Fire Evacuation Plan Feedback

This assignment requires you to critically assess the provided fire evacuation plan training materials. You will evaluate various aspects of the training, including the trainer's performance, the balance between theory and practice, accessibility of resources, and the overall usefulness of the training for participants. Your feedback should be detailed and specific, addressing both positive and areas for improvement.

ASSESSMENT SUMMARY / COVER SHEET
This form is to be completed by the assessor and used as a final record of student
competency.
All student submissions including any associated checklists are to be attached to this
cover sheet before placing on the students file.
Student results are not to be entered onto the Student Management Database unless
all relevant paperwork is completed and attached to this form.
Unit Title: Manage meetings
Please attach the following documentation to this
form
Result
S = Satisfactory
NS = Not
Satisfactory
NA = Not
Assessed
Reassessment
S = Satisfactory
NS = Not
Satisfactory
NA = Not
Assessed
Assessment Task
1 r Prepare for meetings S | NS |
NA
S | NS |
NA
Assessment Task
2 r Conduct meetings S | NS |
NA
S | NS |
NA
Assessment Task
3 r Manage meetings S | NS |
NA
S | NS |
NA
Final Assessment Result for this unit C / NYC
Assessor Comments and Feedback to student:
_____________________________________________________________________
_____
_____________________________________________________________________
_____
_____________________________________________________________________
_____
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Student Declaration: I declare that this
assessment is my own work based on
personal study and research and not
plagiarised or copied from another student’s
work or source.
I am also aware of my appeal rights.
Name:
____________________________
Signature:
____________________________
Date: ____/_____/_____
Assessor Declaration: I declare that I have
conducted a fair, valid, reliable and flexible
assessment with this student. I have
provided appropriate feedback and advised
the student of their result.
Name:
____________________________
Signature:
____________________________
Date: ____/_____/_____
Entered onto Student Management
Database

________________
Date Initials
Administrative use only
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Assessment Task 1 BSBADM502 Manage meetings
1. Prepare for meetings
details
The assessment task is due on the date specified by your assessor. Any variations to
this arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below
for details.
Performance objective
The candidate will demonstrate the skills and knowledge necessary to prepare for a
meeting in accordance with organisational requirements
Assessment description
Students are required to prepare a portfolio of documents for a meeting to be
conducted in a simulated workplace. Students are NOT required to conduct meeting
for this assessment, as conducting meeting criteria for this unit is going to be achieved
in a separate assessment title 'Role Play'. In this assessment students are expected to
generate a portfolio of documents required while preparing for meetings.
Procedure
1. Review Appendix 1 ‘Assessment Task 1 submission form’ and use this
document to complete this assessment.
2. Choose one of the following meetings to conduct in a simulated workplace.
a. Agree on a business retreat destination from the following list.
a.i. New Zealand
a.ii. Fiji
a.iii. Melbourne.
b. Develop a fire evacuation plan and procedure for a simulated business.
c. Agree on a cleaning procedure for a simulated business.
3. Determine the meeting requirements for your meeting by completing the
‘Meeting requirements questionnaire’ included in Appendix 2.
4. Develop a meeting agenda using templates provided in Appendix 3. If you wish,
you can use any other template as long as it meets the agenda requirements.
5. Identify meeting participants and detail the reason/s they should attend the
meeting.
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Assessment Task 1 BSBADM502 Manage meetings
6. Identify the format of your meeting and explain why you have chosen this
format.
7. Develop an invitation to notify participants of your meeting and explain the
format of your invitation and why you chose this format. Use this invitation to
notify participants of your meeting.
8. Prepare required meeting papers. You must identify at least one meeting paper
required for your meeting.
9. Develop and implement an action plan (Appendix 4: Meeting preparation action
plan) detailing the tasks required to make the meeting arrangements and who is
responsible for completing those tasks by when.
Specifications
The following is a list of items you must submit to your facilitator/assessor.
● Complete Appendix 1 ‘Assessment Task 1 submission form’ and submit to your
assessor.
● Submit a completed ‘Meeting requirements questionnaire’ included in Appendix
2.
● Submit your meeting agenda templates provided in Appendix 3.
● Submit your action plan using a template ‘Meeting preparation action plan’
supplied in Appendix 4.
● Submit a copy of the invitation you used to notify participants of your meeting.
● Submit a copy of the required meeting paper/s.
● Submit a copy of your completed action plan for making the meeting
arrangements.
Your assessor will be looking for the following items to be covered.
● All sections of Appendix 1 ‘Assessment Task 1 submission form’ are completed
using clear and concise language.
● Identification of the following meeting requirements.
○ date
○ time
○ duration
○ meeting purpose
○ budget
○ meeting host or chair person
○ meeting speakers
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Assessment Task 1 BSBADM502 Manage meetings
○ agenda
○ participants (internal and external)
○ special needs of participants
○ location preferences
○ seating arrangements – theatre style, table and chairs
○ pre-reading materials for attendees
○ documentation requirements for the meeting
○ equipment required for the meeting, e.g. video/data projector, microphone,
whiteboard
○ teleconferencing or videoconferencing requirements and equipment
○ catering.
● The meeting agenda details:
○ date, time and location of meeting
○ statement of the meetings purpose
○ welcoming
○ minutes of the previous meeting
○ major agenda items
○ general business
○ date of next meeting.
● The meeting format is appropriate for the purpose of the meeting and will assist
with achieving the goals of the meeting.
● The meeting invitation includes the following information.
○ start time
○ end time
○ date
○ location
○ RSVP date if applicable
○ who is attending
○ purpose of meeting
○ agenda
○ pre-reading requirements
○ travel and accommodation details if applicable
○ teleconference details if applicable.
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Assessment Task 1 BSBADM502 Manage meetings
● The format used to the send the invitation to participants is appropriate.
● Meeting papers are relevant to the purpose of the meeting and contributes to the
achievement of the meeting goals.
