BSBADM502 Manage meetings

BSBADM502 Manage meetings
ASSESSMENT
GUIDE
Student
BSBADM502 Manage meetings
Student Assessment Guide v 1 June 2019 Page

BSBADM502 Manage meetings
UNIT OVERVIEW
BSBADM502 Manage meetings
This unit describes the skills and knowledge required to manage a range of meetings
including overseeing the meeting preparation processes, chairing meetings, organising the
minutes and reporting meeting outcomes.
It applies to individuals employed in a range of work environments who are required to
organise and manage meetings within their workplace, including conducting or managing
administrative tasks in providing agendas and meeting material. They may work as senior
administrative staff or may be individuals with responsibility for conducting and chairing
meetings in the workplace.
No licensing, legislative or certification requirements apply to this unit at the time of
publication.
Elements
To achieve competency in this unit students must demonstrate their ability to:
1. Prepare for meetings
2. Conduct meetings
3. Follow up meetings
Performance Evidence
Evidence of the ability to:
 apply conventions and procedures for formal and informal meetings including:
 developing and distributing agendas and papers
 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.
Note: If a specific volume or frequency is not stated, then evidence must be provided at least
once.
Knowledge Evidence
To complete the unit requirements safely and effectively, the individual must:
 outline meeting terminology, structures, arrangements
 outline responsibilities of the chairperson and explain group dynamics in relation to
managing meetings
 describe options for meetings including face-to-face, teleconferencing, web-
conferencing and using webcams
 identify the relevant organisational procedures and policies regarding meetings,
chairing and minutes including identifying organisational formats for minutes and
agendas.
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INFORMATION FOR STUDENTS
General Assessment Information
This information is designed to provide you with a full overview of the tasks you need to
successfully complete to be deemed competent in this unit.
You must achieve a satisfactory performance in each of the assessment tasks in order to be
deemed competent in the relevant unit. Where necessary, the assessment tasks are divided
into parts or steps. These are designed to take you through a step by step approach to
completing the activities.
Instructions
First and foremost, please contact your assessor to discuss any necessary adjustments that
may need to be made prior to completing these tasks. The instructions for each of the
assessment tasks are logically sequenced. If you have any questions, contact your assessor
immediately. If there is a practical component to your assessment, you will need to discuss
the arrangements for its completion with your assessor in advance.
Assessment Cover Sheet
Once you have completed all of the tasks, complete the Assessment Cover Sheet, sign the
declaration and forward along with your documentation to your assessor. It should be
uploaded along with the assessment on to the RTO manager.
Submitting Assessment Tasks
All written assessment tasks must be typed and submitted with the provided cover sheet.
Your trainer/assessor will tell you when assessments are due. It is your responsibility to
ensure that assessment tasks are submitted on or before their due date.
Extensions for individual assessment tasks may be negotiated with your trainer in specific
circumstances. You must request this prior to the due date, and extensions due to illness will
require a medical certificate. Extensions will be confirmed by your trainer/assessor.
Where assessment tasks are submitted following the conclusion of the unit of competency
without a medical certificate or extension, a late submission fee for each assessment task
will be charged.
Assessment Outcomes
There are two outcomes of assessment tasks: S = Satisfactory and NS = Not Satisfactory
(requires more training and experience).
You will be awarded C = Competent on completion of the unit when you have achieved S for all
completed assessment tasks and by meeting all the performance criteria. If you fail to meet this
requirement, you will receive the result NYC = Not Yet Competent and will be eligible to be re-
assessed according to George Brown College policy.
If you are deemed Not Competent by your assessor and require re-assessment, you will be
informed of the process. A fee may be charged according to George Brown College policy.
If all assessment tasks are not completed for a qualification, a certificate will not be awarded.
A Statement of Attainment for completed units of competency will be provided
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Your Results
Your assessor is committed to providing you with detailed feedback on the outcomes of the
assessment and will provide guidance on areas for improvement. In most instances, you
should only need to complete the sections of the assessment that were deemed not
satisfactory. However, it is important to remember that depending on the task, it may be
necessary to repeat the whole task (for example presentations or the delivery of a training
session).
You are entitled to view your results at any time by asking your trainer/assessor.
Reasonable Adjustment
George Brown College supports individual differences in the learning environment and
provides ‘reasonable adjustment’ in training and assessment activities to support every
learner. If you have any special needs that make it difficult for you to complete your learning
or assessments, you should discuss this with your assessor beforehand and will be provided
with reasonable alternatives to assist you to complete the required tasks such as completing
tests verbally or using an interpreter.
What happens if you do not agree with the assessment result?
If you do not think the assessment process is valid, or disagree with the decision once it is
made, or believe that you have been treated unfairly, you can appeal. The first step is to
discuss the matter with your trainer.
If you still do not agree with the results, refer to the GBC Complaints and Appeals Policy and
speak to the Student Services Team.
Support
While we may not be in a position to assist you with language training or specific LLN
training, our assessors will work with you to ensure that you are supported throughout your
qualification. If you require individual tutoring this may attract an additional fee (see Student
Handbook). Support may be offered by your assessor, or for more specialist support you
may need to contact GBC administration.
A Note on Plagiarism and Referencing
Plagiarism is a form of theft where the work, ideas, inventions etc. of other people are
presented as your own. Information, ideas etc. quoted or paraphrased from another source
such as the Internet, must be acknowledged with “quotation marks” around the relevant
words/sentences or ideas and the source listed in brackets. You must also list the sources at
the end of your assessment.
Sources of information, ideas etc. must be provided in alphabetical order by author’s
surname (including author’s full name, name of document/ book / internet etc. and year and
place of publishing) or may be included in brackets in the text.
As a general rule it is advisable to never copy another person’s work. Should it appear that a
student’s work has been copied or does not appear to be authentic, you will be asked to
speak to your Course Coordinator and required to re-submit it. A fee may be charged
according to George Brown College policy.
Contacting the RTO
If you should need further support or assistance please do not hesitate to contact The
Student Services Team.
