BSBADM502 Manage Meetings Learner Workbook

This learner workbook provides a comprehensive guide to managing meetings effectively. It covers all aspects of meeting preparation, conduct, and follow-up, including setting agendas, chairing meetings, facilitating discussion, taking minutes, and reporting outcomes. The workbook includes a variety of activities and exercises to help learners develop their meeting management skills. It is designed to be used in conjunction with a training course or as a self-study resource.

BSBADM502
Manage Meetings
Learner Workbook

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Table of Contents
Candidate Details.....................................................................................................................3
Assessment – BSBADM502: Manage meetings................................................................3
Competency Record to be completed by Assessor.............................................................4
Activities....................................................................................................................................6
Activity 1A.........................................................................................................................6
Activity 1B..........................................................................................................................8
Activity 1C..........................................................................................................................9
Activity 1D.......................................................................................................................10
Activity 1E........................................................................................................................11
Activity 2A.......................................................................................................................12
Activity 2B........................................................................................................................13
Activity 2C........................................................................................................................14
Activity 2D.......................................................................................................................15
Activity 3A.......................................................................................................................16
Activity 3B........................................................................................................................17
Activity 3C........................................................................................................................18
Skills and Knowledge Activity.........................................................................................19
MajorActivity....................................................................................................................20

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Candidate Details
Assessment – BSBADM502: Manage meetings
Please complete the following activities and hand in to your trainer for marking. This forms
part of your assessment for BSBADM502: Manage meetings.
Name: _____________________________________________________________
Address: _____________________________________________________________
_____________________________________________________________
Email: _____________________________________________________________
Employer: _____________________________________________________________
Declaration
I declare that no part of this assessment has been copied from another person’s work with the
exception of where I have listed or referenced documents or work and that no part of this
assessment has been written for me by another person.
Signed:
____________________________________________________________
Date: ____________________________________________________________
If activities have been completed as part of a small group or in pairs, details of the
learners involved should be provided below;
This activity workbook has been completed by the following persons and we acknowledge
that it was a fair team effort where everyone contributed equally to the work completed.We
declare that no part of this assessment has been copied from another person’s work with the
exception of where we have listed or referenced documents or work and that no part of this
assessment has been written for us by another person.
Learner 1: ____________________________________________________________

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Signed:
____________________________________________________________
Learner 2: ____________________________________________________________
Signed:
____________________________________________________________
Learner 3: ____________________________________________________________
Signed:
____________________________________________________________

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Competency Record to be completed by Assessor
Learner Name:
_______________________________________________________
Date of Assessment: _______________________________________________________
The learner has been assessed as competent in the elements and performance criteria and the
evidence has been presented as;
Assessor Initials
Authentic
Valid
Reliable
Current
Sufficient
The learner is deemed: COMPETENT NOT YET
COMPETENT(Please circle)
If not yet competent, date for re-assessment:
____________________________________
Comments from Trainer / Assessor:

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___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________
Assessor Signature:
________________________________________________________

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Observation/Demonstration
Throughout this unit, you will be expected to show your competency of the elements through
observations or demonstrations. Your instructor will have a list of demonstrations you must
complete or tasks to be observed. The observations and demonstrations will be completed as
well as the activities found in this workbook. An explanation of demonstrations and
observations:
Demonstration is off-the-job
A demonstration will require:
 Performing a skill or task that is asked of you
 Undertaking a simulation exercise
Observation is on-the-job
The observation will usually require:
 Performing a work based skill or task
 Interaction with colleagues and/or customers
Your instructor will inform you of which one of the above they would like you to do. The
demonstration/observation will cover one of the unit’s elements.
The observation/demonstration will take place either in the workplace or the training
environment, depending on the task to be undertaken and whether it is an observation or
demonstration. Your instructor will ensure you are provided with the correct equipment
and/or materials to complete the task. They will also inform you of how long you have to
complete the task.
You should demonstrate that you can:
1. Prepare for meetings
2. Conduct meetings