● The action plan developed to make the meeting arrangements (Appendix 4
‘Meeting preparation action plan’) details all the tasks that are to be completed,
who is responsible for completing the task and when the task is due to be
completed by.
● Demonstration of an understanding of effective delegation skills when
developing and implementing the action plan by:
○ delegating tasks to multiple people
○ clear definition of task and timeframe
○ tasks completed as required by the person they were delegated to
○ action plan goals achieved
Adjustment for distance-based learners
● No variation of the task is required.
● Documentation can be submitted electronically or posted in the mail.
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Assessment Task 1 BSBADM502 Manage meetings
Appendix 1 – Assessment task 1 submission form
Student name:
Meeting name: Team Building Meeting
Meeting purpose The purpose of meeting is to build team strengths,
relationships and corporate culture.
Participant name Reason for participation
Oliver Smith Developing communication
William Hayden To build trust in organization
Jack Jonas To Know each team members
Thomas Warner To maintain healthy relationship with peers
Issac Cummins To socialize team work
Noah Jones To enhance corporate culture
Benjamin Smith To improve employee participation
Cooper Weber To enhance productivity
Jackson Paine To promote positive environment
Aidnev Michael To produce quality results
Patrick Charles To enhance information sharing
Luke Austin To elevate inner confidence
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Assessment Task 1 BSBADM502 Manage meetings
Meeting format
What format have you chosen for this meeting and why?
Open space format have been chosen for the meeting. It is undertaken to make
participants involve in the valuable discussions for enhancing corporate culture and
express their views freely. The participants will be able to provide their views in
effective manner and with the help of open space format for this meeting, business
will be able to develop healthy corporate culture and team building may be
structured in a better manner. On the other hand, corporate culture will be enhanced
and through valuable discussion from employees, Telstra may effectively conduct
meeting with the help of this format.
Invitation
What format did you use for your invitation and why did you choose this format?
The format chosen is creating a word file and send the same through email to
participants. It has been chosen as it is time-saving option and cost-effective as well.
The format of invitation is listed down below-
Topic: Team
Building
Meeting
Participants: Employees of
Telstra marketing team
Date – 28/02/2019
Location - Melbourne
Meeting Objectives:
 Reflect upon leadership values of employees.
 Developing team building in company for enhancing corporate culture
 Increasing participation of employees in decision-making delegated to
them.
Time Minutes Activity Presented By
9.00 – 9.10
AM
For 10 minutes 1.
Maintainin
g work
quality
Joe
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Assessment Task 1 BSBADM502 Manage meetings
9.10 – 9.20
AM For 10 minutes 2.
Negotiatin
g project
deadlines
Smith
9.20 AM –
9.35 AM For 15 minutes 3.
Progress
Reports
Jack
9.35 – 9.55
AM For 20 minutes 4.
Discussing
new
projects
Pat
9.55 – 10.10
AM For 15 minutes 5.
Brainstor
ming
session
Tim
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Assessment Task 1 BSBADM502 Manage meetings
Meeting papers
Describe the meeting papers you were required to prepare and the distribution
method you used to provide those papers to participants. Why did you choose the
distribution method that you used?
The meeting papers are the documents which are required for the purpose of
informing participants regarding meeting. Meeting papers for organizing meeting at
Melbourne are notice, agenda, minutes, policy documents etc. Distribution method
chosen is electronic communication as it is cost-effective and faster delivery of
information is made. The distribution method is used as it provides quicker delivery
without incurring human errors. This helps to provide information to the participants
in the best manner possible without any difficulties and any kind of errors which
may impact transmission of information. Thus, the meeting papers for organizing
meeting at the place will be provided within time to participants so that no difficulty
may arise in conducting meeting at decided venue.
Delegation
Describe your approach to delegating activities and managing the completion of
those tasks. Were all activities completed by the person to whom you delegated the
task to and on time? Did you achieve the goals of your action plan?
The task should be delegated to individuals by seeking on their experience level and
skills. Superior to subordinates approach has been chosen as superior delegates task
to immediate subordinate and as a result, tasks were being met out in a better
manner accordance to action plan. The delegation is important to be given to
employees at lower level so that they may come up with new ideas. Moreover, this
will enhance their loyalty towards business and will feel committed to Telstra. It can
be said that by delegating tasks, team building will be appreciated up to a high
extent. The activities being delegated to persons were timely completed on time in
accordance to the minutes allotted to them. This implies that goals of action plan
being implemented were met in effective manner.
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Assessment Task 1 BSBADM502 Manage meetings
Appendix 2 – Meeting requirements questionnaire
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Assessment Task 1 BSBADM502 Manage meetings
Meeting
requirements
questionnaire
Chairperson/host General Manager
Department Marketing
Meeting name Team building
Meeting details
Date 28/02/19 Time 9.00 A.M
Location Melbourne Budget $300
Meeting format
Purpose The purpose of meeting is to build team strengths, relationships
and corporate culture in Telstra
Agenda The agenda of the firm is to explore team values. The team is
challenged to match series of value based cards by utilizing their
skills.
Participants Internals only No
Externals
Speakers The speaker of team building meeting is Robert Johnson, team
leader of marketing department of company. He shows
marketing people how to accomplish success, work together to
common interest of company, never quit and get motivated
throughout marketing campaigns.
Seating
arrangements
The seating arrangements is made of Hollow Square in which
four sides are present and no open end with audience facing
inwards.
Video or
teleconference
requirements
The projector requirements are required for making presentation
for participants in a meeting. This ensures with presentation
slides, meeting can be conducted in a informative manner. This
makes purpose of meeting successful.
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Assessment Task 1 BSBADM502 Manage meetings
Supporting
materials
Pre-reading The pre-reading requirement in the meeting is important for
making participants aware of basic knowledge of meeting
agenda. They are able to ask questions quite effectively.
Meeting
documentation
Documentation is developing formal procedure for conducting
meeting.
