Meeting Management and Communication

This assessment is for the unit BSBADM502 - Manage Meetings, and it contains written questions and answers that test students' knowledge and understanding of meeting management concepts. The assignment consists of 14 tasks that cover various aspects of meetings, including general meetings and annual general meetings, meeting requirements for different types of companies, roles of meeting participants, documentation required for meeting organization, minute-taking, agendas, and delegation of tasks. Additionally, the assessment includes a case study that requires students to prepare minutes from a board meeting, as well as questions on communication with culturally diverse people, voting procedures, sequencing meetings, meeting layouts, mediation, and business legislation.

BSBADM502 Manage meetings
ASSESSMENT 1 COVER SHEET
Details of Assessment
Term and Year Term 3 2016 Time allowed
Assessment No 1 Assessment Weighting 100
Assessment Type 2 Meetings Observed, supporting evidence and Written questions and answers
Due Date Class Room
Student Name:
Student ID No:
Date:
Qualification : BSB50215 Diploma of Business
Unit Code: BSBADM502
Unit Title: Manage meetings
Assessor’s Name
Assessment Outcome
Results Satisfactory Not Satisfactory Marks
Student Feedback:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Student Declaration: I declare that this work has been completed
by me honestly and with integrity and that I have been assessed in
a fair and flexible manner. I understand that the Institute’s Student
Assessment, Reassessment and Repeating Units of Competency
Guidelines apply to these assessment tasks.
Name:
____________________________________________
Signature:
_________________________________________
Date: ____/_____/_____
Assessor Declaration: I declare that I have conducted a fair,
valid, reliable and flexible assessment with this student, and I
have provided appropriate feedback.
Name: _________________________________
Signature: ______________________________
Date: ____/_____/_____
Student did not attend the feedback session.
.
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Assessment/evidence gathering conditions
Each assessment component is recorded as either Satisfactory (S) or Not Satisfactory (NS). A student can only achieve
competence when all assessment components listed under Purpose of the assessment section are Satisfactory. Your trainer will
give you feedback after the completion of each assessment. A student who is assessed as NS (Not Satisfactory) is eligible for re-
assessment.
Resources required for this Assessment
 All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint
 Upon completion, submit the assessment printed copy to your trainer along with assessment coversheet.
 Refer the notes on eLearning to answer the tasks
 Any additional material will be provided by Trainer
Instructions for Students
Please read the following instructions carefully
 This assessment is to be completed according to the instructions given by your assessor.
 Students are allowed to take this assessment home.
 Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided
with feedback on your work within 2 weeks of the assessment due date.
 Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will
be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.
 If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.
 Please refer to the College re-assessment and re-enrolment policy for more information.
This form is to be completed by the assessor and used a final record of student competency. All student submissions
including any associated checklists (outlined below) are to be attached to this cover sheet before placing on the students
file. Student results are not to be entered onto the Student Database unless all relevant paperwork is completed and
attached to this form.
Administrative use only
Entered onto Student Management Database  ________________
Date Initials
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Assessment
Submission details
Students Name
Student ID
Group
Assessor’s Name
Assessment Date/s
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
Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in
accordance with organisational requirements.
Assessment description
TASK 1:
For this assessment, you will be observed preparing for, conducting and following up on one
meeting, with at least four participants. Whilst you may work with your assessor to discuss
the meeting options, it is recommended that you implement this assessment with other units
you are studying.
PREPARATION
In your preparation, you are to ensure that:
 Purpose of meeting is clarified and the agenda developed in line with stated purpose
 The style and structure of the meeting is appropriate to the meeting’s purpose
 Meeting participants are identified and notified in accordance with organisational procedures
 Meeting arrangements are confirmed in accordance with requirements of meeting
 Meeting papers are dispatched to participants within designated timelines
You must provide your agendas to your assessor at the time of your assessment
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CONDUCTING
Whilst conducting your meetings, you are to ensure that:
 Meetings are chaired in accordance with organisational requirements, agreed conventions for
the type of meeting and legal and ethical requirements
 Meetings are conducted to ensure they are focused and time efficient
 Meeting facilitation enables participation, discussion, problem solving and resolution of issues
 Minute taker is briefed on recording meeting notes in accordance with organisational
requirements and conventions for the type of meeting
This will be observed by your assessor during each of your meetings
FOLLOWING UP
After each meeting, you are to follow up, ensuring that:
 Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the
meeting and are formatted in accordance with organisational procedures and meeting
conventions
 Minutes and other follow-up documentation are distributed within designated timelines and
stored in accordance with organisational requirements
 Outcomes of meetings are reported as required, within designated timelines
Candidate: I declare that this work has been completed by me
honestly and with integrity and that I have been assessed in a fair
and flexible manner. I understand that the Institute’s Student
Assessment, Reassessment and Repeating Units of Competency
Guidelines apply to these assessment tasks.
Signature: ___________________
Date: ____/_____/_____
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ASSESSOR’S CHECKLIST (for assessor’s use only)
Did the candidate:
Satisfactory
Yes No
Obtain information about the purpose of the meeting
Identify an appropriate meeting format
Develop an agenda ensuring it accurately reflected the meeting purpose
Ensure agenda and other meeting documentation was accurate and free
from errors.
