BSB40215 Certificate IV in Business BSBADM405 Organise Meetings Duration: 4-5 weeks Date: week 2

1. BSB40215 Certificate IV in Business BSBADM405 Organise Meetings Duration: 4-5 weeks Date: week 2 Trainer: Russell HO

2. Revision:TOPIC 1 – MAKE MEETING ARRANGEMENTS • Identify the type of meeting and its purpose • Identify and comply with any legal or ethical requirements • Identify requirements of the meeting and its participants • Make meeting arrangements & advise participants of meeting details

3. Thinking ahead

4. Meetings purpose Meetings are held for many reasons such as: • Making decisions • Generating ideas • Develop plans • Communicating feedbacks/problems • Giving/receiving information

5. Types of Meeting • Annual general meeting (AGM) • Extraordinary general meeting (EGM) • Board meetings • Committee meetings • Management meetings • Sales meetings • Conferences and ‘away-days' • Departmental meetings • Staff meetings • Steering group meetings • Project team meetings • Team briefings • One-off informal meetings

6. Mode/Style of meeting • Face to face • Virtual – Teleconferencing / Video conferencing

7. Identify and comply with any legal or ethical requirements • Codes of Practice • Legislation Relating to Companies or Associations • The Disability Discrimination Act (1992) • Regardless of whether your meetings are formal or informal, consideration must always be given to safety

8. Video Clip: Every meeting ever The different roles people play in a meeting: https://www.youtube.com/watch?v=K7agjXFFQJU Published on Nov 5, 2014. 3mins 46 by Tripp and Tyler

9. Chairperson’s Responsibilities prior to a meeting • Define the objective/purpose to call for the meeting • Arrange when and where to hold a meeting • Prepare a list of attendees to participate • Prepare meeting agenda to circular to participants (for semi-formal meeting) • Accept suggestion to amend agenda if necessary

10. Responsibilities for taking minutes • Take notes that reflect complete and accurate records of the meeting • Produce minutes which reflect a true and accurate account of the meeting • Check minutes for accuracy • Submit for approval • Distribute to relevant people within the required timeframe

11. Participant Roles • To be Adequately Prepared: Must have read the pre-meeting documents, sought further information if necessary and assessed ideas prior to the meeting. • Participate Politely: Should strive to allow each person to finish his or her thoughts without interruption and to communicate in a polite and assertive way. • Expression should be Complete and Concise: To be respectful of the value of time and use it considerately and with the achievement of purpose in mind. • Engage Others: Understand the value and wealth of experience when all participants contribute. To be gracious when opinions differ. • Stay focused: Focus on the agenda items unless the group agrees to alter the agenda. • Prompt and Punctual: Show respect for each other’s time by arriving on time.

12. BSBADM405 - Organise meetings

13. TOPIC 2 – Prepare and distribute documentation for meetings (Pg 23-27) 2.1 Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements 2.2 Check documentation for accuracy and correct any errors 2.3 Distribute documentation to participants within designated timelines 2.4 Prepare spare sets of documents

14. MEETING DOCUMENTATIONS • Notice of Meeting • The Agenda • Chairperson Reports • Written Motions • Committee Reports • Any correspondence • Financial Reports • Minutes of the previous meetings • Any papers, reports, or proposals to be presented during the meeting

15. Notice of meeting • A notification sent to participants/shareholders of a company, informing them of a time, date, and location of a shareholder meeting, usually one month ahead. • Because Board meetings/AGM/EGM are a venue for disclosing company information to stakeholders of company stock in accordance with certain regulations, the notice of meeting may represent a legal obligation on the part of the company. • Click: https://www.youtube.com/watch?v=n7kZHPMeaSg

16. Sample - Notice of Meeting Type of meeting: Notice of Monthly Directors’ Meeting Meeting Date: 14th October 2017 Date of notice: 7th October 2017 TO: All participants The next Monthly Director’s Meeting of Gags About Town is to be hold on 14th October 2017 in the Boardroom, Bags About Town Head Office, Level 14, 194 Collins Street, Sydney, commencing at 9am until 2pm. Morning Tea will be provided. Pre-reading documentation is attached as follows: • Agenda • Minutes of previous meeting • Sales terminal upgrade progress report • Draft workforce Agreement

17. Cont. The following documents will be distributed in hard copy at the meeting: • Monthly budget report • Correspondence • Design Team summary report The month’s meeting will also include: • 30 minute presentation from the Technical Director on progress of the sales terminal upgrade project • 40 minute question and answer discussion on Workforce Agreements lead by the HR Manager • 10 minute presentation by the Design Team, reporting on international fashion trends (5 members of the Design Team will attend for this portion of the meeting only). Please advise me if you have any special requirements that need to be considered. If you have any questions, please contact myself. Yours Sincerely Administration Assistant

18. Chairperson Reports • An overview of its charitable structure and how it is governed • Highlights of the past year • Any special thanks to those that have supported the organisation • Feedback from participants in the past year’s events and activities • Feedback from volunteers on how they have been involved, what they have achieved • An overview of the business process • How organisation has involved stakeholders and management in decision making • How organization has been working with the local community and/or businesses • How is planning to benefit the future over the coming year • Develop specific skills seeking to support its staff and activities

19. A Motion • Itis used to introduce a new piece of business or propose a decision or action. • A motion must be made by a group member (“I move that......”) A second motion must then also be made (raise your hand and say, “I second it.”) • After limited discussion the group then votes on the motion. A majority vote is required for the motion to pass (or quorum as specified in your by laws) • A resolution is a formal expression of opinion by a meeting agreed by a vote.

