BSBADM502B 4 Written Test

Q1

One benefit of setting objectives for the meeting is to help you plan the meeting. The more concrete your meeting objectives, the more focused your agenda will be. A second important benefit of having specific objectives for each meeting is that you have a concrete measure against which you can evaluate that meeting. Were you successful in meeting the objectives? Why or why not? Is another meeting required? Setting meeting objectives allows you to continuously improve your effective meeting process.

Q2

An agenda is a list of meeting activities in the order in which they are to be taken up, by beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be discussed. It may, but is not required to, include specific times for one or more activities. An agenda may also be called a docket or schedule.

Q3

Objective

Number of Attendees

Time and Place

Agenda of the meeting

Minute taker

Q4

A formal meeting is a pre-planned event where two or more people come together to discuss specific matters for the purposes of achieving a specific goal. An informal meeting is more casual, and less planning is involved.

Q5

Making sure everyone knows why the meeting was created

Making sure that everyone attends the meeting on time

Prepare information and material for discussions

Distribute the agenda a few days before the meeting

Making sure that agenda items are listed in priority

Make sure the minutes of the meeting are accurate

Q6

Minutes of the meeting: all the discussions that were taken place in the meeting. The minutes will be taken during the meeting and published after the meeting, the minutes of the meeting is similar to the summary of the meeting and will be sent to all participants after the meeting.

Motion: a motion is an introduction to the topic that is going to be discussed. It is usually a few minutes long and will explain what the topic is about and why it must be discussed. The chairperson will usually call for someone to file a motion in the meeting.

Quorum: the minimum number of participants needed. This is usually for a formal meeting that will be discussing a contract or deal which legally needs a certain number of witnesses to make sure that the contract or deal was created properly.

Seconder: this is the person that will make a second motion in the meeting. It will usually support the first motion of the topic and be used as extra information for the participants to consider when making their opinions.

Q7

Typical minutes will include the following:

Basic information about the meeting: date, time, location.

Who attended, along with a special note in the cases where attendees came late or left early.

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te in the cases where attendees came late or left early.

Agenda items with a brief description of each item.

Voting actions with a detailed account of how each individual voted

Time when meeting was adjourned.

Q8

Meeting Agenda

Hand outs

Invitations

Q9

Review your notes directly after the meeting while it remains fresh in your mind. Correct any errors you may find, and make additions if necessary. Type the minutes from your informal notes, watching for automatic word processor corrections, which may actually be inaccurate interpretations of your intended words. Proofread your work, and ask someone to be an editor for you. The editor should be a skilled writer with an eye for detail who can check your work for accuracy. When you both agree that the minutes are correct, sign and date your completed minutes, and distribute them to attendees and others concerned as soon as possible after the meeting.

Q10

Records management services (RM), also known as Records information management or RIM, is the professional practice or discipline of controlling and governing what are considered to be the most important records of an organization throughout the records life-cycle, which includes from the time such records are conceived through to their eventual disposal. This work includes identifying, classifying, prioritizing, storing, securing, archiving, preserving, retrieving, tracking and destroying of records.

Q11

Referring to people by their first names may be disrespectful to some. Make sure you ask people how they want to be addressed. This can be included in the interview stage or on a registration form for induction

Women supervising male volunteers

Young people supervising older volunteers

Touching another person

Holding a person’s gaze when they are speaking

Coughing and blowing one’s nose

Dress codes

Q12

No Quorom – If no quorum is present within 30 minutes the meeting is rescheduled

Chair is incharge – when the chairperson stands, everyone must sit

Standing orders- everyone must follow the standing orders

Standing up – if someones wants to speak, they must stand up

On topic – the meeting must remain on topic

Equality on voting – everyone is equal

Q13

Conflicts can easily cause issues in the meeting

Disagreements can cause issues as well because employees believe in different strategies

The chairperson…

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