Equipment
requirements
The equipment such as projectors, laptops are required.
Hospitality
requirements
Catering
requirements
Cooks are taken along with the participants for preparing food.
Moreover, additional help will be taken from the hotel and
standardized food will be provided to participants and all the
attendees in the meeting.
Accommodation
requirements
Local hotel has been booked where accommodation ca be
offered to participants. People will be provided with basic
facilities. Moreover, quality check of rooms will be done for
ensuring that everything is smoothly accomplished in a better
manner.
Other requirements
Special needs of
attendees
First aid kit should be taken along with medical practitioner will
be taken with meeting personnel.
Other specific
requirements
No other requirements specifically are needed.
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Assessment Task 1 BSBADM502 Manage meetings
Appendix 3 – Meeting agenda
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Assessment Task 1 BSBADM502 Manage meetings
Agenda
Day- Thursday Date- 28/02/2019 Time- 9.00 AM
Meeting name: Team building
Location: Melbourne
Dial-in information: (02)- 5551 5587
Purpose statement For building efficient
team
Welcome statement Welcome to all
participants for enjoying
business retreat.
Apologies
Acceptance of previous
minutes
Moved: Seconded:
Agenda item Presented by Duration
1. Maintaining work quality Joe For 10 minutes
2. Negotiating project deadlines
Smith For 10 minutes
3. Progress Reports Jack For 15 minutes
4. Discussing new projects Pat For 20 minutes
5. Brainstorming session Tim For 15 minutes
General business
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Assessment Task 1 BSBADM502 Manage meetings
Next meeting:
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Assessment Task 1 BSBADM502 Manage meetings
Appendix 4: Meeting preparation action plan
Meeting preparation
action plan
Meeting name: Team building
Meeting date: 28//02/19
Chairperson/host: General Manager
Action required By whom By when
Incorporate work-life balance General Manager Within 1 month
Avoid waste and be efficient Team leader Within 15 days
Work quality enhancement Marketing Head Within 20 days
Improvement in customer service
meeting standards of Australian
government
General Manager Within 1 month
Measure performance Marketing
Manager Within 15 days
Improve upon work and innovate Marketing
Manager Within 1 month
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Assessment Task 1 BSBADM502 Manage meetings
A) Fire Evacuation Plan
Illustration 1: Fire Evacuation Plan
The fire evacuation plan has been made in which action to be taken by staff in event
of fire must be taken and arrangements for calling fire brigade. It is required that
adequate training must be provided to people and they should be trained in effective
manner so that in case any such incident happens, then evacuation could be done by
taking safety precautions. Fire evacuation strategy is being applied and fire
extinguisher has been applied. Moreover, calling number of fire brigade is taken and
thus, in event of any incident, plan will be executed for ensuring safety of participants
in a better way.
B) Cleaning Procedure
The main focus on floor cleaning must be made. Afterwards, reception area must be
kept clean and organised throughout the day in the best manner possible. Thus,
cleaning of meeting rooms can be made. Moreover, hotel rooms of staff will be taken
into account for maintaining cleaning of rooms in order to maintain hygiene.
Furthermore, hotel staff will maintain adequate healthy and cleaning standards so that
participants in meeting may not face any unhygienic conditions.
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Your answers for task 1:
BSBADM502 Manage meetings
Answers for task 1:
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Facilitator Guide BSBADM502_Marking
Guide_Task 1
Marking Guide
Assessment Task 1: Prepare for meetings
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
Outcomes
Did the candidate:
S
a
t
i
s
f
a
c
t
o
r
y
Yes No
Submit a completed Appendix 1 ‘Assessment 1 Submission Form’?
Submit a completed ‘Meeting Requirements Questionnaire’ as
provided in Appendix 2?
Submit a meeting agenda using a template used by their
organisation or the template provided in Appendix 3?
Submit a meeting preparation action plan (supplied in Appendix
4)?
Submit a copy of the invitation used to notify participants of the
meeting?
Submit a copy of the required meeting papers?
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Facilitator Guide BSBADM502_Marking
Guide_Task 1
Did the candidate:
S
a
t
i
s
f
a
c
t
o
r
y
Yes No
Submit a copy of a completed action plan for making the meeting
arrangements?
Performance indicators
Did the candidate:
S
a
t
i
s
f
a
c
t
o
r
y
Yes No
Complete Appendix 1 ‘Assessment 1 Submission Form’ using clear
and concise language?
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Facilitator Guide BSBADM502_Marking
Guide_Task 1
Did the candidate:
S
a
t
i
s
f
a
c
t
o
r
y
Yes No
Identify the following meeting requirements?
● Date
● Time
● Duration
● Meeting purpose
● Budget
● Meeting host or chair person
● Meeting speakers
● Agenda
● Participants (internal and external)
● Special needs of participants
● Location preferences
● Seating arrangements – theatre style, table and chairs
● Pre-reading materials for attendees
● Documentation requirements for the meeting
● Equipment required for the meeting
● Teleconferencing or videoconferencing requirements and
equipment
● Catering.
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Facilitator Guide BSBADM502_Marking
Guide_Task 1
Did the candidate:
S
a
t
i
s
f
a
c
t
o
r
y
Yes No
Develop a meeting agenda that includes the following information?
● Date, time and location of meeting
● Statement of the meetings purpose
● Welcome
● Minutes of the previous meeting
● Major agenda items
● General business
● Date of next meeting.
Choose a meeting format that is appropriate for the purpose of the
meeting and will assist with achieving the goals of the meeting?
Develop a meeting invitation that details the following?
● Start time
● End time
● Date
● Location
● RSVP date if applicable
● Who is attending
● Purpose of meeting
● Agenda
● Pre-reading requirements
● Travel and accommodation details if applicable
Teleconference details if applicable.
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Facilitator Guide BSBADM502_Marking
Guide_Task 1
Did the candidate:
S
a
t
i
s
f
a
c
t
o
r
y
Yes No
Use an appropriate format to the send the invitation to participants?
