Assessor Marking Guide

This document is an Assessor Marking Guide for BSBADM502 Manage meetings. It includes explanations of meeting terminology, meeting structures, responsibilities of a Chairperson, and more.

Assessor Marking Guide
BSBADM502 Manage meetings
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue

BSBADM502 Manage meetings Assessor Marking Guide
1. Assessment Agreement
Make sure you read through the assessments in this booklet before you fill out and sign the
agreement below.
If there is anything that you are unsure of, consult your assessor prior to signing this agreement.
Have you read the assessment requirements for this unit?  Yes  No
Do you understand the requirements of the assessments for this unit?  Yes  No
Do you agree to the way in which you are being assessed?  Yes  No
Do you have any specific needs that should be considered?  Yes  No
If so, explain these in the space below.
Do you understand your rights to re-assessment?  Yes  No
Do you understand your right to appeal the decisions made in an assessment?  Yes  No
Student name
Student number
Student signature
Date
Assessor name
Assessor signature
Date
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2. Assessment Task 1 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses
 I declare that this task is all my own work and I have not cheated or plagiarised the work or
colluded with any other student(s).
 I understand that if I If I am found to have plagiarised, cheated or colluded, action will be
taken against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name
Student ID number
Student signature
Date
Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.
Assessor name
Assessor signature
Date
Assessment outcome S NS DNS Resubmission Y N
Feedback
Student result response
 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Student signature
Date
A copy of this page must be supplied to the office and kept in the student’s file with the evidence.
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3. Assessment Task 1: Written Questions
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Provide answers to all of the questions below:
1. Provide an explanation of each of the following meeting terminology:
a. Quorum
b. Procedural motion
c. Proxy
d. Conflict of interest
a. Quorum - Minimum number of members that are required to be present at a
meeting to conduct a valid meeting. For proceeding to be valid quorum must be
present at any meeting held. Quorum may differ in different types of meeting.
b. Motion -Motion can be defined as proposal for doing something. They can be
defined as basis on which decision to be taken at meeting. It should be framed in
a way for taking action or expression on opinion.
c. Proxy -In meeting proxy means representative of member. Member can send
another person to attend meeting on his behalf and is known as proxy. Proxy can
vote only by show of hands not by poll.
d. Conflict of interest-Conflict of interest generally occurs when a member, his
friends relatives has interest, which can be financial interest or any other interest
with other organisation that could influence decision making process in a
meeting.
2. Outline a meeting structure for a formal meeting. (20-30 words)
Meeting structure is known as the layout of how meeting is to be conducted. In a formal meeting
topics of meeting are predetermined.
3. Outline a meeting structure for an informal meeting. (20-30 words)
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Informal meeting structure is format for conducting informal meeting. Informal meeting is
conducted when instant decision are required to be made.
4. Outline at least three key arrangements that need to be made for a meeting. (10-20 words
for each)
 Deciding purpose of meeting and developing a preliminary agenda for meeting.
 Deciding when and where meeting is to be held and confirming availability of space.
 Sending invitations and agendas to members and directors of company.
5. Outline two responsibilities of a Chairperson prior to a meeting. (10-20 words for each)
 Deciding is there any other way of achieving objective other than meeting.
 Deciding the participants and distributing time agenda.
6. Outline three important aspects of a Chairperson’s job during a meeting. (10-20 words for
each)
 to ensure that meeting is being conducted in order.
 Agenda of meeting is followed.
 Discussion are within scope of meeting.
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7. Explain why it is important for a Chairperson to monitor the participation of all those
involved in a meeting. (10-20 words)
It is important for chairperson that participants stick to agenda of meeting maintain decorum and
respect rules of meeting.
8. Explain how, in the role of a Chairperson, you would manage someone who is dominating
the meeting. (10-20 words)
Chairperson can accept comments of dominator without giving floor. Acknowledging his
contribution only through body language.
9. Explain how in the role of a Chairperson you would manage someone who is too shy to
contribute to a meeting. (10-20 words)
Chairperson can ask for individual perception of participants. It can encourage him to give his
thoughts on discussions going by personal attention on shy people.
10. Explain how in the role of a Chairperson you would manage two people having a private
conversation within a meeting. (10-20 words)
Chairperson should indulge each person attending meeting and ask for individual
contribution so that internal discussion are avoided in a meeting.
11. Describe two ways of conducting meetings. (30-40 words)
Physical meeting -in this meeting everyone who is required to attend meeting has to be present
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in person. This meeting has to give prior notice so that everyone could be present in meeting in
person.
Digital Meeting – Digital meeting refers to meeting where members or directors are not
required to be present in person, they can participate in meeting through video conferencing or
other audio visual means. With the help of this meeting directors can participate from anywhere.
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12. Describe three advantages of face to face meetings and give an example of a workplace
situation where this type of meeting may be used. (10-20 words for each)
 It helps to attract more focus of participants.
 It gives chance of understanding body language.
 There is more trust and transparency
It is more effective when negotiations and clear communications are to be made.
13. Describe three advantages of meetings held by teleconference or web conferencing and
give an example of a workplace situation where this type of meeting may be used. (10-20 words
for each)
 It saves meeting cost.
 Video Conferencing allows participation of every director
 Easy access to participants.
Video conferencing is effective when instant decisions are to be made and directors are situated
at different regions.
14. Describe the use of webcams for meetings, including a brief description of how to use a
web cam. (10-20)
It will help to record conversation of meeting that gives more authenticity to the meeting.
Webcams allow person to attend meeting without being personally present. The webcams are
placed on the laptop which is used in meeting so that they can view each other.