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ASSESSMENT
BSBADM502 Manage meetings
There are two assessments for this unit:
1. Written Questions
For this assessment, you are to read the questions and respond in writing with the most
suitable answer. There are eight questions, all of which must be completed. Most questions
require short answers although some questions require a more detailed response. You may
use various sources of information including workbooks, internet and other documents, but
must list and reference your sources. Your assessor will advise you when this is due.
2. Project
Assessment for this unit is in three stages each with a number of parts based around the
simulated organisation, Adept Owl Games Company.
Stage One:
This consists of two parts. You are required to plan and prepare for a meeting based on the
given scenario. This includes developing a meeting plan, writing an agenda, sending out
invitations, and organising the meeting details. There are templates for each of the tasks to
be completed.
You will be allocated a role in the company based on the Adept Owl organisational chart.
The scenario is around developing a sustainability action plan for the organisation. You are
to select a particular aspect of the topic and lead a discussion following a brief presentation
to introduce the topic. Refer to the scenario in Stage One and the appendices.
Stage Two:
This stage is in three parts. For Part A You are to review previous information about
meetings and the scenario. You will then designate a minute taker for the meeting. A minute
template is provided.
In Part B, you are to conduct the meeting. Your assessor will observe you to assess your
chairing skills.
You must chair the meeting for at least half an hour. You are to commence the topic for
discussion with a short presentation (5 minutes). You will then swap roles with other
students who will chair a discussion around their topic.
In addition to chairing the meeting, you will need to take the role of minute taker for another
student, giving every student a chance to write minutes.
The meetings will be held in the classroom. Your assessor will advise you when this
assessment will be held.
For Part C, you are required to follow up the meeting including reviewing and distributing
minutes to participants.
Stage Three:
For this task you are to review the meeting and write a report on how you planned, prepared,
conducted and followed up the meeting. As the report is for distribution to “management’, the
report needs to be structured formally and to address the questions provided. The report
should be between 800 and 1000 words.
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Assessment Schedule
Assessment Due Date
1. Written Questions
2. Project:
 Part A
 Part B
 Part B
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ASSESSMENT COVER SHEET
Student Name: Ma. Lourdes Buenaventura
Student ID: GBC200455
Contact Number: 0410964446
Email: [e-mail]
Trainer / Assessor Name: Abdus Salam
Qualification: Diploma of Leadership and Management
Unit of Competency: BSBADM502 Manage meetings
Assessment:
☐ Written Questions
☐ Project: Stage One
☐ Project: Stage Two
☐ Project: Stage Three
Due Date: 08-08-2021 Date Submitted:
If your assessment is being submitted after the due date, please attach a copy of the written
confirmation of extension received from your assessor.
Declaration: I have read and understood the following information at the
beginning of this assessment guide (please tick):
☐ Assessment information
☐ Submitting assessments
☐ Plagiarism and referencing
I declare this assessment is my own work and where the work is
of others, I have fully referenced that material.
MA. LOURDES
BUENAVENTURA
08-08-2021
Name (please print) Signature Date
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ASSESSMENT 1: WRITTEN QUESTIONS
Read the questions below and respond in writing with the most suitable answer. There are
eight (8) questions. You must complete them all. Most questions require short answers
although some questions may require a more detailed response. You may use various
sources of information including your workbook, internet and other documents. However,
you MUST correctly reference your sources of information.
Your assessor will advise when this is due.
Question 1
What are the main roles and responsibilities of the chairperson at an informal meeting? List
at least six (6) points.
1. Identifying meeting requirements
2. Developing an agenda that is aligned to the purpose of the meeting
3. Identifying the appropriate format for the meeting
4. Ensuring meeting arrangements are made
5. Identifying participants and notifying them of the meeting
6. Distributing meeting papers
Question 2.
What is the meaning of the following terms?
Term Meaning
(a) agenda It provides information to the participants about the purpose of
the meeting, the date, location, the attendees and any other
requirements.
(b) Standing Orders These standing orders manage the conduct of meetings. It helps
the meeting run more smoothly.
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(c) rules of debate
(d) minutes
(e) motions
(f) amendments
(g) points of order
(h) quorum
i) seconder
(j) casting vote
Question 3.
Describe options for meetings including face-to-face, teleconferencing, web-conferencing
and using webcams. Give a brief description and state the advantages and disadvantages of
each.
Meeting options Description Advantages & Disadvantages
face-to-face
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teleconferencing
web-conferencing
using webcams
(a) How is a formal meeting different from an informal or semi-formal meeting? (20 words)
(b) Who determines the rules of a formal meeting? (20 words)
Question 5
An organisation is holding a formal, monthly management meeting to review business
progress and discuss new project proposals. What items are likely to be on the agenda? List
at least eight (8) items.
1.
2.
3.
4.
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5.
6.
7.
8.
Question 6
What information should minutes of a formal meeting contain? List at least six (6) items
1.
2.
3.
4.
5.
6.
Question 7
Describe how group dynamics might negatively affect the conduct and outcomes of a
meeting. Give an example of each of the following, and describe how the chairperson might
address it.
Behaviours Examples How the chairperson might
address it
Conflict
Hindering roles
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Negative group norms
Question 8
How can a chairperson encourage active participation by all members at a meeting? List four
(4) points.
1.
2.
3.
4.
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ASSESSMENT 2: PROJECT
Overview
For this assessment you are to demonstrate that you can plan and manage a meeting. You
must demonstrate that you have the skills and knowledge to:
 Prepare for meetings
 Conduct meetings
 Follow up meetings
You are required to conduct a meeting based on a simulated business scenario. You are to
first plan and prepare for the meeting. You will then practically demonstrate your ability to
chair the same meeting and will then follow up by writing and distributing the minutes and
reviewing the meeting in the form of a report.
You must demonstrate that you can:
 apply conventions and procedures for formal and informal meetings including:
 developing and distributing agendas and papers
 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.
There are three (3) stages to this assessment. You must complete them all. Your assessor
will advise you when each stage is due.
In Stage One, you are to prepare for the meeting. Your trainer will advise you when it is to
take place. In the second stage you will then be required to participate in and chair a section
of the meeting. Your assessor will participate in the meeting as an observer.
The purpose of the meeting is to discuss the issue and develop an action plan.