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3. Follow up meetings
You should also demonstrate your:
 Reading
 Writing
 Oral Communication
 Numeracy
 Navigate the world of work
 Interact with others
 Get the work done

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Activities
Activity1A
Estimated
Time
25 Minutes
Objective To provide you with an opportunity to develop agenda in line with
stated meeting purpose.
Activity
Group/Pair
Activity
In pairs or in groups, discuss the following questions;
Why do you have meetings in your work area?
Meetings are very important in the workplace and also an effective way of
sharing thoughts and information, learning each other skills and knowledge,
discuss important decisions etc.
The meeting also serves the purpose of ensuring the employees that there so
many issues and things are going on in the organization which should be
effectively taken into consideration. Hence Conducting meetings at regular
intervals of time is an effective way to be in touch with the staff.
Regular meetings are also helpful in the development of the attractive
strategies and systematic decision-making process (Crane & Matten, 2016).
Using the four broad objectives, for a meeting that you have attended,
explain whether the meeting succeeded in its aims or not.
The major objectives for which meeting was conducted are stated as under:

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Performance improvement meeting: The meeting was conducted to review
the performance of the employees but due to the absence of some of the
employees, the meetings turned out to be of no use.
Strategic meeting: The meeting was conducted to discuss the strategies,
plans, and procedures for the accomplishment of the goals and objectives.
Decision-making meeting: In this meeting, decisions were implemented
regarding important decisions such as production, finance, HR etc.
Team building meeting: The objective of this meeting is to build strong
teams in the organization in the entire department (Fineman, 2017).
Have you ever gone to a meeting that has or heard of a meeting that has
failed? Give a few reasons why and explain what should have been done
during the meeting?
Yes, there are many meetings I have heard of that failed due to a number of
reasons. One of such meeting is decision-making meeting where the
meeting did not reach the final decision due to differences in the opinions
and perceptions of the different members. The participants had their
different set of opinions and perspectives.
What is the difference between a formal and informal group?

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When the relation among the members or groups is professional in nature,
then it is termed as a formal group while when the members and groups share
personal relationships with each other, the group is said to be informal.
Formal groups attend the meetings and present their issues while on the other
hand informal groups personally solve their issues and grievances with each
other (Prasad, 2017).
Use forming, storming, norming and performing to explain a meeting
that you attended and how the group was formed for the meeting
The Tuckman model laid emphasis on the process and work of the team's
starting from their formation and ends with liquidation.
Forming: At the stage, the team forms and develops and the team members
are assigned their respective roles and responsibilities.
Storming: At this stage, team members share their views and thoughts with
each other and start working towards the accomplishment of the common
goals and objectives.
Norming: Trust and respect among the team members develop at this stage
with mutual cooperation and coordination.
Performing: At this stage, with the mutual understanding of the team
members, decisions are implemented in the teams,
The group was formed for the completion of the pre-determined goals and

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objectives where the mutual benefit of all the team members involved.
Activity1B
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to ensure style and structure of
meeting are appropriate to its purpose.
Activity
Group/Pair
Activity
In pairs or groups, discuss the following questions;
Using steps 1-6 explain the steps needed to prepare a meeting covered in
1.1 to 1.5)
The steps are:
 Identification of the purpose of the team.
 Formation of agenda along with the list of the participants. Roles
should be designed in accordance with the skills and capabilities of
the participants.
 Invites and agendas should be sent to the respective stakeholders. The
agenda must clear the aims and objectives of the meeting.
 Verification of the activities which are going to be discussed in the
meeting.
 Prepare for the final meeting.

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What type of meetings have you attended?
I have attended different types of meetings which are highlighted as under:
 Decision-making meeting
 Team building meeting
 Strategic meeting
 Performance improvement meeting

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Activity1C
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to identify meeting participants
and notify them in accordance with organisational procedures.
Activity Individually or in pairs, complete the following;
What is the best way in which to notify participants of a meeting in your
workplace? Why?
Emails are the best way to invite the participants to the meeting at the
workplace. This is an effective process as it is a less time-consuming
method in the fast-growing era and also at the same time, this method is also
a professional way of informing the participants about the meeting.