Prepare meeting papers that are relevant to the purpose of the
meeting and contribute to the achievement of the meeting goals?
Develop an action plan to make the meeting arrangements that detail
all the tasks that are to be completed, who is responsible for
completing the task and when the task is due to be completed by?
Demonstrate an understanding of effective delegation skills when
developing and implementing an action plan by:
● delegating tasks to multiple people
● clearly defining the task and timeframe
● ensuring tasks were completed as required by the person they
were delegated to
ensuring action plan goals were achieved?
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Facilitator Guide BSBADM502_Marking
Guide_Task 1
Comments/feedback to candidate
Outcome: Successful Unsuccessful
Assessor name:
Assessor signature:
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Assessment Task 2
BSBADM502 Manage meetings
2. Conduct meetings
details
The assessment task is due on the date specified by your assessor. Any variations to this
arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below
for details.
Performance objective
The candidate will demonstrate the ability to conduct and/or manage administrative tasks in
providing agendas and meeting material.
Assessment description
In this assessment task, candidates are required to arrange/conduct/organize a formal meeting in
a simulated class room based environment. By organising a meeting, learners will confront the
competencies for the unit.
Your Trainer will reach an agreement with you about how the teams might be formed and
reports presented and submitted for each of the tasks.
Procedure
1. Complete both the tasks A and B.
2. Submit all documents required to your assessor. Ensure you keep a copy of all work
submitted for your records.
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Assessment Task 2
BSBADM502 Manage meetings
Specifications
You must:
● discuss with your trainer if you are not clear of any of the issues given in the assessment
task
● submit the task within the time specified by your assessor
Your assessor will be looking for:
● apply conventions and procedures for formal and informal meetings including:
 developing and distributing agendas and papers
 organising and confirming meeting arrangements
 running the meeting and following up
● organise, take part in and chair a meeting
● record and store meeting documentation
● follow organisational policies and procedures.
Adjustment for distance-based learners
● No variation of the task is required.
● Documentation can be submitted electronically or posted in the mail.
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Assessment Task 2
BSBADM502 Manage meetings
Task 1
Please hand in a report titled "Organize Meeting" to your trainer, covering the following areas
briefly:
About meetings
Reasons for meetings
Is a meeting the only option?
When not to have a meeting
Types of meetings
Legal requirements of meetings
Australian meeting laws
Developing an agenda
Planning the agenda
Sequencing the agenda
Content of the agenda
Formatting the agenda
Altering the agenda
Meeting style and structure
Managing effective meetings
An effective Chair
Meeting options
Setting up a meeting
How many participants?
Arranging a date and time
Venue
Room set-up
Identifying participants
Catering for meetings
Notifying participants
Preparing participants
Preparing and sending out papers
Dispatch of papers
Meetings in progress The role of the Chair
Specific powers of the chair
Point of order
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Assessment Task 2
BSBADM502 Manage meetings
Amendments
Voting
People are complex
Dealing with conflict
Conflict resolution
Managing difficult situations
Hidden agendas
Other recording issues
Circulating the minutes
About meetings
Reasons for meetings
Is a meeting the only option?
When not to have a meeting
Types of meetings
Legal requirements of meetings
Australian meeting laws
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Assessment Task 2
BSBADM502 Manage meetings
Task 2: Role play – Conduct a meeting
Based on your meeting report, conduct a meeting in a simulated class room based environment.
You trainer will reach an agreement with you about how the teams might be formed. One of the
team members has to play a role of a Chair.
The meeting conducted must demonstrate the following major areas:
a. Formal Opening & Closing of the Meeting
b. Agenda discussion
c. Managing meeting effectively by adhering to the style and structure as discussed in the
report.
d. Identifying at least one conflict issue and demonstrating its smooth resolution while
meeting is in progress
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Your answers for task 2
BSBADM502 Manage
meetings
Answers for task 2:
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Your answers for task 2
BSBADM502 Manage
meetings
3. 1. About meetings
Reasons for meetings
Main reason for meeting is to effectively promote team building and enhance corporate culture
in the best manner possible. This will enhance company with highly motivated employees in
effective manner. Thus, higher productivity can be accomplished through this meeting. On the
other hand, employee participation in team building and maintaining healthy relationships with
employer are another reason for organizing meeting.
Is a meeting the only option?
The meeting is only the option because by organizing meeting at external location, employees
may be able to refresh themselves. Moreover, they will be able to attain efficiency and enhance
higher productivity quite effectually.
When not to have a meeting
The meeting not to have after 1 P.M
Types of meetings
There are several meetings which can be attained in a better manner. These are team building,
inspiration tours, masterminds etc. These meetings may be formal or informal depending upon
the nature of agenda of concerned meetings in the best manner possible. For this purpose, team
building meeting is termed as mixture of both formal and informal meeting. This is because
stipulated time is allocated to presenters which is an element of formal meeting. While, open
space discussion is permitted as well for expressing views of participants for building positive
relationships in the workplace environment.
Legal requirements of meetings-
The requirements implemented by law are to be followed. Meeting quorums, meeting resolution,
keeping and storing meeting minutes, special rights to call a meeting must be met as per the law.
Australian meeting laws
The meeting laws prescribed by Australian law are to find out that legal structure of organisation
is met. Best practices must be followed in order to ensure that meetings are running efficiently.
Furthermore, voting rights can be accomplished.
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Your answers for task 2
BSBADM502 Manage
meetings
4. 2. Developing an agenda
Planning the agenda
The planning agenda is necessary is required so that special instructions with reference to
meeting can be attained in a better manner. Meeting time and location must be planned so that
meeting is organised at particular venue in the best manner possible.
Sequencing the agenda
Agenda is the list of activities or items which are to be sequenced from beginning to the end with
adjournment. Specific items of business should be acted upon in a better manner so that agenda
items may be put forward to participants.