This assessment is based on the simulated business in Appendix A and the scenario below.
Read the scenario and business information and complete the tasks.
Scenario:
You have been promoted to the position of Manager on the Office Team at Adept Owl
Games Company. Adept Owl is an Australian developer, publisher and distributor of dice,
card and board games for all ages.
The company has just undergone its yearly environmental audit and you have been asked
to organise a meeting with the other managers and staff members to discuss the
outcomes. Despite Adept Owl’s Sustainability Policy, there have been no improvements in
sustainability practices in the last 12 months.
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A summary of the audit findings is:
Area Goal Outcome
Energy To reduce energy bills, including
energy efficiency retrofits, energy
management and optimisation,
demand management, distributed
generation or a combination of
these types of measures
There has been a 4% increase
in energy bills over the last 12
months
Water Reduce water use in the building Average water usage has
remained the same over the last
12 months, both in the shop
floor and the office
Waste Minimise waste, particularly paper Despite a waste reduction
campaign at the beginning of
the year, there is an increased
amount of waste being
produced by the office.
Workers are not recycling,
except for paper.
Clean Air Reduce air pollution in the office and
shop floor
An air quality check found air
pollution from photocopier
fumes and cleaning chemicals.
The air conditioning unit has not
been cleaned in the last year.
Instructions
You are to meet with the other managers to discuss the findings and come up with some
ideas to improve your company’s performance on sustainability.
Lead a discussion with the meeting participants and develop an action plan.
You may discuss the overall sustainability areas or focus on one or two particular areas.
For ideas, you can use the Sustainable Office Checklist provided by Network for business
innovation and sustainability.
http://nbis.org/nbisresources/greening_the_office/green_office_checklist_nbis.pdf
Your task is to organise the meeting of the management team to discuss the report and how
the company will act to remedy the situation related to sustainability. You are to manage the
group to construct the action plan.
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Stage One: Planning and preparing for the meeting
In this stage, you need to plan and prepare for the meeting. You must prepare for and write
documents for the whole meeting. In Stage Two, however, you will be required to chair one
section of the meeting.
You first need to decide who needs to attend. The attendees will be your classmates and
you will need to assign them a role and job title. For the purpose of this assessment, you
should invite about six (6) other people. Get into groups and allocate job roles to each
member who will attend based on the Adept Owl Games Company Organisational Chart.
(You can use their real names for this)
The meeting will be held in the classroom and should go for about three hours. You will be
required to chair the meeting for approximately 30 minutes. Your assessor will observe
you. You are then to review and revised the minutes, and distribute them to the meeting
members for comments.
The purpose of the meeting is to make decisions on how the company can improve its
sustainability. You may discuss the overall sustainability areas or focus on one or two
particular areas. At the end of the meeting, you are to develop an action plan. Each person
is to produce an action plan for the whole meeting.
You will be required to participate in the whole meeting whilst sections are chaired by other
students. You will also take a turn of being a note taker and writing meeting notes and the
minutes for one meeting.
Note: The work completed for this assessment task provides the basis for Stage Two. You
will need to retain a copy of the documents this assessment for use. Ensure you keep an
electronic and/or hard copy of this completed assessment for future use.
Tasks
Part A: Planning the meeting
1. Study the Adept Owl Games Company simulated business information in Appendix A.
Look at the relevant Policies and Procedures, (Appendix B) and in particular, look at the
Sustainability Policy and Meetings Policy and Procedures.
2. Decide who is going to attend. Using the information on the organisational chart in
Appendix A identify which staff members listed on the chart will need to attend your meeting
3. Determine the meeting requirements by completing the Meeting Requirements Form in
Appendix C making sure you select a meeting style and format appropriate to your meeting’s
purpose and participants.
As part of completing this template, ensure that you identify and describe the following as
they apply to your meeting:
(a) organisational requirements
(b) applicable conventions.
4. Now use the Meeting Preparation Action Plan template in Appendix C to:
(a) detail the tasks required to make the meeting arrangements identified in Meeting
Requirements Form in Appendix C and
(b) decide and state who is responsible for completing them.
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Part B: Preparing the documentation
You now need to prepare the required meeting documentation, as per Adept Owl
organisational requirements. The documentation will need to include:
(a) meeting invitation to notify required participants of your meeting, including reason
for chosen format (Appendix C)
(b) meeting agenda (Appendix C)
(c) any required supporting papers
Note: There may be several items on the agenda. However, amongst the items there should
be at least one where you need to do a short presentation (4 -5 minutes) to introduce the
topic, consult with other participants to seek their views and answer questions.
1. Prepare the required meeting papers (at least one) and select an appropriate method to
distribute these to meeting participants.
2. Send out the meeting documentation using the meeting invitation template (Appendix C) -
and papers, as appropriate, to required meeting participants (the individuals in your group as
per their assigned roles).
Assessment Criteria
Your assessor will be assessing you against the criteria in the attached Marking Guide for
this part of the project.
Submission Requirements
You will need to submit the following for this stage
 a completed Meeting Requirements Form
 a completed Meeting Preparation Action Plan
 a meeting invitation –
 a meeting agenda
 at least one meeting paper required for your meeting
ASSESSMENT 2: PROJECT- STAGE ONE MARKING GUIDE
& RESULTS
Student’s name:
Student ID:
Assessor’s name:
Date of assessment:
Unit of competency: BSBADM502 Manage meetings
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Did the student satisfactorily overall: Yes No Comments
Part A: Planning the meeting
Choose a meeting style and structure that is
appropriate for the purpose of the meeting and
which will assist with achieving the goals of the
meeting?
Identify the meeting participants and notify them in
accordance with organisational procedures?
Determine the meeting requirements as required
and complete a Meeting Requirements Form,
including:
 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
Select the documentation for distribution to
participants including:
 pre-reading materials for attendees
documentation requirements for the meeting?
Determine the equipment for the meeting, including
as required:
 video/data projector, microphone,
whiteboard?
 teleconferencing or videoconferencing
requirements and equipment?
Select the menu for the catering within budget ($10
or less per head)?