20. Written Motions • Board may submit a request or motion in writing for consideration by the committee. • At a committee (or board) meeting a motion is passed if the majority of voting members present and entitled to vote are in favour of the motion. • Writing motions that are specific, concise, and unique keep the meeting moving along fluidly. By understanding the type of motion you are making, taking time to think it through, and addressing potential objections, you can write a clear motion that will help members make an informed vote.

21. Committee Reports • Committees are formed for any tasks where a combined analysis or decision needs to take place. • The committee will act on the agenda and will then present a report back to the management or the people responsible for forming a committee. • This committee report will be used as a basis for further action. • Committee Report is used in government as well as private-sector organizations. • Sample of Committee report – provided by Russell

22. Financial Reports • Financial report (or financial statements) is a formal record of the financial activities and position of a business, person, or other entity. • Relevant financial information is presented in a structured manner and in a form easy to understand. • A balance sheet or statement of financialposition- reports on a company's assets, liabilities, and owners equity at a given point in time. • Profit and loss report/Income statement – reports on a company's income, expenses, and profits over a period of time. • Statement of retained earnings- reports on the changes in equity of the company during the stated period. • A cash flow statement- reports on a company's cash flow activities, particularly its operating, investing and financing activities.

23. Any correspondence, papers, reports or proposals • Correspondence, papers, reports and proposals are documents written for a specific purpose and audience. • A report, generally, consists of an analysis of a situation or problem at hand and recommends solution for it. • Proposals, in the similar manner, explain a need that is identified and offers a course of action in response to it.  • Papers, reports and proposals may have varying lengths, structures, and writing styles.

24. The agenda includes:

25. Meeting Agenda • Meeting agendas provide meetings with a sense of direction as well as clarifying and speeding up meetings by highlighting the purpose of a discussion and indicating what is (and isn’t) relevant to discuss. • Meeting agendasshould contain a list of topics to be discussed in the meeting and may also contain time allocations for discussion and names of speakers on each topic. • Many agendas also have standard items which are always included such as ‘matters from previous meeting’ and ‘other items’.

27. Sample Meeting Agenda

28. Distribute Documentation To Participants Within Designated Timelines • Chairperson, key personnel & presenters: Organise and distribute approximately 2 weeks before the meeting to allow participants enough time to review & prepare the materials and get back to you with any problems or changes required. • All attendees: When most materials are finalized, these should be sent out three days before the meeting; giving all of them enough time to final review or amend it.

29. Prepare Spare Sets Of Documents • The agenda or other meeting papers are the tools that you must have in order for the meeting participants. • They must be properly prepared and must engage people in active participation during the meeting. • An organised facilitator or chairperson should make the necessary arrangements to prepare and/or supply participants with a copy of the agenda and other meeting documents during the meeting • To ensure the consistency and everyone has the same set of agenda and all documents, it is advise to printout enough copies to distribute at the venue to avoid unplanned event, etc.

30. Terminologies:Quorum • Formal meetings require a quorum – a minimum number of participants in attendance, and eligible to vote, to make a decision by the group binding. • Decisions that are made at a meeting without a quorum are not binding on members.

31. Adjourned business • Adjourned business is business that was not begun or completed at the previous meeting. Adjourned business takes precedence over all other business. General business • General business is matters or questions raised by the committee. It is often flagged by a ‘motion on notice’.

32. Next weekTopic 3: Meeting Minutes • Minutes are a record of the main points of discussion that has taken place in a meeting, who was present at the meeting, who was absent, and what, if anything was decided. • Minutes should also contain the time and date of the meeting and where the meeting was held. • The minutes should list each agenda item in order, with a brief summary of the discussion, conclusions and decisions reached, tasks assigned and timelines for any action or follow-up action agreed, and those responsible for taking action. • In formal meeting, once approved and signed as a true and correct record by the appropriate committee members, are never altered. • They must be kept permanently by the secretary and their successors.

33. Sample Meeting Minutes

34. Task 2 - Assessment Read the detailed meeting requirements provided carefully!

35. Part 1: Documents required for distribution with Notice of Meeting….

36. Part 2 - Notice of meeting, Agenda and meeting papers Using the information provided in part 1, prepare/amend and submit to your assessor of the followings: • Notice of Meeting • Agenda • Previous meeting minutes • Papers required for distribution before the meeting such as sales report, workplace agreement, etc. Save all above documents in one file (MS Words) to submit/upload!

37. Part 3 - Task List to help you prepare for the meeting