Content of the agenda
The content of agenda are items such as maintaining work quality, negotiating project deadlines,
progress reports, discussing new projects, brainstorming session etc are discussed at meeting.
Formatting the agenda
Open space format have been chosen for the meeting. This will help participants to effectively
present their views with ease and as a result, agenda will be met.
Altering the agenda
Agenda can be altered if any of the information or item in it needs modification. This means that
agenda will not be rigid and necessary changes or modifications can be made in a better manner.
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Your answers for task 2
BSBADM502 Manage
meetings
5. 3. Meeting style and structure
Managing effective meetings
It is needed that meetings should be managed in a better manner. By meeting out procedures of
meetings and compliance with Australian meeting laws, firm may be able to organise and
manage meetings with ease.
An effective Chair
He is a person appointed with higher rank in the meeting for organising event. He arrives at a
meeting for making sure participants are effectively following meeting procedures in a better
manner.
Meeting options
Online meetings can be scheduled in a better manner. Skype can be utilised by using meeting
options dialog box for determining who should wait before being admitted to meeting.
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6. 4. Setting up a meeting
How many participants?
There are 12 participants in the meeting which will be presented with meeting agenda.
Arranging a date and time
The date of meeting is 28/02/19 and time kept for the same is 9.00 AM
Venue
It will be held at Melbourne, Western Australia.
Room set-up
The hotel accommodation will be offered to the participants which will be provided with
adequate and necessary facilities. This will ensure that meeting may be held in a better manner.
Hence, it can be said that adequate accommodation will be imparted to employees.
Identifying participants
The participants are identified by taking individuals which are either not productive or needs
motivation or requires refreshing in pleasing environment. Thus, company may arrange meeting
and attain the purpose of organizing the same.
Catering for meetings
The catering will be organised by taking cooks to the Melbourne location from the local catering
service. This will help to prepare food and would be served to all the participants. Moreover,
help will be taken from the hotel for cooking standardized food for participants and meeting
quality criteria.
Notifying participants
It is required that participants must be notified so that business may be able to conduct meetings
on stipulated time and date. Thus, it can be said that through mail and skype, notification will be
send to participants.
Preparing participants
Participants have to prepared so that they may effectively ask questions to persons who are
delivering items of agenda. It is needed that participants must be prepared as they need to have
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basic knowledge about the meeting purpose. This will help them to ask their queries to
presenters quite comfortably.
Preparing and sending out papers
The papers are to be prepared and send to participants of the meeting in effective manner.
Dispatch of papers
The distribution of papers will be taken and dispatched to persons so that persons may be able to
attain purpose of conducting meeting in a better manner.
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7. 5. Meetings in progress
The role of the Chair
The chairperson's role is to conduct analysis that persons involved in the meeting are carrying
out their duties and purpose of meeting is met as per the agenda quite effectively.
Specific powers of the chair
The specific power of chairs are chairing meeting of board. Organizing and coordinating
activities of agenda. Reviewing performance of speakers, participants and analyzing efficiency
of quorum is met.
Point of order
It is termed as an interjection during a meeting by member who does not have floor for calling
attention of chair to an alleged violation or meeting's rules of order.
Amendments
Amendments can be made if agenda of item requires to have change. Wih the help of
amendments, addition, removing and updating of items can be made during the meeting in the
best manner possible.
Voting
There are various methods of voting in a meeting. They are Acclamation, Show of Hands,
Standing vote etc. which are served for the purpose of meeting. This means that adequate voting
format such as Show of hands will be chosen for organizing meeting.
People are complex
The people here refers to participants in the meeting which have distinct needs and are not
similar in one person with other. Complexity needs to reduced by focusing on agenda's purpose
and try to answer people's queries accordingly.
Dealing with conflict
The dealing with conflict must be made during the meeting. Depersonalize and use own words
for focusing on facts rather than emotions. Moreover, remove the perceived threat in effective
manner. Moreover, it is required to deal with conflict for maintaining healthy atmosphere of
meeting.
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Conflict resolution
The resolution can be made with the help of collaborating persons together who are involved in
conflicts. By incorporating this strategy for conflict resolution, business may be able to resolve
conflicts.
Managing difficult situations
The difficult situation is when person tends to dominate discussion or talkative participant should
not be permitted to dominate discussion. Hence, by ignoring participation, difficult situations can
be overcome.
Hidden agendas
These are hopes, fears, ambitions and expectations brought to the meeting by participants and are
termed as hidden agendas.
Other recording issues
The recording issue may arise when annotations in share pod do not show the same while
recording, learners cannot view training correctly if it involves embedded recording.
Circulating the minutes
Before meeting, agree who would be responsible for keeping track of records of meeting. Agree
in advance format for of minutes ie how much information would be gathered or recorded.
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Role Play
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Formal Opening & Closing of the Meeting
The formal meeting is opens with welcome statement of the chairperson and formal welcome to
all the participants must be made. After the same, apologies and roll calls must be made.
Objectives and copies of agenda needs to circulated to them. On the other hand, wrapping up
meeting is done and all items in agenda are checked off. Reminders or closing remarks are made.
Chairperson needs to close meeting and make last minute reminder. Thank you note and
congratulations is provided. Lastly follow up is made.
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Agenda discussion
The discussion on agenda needs to be made so that meeting may be conducted in a better
manner. This will help in meetings where participants are unprepared and topics will be
discussed so that items in meeting can be discussed in a better manner. Breakdown of agenda
points are to be made into key points and also indicate whether agenda items require decision.
Thus, discussion can be made in effective manner. The agenda discussion is required to be made
so that modifications if any in listed items may be done and meeting can be conducted in a better
manner. On the other hand, firm will be able to conduct meeting as per the revised norms.
Moreover, discussion would be adequate with concern to meeting requirements.
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Managing meeting effectively by adhering to the style and structure as discussed in the
report.