Identify and interpret organisational requirements
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Did the student satisfactorily overall: Yes No Comments
for conducting meetings in line with the Adept Owl
meetings policy, such as:
 limited meeting durations
 meeting agenda must be documented for
all meetings
 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?
Develop an action plan that details all tasks to be
completed to prepare for the meeting and identifies
who is responsible for completing each task and
when the task is due to be completed by, including:
 catering requirements and delegation or
arrangement ($10 max per head,
CoffeeVille preferred supplier, arranged
within suitable time)
 budget and who is required to manage or
approve spending, approval
 booking of venue and equipment, meeting
space chosen appropriate to meeting
attendees a person responsible for chasing RSVPs?
Part B: Preparing the documentation
Develop a meeting invitation in line with
organisational policy, that details:
 start time
 end time
 date
 location
 RSVP date if applicable
 who is attending
 purpose of meeting
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Did the student satisfactorily overall: Yes No Comments
 overview of agenda
 pre-reading requirements
 travel and accommodation details if
applicable
 teleconference details if applicable?
Develop a meeting agenda, in line with
organisational requirements, including the
company’s meetings policy, and template,
including:
 date, time and location of meeting
 statement of the meeting’s purpose
 welcome
 minutes of the previous meeting
 major agenda items
 general business
 date of next meeting?
Provide relevant papers (at least one) to support
the meeting section?
Feedback to student:
Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory
Is re-assessment required? ☐ Yes ☐ No
Assessor’s signature: Date:
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Student’s signature: Date:
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Stage Two: Conducting and following up the meeting
For this stage you will need to demonstrate the skills and knowledge required to:
 conduct and chair meetings, and
 ensure that the desired outcomes of the meeting are achieved.
You are to manage and chair a section of the meeting that you planned in Project Stage One
for the Adept Owl Games Company. You must chair the meeting for at least half an hour.
Other students will take turns to chair the rest of the meeting.
For your section, you are to introduce yourself and present a 5 minute introduction to the
section you are chairing. You will then lead a discussion on the topic and reach agreement
on the issue.
After the meeting you will need to review the minutes to ensure they are a true and accurate
record of the discussions.
Note: The work completed for this assessment task provides the basis for Stage Three. You
will need to retain a copy of the minutes from this assessment for use. Ensure you keep an
electronic and/or hard copy of this completed assessment for future use.
Tasks
Part A: Preparing before the meeting
1. Review the action plan you developed in Stage One.
2. Ensure that all tasks have been completed in preparation for the meeting you are to chair.
3. Designate a minute-taker. Provide the minute-taker with the meeting minutes template
and brief them on the organisational requirements for taking meeting minutes.
The documentation you will need is a meeting minutes template (refer to Appendix C)
Part B: Chairing the meeting
1. Conduct and chair the section of the meeting in accordance with the meeting agenda you
developed in Stage One.
During the meeting you are required to:
(a) resolve at least one issue using a problem-solving technique
(b) chair the meeting using communication and chairing skills.
2. Collect the minutes from the minute-taker at the end of the meeting.
4. Ask meeting participants to each complete the Meeting Participant Evaluation Form in
Appendix D
Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix E.
Part C: Following up
1. Check the minutes to make sure they are complete and accurate, as well as to ensure
correct spelling, grammar and use of the template in line with organisational requirements.
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2. Make corrections to the minutes as required.
3. Distribute the meeting minutes to meeting participants in line with organisational
requirements, along with any follow-up documentation required by the meeting outcomes.
4. Submit the required documents for assessment as per the specifications below. Be sure
to keep a copy for your records.
5. File meeting documentation logically according to organisation meeting policies.
Assessment Criteria
Your assessor will be assessing you against the criteria in the attached Marking Guide for
this part of the project.
Submission Requirements
You will need to submit the following for this stage:
 a completed Meeting Participant Evaluation Form (Appendix D) for each participant
 a completed Minute-taker Evaluation Form (Appendix E)
 the minutes as completed by the minute-taker – refer Part B
 the corrected minutes – refer Part C
 a copy of the communication you sent to distribute the meeting minutes and any
follow-up documentation required by the outcomes of the meeting – refer Part C.
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PARTICIPANT ROLES
As a meeting participant you will play the role of one of the staff members at Adept Owl. Your
role will be allocated by the Chairperson (You can keep your own name though!). You are
expected to join in the discussions about the topic. The aim of the meeting is to discuss
ideas to improve Adept Owl’s sustainability performance. Following the meeting you will be
asked to fill out a feedback sheet on the Chairperson’s ability to conduct the meeting.
You will swap roles with other participants so that each person gets a chance to chair a
meeting or a section of the meeting. You need to chair for approximately half an hour. Your
assessor will participate as an observer and will assess you on your chairing and
communication skills.
Read the instructions, the scenario and Adept Owl’s documentation before the meeting. Your
assessor will advise you when it is to take place.
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ASSESSMENT 2: STAGE TWO - MARKING GUIDE &
RESULTS
Student’s name:
Student ID
Assessor’s name:
Date of observation:
Unit of competency: BSBADM502 Manage meetings
Did the student satisfactorily: Yes No Comments
Part A: Preparing before the meeting
Prepare by reviewing the action plan, agenda and
meeting notes?
Ensure that all tasks have been completed in
preparation for the meeting?
Designate and a minute-taker, provide him/her with
the meeting minutes template?
Brief the minute taker on method for taking notes?
Part B: Chairing the meeting
Chair the meeting in accordance with:
 the agenda
 the purpose of the meeting
 the style of meeting agreed on
 the organisation’s meeting conventions?
Communicate a clear understanding of the meeting
purpose?
Conduct a short oral presentation (approx. 5
minutes) to introduce the key topic to provide
adequate information to initiate the discussion?
Encourage discussion in an appropriate manner to
facilitate outcomes in line with the meeting’s
purpose and ensure all participants were involved
in the meeting?
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Summarise discussions and decisions
progressively and at the end of each discussion?
Control the meeting, ensuring people stay
focussed and outcomes were achieved within
allotted timeframes, including allowing times for
breaks?
Use communication skills to encourage
participation of all participants including:
 Ask questions and listen to responses to
clarify understanding
 answer questions
 listen to participants
 incorporate and encourage feedback?
