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BSBADM405 – Organise Meetings Assessment Questions and Answers

Assessment Resource Summary

Unit Details BSBADM405 – Organise meetings
Assessment Type  This is a summative assessment, which requires each student to have adequate practice prior to undertaking this assessment.
Assessment Methods  Written Assessment (J)  Assessment 1
Project (C) Assessment 2
Observation (H)

 

ASSESSMENT 1 – WRITTEN ASSESSMENT

Student Name:                                                                                                                            

Student ID No:                                                                                                                             

Student Instructions:

  1. Your answers should be on a separate document using word processing software such as MS Word & or other software (hand written submissions are only acceptable with prior approval from your Trainer)
  2. Your document should be professionally formatted and include
  • Your Name
  • Your Student ID
  • Unit Code
  • Assessment Number (i.e. BSBADM405 Assessment 1)
  1. Please reference to each question number and retype each question with your answers
  2. You must answer every question and provide enough information to demonstrate sufficient understanding of what has been asked to achieve competency. Please ask your Trainer/Assessor if you are unsure what is sufficient detail for an answer
  3. Ask your trainer/assessor if you do not understand a question. Whist your trainer/assessor cannot tell you the answer, he/she may be able to re-word the question for you or provide further assistance based on the Institute’s “Reasonable Adjustment Policy”
  4. Answers should be your own work, in your own words and not plagiarised, nor copied. However, if an answer is cut & pasted (such as a definition), then the source should be referenced

Questions

1 List at least FIVE (5) reasons why a company might need to hold a meeting.
2 What is a Formal meeting?
 3 What is an Informal meeting?
 4 List at least FIVE (5) requirements for a meeting.
 5 Explain the meaning of the following meeting terms.
 Chairperson
 Secretary

 

Treasurer
Abstention
Adjournment
Apologies
Agenda
Motion
Casting Vote
Proxy
Tabled
Quorum
General business
Standing orders
Constitution
6 Outline the role of the minute taker.
7A What modifications or allowances would you need to make for a meeting with a culturally diverse audience?
7B Describe at least THREE (3) appropriate communication techniques you can used to suit a diverse audience.
8 List at least THREE (3) methods that can be used to circulate/distribute meeting minutes.
9 When preparing meeting minutes, what do we need to check them for?
10 Outline the contents required to be included in a meeting agenda.
11 List two key provisions of the following legislation that affect business operations regarding organising meetings.
Equal Opportunity Act 2010
Corporations Act 2001
Privacy Act 2008
Workplace/ occupational health and safety laws

 

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ASSESSMENT 2 – PROJECT – STUDENT INFORMATION

This information is to be handed to each student to outline the assessment requirements.

Instructions:

  1. You must complete the full project and provide enough information to demonstrate sufficient understanding of what has been asked to achieve competency
  2. Ask your trainer/assessor if you do not understand the project, he/she may be able to re-word the requirements for you or provide further assistance based on the Institute’s “Reasonable Adjustment Policy”
  3. Answers should be your own work, in your own words and not plagiarised, nor copied. However, if an answer is cut & pasted (such as a definition), then the source should be referenced
  4. Please provide a minimum of 1 to 2 paragraphs for each question or use the templates provided in Appendix 1 to 5

PROJECT

You will be required to undertake THREE (3) Assessment tasks in order to successfully complete this Assessment. It will require you to demonstrate evidence of your ability to:

  • Organise a meeting and advise participants accordingly
  • Prepare and distribute all documentation required for the meeting
  • Conduct a meeting
  • Take meeting notes which accurately reflect what was discussed during the meeting
  • Produce minutes based on own notes providing an accurate account of the meeting
  • Circulate copies of meeting minutes within predetermined timeframes

In order to complete this assessment project, you are able to work either individually or in groups of between 2 to 4 students.

ASSESSMENT TASK – PART A: ARRANGE AND PREPARE FOR A MEETING

For those completing this assessment outside of their workplace, you will need to choose a meeting type to conduct in a simulated workplace with a group of between 3 and 4 students. For example: Describe a workplace problem to be solved during your meeting.

Step 1: Arrange and prepare for your meeting using the Meeting Preparation template in

Appendix 1. Ensure you determine the reason and purpose for your meeting.

Step 2: Determine the requirements for your meeting by completing the Meeting Requirements Questionnaire in Appendix 2

Step 3: Identify the format of your meeting and provide an explanation as to why you have chosen this format.

