BSBADM502B – Manage Meetings
Section 1 – Activity 2
A meeting has been called to discuss some productivity problems and one of the managers will present using power point presentation. As the organiser of the meeting, I will make a list of all the people who are expected to attend, let us say, all of the five production managers, the general manager, the President and Vice-President of the company, the chairperson and the minute taker.
The company has a meeting room complete with comfortable chairs and tables to accommodate twenty people. It also has a computer for power point presentation and a big screen, a whiteboard with markers and wipers, and a microphone. There is also facilities to make hot coffee and tea, a refrigerator to keep milk, cold drinks and cutleries. I chose the venue because it is very handy to every participant of the meeting and complete with all the requirements that will be needed to hold a meeting.
I will make sure that the room is available on the date and time of the meeting before I prepare the agenda, as follows:
Minutes of the previous meeting-3 minutes
Business arising from the minutes-15 minutes
Presentation using power point about productivity problems and how to increase productivity by Mr John Smith, production manager.-30 minutes
Short break.-15 minutesGeneral business, questions/new ideas/participant input-25 minutes
Date of next meeting/Close.-1 minute
The day before the meeting, I will visit the meeting room and check all the equipment if they are operating properly, if there are markers and wipers for the whiteboard, enough tea, coffee and milk, cold drinks and biscuits. Arrange the tables and chairs according to the prepared sitting arrangement.
Handouts will be distributed before the meeting to be put on their tables:
Minutes of previous meeting.
Production Managers’ reports.
Hard copy of the