Manage and work with the group to achieve the
desired outcomes and to construct an action plan?
Ensure that decisions were made fairly and
ethically?
Resolve at least one issue using a problem-solving
technique?
Take notes as appropriate?
Commence and conclude the meeting section on
time?
Collect written feedback from participants and
minute taker (participant Evaluation Form and
Minute taker Evaluation Form)?
Part C: Following up
Check the minutes to make sure they are complete
and accurate, as well as to ensure correct spelling,
grammar and use of the template in line with
organisational requirements?
Make corrections to the minutes as required?
Distribute the meeting minutes to meeting
participants in line with organisational
requirements, along with any follow-up
documentation required by the meeting outcomes?
File meeting documentation logically according to
organisation meeting policies?
Feedback to student:
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Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory
Is re-assessment required? ☐ Yes ☐ No
Assessor’s signature: Date:
Student’s signature: Date:
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Stage Three: Report on the meeting
In this stage you will need to demonstrate the knowledge and decisions you applied to:
 plan
 prepare
 conduct and
 follow up the meeting you planned and conducted in Stages One and Two.
You are now required to prepare a report for the other managers detailing the outcomes of
the meeting.
Tasks
1. Write a written reflection on how you: planned, prepared, conducted and followed up on
your meeting.
The report should be 800 – 1000 words in length. Your report should:
 Be organised under relevant headings to make it easy to read.
 Start with a brief Introduction in which you give an overview of the purpose of the
meeting.
 End with a Conclusion in which you summarise how you think the meeting went.
Your report should discuss the following:
(a) Planning and Preparing for the meeting:
I. Who you invited to your meeting, why you decided they were required to attend
and how you reached that conclusion.
II. The style and structure you chose for your invitation and why.
III. What conventions you decided were appropriate for your meeting; and what
organisational and legislative requirements you needed to follow.
IV. What budgetary considerations you made and how they affected the planning
and conducting of your meeting.
V. The meeting papers you chose to prepare and the distribution method you used
to provide those papers to participants and why these were appropriate.
VI. Your approach to developing your action plan, including how you decided who
should be responsible for which tasks and timeframes for task completion.
VII. The implementation of your action plan; if all required tasks were completed, if
they were completed by the person responsible, if they were completed on time
and, if not, what you did to make sure they were done.
(b) Conducting and following up the meeting:
I. At least one problem that had to be solved during your meeting, the problem-
solving technique you used and why, and how this technique assisted you in
solving the problem.
II. Your key responsibilities as chairperson for conducting the meeting.
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III. How you would assess your performance in chairing the meeting (i.e. were you
an effective chairperson or are improvements needed?); how well your meeting
participants worked together and what group dynamics you needed to manage.
IV. The desired outcomes of your meeting, if you achieved them, and the strategies
you used to facilitate the outcome. If outcomes were not achieved, or not
achieved to satisfactory standards, what you could do to improve in facilitating
outcomes.
V. The strategies you used to review the meeting minutes to ensure the information
presented a true and accurate record of the discussions that occurred during the
meeting. If the minutes were a complete and accurate reflection of the
discussions and what, if any, adjustments you made.
VI. The method in which you distributed these meeting minutes and why; where and
how they should be stored; if any follow-up documentation was required and, if
so, how this documentation was or will be distributed.
2. Check your report to ensure that you have correct punctuation, spelling and grammar
3. Submit the report for assessment as per the specifications below. Be sure to keep a copy
for your records. The report should be between 800 and1000 words.
Assessment Criteria
Your assessor will be assessing you against the criteria in the attached Marking Guide for
this part of the project.
Submission Requirements
You will need to submit the following for this stage:
 Report (800 – 1000 words).
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ASSESSMENT 2: STAGE THREE - MARKING GUIDE &
RESULTS
Student’s name:
Student ID
Assessor’s name:
Date of observation:
Unit of competency: BSBADM502 Manage meetings
Did the student satisfactorily: Yes No Comments
Identify who they decided was required to attend
their meeting and how they reached that
conclusion?
Describe how they determined an appropriate
style, structure and appropriate meeting
conventions for their meeting’s purpose?
Identify decisions they made regarding meeting
papers?
Describe the approach they took in developing an
action plan?
Describe any problem-solving activities they
undertook in their meeting to address at least one
problem during the meeting?
Describe their responsibilities as chairperson, for
example:
 delegating a minute-taker
 facilitating discussion
 maintaining a constructive and professional
conduct
 keeping discussion on track in accordance
with agenda
 keeping the meeting to time
 encouraging input from all participants
 coordinating consensus for problem-solving
and decision-making
 managing group dynamics?
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Describe how they would assess their own
performance in chairing the meeting?
Describe the desired outcomes of their meeting
and the strategies used to achieve them?
Describe their process for checking the minutes for
accuracy?
Demonstrate an ability to determine appropriate
strategies for distributing and storing meeting
minutes, for example?
 in accordance with Adept Owl policies and
procedures
 using file-naming and file location protocols
 access requirements
 storage space
 confidentiality and security requirements?
Identify any follow-up documentation required and,
if so, when and how this documentation should be
distributed, for example:
 identified the Adept Owl meeting policies and
procedures around distribution requirements
 if required follow-up documentation is too
large or numerous to distribute via email,
student identified alternative method of
distribution?
Produce a report that:
 meets the specified word count
 is complete and accurate,
 is free from spelling, grammar and
punctuation errors
 uses an appropriate, business report format?
Feedback to student:
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Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory
Is re-assessment required? ☐ Yes ☐ No
Assessor’s signature: Date:
Appendix A – Business Scenario
Adept Owl is an Australian developer, publisher and distributor of dice, card and board
games for all ages.
The company has just undergone its yearly environmental audit and is required to discuss
the outcomes and determine actions to improve the company’s sustainability.
Despite the aim in the Business Plan to operate sustainably, the company has not met its
goals and now needs to undertake actions to implement the plan
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Adept Owl Business Plan (excerpt)
From Adept Owl business plan FY 2012–2013
Mission
● Adept Owl aims to produce high-quality, entertaining
board, card and puzzle games for the enjoyment of all
ages.