Step 4: Once you have completed the Meeting Preparation Form and Meeting Requirements Questionnaire, you are now ready to develop your Meeting Agenda. You can use either a templates from your own organisation or the Meeting Agenda template provided in Appendix 3.

Step 5: Identify who the meeting participants should be and outline the reason/s they should attend the meeting.

Step 6: Outline at least THREE (3) culturally appropriate communication techniques that may be applicable for the meeting.

Step 7: Outline the documentation that you are required to send to participants to notify them of the upcoming meeting.

ASSESSMENT TASK – PART B: CONDUCT MEETING AND RECORD NOTES FOR MINUTES

Once you have arranged and prepared for your meeting you are then ready to conduct the meeting and record the minutes during the meeting. You will therefore need to:

Step 1: Review the agenda and ensure that all tasks have been completed in preparation for the meeting you are to conduct and chair.

Step 2: Ensure any preparatory tasks that may have not been undertaken are completed before the next step.

Step 3: Conduct the meeting. Ensure the minute taker takes notes so that they can complete the Meeting Minutes at the conclusion of the meeting.

ASSESSMENT TASK – PART C: PRODUCE AND DISTRIBUTE MINUTES OF THE MEETING

Now that you have conducted your meeting, it is time to produce and distribute the meeting minutes.

Step 1: Ask the minute taker to check their notes and produce the meeting minutes using the

Appendix 4: Meeting Minutes template.

Step 2: Ensure the minutes are checked for accuracy including spelling, grammar and the correct use of the template provided.

Step 3: Provide details of your review of the meeting minutes in Appendix 5: Review documents and minutes.

Your submission should be prepared using business software such as MSWord, Excel, Power Point or similar software, with hard copies provided to your Assessor. (Hand written submissions are only acceptable with prior approval from your Trainer).

 

Your documents should be professionally formatted and include:

  • Your Name
  • Your Student ID
  • Unit Code
  • Assessment Number (i.e. BSBADM405 Assessment 2)

Resources: Refer to Resources section at Page 2.

 

ASSESSMENT 2 – ASSESSOR CHECKLIST

These checklists are to be used when assessing the students in this task. The checklists are to be completed for each student. Please refer to separate mapping document for specific details relating to alignment of this task to the unit requirements.

Each task on these checklists must be found Satisfactory, to mark the assessment outcome as “Satisfactory”.

ASSESSOR INSTRUCTIONS

You are to observe each student prepare for, participate in and follow up on a meeting. The students are required to chair the meeting.

In setting up this assessment, please:

  1. Set a date for this
  2. Advise students of the
  3. Hand out the Student Information Form
  4. Assess the candidates’ submissions / observations using the following

You are to ensure each assessment is as conducted in a simulated work environment. This will require you to:

  • Allow for distractions such as background noises, ringing telephones, etc. As this is a business service unit, a simulated environment may include a closed meeting room, office, or even the
  • Ensure each student is dressed appropriately / professionally
  • Ensure you act as a supervisor, and do not interfere with the assessment. In the event that the assessment is looking to impact on the safety of a student or bystander, the assessment must be stopped immediately
  • Ensure each person involved with the assessment role-plays effectively as per real-life scenarios

Please complete below

Student Name:
Student ID No:

 

Whilst performing this assessment, did the student Satisfactory
Obtain information about the purpose of the meeting Yes or No
Advise the participants of:

  • Meeting time
  • Meeting location
  • Meeting purpose
  • Participant expectations
 Yes or NoYes or NoYes or No

Yes or No

Complete Appendix 1: Meeting preparation form Yes or No
Meeting format identified Yes or No
Complete Appendix 2: Meeting requirements questionnaire Yes or No
Complete Appendix 3: Meeting Agenda Yes or No
Ensure agenda and other meeting documentation was accurate and free from errors Yes or No
Distribute the agenda to all invited participants Yes or No
Set up the meeting area Yes or No
Prepare spare sets of agenda and other meeting documentation Yes or No
Identify and observe ‘meeting’ legal provisions are met Yes or No
Follow relevant meeting procedures Yes or No
Take accurate notes to reflect the true events of the meeting and outcomes Yes or No
Convert notes into minutesComplete Appendix 4: Meeting minute template Yes or NoYes or No
Check the minutes for accuracy and gain approval Yes or No
Complete Appendix 5: Review documents and minutes Yes or No

 

ASSESSMENT 2 – PART B – OBSERVATION CHECKLIST

CONDUCT THE MEETING (ROLE PLAY)

This checklist is to be used when assessing the students in this task. This checklist is to be completed for each student. Please refer to separate mapping document for specific details relating to alignment of this task to the unit requirements.

