What is the ideal lead time to despatch meeting papers to

Assignment Detail:- BSBADM502 Manage Meetings Assessment Plan Assessment Part 1 Question 1: Provide two -2- example of each meeting style, by identifying associated meeting structure, and describe in what circumstances each meeting style and structure would be appropriate to its purposeQuestion 2: Provide two -2- methods of despatching meeting papers to participants, and explain the benefits of each despatching method-Question 3: What is the ideal lead time to despatch meeting papers to ensure participants have enough time to read them prior to the meeting????Question 4: Provide two -2- examples of legal and ethical requirements you need to be aware of, when chairing a meetingQuestion 5: When facilitating a meeting, it's important to enable the following areas-1- Participation;2- Discussion;3- Problem solving; and4- Resolution of issues-Briefly describe how you could encourage each area in the meeting-Question 6: Provide two -2- example of why it is important to check transcribed meeting notes-Question 7: The meeting notes should reflect a true and accurate record of the meeting, what should the minutes include????List a minimum of seven -7- itemsQuestion 8: Describe the options for the following meetings, by identifying two -2- pros and two -2- cons for each option-Question 9a: Outline five -5- responsibilities of the chairperson during a meeting-Question 9b: Outline and explain below "Group Dynamics" in relation to managing a meeting -30- 80 words- Assessment Part 2: Case Study Case Study - Background Information You are employed by Grow Management Consultants -GMC-, based in Melbourne-The company's meeting policy requires the following:1- Meeting Agenda and supporting documentation should be distributed to all attendees, two -2- weeks prior to commencement of meeting via email-2- All formal meetings to be recorded in the form a Meeting Minutes-3- Chair must ask meeting attendees to declare any potential conflicts of interest at the commencement of the meeting and ensure no conflicts of interest apply prior to proceeding with the meeting-4- Meeting Minutes are to be stored in the meeting minute's folder for audit and future reference-5- Meeting minutes should be signed by the chair and distributed within one -1- week of the meeting and distributed to all Attendees via email-6- The CEO requires the meeting organiser to report meeting outcome in the form of an action list within 10 working days-GMC, has its Strategic Planning Meeting coming up with the Board of Directors, and you have been given the task to organise and this meeting- Meeting information is as followed:Meeting DetailsMeeting type: Strategic Planning MeetingDepartment: GovernanceAttendees: Board of Directors -total of six -6- directors-Chairman: CEOGuest Speaker: Terry White -strategic planning specialist-Date: Tuesday 24th November 20XXTime: 9:30am - 4:00pmBudget: $2,000-00Pre-reading documentation: HR Strategic Business Plan & HR Operational Plan Additional InformationAll six -6- directors all hold voting rights according to the company constitution- A quorum of four -4- or more is required to pass any decisions/ resolutions-Director meeting are usually held in the boardroom at the company's offices but this room is unavailable and alternative arrangement will need to be make-One -1- of the directors will be coming from interstate to attend in person, whilst two -2- will participate via teleconference- It is company policy to give a minimum notification of two -2- weeks for all director meetings-As the meeting organiser you have access to the directors' electronic diary, to confirm individual availability-The guest speaker would like to show a video via his laptop which will need to be projected onto a central screen and talk on emerging technological changes-Morning tea -30 mins- and lunch -60 mins- will be catered for on the premises-In the afternoon, following lunch the attendees will divide into 3 groups to develop ideas and consider their strategic needs for the upcoming year-The next meeting will be on the 15th January, which will be back in the board room for a regular board meeting 2:00pm - 4:00pm- Activity 1Complete the following Case Study QuestionsQuestion 1Identify and list below the meeting participants for the meeting in the case study-Question 2Confirm meeting arrangements, by outlining what you need to do for each tasks based on the case study meeting requirements:Question 3Based on the information from the case study, where are you required to store the meeting minutes-Question 4Based on the information from the case study, who would you distribute the minutes to???? How would you distribute them???? And in what timeframe would you distribute them-Question 5Based on the information from the case study, how would you report outcome of the meeting and to whom would you report-Question 6Based on the information from the case study, in what timeframe would you would you report meeting outcomes-Question 7Describe the following meeting requirements and how they might apply in the case study -60-80 words-Question 8Outline below a draft meeting budget ensuring you don't exceed the maximum budget of $2,000-00 Activity 2Prepare three -3- Meeting DocumentsFor this task you are required to use the provided templates and case study background information to develop the following documents:• Meeting Plan• Meeting Set-up Preparation Action Plan• Meeting AgendaDevelop/ Completethe following three -3- documents to ensure that all the preparations for the meeting will be correctly organised and the purpose of the meeting is clear- Activity 3Invite Meeting Attendees -Via Email-You have managed to book an ideal meeting room, which is