Vision
● To establish, within five years, the reputation of Adept Owl as one of the
finest, most innovative and entertaining board game developers in
Australia.
Values
● customer focus
● actively encourage excellence, innovation and continuous improvement
● work collaboratively and consultatively with integrity, professionalism and
teamwork
● recognise the diversity and expertise of Adept Owl employees
● sustainable manufacturing practices.
Strategic directions
The strategic context in which Adept Owl will achieve its mission and vision is
through:
● engaging with customers
● developing and improving products and production
● supporting innovative thinking, management and leadership skills
● creating a high-performing organisation
● ensuring sustainable materials and processes are used in manufacture and
distribution.
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Adept Owl Organisational Chart
Student Assessment Guide v 1 June 2019 Page 33 of 57
CEO
Tim Davies
General
Manager of
Operations
Ruth Crabbe
Office
Administrator
Tesfaye
Tessema
IT Officer
Aban Rezek
Administration
team
Personal
Assistant to
GM of Ops
Shannon Grant
Product
Development
Manager
Gareth Singh
Product
Development
Officer
Sarah Callis
Product
Development
Officer
Lee Zigomaris
Distribution
Manager
Jack Macquarie
Distribution
team
Manufacturing
Manager
Peter McKenzie
Manufacturing
team
Sales
Manager
Jonathan
Redmond
Sales
team
Finance
Manager
Frank Goudie
Human
Resources
Manager
Bae Ahn-Bartle
Personal
Assistant to
CEO
Jayne Dashiell

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Student Assessment Guide v 1 June 2019 Page 34 of 57

Appendix B – Adept Owl Policies and Procedures
Office Equipment use Policy and Procedures
Policy
Adept Owl provides staff with access to high quality office equipment in order to
complete work tasks to a professional standard.
Adept Owl is committed to maintaining the confidentiality of its customers and
employees. All documents relating to staff, suppliers and retailers will be shredded
before removing to secure bins.
Procedures
All staff will comply with the following procedures in the use of office equipment.
Photocopier and printers
All staff must:
● attend a training session in the correct use and basic maintenance of the
photocopier
● operate the photocopier in accordance with the manufacturer’s guidelines
● comply with copyright legislation
● check that the machine is working properly and clear any paper jams
● check that there is adequate toner and paper available and inform the Office
Administrator if stocks are low
● report any faults to your manager or the Office Administrator if you cannot
easily resolve them yourself
● note that high-volume printing (500+ copies) should not be printed on Adept
Owl printers but should be completed using Adept Owl’s preferred printing
supplier, Pixel Precision
● implement the company’s policy on consumables conservation wherever
possible.
Binder and laminator
All staff must:
● attend a training session in the correct use of the binding and laminating
machine
● use the binding and laminating machines only for the formal presentation of
Adept Owl documents or as directed by your manager
● check that the contents of documents are in the correct order and meet
professional standards before binding
● operate the binder and laminator in accordance with the manufacturer’s
guidelines

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● ensure binding and laminating machines are turned off after use
● report any faults to your manager or the Office Administrator if you cannot
easily resolve them yourself.
Shredder
All staff must:
● attend a training session in the correct use of the shredder machine
● use the shredder for the destruction of confidential documents or parts of
documents which contain sensitive personal or confidential information relating
to Adept Owl’s customers, employees, suppliers and franchisees
● operate the shredder in accordance with the manufacturer’s guidelines
● remove all paper clips and staples before shredding documents
● empty shredded material into recycling bins as necessary
● ensure that confidential documents approved for shredding are shredded before
placing them in recycling bins
● ensure shredder machine is turned off after use
● report any faults to your manager or the Office Administrator if you cannot
easily resolve them yourself.
Telephones
All staff must:
● attend a training session in the correct use and functions of the telephone
system
● when making and receiving calls, remember as a representative of Adept Owl to
ensure professional conduct at all times; be polite, courteous and clear
● use the options provided by the system efficiently (e.g. call forwarding,
voicemail, hold)
● refer to the user manual supplied by the service provider
● avoid use for personal calls
● consider the need for long distance calls – use other modes of communication
instead (email, etc.), if appropriate
● seek approval from your manager prior to making any international calls
● report any faults to your manager or the Office Administrator if you cannot
easily resolve them yourself.
Fax machine
All staff must:
● attend a training session in the correct use and functions of the fax machine
● operate the fax machine in accordance with the manufacturer’s guidelines
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● complete a fax transmittal sheet and attach to all sent documents
● check supply of fax transmittal sheets for all outgoing faxes and plain paper for
all incoming faxes and inform the Office Administrator if stocks are low
● check the fax machine for incoming faxes and distribute these immediately
● load the fax machine with paper and leave on at night to receive any incoming
out of hours transmissions
● keep the area around the fax machine uncluttered
● report any faults to your manager or the Office Administrator if you cannot
easily resolve them yourself.
Stationery and Consumables Policy and
Procedures
Policy
This policy relates to the purchase and replacement of consumables and general
stationery.
Note that some pieces of equipment require special training or an external technician
for the installation of replacement consumables.
Procedures
Purchase
● As a general rule, all purchases must be approved by the department manager
and processed by the Office Administrator.
● A nominated person in each department will check paper supplies and other
general stationery weekly, to ensure stock levels are adequate
● All staff members are to implement Adept Owl’s policy on conservation and use
paper and other consumables efficiently.
Replacement of consumables
● All staff members are responsible for the replacement of paper in photocopier,
fax machine, etc. for their own use.
● All staff members are to ensure that they remove special paper (coloured paper,
letterhead, etc.) from the photocopier once they are done and return to supply
cupboard.
● Photocopier and printer toner is to be replaced by trained personnel only. Staff
members that have not been trained by the Office Administrator to replace toner
cartridge are not to attempt it.
● Photocopier drum cartridges are only to be replaced by the Xerox technician.
Replacement by someone not authorised by Xerox will void our warranty.
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● Notify the Office Administrator as soon as the ‘Drum cartridge is running low’
message appears and they will arrange for a technician to attend as soon as
practicable.