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Activity1D
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to confirm meeting arrangements in
accordance with requirements of the meeting.
Activity Individually or in pairs, complete the following;
You receive an email to attend a meeting? What should you do?
Whenever I receive a mail for the meeting, I respond it as per my working
schedules. If I can be able to attend the meeting, I simply accept the
invitation by sending the acceptance message to the mail. In case, due to
busy working schedule, I cannot be able to attend the meeting, I send
decline message to the mail received.
What costs would you need to consider for an informal meeting in your
workplace? Would they vary if the meeting was formal?
The cost of the informal meeting is comparatively lesser than that of the
formal meetings. Yes, the cost would be definitely different if the meeting is
conducted informal way. Meeting of informal types often calls immediately
rather than pre-planning (Welsh, et. al., 2014).
What are the standard documents that you need to bring to your
meetings?

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 Meeting agenda
 Last meeting minutes
 The annual budget, reports, and documents
 Financial report
 Compliance Report

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Activity1E
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to despatch meeting papers to
participants within designated timelines.
Activity Individually or in pairs, complete the following;
When you develop a timeline, what may you need to consider when you
set up a meeting?
Meeting timeline is developed one or two months of the meeting that
encloses the activities of the meeting.
 Development of meeting agenda.
 A delegation of tasks to the members.
 Marketing and communication materials.
 Invitation to the participants.
 Lists of participants.
These are the essentials which should be taken consideration while
developing the timeline of the meeting.

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Activity2A
Estimated
Time
20 Minutes
Objective To provide you with an opportunity to chair meetings in accordance
with organisational requirements, agreed conventions for the type of
meeting and legal and ethical requirements.
Activity
Group/Pair
Activity
In pairs or in groups, discuss the following questions;
What leadership skills should a chair have?
The meeting chairperson should possess the leadership skills in order to
handle the meeting with greater ease and flexibility. The chairperson should
have effective listening skills, communication skills, and decision-making
skills. Also, he should be able to suggest and advice to the team members
regarding the subject of the meeting (Willey, 2018).
In your own words, explain what you believe a good meeting is.
A good meeting is the one that has clear agenda with specific aims and
objectives. All the participants are available along with their reports and
documents. Also, a good meeting should be completed on the estimated time
along with the implementation of a sound decision and conclusion. The
meeting objectives must be achieved in the good meeting with any
complications (Allan, 2016).

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List the role of a chair.
The major role of the chairperson in the meeting is stated as under:
 To ensure that the meeting is going smoothly.
 To support and guide the team members.
 To represent the organization as a whole.
 To reach the final decision by analysing the views and perspectives of
the team members.
What is the difference between a good chair and a bad chair?
A good chairperson is always clear on his points and perspectives while a bad
chair keeps on changing his perspectives. No partiality has exercised by the
good chair while on the other hand; bad chairperson promotes and favours
favourites.
A good chair listens to all and then implements the decision while the bad
chairperson implements the decision without seeking suggestions and advises
from the members (Williams, 2016).

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Activity2B
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to conduct meetings to ensure they
are focused, time efficient and achieve the required outcomes.
Activity In pairs or in groups, discuss the following questions;
What do you believe an effective agenda is?
An effective agenda must state the clear goals and objectives of the meeting
along with the documentation which is required by the team members to
bring to the meeting. The time of the meeting should be clearly depicted in
the agenda. If the objectives are not clear at the meeting, there is no use of
the meeting and also the interest of the meeting members affects.

