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Assessment Resource Summary |
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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:
- 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)
- Your document should be professionally formatted and include
- Your Name
- Your Student ID
- Unit Code
- Assessment Number (i.e. BSBADM405 Assessment 1)
- Please reference to each question number and retype each question with your answers
- 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
- 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”
- 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 |
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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 |
ASSESSMENT 2 – PROJECT – STUDENT INFORMATION
This information is to be handed to each student to outline the assessment requirements.
Instructions:
- You must complete the full project and provide enough information to demonstrate sufficient understanding of what has been asked to achieve competency
- 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”
- 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
- 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:
- Set a date for this
- Advise students of the
- Hand out the Student Information Form
- 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:
|
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.
____________________________________