Managing effective meetings
It is needed that meetings should be managed in a better manner. By meeting out procedures of
meetings and compliance with Australian meeting laws, firm may be able to organise and
manage meetings with ease. By managing meetings, company will easily attain the purpose of
listed items of agenda in appropriate manner.
An effective Chair
He is a person appointed with higher rank in the meeting for organising event. He arrives at a
meeting for making sure participants are effectively following meeting procedures in a better
manner. Thus, with the help of effective chair, meeting will be done as per the listed items in
agenda. In order to conduct meeting with appropriate quorum, chairperson has effective role so
that purpose of meeting is communicated to participants quite effectually.
Meeting options
Online meetings can be scheduled in a better manner. Skype can be utilised by using
meeting options dialog box for determining who should wait before being admitted to meeting.
Hence, meeting will be managed in accordance to the requirement so that business may be able
to conduct adequate meeting and serve the purpose of the same.
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Identifying at least one conflict issue and demonstrating its smooth resolution while meeting is in
progress
The conflict issue arises when talkative individuals try to dominate discussions during a meeting.
In order to resolve the issue, stipulated time will be allowed to individuals at the end of meeting
so that disruption may not affect the purpose of the meeting. This will help to effectively resolve
conflict and as a result, business may be able to conduct proper meeting in the best manner
possible serving the purpose with ease. The conflict resolution is being required to be made so
that no disturbance in meeting could be done. Furthermore, with the help of conflict resolution,
participants may easily understand meeting objectives and how to indulge themselves in team
building process of company.
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Facilitator Guide BSBADM502_Marking
Guide_Task 2
Marking Guide
Assessment Task 2: Conduct meetings
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
Outcomes
Did the candidate:
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Yes No
Submit a completed Appendix 1 ‘Assessment 2 Submission Form’?
Submit copies of completed participant ‘Evaluation Form’ in
Appendix 1?
Submit a copy of the completed minute taker ‘Evaluation Form’ in
Appendix 1?
For those completing this assessment outside the workplace, submit
a copy of the meeting guidelines developed with meeting
participants?
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Guide_Task 2
Performance indicators
Did the candidate:
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Yes No
Complete Appendix 1 ‘Assessment 2 Submission Form’ using clear
and concise language?
For those completing this assessment within the workplace, did the
candidate provide evidence of identification and understanding of
organisational requirements such as:
● limited meeting durations
● meeting agenda must be documented for all meetings o
meeting minutes must be captured for all meetings
● delegates must have the authority to make decisions
● meetings must start and finish on time
● all meetings must have a designated chairperson
● participants must arrive on time
● mobile phones are to be switched off
● one person is to speak at a time?
For those completing this assessment outside the workplace, did the
meeting guidelines developed provide evidence of an understanding
of the types of guidelines organisations provide to employees to
govern the way in which meetings are conducted?
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Guide_Task 2
Did the candidate:
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Yes No
Provide evidence of identification and understanding of applicable
conventions such as:
● chairperson has casting vote
● conflict of interest provisions
● consensus is required for all decisions
● majority of members to agree for all decisions
● process for moving and seconding formal motions
● discussions are restricted to agenda items only
● all discussion to be directed through the chairperson
● quorum
● time limit on speakers
● voting procedures?
Provide evidence of identification and understanding of legal and
ethical requirements such as:
● Companies Act
● Companies Articles of Association
● workplace legislation including, anti-discrimination, OH&S,
harassment, etc.?
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Guide_Task 2
Did the candidate:
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Yes No
Does the completed meeting participant evaluation form provide
evidence that as chairperson the candidate:
● communicated a clear understanding of the meeting purpose
● kept discussions focused on achieving the purpose of the
meeting
● maintained control of the meeting throughout the duration
● ensured all participants were involved in discussions
● facilitated problem solving through the use of problem solving
techniques and tools to resolve any issues
● facilitated decision making, through the use of a logical
process that generated positive results
● conducted the meeting according to the agenda
● facilitated the achievement of an outcome
● commenced and concluded the meeting on time?
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Guide_Task 2
Did the candidate:
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Yes No
Does the completed minute taker evaluation form provide evidence
that as chairperson the candidate appropriately briefed the minute
taker including;
● clearly explaining the meeting purpose
● providing information regarding attendees prior to the meeting
● providing a copy of a minute template
● explaining any organisational requirements and/or
conventions for recording the meeting minutes
● explaining the required method for recording meeting notes
and your expectations with regards to the level of detail of
information recorded
● providing examples of previous minutes to assist the minute
taker with understanding what was required?
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Facilitator Guide BSBADM502_Marking
Guide_Task 2
Comments/feedback to candidate
Outcome: Successful Unsuccessful
Assessor name:
Assessor signature:
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Assessment Task 3
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8. Manage meetings
Submission details
The assessment task is due on the date specified by your assessor. Any variations to this
arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.
Performance objective
The candidate will demonstrate the ability to manage meetings.
Assessment description
This assessment is comprised of ten applied and theoretical questions in total. The Learner's
Guide provided to students can help students answer these questions and students are strongly
recommended to read the Learner's Guide prior to attempting the following questions. You may
consult with your trainer if you do not understand any questions and require further explanation.
However, you may not expect direct answer from your trainer.
Procedure
1. Read the questions clearly.
2. Answer all the questions.
3. Submit all documents required to your assessor. Ensure you keep a copy of all work
submitted for your records.
Specifications
You must:
● discuss with your trainer if you are not clear of any of the issues given in the assessment
task
● submit the task within the time specified by your assessor
Your assessor will be looking for:
● apply conventions and procedures for formal and informal meetings including:
 developing and distributing agendas and papers
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 identifying and inviting meeting participants
 organising and confirming meeting arrangements
 running the meeting and following up
● organise, take part in and chair a meeting
● record and store meeting documentation
● follow organisational policies and procedures.
Adjustment for distance-based learners
● No variation of the task is required.
● Documentation can be submitted electronically or posted in the mail.