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Activity2C
Estimated
Time
25 Minutes
Objective To provide you with an opportunity to ensure meeting facilitation
enables participation, discussion, problem-solving and resolution of
issues.
Activity Individually or in pairs, complete the following;
What questions can you use to stimulate discussion?Give an example of a
time when you would you use the question.Give one example of five
different questions.
In order to stimulate discussion in the meetings, both open ended and close
ended question are used. For the normal discussion, close-ended questions
can be used while on the contrary when the issue is deep and need serious
consideration, open-ended questions are promoted (Williams, 2016).
What is the purpose of summarising?
Summarizing the meeting by recording the minutes of the meeting is an
effective way of recording the key points of the meeting so that it can be used
in the further meeting. The purpose of the summarizing is to highlight the key
points in order to provide context for the arguments.
What are the steps that you would use to resolve conflict during a
meeting?
Conflicts during the meeting are a common problem that arises due to
differences in the opinions and perceptions of the meeting members. It is
essential to identify the steps in advance in order to resolve the conflicts

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arise during the meeting in an effective manner. Some of the steps of
resolving conflicts are stated as under:
 Learn the perspectives of all the members
 Discuss the issues
 Asking for reviews and suggestions
Tudor Rickards proposes that there are five sets of problems.List them
and give an example for each.
For the successful leader, creativity has always been an effective attribute as
nowadays leaders are becoming very efficient in devising strategies, products,
designs. Changes consist of skilled and creative individuals and teams. The
problem should be carefully analysed with the identification of its
consequences and thereafter solutions should be proposed.

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Activity2D
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to brief minute-taker on a method
for recording meeting notes in accordance with organisational
requirements and conventions for the type of meeting.
Activity
Group/Pair
Activity
In pairs or in groups, discuss the following questions;
Why do you think the minute taker should be briefed before a meeting?
The minute taker should be effectively briefed before the meeting in order to
aware the team members about the agenda so that they can prepare their notes
prior to the meeting. Also, it helps the minute taker to clearly draw the
appropriate plan before the meeting and keep tracks of all the participants of
the meeting. The formal minutes of the meeting are also developed by the
minute taker as it is an important requirement before the formal meetings
(Williams, 2016).

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Activity3A
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to 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.
Activity Individually or in pairs, complete the following;
What should minutes include?
The meeting minute is the notes written during the meetings and consists of a
list of attendees, statements of the issues discussed, related responses and
decisions made on the issues.
When you write minutes what should you do?
Good meeting minutes are concise and to the point. All the essential issues
are added in the minutes along with the responses of the participants as well
as decision implemented by the chairperson on the particular issue Welsh,
et. al., 2014).

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Activity3B
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to distribute and store minutes and
other follow-up documentation within designated timelines, and
according to organisational requirements.
Activity Individually or in pairs, complete the following;
What may happen if you cannot meet time frames in meetings?
If the time frames are not met, then the set goals and objectives of the
meeting will not be accomplished.

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Activity3C
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to Report outcomes of meetings as
required, within designated timelines
Activity
Group/Pair
Activity
In groups or in pairs, discuss the following questions;
Your email has become choked.In the folders, there is a meeting
folder.How should you maintain it?
When the email has become choked and includes the meeting folders too, it
will be recovered from the backup files (Welsh, et. al., 2014).

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Skills and Knowledge Activity
1. Organise a meeting for your colleagues.
Meeting Title: Discussion on the HR issues arise in the organization
Date 27 March 2018
Time 9:00 am
Attendees Director
HR manager
Marketing manager
Documentation Performance records of the employees
HR report
Meeting Purpose To discuss the growing HR issues in the
organization
2. Produce communication that you would use to contact them with the details of the
meeting, in the format favoured by your organisation, such as a letter, email or poster.
Explain how you would distribute these to the meeting attendees.
The attendees will be informed about the meeting through emails that will entail the time and
place of the meeting to the attendees.