Identify all participants and notify them in advance via writing
Distribute the agenda to all invited participants
Advise the participants of:
 Meeting time
 Meeting location
 Meeting purpose
 Participant expectations
Confirm attendance for each participant
Ensure meeting area set up appropriately
CHAIRING THE MEETING:
Begin on time
Introduce self and welcome all (especially new members)
Facilitate discussion and group interaction (encouraging diversity of views /
opinions)
Provide supporting environment to encourage complex discussions
Communicate effectively with both groups and individuals as required
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Did the candidate:
Satisfactory
Yes No
Ensure participants comments and actions are non-discriminatory through
effective facilitation
Summaries key points as appropriate
Instruct minute taker to record details as appropriate
Ensure meeting runs smoothly by moving on to next topic in timely and
appropriate fashion
Ensure meeting stays focused
Delegate actions / follow up as required
COMMUNICATION SKILLS
Use warm and open communication style
Use open and approachable body language
Make direct eye contact to create direct pathway between participants and
self (may be culturally inappropriate for some groups)
Communicate with confidence
Establish a trusting environment
Stay impartial
Ensure participants comments and actions are non-discriminatory through
effective facilitation
CONFLICT RESOLUTION / NEGOTIATION SKILLS
Identify participant concerns that arise and respond appropriately
Identify any critical issues
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Did the candidate:
Satisfactory
Yes No
Talk through concerns
Identify options for changing behaviours
Manage discussions between parties
Moved parties forward through presenting of solutions and ensuring
equitable outcomes
COMPLETION
Check minutes for accuracy before dispatch
Dispatch minutes to all participants and associated stakeholders
Follow up on issues that arose in meeting, and notify relevant individuals as
appropriate
Agenda attached to checklist
Minutes attached to checklist
Comments
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Result: Satisfactory / Not Yet Satisfactory
Assessor: I declare that I have conducted a fair, valid, reliable and
flexible assessment with this student, and I have provided appropriate
feedback.
Signature: ____________________
Date: ____/_____/_____
TASK 2: WRITTEN QUESTIONS AND ANSWERS
Questions
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1 What is the difference between a General meeting and an Annual General meeting?
2 What are the meeting requirements for the following types of companies?
Proprietary Company
Public Company
Listed Company
3 In your own words, you are to explain the following terms:
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Chairperson
Secretary
Treasurer
Abstention
Adjournment
Agenda
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Motion
Casting Vote
Proxy
Tabled
4
What documentation is required when organising and managing a formal meeting?
Be sure to include a description of who is responsible for the documentation, and
indicate any timelines required for this documentation.
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5 Explain the role of the minute taker, and the interaction undertaken before, during and
after a meeting.
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6
ALT International will be holding a meeting of team leaders on the first Wednesday of
next month. The meeting will take place in the board room at ALT Internationals head
office – 133 Federal Avenue, Werribee Victoria 3030. This meeting will commence at
10:30 am and will run for 1 hour. Discussions will include Budgets, Timeliness, staff
attendance, sales targets, and OHS.
Develop an agenda for this meeting
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7
When planning and managing a meeting, there are a number of tasks that can, and
should be delegated. List the types of tasks that could fall into this category, and the
benefits associated with delegating these tasks to other staff members.
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8
You are to read the following case study, and prepare minutes from the information
provided.
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Old Spice Paper Products specialises in party products such as paper plates, serviettes, paper cups as
well as greeting cards and wrapping paper. The national office for Old Spice Paper Products is located
at 199 Tree Ave, Woodend Victoria, where both the administration and manufacturing operations are
housed. Old Spice Paper Products is managed by a board of directors who meet monthly at the
Woodend site. The members of the board are
Jack Stone (Chair) Gillian Collins (Deputy Chair) Albert Brockwook
Silvia Devola Janice Bennett Saul Rickman
Katherine Montigo Joseph Patulio
Old Spice Paper Products held its last board meeting on 15 July at 10:30am. Seven on the eight
members were present, with an apology from Albert Brockwood. The minutes for June were received;
and it was pointed out that the guest speaker’s name was Robinson, not Robertson. The minutes were
then accepted, and no matters arose from the minutes.
A letter from the ATO was received notifying the company of changes to Sales Tax exemption laws.
The chair requested that the General Manager of Old Spice Paper Products write to the ATO
requesting further information regarding tax exemption laws. This information would be reported on at
the next meeting.
The HR manager reported that one staff members of the accounts department recently resigned to
take up a similar position closer to home, and Bill Jacobe from manufacturing was soon to retire after
32 years of service. The chair recognised Bill’s service to the company and asked that the HR
manager draft a letter on behalf of the board recognising and thanking Bill for his contribution to the
company.
The Sales & Marketing manager presented the monthly sales report which included much discussion
about the launch of a new range of party goods from Party Hearty Ltd. Party Hearty have only a small
percentage of the party goods market, and they are now making a big push into this sector through the
release of new products in supermarket chains. Their goods include a range of strong and durable
paper plates in bright florescent colours, as well as matching cups, serviettes and plastic cutlery. They
also have a number of special offers planned over the next two months. The board requested that the
sales team undertake further research into the impact of Party Hearty into the party goods market and
asked that this be presented at the next board meeting. A report in current performance against sales
targets was also presented at the board highlighting the company’s exceptional sales results for April,
May, and June of this year.
An OHS report was tabled by the HR sub-committee, but was deferred to the next meeting to enable
more detailed consideration. A report was provided by the HR manager on negotiations for phase two
if the enterprise bargaining agreement. A motion endorsing the proposed agreement was put by Saul
Rickman and seconded by Kathering Montigo and agreed upon.
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9 Describe in detail 6 points you should consider when communicating with culturally
diverse people
10 Describe the process of voting on a motion in a meeting.
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11 Describe how you would sequence a meeting (when writing an agenda). Explain the
reasons for your comments.
12 Describe the layout you would use for the following meeting types
Formal presentations to large groups
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Medium-sized participative meetings
Small meetings for debate and
discussion
Relaxed team meetings for planning
and creative sessions
13 In your own words, describe how you would run a mediation meeting.
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14 Describe in detail the following legislation / codes of practice and how it affects
business operations
Anti-discrimination legislation
Ethical principles
Codes of Practice
Privacy laws
Copyright
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