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15. Explain the purpose of an agenda and identify five items that should be included in an
agenda. (10-20 words)
Agenda helps participants of meeting to prepare for areas to be covered in advance for making
more valuable contribution in meeting.
 Action items as well as off topic discussions
 List of participants
 Agenda topics
 Meeting goal
 Meeting details , time and venue (Lorenzo, 2019).
16. Explain the purpose of meeting minutes and list five items that should be included in
meeting minutes. (10-20 words)
Meetings are held for discussing issues for improving communication, Promoting coordination ,
dealing with matters of agenda and to get the work done.
 Call order
 Minutes of meeting
 Financial reports
 Old business
 New business
17. Explain the difference between informal meeting minutes and formal meeting minutes.
(20-30 words)
Minutes of formal meeting have agendas which are distributed prior to meeting or announced at
beginning of meeting by chairperson. They are specialized formal and complex documents (Van
Praet, 2016). Whereas in informal meeting there is no agenda, they are in summary form of
decision taken at meeting. They are produced in simple template format.
18. Access the Corporations Act 2001 from the Internet and identify the information from the
Act that relates to notices of meetings. Now answer the following questions: (10-20 words for
each)
a. To whom must a notice of meeting be provided?
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Notice of meeting is to be provided to every member of company who is entitled to
vote at meeting and to every director.
b. How must the notice of the meeting be provided? Indicate at least two ways.
 by sending it through post
 by fax (Corporation Act 2001, 2019)
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4. Assessment Task 2: Formal meeting project
Email – Preliminary
From: Grow management consultants
<date. October 19, 2018 at 10.00 am>
Subject: Meeting
To: Staff members
It is to inform you all that a meeting will be schedule on October 19, 2018 to discuss
about leadership development service. We will meet at given location on the same time
(10.00 am). The following topic and points will be discussed in meeting:
Leadership for the 21st century
How leadership influence organizational performance.
Let me know if you want to add anything in topic. All suggestions and questions are
highly welcomed.
Kindly signal that you all received this E-mail and also confirm your attendance. Please
make sure to be on the given time.
Kind regards: Operation manager
Oliver Stove.
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Email – Follow-Up with Attachments
Grow management consultants
<date: October 19, 2018 at 10.00 am>
Subject: Conference program
To: Staff members
It is to inform you all that a conference program will be schedule on October 21st, 2018.
We will meet at given location on the same time.
Kindly signal that you all received this E-mail and also confirm your attendance. Please
make sure to be on the given time. Details about conference program and meeting
minutes are being attached below:
Kind regards: Operation manager
Oliver Stove.
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Conference Program
8:30 – 9:30 AM Registration & Networking
9:30 – 10:00 AM Welcome and Overview
Welcome by <CEO>
Welcome & Overview of Meeting by <Manager>
10:00 AM – 12:00 PM Plenary Speaker
<topic of presentation >
12:15 PM Networking Lunch
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DATE: 19th Oct MEETIN
G
TITLE:
TIME: 10.00am-
10.30am
ATTENDEES: Bib Down as a Senior
management consultant.
Jack Steel as a
marketing manager.
Sally Smith as a project
manager.
James Cook(Student)
Oliver stove (Student)
Charlotte (Student)
Liam (Student)
Charlie (Student)
Mason (Student)
Samuel (Student)
LOCATION: View point
ground,
Australia.
CHAIR: Paul burns
MINUTE-
TAKER:
1.30 Minutes
Meeting preparation
PLEASE
READ:
PLEASE
BRING:
Meeting structure
ITEM TOPIC PRESENTER DURA
TION
1 Open meeting <James Cook> 1 min.
2 Objective of meeting <Oliver Stove> 1 min.
3 Apologies <Charlotte> 1 min.
4 Approve minutes of previous meeting <Liam> 1 min.
5 Action from previous meeting <Charlie> 1 min.
1 None
6 Agenda items
1 Title of the Conference <Mason> 10 mins.
2 Venue & Date <student
name>
5 mins.
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3 Speaker <Sally Cook> 2 mins.
4 Catering <Samuel> 2 mins
5 <Ryan>
7 Arrange next meeting <Max> 1 min. 1 mins
8 Close meeting <Jackson> 1 min. 1 mins
Assessor: the screen shot should be similar to the following:
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Screenshot
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5.
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6.
7.
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8.
Assessment Task 3: Informal meeting project
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Email – Meeting Arrangement
3 July 20XX
Dear staff member,
Please be available in conference meeting hall at 9:45 a.m. for meeting regarding
discussion of social activities to be conducted for team. Meeting will be held for 15
minutes and will also discuss effectiveness of existing work-life balance policy.
Requested to be on time.
Kind Regards
Operations Manager
<William Jones>
Email – Draft Summary of Meeting Outcomes
3 July 20XX
Dear staff member,
It is to inform everyone has agreed to social activities discussed at meeting and it will be
effective from this quarter onwards. A brief layout of decided activities are given in this
email.
Decided Social Activities which will be held
 Role Play
 Talent program
 Games tournament
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 Cultural Event
Events will be held on last Saturday of each quarter after office hours.
The budget decided for above activities is $500 per activity.
Kindly acknowledge this mail as draft version, revised mail with further clarification and
accurate details will be send within 2 days.
Kind Regards
Operations Manager
<William Jones>
Email – Revised Summary of Meeting Outcomes
3 July 20XX
Dear staff member,
This is the final mail for informing that everyone has agreed on decided social activities
to be held for employees. Brief layout of agreed activities is given below which will be
effective from first quarter of this year.
The decided social activities are
 Role play at end of 1st quarter
 Talent program at end of 2nd quarter
 Cricket Tournament at end of 3rd quarter
 Cultural event at end of 4th quarter
Events will be held on last Saturday of every quarter after lunch break.
Budget for first three activities is $450 per activity while for tournament budget is of
$500.
The above budget is inclusive of prizes.
Kind Regards
Operations Manager
<William Jones>
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9.
10.
11. Assessment Task 1 Checklist
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Student’s name:
Did the student provide a sufficient and
clear answer that addresses the
suggested answer for the following?
Completed
successfully Comments
Yes No
Question 1 a
Question 1 b
Question 1 c
Question 1 d
Question 2
Question 3
Question 4
Question 5
Question 6
Question 7
Question 8
Question 9
Question 10
Question 11
Question 12
Question 13
Question 14
Question 15
Question 16
Question 17
Question 18a
Question 18b
Task Outcome: Satisfactory 
Not
Satisfactory