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3. Write an agenda, detailing the points to be covered, including all details you would
normally find in an agenda. With other learners or the instructor, conduct this brief
meeting, covering all of the points in your agenda.
Time Agenda Item Presenter
9:00 am Agenda of the meeting will be presented to
the meeting attendees.
Chair (Director)
9.15am Purpose of the meeting will be explained Marketing manager
9.30am Issues will be discussed HR manager
10.00am Chair and others will present their views Chair, other attendees
10:30 am Challenges will be discovered that comes
in the way
Marketing manager
HR manager
11:00 am Strategies will be devised on the basis of
the opinions of the attendees
HR manager
12:45pm Verified by the team members Chair
1:45pm Next meetings objectives will be states Chair

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2:00pm Summarizing and meeting wrap Chair
4. Produce some minutes of the meeting, covering decisions made and issues and ideas
discussed.
Meeting Title: Discussion on the HR issues in the organization
Date: 27 March 2018
Attendance:
 Director
 HR manager
 Marketing manager
Agenda items:
Agenda Item Presenter Name Due Date
Audit of the agenda Director 27 March 2018
Issues explained HR manager, Marketing
manager
27 March 2018
Ground parts of the meeting
discovered
Director 27 March 2018
Assessment of the activities Marketing manager 27 March 2018
Wrap up HR Manager 27 March 2018

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Action items
Discussion:
 Performance report
 Innovation
 Next meeting Strategies
Item Description Responsible Due Date
Discussion of the agenda Director 27 March 2018
Implementation of the
strategies
HR manager, Marketing
manager
27 March 2018
Recording performances HR manager 27 March 2018
Monitor the improvement HR manager 27 March 2018
Challenges identified HR manager, 27 March 2018

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Major Activity
1. Develop a standard agenda for a formal Annual meeting
In conducting the standard agenda, there are some steps which need to follow include:
• Email invites to the meeting participants and informs them about the meeting.
• Seek input from the team members.
• Selection of the topics that affect the entire team.
• Propose a process for addressing each of the agenda items.
2. Preparation for the meeting including the purpose of the meeting
Date 27 March 2018
Time 9:00 am
Attendees Director
HR manager
Marketing manager
Documents Performance records of the employees
HR report
Meeting Purpose To discuss the growing HR issues in the
organization
3. What type of meeting is this one going to be?
It would be a strategic meeting where the strategies will be developed to resolve the HR issues.

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4. What procedures should you put in place to confirm the meeting arrangements?
The procedure consists of
 A decision on who is going to attend the participants.
 Selection of the venue for the meeting.
 Identification of the resources required.
 List of participants developed, time will be estimated etc.
5. Despatch meeting papers to participants. How and when?
The meeting papers will be dispatched to the participants after the completion of the above
procedure. The documents which are going to be presented at the meeting will be faxed to the
participants.
6. The process of chairing meetings including any recommendations the chair should
follow
It is the responsibility as well as the obligation of the chair to manage and control the meeting
before, during and after the completion. The chair should handle the meeting by critical
understanding the issues and implement smooth decision accordingly (Welsh, et. al., 2014).
7. How to conduct the meeting: Design an agenda
Time Agenda Item Presenter
9:00 am Agenda of the meeting will
be presented to the meeting
attendees.
Chair (Director)
9.15am Purpose of the meeting will
be explained
Marketing manager
9.30am Issues will be discussed HR manager
10.00am Chair and others will present Chair, other attendees

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their views
10:30 am Challenges will be
discovered that comes in the
way
Marketing manager
HR manager
11:00 am Strategies will be devised on
the basis of the opinions of
the attendees
HR manager
12:45am Verified by the team
members
Chair
1:45am Next meetings objectives
will be states
Chair
2:00am Summarizing and meeting
wrap
Chair
8. Participation of the meeting, including controlling, encouraging participation,
discussion, problem-solving and resolution of issues
Item Description Responsible Due Date
Discussion of the agenda Director 27 March 2018
Implementation of the
strategies
HR manager, Marketing
manager
27 March 2018
Recording performances HR manager 27 March 2018