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Assessment Task 3
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Please answer the following questions:
1. Q.1
You are the Admin. Manager in a company of your choice. The company could be the company
you had worked for or you are working at present. Your boss has given you the task to arrange a
meeting considering the following guidelines:
 U shaped arrangement of tables & chairs
 10 participants
 No catering required
 Video/Audio equipment required
 Internal or external venue
 20 minutes meeting
 Budget $ 300 Max.
Given the conditions above, identify the various meeting arrangements activities you will be
undertaking
2. Q.2
Conduct research and identify examples of organizational, ethical, conventions, and legal
requirements that apply to meetings conducted in Australian organization.
3. Q.3
Identify some of the examples of ways in which meeting outcomes are reported.
4. Q.4
Briefly discuss how Coloured meetings can help you to apply the appropriate structure and style
to your meeting?
5. Q.5
Briefly describe three (3) important items always listed on a meeting agenda and the reason for
each point.
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6. Q.6
Reflect on two examples of meetings that you have attended and identify and describe the format
of each of those meetings.
7. Q.7
List down the main responsibilities of a Chairperson during the meeting.
8. Q.8
Briefly comment on how you would go about recording and storing meeting documentation?
9. Q.9
Below is given the link which will provide you the meeting procedures for the WA's Department
of Commerce.
http://www.commerce.wa.gov.au/books/inc-guide-incorporated-associations-western-
australia/meeting-procedures
Please briefly review the above policy & procedure for arranging meetings.
Imagine, if you are given the charge of conducting meetings in that department, how would you
ensure following organizational policies and procedures for conducting meetings?
10.Q.10
To what extent do you agree that web conferencing and teleconferencing are good alternatives to
conducting traditional face to face meeting.
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Answers for task 3:
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Q 1 Various meeting arrangements Activities
The admin. Manager of Telstra is conducting meeting that will require the following
thing to make successful arrangement for meeting. The following are this thing which will be
consider in making meeting arrangements :
r U shaped arrangements : The firm will be undertaking U shaped arrangements for tables
and chairs as this type of seating arrangements assist in easy face to face interaction in
meetings. In this arrangement the tables and chairs are arranged in “U” shape. Moreover, the
presenter can walk through the open space to engage with attendees.
r Participants : The arrangements will be made for 10 participants as the meeting will be
consist of ten members so the tables and chairs will be provided for 10 members.
r No catering required: It is important to identify the catering facilities are required or not for
the meeting. In this meeting there will be no catering facilities required which means In the
meeting the food and drinks will not be provided to participants.
r Audio/ video Equipment : While preparing for meeting it is required to identify the
equipments required in conducting the meeting. The manager will ensure that proper
equipments are provided in the meeting such as Audio and video equipments.
r Internal or external venue : The venue for the meeting is selected as external to provide
refreshment to participant of meeting. The meeting will be held in Melbourne.
r Time : The meeting will be held for 20 minutes.
r Budget : The budget is important to consider before making arrangement for meeting. The
budget which is decided for the meeting is $ 300 Max.
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Q 2 Research to identify the legal requirement for conducting meeting in Australian organisation
The organization for conducting meeting is required to follow the legal requirements
which consist of policies and procedures. In organization there are various legal requirements
which need to consider such as Agenda, chairperson, Quorum, minutes etc. are various legal
requirements for many organization conducting meetings. Moreover, organization must comply
the Articles of Association for conducting meetings. Furthermore, the participants must be aware
of their responsibility in relation to code of practice. The participants must follow the ethical
code of conduct in the meeting. Moreover, convention in the meetings are the protocols under
which the meetings are carried on. These are the rules which are deigned to ensure structure,
fairness and accountability. Legal convention are those which are required by law. For example,
Preparation of agenda before the meeting, Quorum requirement etc. Ethical legal requirement for
meeting is to treat everyone equally. As per Corporation law and Australian Securities and
Investment Commission (ASIC) provide requirement to hold regular meeting.
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Q 3 Examples of ways in which meetings are reported.
After the meeting is finished the reports are prepared to provide understanding of
decisions made and action taken in the meeting. There are various ways of reporting meeting
outcomes such as minutes, summary report, Chairperson report etc. After the minutes is over the
decisions and actions taken under the meeting are reported so that they can be used in next
meeting. For examples Minutes of meeting consist of decisions taken under meeting, date of
next meeting etc. The tabling report are also prepared after the meeting to record the information
regarding the discussions of meeting.
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Q 4 How the coloured meeting can help in applying appropriate structure and style in meeting.
The meeting will be conducted on basis of theme that is coloured meeting will help in
applying appropriate structure and style in meeting. There can be different color representing
different types of meeting black color for short sharp linking meeting it includes daily
communication meetings. The another theme which can be used for meeting is green( represent
growth) for more complex information sharing and generating new idea's ad bridging
opportunity gaps. Red color can be used for meeting which is symbol of heat, energy and action.
Dark blue color to track performance gaps and review process as blue is a symbol of twilight.
Colored meeting can helps in providing better understanding to participants regarding the
purpose of conducting meeting.
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Q 5 Three important items which are listed on meeting agenda and reason for each point
3. The Goal of meeting : This item is included in agenda of meeting as it is important to
know the purpose for which the meeting is held. The purpose of meeting is to enhance the
team building and development of team for collaborative working.
4. List of meeting agenda topic for discussion : It is also important to identify the topic
which must discussed in the meetings to in order to make effective decisions in meeting.
5. Meeting minutes : It must includes the information regarding the previous meetings. The
minutes of previous meeting provide understanding of decisions taken in that meeting.