Each task on this checklist must be found Satisfactory, to mark the assessment outcome as “Satisfactory”.

 

Please complete below

Student Name:
Student ID No:
Date Observed: Team Member Names:
Time Observed :

 

  • Meeting Agenda attached
Prior to the meeting, did the student: Satisfactory
Determine the purpose and format of the meeting Yes or No
Make the necessary meeting arrangements Yes or No
Distribute the agenda and all necessary documentation to all invited participants  Yes or No
Set up the meeting area appropriately to suit the format and needs of the participants Yes or No
Whilst participating in the meeting, did the student:  Satisfactory
Use the Agenda to conduct the meeting  Yes or No
Provide active input during the meeting  Yes or No
Allow sufficient time during the meeting for each of the participants to speak and contribute  Yes or No
Take notes speedily and accurately, conveying instructions respectfully to participants  Yes or No
Once the meeting had concluded, did the student: Satisfactory
Check the meeting notes that were taken at the meeting were accurate Yes or No
Create the minutes from the meeting notes Yes or No
Edit the minutes of meeting based on feedback as required Yes or No
Sought approval for distribution of final version of the minutes Yes or No

 

APPENDIX 1: MEETING PREPARATION FORM

Meeting Name:
Meeting Type and Purpose:
Participant Name: Reason For Participation:

 

Meeting Format

What Format have you chosen for this meeting & why?

_____________________________________

 

Invitation

How did you advise participants of this meeting and why did you choose this format?

_____________________________________

 

Meeting papers

Describe the meeting papers you were required to prepare and the distribution method you used to provide those papers to participants. What was the timeframe given and why?

_____________________________________

 

Legal

Identify and describe the legal and ethical compliance requirements as they apply to your meeting.

_____________________________________

 

Communication techniques

Describe culturally appropriate communication techniques for your audience

_____________________________________

 

APPENDIX 2: MEETING REQUIREMENTS QUESTIONNAIRE

Chairperson/Host: Department:
Minute Taker: Department:
Meeting Details
Date: Time:
Location: Budget:
Meeting Format
Purpose
Agenda
Participants
Speakers
Seatingarrangements
Audio / Video orteleconference requirements
Supporting Materials
Pre-reading
MeetingDocumentation (spares)
Equipment requirements
Hospitality Requirements
Catering requirements
Other Requirements
Special Needs Requirements
Other Specific requirements

 

APPENDIX 3: MEETING AGENDA

Meeting Minutes
Meeting Name
Date:
Time:
Location:
Dial in Information:
Purpose Statement:
Welcome Statement:
Minutes of Previous Meeting
Meeting Name:
Date: Time:
Attendees:
Apologies

 

Agenda

No. Agenda Item Pre-read material Presenter Time Duration
Other General Business

 

Next Meeting

Date: Time:
Location:

 

APPENDIX 4: MEETING MINUTE TEMPLATE

Company Name, Day, Date, Time
Meeting Name:
Meeting Location:
Chairperson/Host
Minute Taker
Welcome Statement and purpose
Apologies
Attendees
Item Action By Who and When
Name of Agenda Item Name of Presenter Summary of discussion, resulting actions and required follow up

 

APPENDIX 5: REVIEW DOCUMENTS AND MINUTES

Review documents and meeting minutes

What strategies did you use to review documents and meeting minutes to ensure the information presented was a true and accurate record of the discussions that occurred during the meeting?

____________________________________

 

Detail the outcomes of the accuracy of information – spelling, grammar and correct use of templates.

Area Review Summary
Accuracy of information
Spelling & Grammar
Correct use of Template

 

Check for accuracy

Who in your organisation is required to check for accuracy and approve the minutes prior to distribution?

____________________________________

 

Distributing meeting minutes

Describe how and when you will distribute these meeting minutes and why you have chosen this method.

____________________________________

 

Storing meeting minutes

Describe how you will store these meeting minutes and why you have chosen this method.

____________________________________

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