Bsbadm502 manage meetings task 1

Assessment Guide For BSBADM502 Manage Meetings

Assessment Event 1 – Knowledge Questions
The information contained in this assessment event lists the questions that you will need to develop a written response. These questions are theoretical and provide evidence of your understanding of principles and practices of meetings. Each question includes the requirements which indicate what you have to do and the depth of your response to achieve a satisfactory result.

Question 1
Describe five terms used in meetings.

R 1. provide a minimum of five terms

R 2. word count is approximately 10 words per term.

Question 2
Describe three structures with meetings.

R 1. provide a minimum of three structures

R 2. word count is approximately 20 words per structure.

Question 3
Describe four arrangements often used for meetings.

R 1. provide a minimum of four arrangements

R 2. word count is approximately 20 words per arrangement.

Question 4
Describe three responsibilities for the chairperson.

R 1. provide a minimum of three responsibilities

R 2. word count is approximately 10 words per responsibility.

Question 5
Describe three group dynamics, in the table below that could occur in meetings and with each dynamic provide a technique on how it could be managed by the chairperson.

R 1. provide a minimum of three dynamics

R 2. list two techniques to address dynamic

R 3. word count is approximately 15 words per technique.

Group dynamic

Technique to manage

Question 6
In the table below, provide an explanation to each of the meeting options.

R 1. explanations are accurate

R 2. word count is approximately 20 words per option.

Options for Meetings

Explanation

face to face meeting

teleconferencing

web conferencing

webcams

Assessment Event 2: My Career Unlimited Simulation
In this simulation, you will prepare and chair two meetings as part of your activities in developing strategies to support students in their studies. The first meeting will be to have an informal discussion about the issues impacting on students in their course of studies. The second meeting will be formal to develop a set of strategies to assist students in their course of study. Both meetings are observed by the assessor.

In this simulation, you will perform the following actions:

· brief Minute Taker at the start of the meeting

· conduct meetings to ensure that they are focused, time efficient and achieve the required outcomes

· ensure your meeting facilitation enables participation, discussion, problem solving and auctioning of items in the meetings.

Please ensure that you familiarise yourself with this set of requirements that underpin this simulation. This includes understanding the background of the simulation and the criteria you will be assessed on. These are located in the Appendix of this document.

Task 1: Prepare for meetings
In this task, you will demonstrate your preparation skills in planning for two meetings. The first meeting is informal and prepares you for the formal meeting.

1.1 Identify the types of meetings being organised and their purpose
R 1. review the simulation provided and state the purpose of both meetings

R 2. review the policy and procedures for meetings and list the types of meetings to be used

R 3. word count for type and purpose is approximately 50 words.

1.2 Develop a plan for conducting meetings
R 1. develop a plan for the implementation of your meetings:

· include a minimum of five actions and outcomes for meetings and list the types of meetings to be used

· include the costs for these actions and comment on any variation to the budget allocation

R 2. word count for type and purpose is approximately 50 words.

1.3 Develop agendas for the meetings
R 1. develop an agenda for both meetings:

· agenda structure must align to the type of meeting required

R 2. word count is not critical.

1.4 Notify meeting participants
R 1. identify participants for both meetings

R 2. notify participants via email:

· background must be clear

· you must summarise essential details

R 3. word count is approximately 100 words per email.

1.5 Confirm meeting arrangements
R 1. send email to participants for both meetings confirming arrangements

R 2. attach agendas

R 3. word count is approximately 100 words per email.

1.6 Despatch meeting papers
R 1. research and table a minimum of one article for the formal meeting:

· this article must be appropriate to the meeting purpose

· this article must be dispatched within organisational timelines

R 2. provide a summary of the attachment(s) in your draft email:

· must be clear

· it must provide an explanation of source, contents and why useful

R 3. word count is approximately 30 words.

Task 2: Conduct meetings
In this task, you will demonstrate your skills in preparing then Chairing two meetings. You will be observed by your Assessor in these meetings.

2.1 Brief Minute Taker on method of taking notes
R 1. give guidance to Minute Taker on requirements for note taking that includes recording:

· agenda items

· background discussion

· motions

· decisions taken at the meeting.