Assessor signature
Assessor name
Date
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12.
13.
14.
15. Assessment Task 2 Checklist
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Student’s name:
Did the student:
Completed
successfully
Com
ment
s
Yes No
Develop an agenda that includes the purpose of
the meeting using the Grow Management
Consultant’s Agenda Template?
Follow the Meeting Policy and Procedures
regarding developing the agenda?
Send agenda and conference program via email
to each required meeting participant to attend
the meeting at least three working days prior to
the meeting?
Identify and interpret information from the
report Global Human Capital Trends 2017 so as
to inform possible conference topics?
Brief the minute taker on taking of meeting
notes according to the meeting policy and
procedure?
Check that the meeting space is safe so as to
conform with health and safety legislation and
remove hazards identified?
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At the outset of the meeting, perform the
responsibilities of the chair?
Chair the meeting as set out in the Meeting
Policy and Procedures?
Lead the meeting according to the agenda?
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During the meeting, demonstrate effective
communication skills including:
 Speaking clearly and concisely
 Using non-verbal communication to assist
with understanding
 Asking questions to identify required
information
 Responding to questions as required
 Using active listening techniques to confirm
understanding
Develop formal minutes of meeting from
transcribed notes?
Check that transcribed notes represent a true and
accurate record of the meeting and update
accordingly in the final minutes?
Save the meeting minutes according to the subject
of the meeting and the date of the meeting and
under Conference meetings folder?
Correctly reflect meeting discussion in finalised
conference program?
16.
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Send minutes and final conference program via
email within required timelines?
Include in the final email a summary of the
outcomes of the meeting?
Store all meeting documents in relevant folders?
Task Outcome: Satisfactory 
N
ot
S
at
is
fa
ct
or
y

Assessor signature
Assessor name
Date
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17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39. Assessment Task 3 Checklist
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Student’s name:
Did the student:
Completed
successfully
Co
m
me
nts
Yes No
Develop a notice for an informal meeting
according to the Meeting Policy and Procedures?
Send the email to each identified meeting
participant at least two working days prior to the
meeting?
Chair the meeting as required?
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Conduct the meeting according to the agenda?
Include in the email a summary of the outcomes
of the meeting?
Correctly reflect meeting discussion in email
summarising meeting outcomes?
Check email for spelling and grammar and to
ensure that it is a true and accurate record of the
meeting?
Make changes to email as required?
Task Outcome: Satisfactory 
No
t
Sa
tis
fac
tor
y

Assessor signature
Assessor name
Date
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40. Final Results Record
Student name:
Student ID number:
Assessor name:
Final Assessment Results
Task Type
R
e
s
u
l
t
S
a
t
i
s
f
a
c
t
o
r
y
U
n
s
a
t
i
s
f
a
c
t
o
r
y
D
i
d
n
o
t
s
u
b
m
i
t
Assessment Task 1 Written questions S U DNS
Assessment Task 2 Formal Meeting project S U DNS
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Assessment Task 3 Informal Meeting project S U DNS
Overall unit result C NYC
Feedback
☐ My performance in this unit has been discussed and explained to me.
☐ I would like to appeal this assessment decision.
Student Signature: ____________________________________ Date: _________
☐ I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.
Assessor Signature: ____________________________________ Date: __________
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