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Q 6 Two examples of meeting that are attended and identify the format of each of the meeting
The meetings which are attended includes team building meeting and problem solving
meeting. The team building meeting are those which are conducted to enhance team to work
together to achieve objective. The team building meeting consist of collaborative environment,
having fun in the meeting. It includes everyone. The team building format is to engage other and
fund with food and drink for refreshment of team. Problem solving meetings are those which are
held for finding solution to the problems faced by organization. It includes format such as
brainstorming, discussion group and working group. Brainstorming is related to the greatest
number of ideas in short time It is like a format debate. Discussion group involves sharing of
ideas it does not use formal debate. Working group find solution and them implement them.
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Q 7 Responsibilities of Chairperson During the meeting
The chairperson of the meeting have the following responsibilities :
● The main responsibility of Chairperson is to ensure that the agenda is followed properly
during the meeting.
● It must ensure that the minutes are kept for recording the information.
● Allow everyone to speak and be heard.
● Ensure that meeting is conducted in proper order and following the rules and regulation.
● The chairperson is responsible to ensure that the voting methods are used properly
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Q 8 Recording and storing meeting documentation
The documents for the meeting swill be stored in electronic way such as folders, disk
drives, USB etc. Moreover, authorize person will be provided the access to the documentation in
order to maintain privacy of data regarding the meetings. The recording of documentation will be
made in files which can be easily identified for example, file names according to organization
procedure. Moreover, the organization will maintain hard copies of documents for reducing the
risk of data breaches.
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Q 9 Following organizational policies and procedures for conducting meetings
The policies and procedures includes the ways through which the meeting is conduced. It
includes the rules and regulation which must be copied for conducing meeting arrangements.
The organizational policies and procedures are followed in conducting a team building meeting.
The general requirement of conducting the meetings are followed properly while making
arrangement for meeting. The type of meeting which will be held is team building, The place for
the meeting is selected as Melbourne in Australia. The duration of meeting will consist of 20
minutes. The meeting have established the quorum which includes the date and time of venue,
number of participants will be 10 etc. Moreover, the notice and agenda of meeting is provided to
the participants. The voting procedure will also be followed properly. For the purpose of voting
the show of hands will be used. Moreover, the meeting minutes will be prepared to have proper
record of meeting and discussion regarding the meeting.
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Q 10 Web conference and teleconferencing are good alternatives to conducting traditional face to
face meeting.
Web conferencing is an online service through which meeting can held
live basis. This method of conducting meeting is more convenient that the face to face meetings.
Web conferencing and teleconferencing are better and convenient methods of conducting
meeting rather than the traditional approach of conducting meetings. Traditional approach of
meeting includes face to face conversation and it increases the cost and time for the business in
conducting those types of meeting. On the other hand, web conferencing and teleconferencing
assist in reducing cost, saves time in conducting meeting. Moreover, with the help of web
conferencing and teleconferencing the meeting can be hold with the participants which are in
different location. Teleconferencing meeting are held through use of mobile phones etc. Web
conferencing allow participants to share their ideas and information while saving on money hand
time.
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Facilitator Guide BSBADM502_Marking
Guide_Task 3
Marking Guide
Assessment Task 3: Manage meetings
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
Outcomes
Did the candidate:
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Yes No
Answer all the questions asked?
Complete the task in given time?
Performance indicators
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Guide_Task 3
Did the candidate:
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Yes No
● Ensure style and structure of meeting are appropriate to its
purpose
● Identify meeting participants and notify them in accordance
with organisational procedures
● Confirm meeting arrangements in accordance with
requirements of meeting
● Dispatch meeting papers to participants within designated
timelines
● Understand the importance of managing meetings in
accordance with organisational requirements, agreed conventions
for type of meeting and legal and ethical requirements
● Conduct meetings to ensure they are focused, time efficient
and achieve the required outcomes
● Ensure meeting facilitation enables participation, discussion,
problem-solving and resolution of issues
● Brief minute-taker on method for recording meeting notes in
accordance with organisational requirements and conventions for
type of meeting
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Facilitator Guide BSBADM502_Marking
Guide_Task 3
Did the candidate:
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Yes No
● Check transcribed meeting notes to ensure they reflect a true
and accurate record of the meeting and are formatted in accordance
with organisational procedures and meeting conventions
● Distribute and store minutes and other follow-up
documentation within designated timelines, and according to
organisational requirements
● Report outcomes of meetings as required, within designated
timelines
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Facilitator Guide BSBADM502_Marking
Guide_Task 3
Q.1
You are the Admin. Manager in a company of your choice. The company
could be the company you had worked for or you are working at present.
Your boss has given you the task to arrange a meeting considering the
following guidelines:
 U shaped arrangement of tables & chairs
 10 participants
 No catering required
 Video/Audio equipment required
 Internal or external venue
 20 minutes meeting
 Budget $ 300 Max.
Given the conditions above, identify the various meeting arrangements
activities you will be undertaking.
Q.2
Conduct research and identify examples of organizational, ethical,
conventions, and legal requirements that apply to meetings conducted in
Australian organization.
Q.3
Identify some of the examples of ways in which meeting outcomes are
reported.
Q.4
Briefly discuss how Coloured meetings can help you to apply the
appropriate structure and style to your meeting?
Q.5
Briefly describe three (3) important items always listed on a meeting
agenda and the reason for each point.
Q.6
Reflect on two examples of meetings that you have attended and identify
and describe the format of each of those meetings.
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Q.7
List down the main responsibilities of a Chairperson during the meeting.
Q.8
Briefly comment on how you would go about recording and storing
meeting documentation?
Q.9
Below is given the link which will provide you the meeting procedures
for the WA's Department of Commerce.
http://www.commerce.wa.gov.au/books/inc-guide-incorporated-
associations-western-australia/meeting-procedures
Please briefly review the above policy & procedure for arranging
meetings.
Imagine, if you are given the charge of conducting meetings in that
department, how would you ensure following organizational policies and
procedures for conducting meetings?
Q.10
To what extent do you agree that web conferencing and teleconferencing
are good alternatives to conducting traditional face to face meeting.
Comments/feedback to candidate
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Outcome: Successful Unsuccessful
Assessor name:
Assessor signature:
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