R 2. reassure Minute Taker by:

· inviting clarification if required

· suggesting that they work at a pace that will ensure accuracy of note taking

R 3. these actions must be relevant, concise and clear (refer to the observation check sheet)

R 4. word count is not critical.

2.2 Conduct meetings
R 1. ensure that the procedures being used will achieve planned outcomes

R 2. these actions must meet the requirements of the observation check sheets

R 3. duration of the meetings is approximately 15 minutes for informal and 30 minutes for formal.

Task 3: Follow up meetings
In this task, you will review the notes made by the Minute Taker (in the formal meeting) to ensure production of minutes, then distribute and store documentation and report on outcomes of the meetings to appropriate stakeholders.

3.1 Manage Minutes
R 1. review the draft notes from the Minute Taker

R 2. make corrections where required to produce minutes that meet organisational policies and procedures:

· must be accurate in content

· appropriate format

· correct spelling

· appropriate grammar

· appropriate punctuation

R 3. store all documents as per organisational policies and procedures:

· keep original version and save new version

· the final version must be accurate

R 4. word count is approximately 200 words.

3.2 Dispatch Minutes
R 1. distribute approved minutes by email to the participants:

· this dispatch must be within the timelines of the policy and procedure document

· keep a copy and attach to your Student Assessment Workbook.

R 2. store Minutes as per policy and procedure:

· this must be within folder for meetings

· using correct version control

R 3. word count is not critical.

3.3 Report outcomes of meeting
R 1. send email to General Manager of the RTO with attached Minutes as follows:

· complete and attach meeting report document

· ensure email and report is clear, concise and accurate

· send within timelines set out in the policy and procedure document.

R 2. store documents as set out in the policy and procedures document

R 3. word count is not critical.

Appendix A: My Career Unlimited Simulation
Simulation Background
The main theme of this simulation is based on the increasing challenges students have while studying. As a result, the RTO has set up an initiative called ‘My Career Unlimited’. My Career Unlimited is a support initiative by the RTO to assist students manage issues both personal and academic issues so that they can maintain their focus on study. You will take the role of Project Officer where you will coordinate and Chair meetings for this initiative.

An early step for this initiative is to hold an informal meeting to discuss the issues that impact on the student. Participants of this meeting are a group of interested staff keen on identifying these stressors. The issues identified in this meeting will be used to develop strategies that will assist students. This strategy formation will be the basis of the second meeting which will be formal and contain more structure. The budget allocated for the two meetings is $100.

Simulation Phases
This simulation is divided into the following phases:

Phase 1:

You will prepare for the meetings.

Phase 2:

You will Chair the meetings.

Phase 3:

You will follow up after the meetings.

Your Role in the Simulation
You will be the Project Officer of My Career Unlimited in the simulation. Your roles and responsibilities in the simulation are as follows:

Phase 1:
Phase 1 occurs from Task 1.1 to Task 1.6. In Phase 1 your main duties in the organisation are as follows:

· identify structure and type of meeting required

· develop an implementation plan

· develop agenda and appropriate documentation

· notify participants of meeting

· distribute documentation in preparation for the meeting.

Phase 2:
Phase 2 occurs in Task 2.1 to Task 2.2.

This simulation will have a duration of 15 minutes for the informal meeting and 30 minutes for the formal meeting. where you will generate discussion and strategies (for the formal meeting only) on supporting students when studying their course. Note that your Assessor will not play a role in these two observation activities as they will be observing your interaction with the stakeholders and documenting evidence in the Observation Check Sheets provided in Appendix B.

In Phase 2 your main duties in the organisation are as follows:

· brief note taker at the start of the meeting

· conduct meetings to ensure that they are focused, time efficient and achieve the required outcomes

· ensure your meeting facilitation enables participation, discussion, problem solving and auctioning of items in the meetings.

Phase 3:
Phase 3 occurs from Task 3.1 to Task 3.3. In Phase 3 your main duties in the organisation are as follows:

· check that transcribed meeting notes are accurate

· distribute and store minutes

· report outcomes of meeting to the General Manager.

Simulation Setup
The simulation chosen is to give you the opportunity to provide evidence that demonstrates your ability to plan and Chair two meetings. We have tried to make this simulation as real as possible within a classroom setting through the use of policies and procedures and other documents which typify the world of meetings. To carry out your role in this simulation will require you to follow these steps:

Step 1

At the commencement of the unit, your Assessor will overview the assessment with you. You will then sign the declaration of your understanding located in the Student Assessment Workbook (Pre-Assessment Checklist).

