well. All documents are filed
Correct use of
in date order. We have send printed invitation, Agenda, Copies of Annual
template
Report, copies of board president report and copies of audit report to each
and every invitees.
M. Kalpana M.Perera
00496
BSBADM502
Distributing meeting minutes
Describe how you will distribute these meeting minutes and why you have chosen this method.
We had prepared minutes of a meeting soon after it ends so that attendees receive them within 02 days.
And hold them accountable for reviewing the record of proceedings to any corrections or modifications
immediately. Because If we wait a week to distribute minutes, memories will fade along with the group’s
enthusiasm to follow through. Wrongness can creep into the minutes and never get fixed. Minutes only
need to be distributed to individual owners upon request. We had decided to distribute the minutes via
email because it is very easy to response regarding minutes.
Storing meeting minutes
Describe how you will store these meeting minutes and why you have chosen this method.
The best way to storing minutes is a cloud-based system that is available to both board members and
managers, making the documents available to all relevant parties. Because minutes are often misplaced or
difficult to obtain because the turnover of board members, management companies and managers. Our
company has centralized system to keeping minutes, meeting documents and other relevant documents
that allows 24/7 access to board members and managers and solves the issue of misplacing, losing, or not
being able to access minutes. And also we are keeping print documents for future references.
M. Kalpana M.Perera
00496
BSBADM502
Appendix
AGM Invitation
M. Kalpana M.Perera
00496
BSBADM502

BSBADM502: M. Kalpana M. Perera Advanced Diploma in Leadership Management YORKE INSTITUTE-Melbourne 00496

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BSBADM502

ADVANCED DIPLOMA IN LEADERSHIP MANAGEMENT

YORKE INSTITUTE- Melbourne

Assessment 04 - Question Paper

Meeting name: Annual General Meeting of ABC Real Estate

To make important decisions regarding the company, and informing the

Palace: Head office in Melbourne

Time and date: 10.30 a.m. 4th of April 2019

Participant name Reason for participation

Mr. Jack Taylor Boards of Director

Mrs. Sarah Smith Boards of Director

Mr. Leon Jaksa Boards of Director

Mr. Lee Min ho Boards of Director

Mrs. Yoganathan General Manager

Mr. Adrian Smirnov Marketing and Advertising Head

Ms. Liana Shalon HRM Head

Mr. John Sawyer Chief finance Officer

Mr. David Speyer Account and Pay roll Manager

Ms. Amy Hunt Company Sectary

Ms. Lisa Briggs / Mr. Matthew Cooke/ Mr Dougal

Appendix 2: Meeting requirements questionnaire

Meeting Requirements Questionnaire

CEO of the ABC Real estate ABC Real Estate

Annual General Meeting

Date 4th of April 2018 Time 10.30a.m.

Location Head Office – Melbourne CBD Budget $5000

Purpose Annual General Meeting

Agenda  Welcome and Apologies

Board of Directors Investors

Speakers CEO / Auditor

requirements meeting. We didn’t wanted teleconference facility because all of our

Equipment requirements Stationaries

Special needs of attendees No

Other specific requirements No

Annual General Meeting

4th of April 2019

Head Office – Melbourne CBD

Yearly General Meeting of ABC Real Estate

Our CEO welcomed all of invitees

Minutes of previous meeting

Annual General Meetings of ABC Real Estate

6th of April 2018

Mr. Jack Taylor Board of Directors

Mrs. Sarah Smith Board of Directors

Mr. Leon Jaksa Board of Directors

Mr. Lee Min ho Board of Directors

Mrs. Yoganathan General Manager

Mr. Adrian Smirnov Marketing and Advertising Head

Ms. Liana Shalon HRM Head

Mr. David Speyer Account and Pay roll Manager

Mr. Leighton Boyd

Mr Brandon Ah Tong Regional Managers

Prepare Agenda Prepare proper agenda for function

Guests ( Investors of ABC Real Estate)

MS. Lisa Briggs

Mr. Matthew Cooke

No. Agenda Item Pre- Presenter Time Duration

1 Welcome and apologies Yes CEO 10.30 a.m. 05

Mrs. Sarah Smith -Board of

4 Board president report Yes CEO 10.50 a.m. 20

Mr. John Sawyer

9 Closing remarks and Adjournment No CEO 12.20 p.m. 10

Date: 4th of April 2020