Maintenance/servicing
● Regular servicing of equipment is to be booked and recorded in the equipment
service log by the Office Administrator.
● All equipment is to be serviced according to the manufacturers’ warranty and, at
a minimum, once per year.
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Record Keeping Policy and Procedures
Records should be stored securely, being careful to protect privacy, business and
personal confidentiality, and maintaining records as required by applicable laws.
● Create a personal subfolder within the server (using your name as the subfolder
name) to hold your day-to-day working files.
○ Do not store company data on your computer unless absolutely necessary.
Company data should be stored in the appropriate server drive. Unlike the
servers which are backed up automatically, data on your own computer is
not backed up and your work may be lost if you experience a system crash.
○ If you use a laptop and require access to files offsite, you will be set up with
offline files allowing remote access to server files away from the office.
● ‘Move’ completed files to the appropriate folder in your department.
● Filenames:
○ Speak to your Manager regarding the filenaming conventions used in your
Department
○ For ease of operator identification, add your initials to the end of each
filename. For example, JulyConf-mq.doc (document about July Conference,
keyed in by Mary Quinlan)
● Back-ups:
○ Back-up copies of all electronic files on the server are made twice weekly.
○ If you spend an extended time away from the office network using a laptop,
it is your responsibility to ensure local copies of company files are backed
up.
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Meetings Policy and Procedures
Policy
This meetings policy and the procedures below establish guidelines for the expected
procedures and conduct expected by Adept Owl staff when conducting and
participating in meetings.
All staff members have the responsibility conduct themselves in a professional,
ethical and lawful manner, as outlined in the Adept Owl Code of Conduct. Such
conduct is expected at both internal and external meetings.
Procedures
Planning meetings
Staff who are planning meetings are responsible for ensuring that:
● a chairperson has been designated
● a meeting invitation is sent to all required participants in an appropriate format
and a timely fashion:
○ generally via email
○ at least 24 hours prior for standard meetings, at least one week prior
where training or extensive preparation is required
● the meeting space is to be booked and confirmed at the earliest opportunity:
○ meeting room 1: fits up to 5 people
○ meeting room 2: fits up to 10 people
○ board room: fits up to 30 people
● AV or teleconferencing equipment is to be booked at the time of booking the
meeting space, and collected:
○ no earlier than 24 hours prior to the meeting
○ no later than an hour prior to the meeting
○ if being conducted off-site, make sure arrangements have been made well
in advance so as to not inconvenience other staff who may require the
equipment
● a meeting agenda is prepared and distributed to participants prior to the
meeting, using the Adept Owl Meeting Agenda template
● meeting minutes are to be taken, using the Adept Owl Meeting Minutes
template
● meeting duration is limited to an appropriate time for the purpose, generally 30
minutes to an hour
● meeting budgets for catering are to be limited to $10 per head. See
procurement policy for details of preferred catering supplier and menu.
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Conducting/chairing meetings
The chairperson is responsible for ensuring these conventions for conducting
meetings are followed, where applicable:
● meetings must start and finish on time
● the purpose and goals of the meeting are clear to all participants
● the agenda is followed and items are presented by the assigned speaker and
within the allocated duration for discussion
● all participants are encouraged to provide input in the discussions, as
appropriate
● discussions are restricted to agenda items only
● discussions are conducted in a constructive and professional manner
● one person is to speak at a time
● time limit on speakers is adhered to, as per meeting agenda
● participants have the authority to make decisions
● conflict of interest provisions are followed
● consensus is required for all decisions
● the chairperson has casting vote
● voting is conducted appropriately.
Attending meetings
All staff who are attending meetings are responsible for ensuring that:
● they arrive on time
● their mobile phone is switched off
● they behave professionally and appropriately, as per Adept Owl Code of Conduct
● they participate actively, constructively and respectfully in meeting discussions
to achieve meeting aims.
Following up meetings
All staff who are following up meetings (generally the meeting planner or chair) are
responsible for ensuring that:
● The agenda filename includes the meeting type and date (e.g. ‘Agenda-
StaffMeeting-22052015.docx’), and is stored in the ‘Meeting Agendas’ folder on
the Administration server:
Administration > Internal > Staff Meetings > Meeting Agendas
● The meeting minutes filename includes the meeting type and date (e.g.
‘Minutes-StaffMeeting-22052015.docx’), and is stored in the ‘Meeting Minutes’
folder on the Administration server:
Administration > Internal > Staff Meetings > Meeting Minutes
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● Sending an email to all participants advising them:
○ that the minutes are now available and providing a filepath to the
document on the server
○ advising them of the date of any required follow-up meetings and who will
be responsible for coordinating that meeting
○ attaching any additional documents that are required by outcomes of the
meeting.
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Student/Assessor Assessment Guide v 1 May 2019 Page 43 of 57
CoffeeVille
Catering Menu
Breakfast, lunch, snacks and drinks – we've got you covered!
Our menu changes seasonally.
Where possible, we source local, organic products.
Breakfast
Bacon and egg roll $5
A range of freshly baked muffins* $4
Lunch
A range of fresh focaccias made daily $9–10
A range of salads* $8–$10
Snacks
A selection of cakes, pastries and biscuits* $4–7
Drinks
Espresso coffee, leaf teas, hot chocolate $3–4
Milk shakes and iced coffee $5
Bottled drinks $3–4
* Gluten-free, vegetarian and vegan options available
Catering orders must be received no later than 24 hours prior
to event.
Catering orders for more than 30 people must be received one
week prior to event.
CoffeeVille
3216 Collins Street
Melbourne Vic 3000
P: 03 1234 5678

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Adept Owl Sustainability Policy
Adept Owl takes its commitment to the sustainable and socially responsible use of
resources seriously.
Sustainability principles
Adept Owl adheres to the following six sustainability principles:
1. Taking action now to reduce environmental risk
Consider the risk to the environment as part of risk management at Adept Owl.
Take action immediately to reduce environmental risk as you would with any other
risk such as health and safety or financial risk.
2. Intergenerational fairness
Consider whether the actions of Adept Owl deplete or use up resources that could be
used by later generations. Is your business or workplace activity fair to people who
will live tomorrow as well as those who live today?