Step 2

You will identify the requirements of the assessment and review the documentation provided to support the simulation.

Step 3

You will identify the two types of meetings (Task 1.1).

Step 4

You will develop a plan for the two meetings (Task 1.2).

Step 5

You will develop agendas for both meetings (Task 1.3).

Step 6

Your Assessor will provide you with email contact details of the participants of both meetings so that you can notify them of the upcoming meetings.

Step 7

You will notify participants of the pending meetings (Task 1.4).

Step 8

You will send the agenda to participants (Task 1.5).

Step 9

You will send out articles to be reviewed prior to attending the formal meeting (Task 1.6).

Step 10

Your Assessor will check that there are appropriate ‘actors’ ready to participate in the role play for the two meetings. Note that these meetings are separate from each other as the formal meeting builds in the information from the informal meeting.

Step 11

Your Assessor will observe you briefing the Minute Taker at the start of the formal meeting (Task 2.1).

Step 12

Your Assessor will observe you Chairing both meetings (Task 2.2).

Step 13

Your Assessor will observe your actions throughout these sessions using the Observation Check Sheets provided.

Step 14

You will review the minutes produced from the formal meeting and make adjustments as required (Task 3.1).

Step 15

You will distribute the minutes of both meetings to the participants (Task 3.2).

Step 16

Your will report the outcomes of the meeting to the General Manager who in this simulation is you the Assessor. They will not be required to respond to this email (Task 3.3).

Step 17

Upon the completion of the feedback session, finalise your Student Assessment Workbook to be submitted to your Assessor.

Assessment Conditions for the Observation
The information in this section outlines the assessment conditions for the Observation which occurs in Phase 2 and involves your interaction with the three stakeholders.

Before the Observations:

· you must ensure that you have read and understood any documents required to undertake the Observations

· you must ensure that you have read and understood all performance requirements listed under each task

· you must ensure that you have read the requirements listed in the Observation Check Sheets as your performance will be judged based on these criteria (see Appendix B)

· your Assessor will inform you of the date of your Observations.

During the Observation:

· the first observation has a total duration of 15 minutes where you will be interacting with the Manager of Student Support and the Information Officer

· the second observation has a total duration of 30 minutes where you will be interacting with the Manager of Student Support and the Information Officer as well as the Note Taker

· other students will not be observers during the session as this will give them an unfair advantage

· these stakeholders will be role played by staff from the RTO or other externals

· your Assessor will brief them on your topics so that they can carry out their actions in an appropriate manner

· you cannot refer to the Observation Check Sheets while undertaking the Observation

· your Assessor will:

observe you individually based on the criteria in the Observation Check Sheets

document their observations in detail on the Observation Check Sheets

provide extensive written feedback

ensure that the session will be free from distractions

· you must comply with WHS requirements

· you must demonstrate all the criteria in the Observation Check Sheets to achieve a satisfactory result for the Observation.

After the observations:

· if you are successful, your Assessor will summarise your performance during the observations

· if you are unsuccessful, your Assessor will:

provide written feedback on the Observation Check Sheets explaining their justification in detail

communicate this feedback to you

arrange another suitable time to observe your second attempt.
Appendix B: Observation Check Sheets
We have provided the Observation Check Sheets for you to prepare for your assessment with the Assessor. Remember, you will not be able to use this Check Sheets during this session. However, we recommend you use this as a planning tool so that you are fully prepared for the observation.

Note that you must demonstrate all the criteria listed in the following Observation Check Sheets to be deemed satisfactory.