fully catered within budget at: Hotel Lindrum: 26 Flinders Street Melbourne 3000-For this task you are required to notify meeting attendees of the scheduled Strategic Planning meeting in accordance with the organisations procedures as outlined in the Case Study Background- Write an EmailYour assessor will provide you with an email address, so you can submit this assessment activity to your assessor- In this email, you must include each of the following:1- Address email to meeting invitees2- Information about the meeting: Date, time & location3- Attach Meeting Agenda and pre-reading documentation Assessment Part 3: Case Study and Roleplays Case Study - Background InformationYou are the Operations Manager of Coffee Bag's Café- Coffee Bags is a well-known local brand and has five -5- store locations, and has recently expanded its mobile food truck fleet to three -3- mobile food trucks-It is Thursday afternoon and one of the Mobile food trucks has broken down and at the mechanics to be repaired- You have been advised that the truck will not be back in service for one -1- week and all three trucks have booking for this coming Saturday night-The General Manager has asked you to chair an emergency meeting with all three -3- mobile food truck operators, with the aim to resolve the issue and maintain all three -3- bookings without causing customer disruption-Booking for Saturday night are as following:1- 50th Birthday -Private house- 7pm - 11pm2- Sporting Event -Street location- 4pm - 10pm3- Nightclubs -Street Location- 9pm - 3am Activity 1Conduct an EmergencyMeeting -roleplay-For this task, you are required toaccess the Handout: Coffee Bags Café Meeting Policy & Procedure, review the document and Chair an Emergency Meeting with the three -3- Mobile Food Truck Operators to discuss, problem-solve and establish a resolution to the current issue to ensure customer bookings are not disrupted, in accordance with the Meeting Policy & Procedure- You must brief the minute-taker prior to the meeting on the method for recording the meeting notes in accordance with the Meeting Policy & Procedure for an Emergency Meeting- You will need to ensure the meeting is focused, time efficent and achieve the required outcome- You must:a- Brief the minute -taker prior to the meetingAt the meeting, you must ensure each of the following:b- Discuss the issue -Two -2- trucks and three -3- bookings-c- Outline the desired resolution -customer bookings are not disrupted-d- Discuss potential solutions which maintain legal and ethical requirementse- Ensure all attendees actively participatef- Ensure verbal exchange uses appropriate style, tone and vocabulary for attendeesg- Listen to specific information during the meetingh- Ask questions and listen to responses to clarify understanding Your assessor will play the role of the minute-taker and ask other students -not being assessed during the simulated meeting- to play the role of the three -3- Mobile Food Truck Operators- Your assessor will provide a general script for each individual assisting in the roleplay Roleplay Cast:As a minimum the following individuals will be at the meeting;- Minute-taker -Assessor-- Mobile Food Truck Operators #1 -Classmates-- Mobile Food Truck Operators#2 -Classmates-- Mobile Food Truck Operators#3 -Classmates- Activity 2Review transcribed meeting minutesYou are required to request a copy of the recorded Minutes for the Emergency Meeting in Activity 1 from the minute-taker- Check the transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with the organisations Meeting Policy & Procedures-Distribute meeting minutes via emailOnce satisfied, you must sign the meeting minutes to confirm they are a true and accurate record of the meeting and distribute minutes via email to meeting participants-Write an EmailYour assessor will provide you with an email address, so you can submit this assessment activity via email to your assessor- In this email, you must include the following:1- Address email to meeting attendees2- Find attached meeting minutes for your reference3- Attach signed meeting minutes Activity 3Complete the following Questions Question 1Where will you store the meeting minutes following distribution to meeting attendees Question 2Following the Meeting, the General Manager has requested an update on the outcome of the meeting- Outline below the resolution of the meeting for the General Manager- Activity 4Background information It is now Monday Morning, following the Saturday night with three -3- bookings-You have been asked by the General Manager to hold a quick informal meeting -no minutes required- to establish the outcomes -success/ lessons learnt- from Saturday night- All mobile truck operators are currently in the office and available for a quick chat- Conduct aFollow-up Meeting-roleplay-For this task, you are required toconduct an informalfollow-up meeting with Mobile Food Truck Operators to discuss the outcome/s from the event on Saturday night- During the meeting you must:1- Request for information and feedback from the event from Saturday night2- Use active listening techniques to establish outcomes Your assessor will play the role of the Mobile Food Truck Operator #1, and ask other students -not being assessed during the simulated meeting- to play the role of Mobile Food Truck Operator #2 and Mobile Food Truck Operator #3- Your assessor will provide a general script for each individual participating in the roleplay- Roleplay Cast:As a minimum the following individuals will be at the meeting;- Mobile Food Truck Operator #1 -Assessor-- Mobile Food Truck Operator #2 -Classmates-- Mobile Food Truck Operator #3 -Classmates- Attachment:- Manage Meetings-rar

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