Ensure the next generation is fairly treated by Adept Owl!
Sustainable use of natural resources
Consider whether Adept Owl uses natural resources at the rate they are naturally
replenished. If not, how will Adept Owl compensate for unsustainable use? Compare
like businesses to Adept Owl.
Does Adept Owl use resources more sustainably than all other comparable
businesses?
Maintenance of biological diversity
Consider how Adept Owl contributes to or diminishes the variety of life on the planet.
Biological diversity is important for maintaining ecosystems that contribute to the
overall health of the planet.
What ecosystems are disturbed by the location of the manufacturing plant and
associated car park? How can this be prevented or offset?
What ecosystems are disturbed by production and distribution of purchased
products? How can this be prevented or offset?
Enhanced economic and social wellbeing
Consider how Adept Owl attributes value or cost to business activity. Is wastage
considered (and calculated) as a cost to the environment (which has to be paid by
someone), or only as a cost in relation to the narrower financial interests of the
business (only the cost of disposal)?
Consider how Adept Owl’s use of resources contributes to social wellbeing. Are
people in your community better-off or happier as a result of Adept Owl business
activities?
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Ensure the community is better off because of Adept Owl!
Strengthened community
Consider how Adept Owl’s use of resources contributes to community. Are people in
your community more connected with their community as a result of Adept Owl’s
business activities?
Ensure the community is stronger and more cohesive because of Adept Owl!
Waste management
The waste hierarchy is an effective approach to waste management which should be
applied by all employees of Adept Owl with direct or indirect responsibility for waste
management. The diagram below demonstrates the stages:
Yearly environmental audit
An environmental audit should be performed yearly. General operations and
administration staff should use the Sustainable Office Checklist provided by Network
for business innovation and sustainability.
http://nbis.org/nbisresources/greening_the_office/green_office_checklist_nbis.pdf
Student/Assessor Assessment Guide v 1 May 2019 Page 45 of 57
avoid purchasing items
with excess packaging
use electronic document
storage rather than
printing copies of
documents
Avoidance and minimisation
reuse packaging that
supplies arrive in
refil printer cartridges
use blank sides of printed
paper
Reuse
paper, cardboard
glass, aluminium cans
printer cartridges
office furniture
computer equipment
Recycle
recycle materials into base component
parts
Recovery
should be the last resort
Dis
pos
al

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Appendix C – Business Document Templates
Meeting Requirements Form
Chairperson
Department
Meeting name
Meeting details
Date Time
Location Budget
Meeting format
Purpose
Agenda
Participants Internal External
Speakers
Seating arrangements
Video or teleconference
requirements
Supporting materials
Pre-reading
Meeting documentation
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Equipment
requirements
Hospitality requirements
Catering requirements
Accommodation
requirements
Other requirements
Special needs of
attendees
Other organisational
requirements for
conducting meetings
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Applicable conventions
for conducting meetings
Legal and ethical
requirements for
conducting meetings
Other specific
requirements
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Meeting preparation action plan
Meeting name:
Meeting date:
Chairperson/host:
Action required By whom By when
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Internal Meeting Invitation
To: <Name/s>
From: <Name>
Cc: <Name/s>
Date: <Date invitation sent>
Subject: <Summary of meeting content>
<Content of meeting>
Attachments:
<1.>
<2.>
<3.>
Page X of Y
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Meeting Agenda Template
Meeting agenda
DATE: MEETING
TITLE:
TIME: ATTENDEES:
LOCATION:
CHAIR:
MINUTE-TAKER:
DIAL-IN
INFORMATION:
Meeting preparation
PLEASE READ:
PLEASE BRING:
Meeting structure
ITEM TOPIC PRESENTER DURATION
1 Open meeting Chair
2 Objective of meeting Chair
3 Apologies Chair
4 Approve minutes of previous meeting Chair
5 Action from previous meeting Chair
1
2
6 Agenda items
1
2
3
4
7 Any other business Interested parties
8 Arrange next meeting Chair
9 Close meeting Chair
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Meeting Minutes Template
Meeting minutes
DATE: MEETING
TITLE:
TIME: ATTENDEES:
LOCATION:
CHAIR:
MINUTE-
TAKER:
Opening of meeting
OBJECTIVE OF
MEETING:
APOLOGIES:
APPROVE
MINUTES OF
PREVIOUS
MEETING
Actions from previous meeting
ITE
M
TOPIC RESPONSIBLE DUE
DATE
1
2
Items
ITEM TOPIC PRESENTER DURATION
1
2
3
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4
5
Any other business
TOPIC RAISED
BY
ACTION
Next meeting
DATE: ATTENDEES:
TIME:
LOCATION:
CHAIR:
MINUTE-
TAKER:
Close of meeting
TIME:
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Appendix D – Meeting Participant Evaluation Form
Student name
Strongly
Agree
Agree
Neutral
Disagree
Strongly
Disagree
The meeting started on time.
The meeting purpose was clear.
The chairperson kept discussions focused on achieving
the purpose of the meeting.
The chairperson maintained control of the meeting
throughout the duration.
The chairperson ensured all participants were involved in
discussions.
The chairperson facilitated the problem-solving activity to
resolve any issues.
The chairperson facilitated decision-making to ensure
required decisions were made.
The meeting followed the agenda.
The desired outcome for the meeting was achieved.
The meeting concluded on time.
General feedback regarding the way in which the meeting was conducted:
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Appendix E – Minute taker evaluation form
Student name
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The chairperson clearly explained the meeting purpose
and the expected outcomes.
I was provided with a list of the attendees and their roles
prior to the meeting.
I was provided a copy of a minute template to use to
record the meeting discussions.
The chairperson explained any organisational
requirements/conventions for recording the meeting
minutes.
The chairperson explained the required method for
recording meeting notes and their expectations with
regards to the level of detail of information recorded.
I was provided with examples of previous minutes to
assist me with understanding what was required.
It was clear to me what was expected.
General feedback regarding the information you were provided regarding taking minutes for the
meeting:
Date of meeting:
Signature of minute taker:
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