Observation 1: Informal Meeting
Performance Requirements

1. Preparation:

o ensures venue is appropriate:

seating

air temperature is suitable

equipment is operational

private venue is free from interruptions

2. Introduction:

o welcome participants appropriately:

friendly tone

volume is appropriate

facial expressions are appropriate

o distributes documents (if required) professionally:

documents are complete

documents are in order

documents are clear

o verbalise the meeting procedures in line with policy and procedures:

states the purpose of the meeting

apologies

agenda items

explains documentation

explains voting procedures

3. Body:

¨ Commenced on agenda item 1:

gives background on issue

tables any attached papers

invites participants to discuss item

o keep the meeting focused:

is able to keep pace with the discussion

ensures that presenter remained on topic and was concise

verbalises clearly and concisely the issues raised

verbalises the decisions made

checks for confirmation from participants

ensure decisions were recorded

o time manages the discussion:

if discussion outside time limit for each item, brings it to the attention of participants

facilitates an appropriate action to keep within timeframe

o facilitates participation:

monitors input of participants

invites comments from all

validates input

o facilitates problem solving:

summarises discussion

reviews the extent that the discussion addresses agenda item

if not, states gap(s) in progress with achieving task

puts forward a motion when gap(s) are addressed, calling for decision

if gap(s) remained, makes recommendation for resolution of issue(s)

seeks seconder for a motion

implements appropriate voting system on motion

calls the outcome of the decision

if approved, ensures note taker records action

if not approved puts forward motion for further discussion or deferment to another meeting when ore time available

if this motion gets voting approval, actions item is recorded

4. Conclusion:

o achieves outcomes:

summarises the agenda and what has been achieved in the meeting

makes recommendations on any outstanding business

seeks consensus with this strategy

o reviews arrangements for the next meeting:

summarises concisely and accurately actions required by next meeting

provides the venue, time and date for next meeting

Communication skills:

o body language skills:

gives eye contact to participants

displays appropriate facial expressions

posture is appropriate

gestures have fit with the message

o actively listens to participants:

paraphrases

seeks clarification by asking questions

tone is pleasant

o monitors non-verbal and verbal cues of participants:

adjusts delivery accordingly to ensure understanding

shares insight with chair as appropriate

Observation 2: Formal Meeting
Performance Requirements

1. Preparation:

o ensures venue is appropriate:

seating

air temperature is suitable

equipment is operational

private venue is free from interruptions

o confirms note taker for the meeting

o discusses accurately and concisely the arrangements with the note taker prior to the start of the meeting:

the number of agenda items and time allocated for each item

the amount of information needed for each item

the method of documenting this information

if clarification sought how to get attention of the chair

2. Introduction:

o welcomes participants appropriately:

friendly tone

volume was appropriate

facial expressions appropriate

o distributes documents professionally:

documents are complete

documents are in order

documents are clear

o verbalises the meeting procedures in line with policy and procedures:

states the purpose of the meeting

apologies

agenda items

explained documentation

voting procedures

3. Body:

¨ commences on agenda item 1:

gives background on issue

tables any attached papers

invites participants to discuss item

o keep the meeting focused:

is able to keep pace with the discussion

ensures note taker recorded issues raised and by whom

responded to any clarification as required

ensures that presenter remained on topic and was concise

verbalises clearly and concisely the issues raised

verbalises the decisions made

checks for confirmation from participants

ensures decisions are recorded by note taker

o time manages the discussion:

if discussion outside time limit for each item, brings it to the attention of participants

facilitates an appropriate action to keep within timeframe

o facilitates participation:

monitors input of participants

invites comments from all

validates input

o facilitates problem solving:

summarises discussion

reviews the extent that the discussion addresses agenda item

if not, states gap(s) in progress with achieving task

puts forward a motion when gap(s) are addressed, calling for decision

if gap(s) remained, makes recommendation for resolution of issue(s)

seeks seconder for a motion

implements appropriate voting system on motion

calls the outcome of the decision

if approved, ensures note taker records action

if not approved puts forward motion for further discussion or deferment to another meeting when ore time available

if this motion gets voting approval, action item recorded by note taker

4. Conclusion:

o achieves outcomes:

summarises the agenda and what has been achieved in the meeting

makes recommendations on any outstanding business

seeks consensus with this strategy

o reviews arrangements for the next meeting:

summarises concisely and accurately actions required by next meeting

provides the venue, time and date for next meeting

Communication skills:

o body language skills:

gives eye contact to participants

displays appropriate facial expressions

posture is appropriate

gestures have fit with the message

o actively listens to participants:

paraphrases

seeks clarification by asking questions

tone is pleasant

o monitors non-verbal and verbal cues of participants:

adjusts delivery accordingly to ensure understanding

shares insight with chair as appropriate