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Monitor the improvement HR manager 27 March 2018
Challenges identified HR manager, 27 March 2018
9. What conventions should the minute taker follow?
The conventions are the set of rules and procedures which are important to follow during the
meeting. The conventions are designed so that the meeting will execute with greater ease and
flexibility. The meeting must be completed on time, the attendees should bring the required
documents are some of the conventions which should be followed at the meetings (Boshyk,
2016).
10. How should the meeting be transcribed?
Meetings should be transcribed in the following ways:
 A clear recording of the audios
 Collection of the appropriate resources
 Proper time utilized
 Professional transcription service
11. How should the minutes be distributed and stored?
The meeting minutes can be saved electronically by developing separate folders on the systems
and also the hard copies of the minutes should be maintained.
12. What reports should be written in regards to the formal meeting and outline what
you believe the meeting should contain.
It is essential at the formal meetings that the professional standards are effectively followed.
It is the obligation of the individuals to be on time at the meeting venue. All the important
documentation must be presented at the formal meeting. The agenda of the meeting must be
clear in the minds of the attendees. The effective decision in favours of all must be
implemented at the meeting. In the end, the meeting minutes are effectively noted (Allan,
2016).

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References
Allan, R. (2016). Lexical bundles in ELF business meetings. The Linguistics Journal, 10(1),
141-163.
Boshyk, Y. (2016). Business-driven action learning: Global best practices. Springer.
Crane, A., & Matten, D. (2016). Business ethics: Managing corporate citizenship and
sustainability in the age of globalization. Oxford University Press.
Fineman, S. (2017). The business of greening. Routledge.
Prasad, T. (2017). Unit-25 Types Of Meetings. IGNOU.
Welsh, D., Montalvo, E. J., & Wray, S. (2014). Meeting Minutes Or... How We Learned to
Stop Emailing and Love the Wiki.
Willey, J. (2018). S18RS Third Legislative Week Minutes.
Williams, C. (2016). Meeting Minutes and Agendas-Midwinter Meeting 2016.

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Skills and Knowledge Activity
Estimated
Time
60 Minutes
Objective To provide you with an opportunity to demonstrate your knowledge of
the foundation skills, knowledge evidence and performance evidence.
Activity Complete the following individually and attach your completed work to
your
workbook.
The answers to the following questions will enable you to demonstrate your
knowledge of:
 Reading
 Writing
 Oral Communication
 Numeracy
 Navigate the world of work
 Interact with others
 Get the work done
 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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For this activity, you will role-play conducting a meeting.
 Organise a meeting for your colleagues.
 Produce communication that you would use to contact them with the
details of the meeting, in the format favoured by your organisation, such
as a letter, email or poster. Explain how you would distribute these to
the meeting attendees.
 Next, write an agenda, detailing the points to be covered, including all
details you would normally find in an agenda. With other learners or the
instructor, conduct this brief meeting, covering all of the points in your
agenda.
 Finally, produce some minutes of the meeting, covering decisions made
and issues and ideas discussed.
This activity is designed to assess your understanding of the skills and
knowledge covered within this unit. You should, therefore, aim to
demonstrate this as much as possible, by focusing on the points above and
by adding in any extra details you believe are relevant to the assessment.
major activity
Estimated 60 – 120 Minutes

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Time
Objective To provide you with an opportunity to demonstrate your knowledge of
the entire unit.
Activity This is a major activity – your trainer will let you know whether you will
complete it during class or in your own time.
Completed answers should be attached to the workbook.
You must individually, answer the following questions in full to show your
competency of each element:
1. Prepare for meetings
2. Conduct meetings
3. Follow up meetings
Individually complete the following and present it as a portfolio;
The structure of your organisation has changed.You have been asked to assist
in developing a procedure for formal meetings.Use your learner guide to:
1. Develop a standard agenda for a formal Annual meeting
2. Preparation for the meeting including the purpose of the meeting
3. What type of meeting is this one going to be?
4. What procedures should you put in place to confirm the meeting
arrangements?
5. Despatch meeting papers to participants.How and when?
6. The process of chairing meetings including any recommendations the

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chair should follow
7. How to conduct the meeting: Design an agenda
8. Participation of the meeting, including controlling, encouraging
participation, discussion, problem-solving and resolution of issues
9. What conventions should the minute taker follow?
10. How should the meeting be transcribed?
11. How should the minutes be distributed and stored?
12. What reports should be written in regards to the formal meeting and
outline what you believe the meeting should contain.
These steps can be completed as procedures or you may answer the questions
one at a time.