Manage Meetings - BSBTWK503 Assessment Tool and Performance Criteria

This is an assessment tool for BSBTWK503 - Manage Meetings. It includes performance criteria, knowledge evidence, and assessment tasks. The unit applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace.

BSBTWK503 - Manage meetings
Assessment Tool
Mode | Classroom Delivery

Project Cover Sheet
Student ID
Student Name
Unit BSBTWK503 - Manage meetings
Assessment Task - Title/Number
Trainer/Assessor
Date Submitted
Note: Plagiarism/Cheating is a serious offence. If a student is found plagiarising/cheating, it may result in a penalty of
suspension/cancellation of student’s enrolment. In submitting their work, students must be aware of college’s Plagiarism
and Academic Misconduct Policy available in student handbook, college’s website and student administration.
Declaration of Originality:
By submitting this project for assessment, I acknowledge and agree that:
 This assessment task/work is submitted in accordance with the college’s Plagiarism and Academic Misconduct
Policy. I also understand the serious nature of academic dishonesty (such as plagiarism) and the penalties
attached to being found guilty of committing such offence
 No part of this assessment task/work has been copied from any other source without acknowledgement of the
source
 No part of this assessment task/work has been written by any other person, except to the extent of team and/or
group work as defined in the unit/assessment task
 A copy of the original assessment task/work is retained by me and that I may be required to submit the original
project to the trainer/assessor upon request
 The trainer/assessor may, for the purpose of assessing this assessment task/work:
o Provide a copy of this project to another member of the faculty for review and feedback; and/or
o Submit a copy of this project to a plagiarism checking service. I acknowledge that a plagiarism checking
service provider may then retain a copy of this assessment task/work on its database for the purpose of
future plagiarism checking
Late submission: Late submission without a prior approval of the trainer/assessor will not be accepted and
may delay the assessment outcome. You may also need to resubmit work as per college’s Reassessment Policy.
I declare that this assessment is my own work.
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Assessment Summary
Read all the instructions below before attempting the assessment task. Assessment tasks are tools used to
determine if you have the knowledge and skills to complete tasks to industry standards within the workplace.
Your trainer/assessor will help you throughout this task and it is your responsibility to provide enough
evidence to justify a competent decision by the trainer/assessor. If you do not understand the questions or

what is required, ask your trainer/assessor for assistance. For group assessments, all students are to contribute
to the assessment tasks. You can work in groups up to a maximum of four people.
You are to complete all tasks by the due date and assessments must have a coversheet attached. If you think
you do not have enough time to complete the tasks by the due date, discuss with the trainer/assessor the
reasons of why you cannot submit on time.
Writing your responses
When answering questions, ensure that your answers are detailed enough to so the assessor can draw a
conclusion that you have the knowledge and/or skills to demonstrate competency. Handwritten answers must
be written in blue or black pen. When producing reports, ensure that your project has a title page, table of
contents, page numbers, reference list, ensuring that your answers thoroughly match the questions asked.
Answer all questions in your own words to avoid plagiarism. Plagiarism is copying someone else’s work or
ideas and saying that it your own work. Sources of work must be properly referenced, outlining the source of
your ideas. Penalties may include having to resubmit the assessment task again, repeating the Unit of
competency, or for repeat plagiarism, expulsion from Australian College of Hospitality & Business
Management.
Marking of Assessments
On submission of your assessment will be marked for a result of either Satisfactory (S) or Not Yet Satisfactory
(NYS). If you receive a NYS result, you will be asked to redo the tasks again. To achieve a competent result with
this unit, all tasks need to be completed and marked as satisfactory. Your trainer/assessor will provide
feedback to you on each task, outlining where you must improve to achieve a Satisfactory (S) result. When all
tasks are marked as Satisfactory (S), you will receive a result of Competent (C) for this unit otherwise, you will
be marked Not Yet Competent (NYC). Assessments submitted to the trainer/assessor after the due date may
not be accepted, and you may have to pay a resubmission fee / adjustment may apply.
Students with Special Needs
If leaners/learners have any special needs (e.g. physical disability, learning difficulty) regarding assessment,
they should be directed to discuss these with the Course Coordinator. The college will endeavour to make all
possible and reasonable adjustments to any aspect of assessment in order to address those needs. Some
examples of additional support could include:
 Language, literacy and numeracy (LLN)
 Assistive technology
 Additional materials or tutorials
 Assistance in using technology for online delivery components.
Reasonable adjustment
Reasonable adjustment refers to any modification made to the learning environment, certification
requirements, training delivery or assessment method to help learners with a disability access and participate
in education and training on the same basis as those without disability (IBSA, 2015). The Disability Standards
for Education 2005 were formed under the Disability Discrimination Act 1992. They clarify the obligations of
training providers to ensure that learners who have a disability are able to access and participate in education
and training on the same basis as those without disability.
Some examples of reasonable adjustments could include:
 Personal support services, e.g. a reader, Auslan interpreter, a scribe
 assistive technology or special equipment, e.g. screen readers, magnifiers, alternative keyboards
 modifying the presentation method, e.g. visual, oral, print, electronic
 adjustments to timeframes, e.g. providing materials prior to class, extended time limits
 adjustment of the physical environment, e.g. specific furniture, arrangement of classroom.
The determination of “reasonableness” requires judgement that must take into account the impact on the RTO
and the need to maintain the integrity of the qualification. While reasonable adjustments can be made to the

ways in which evidence of performance is gathered and demonstrated, the criteria for making Competent/Not
Yet Competent decisions (and/or awarding grades) should not be altered in any way. That is to say, the
standards expected should be the same irrespective of the group and/or individual being assessed (Disability
Standards for Education 2005).
Skill Recognition and Credit Transfer
Appropriate credit(s) may be granted to eligible students against each unit of competency on presentation of
evidence of successful completion of the same unit in an equivalent or higher qualification. Under the
Australian Qualifications Framework, this qualification recognises competencies achieved as part of a
Nationally Recognised Qualification from other institutes or universities.
Students may also apply for Recognition of Prior Learning (RPL) by providing evidence that they have the
required skills and knowledge in the specific areas of competency through work/industry experience and/or
completed eligible assessments in equivalent or higher qualification.
Please refer to college’s RPL/Credit Transfer Policy for more information and applicable procedures. The policy
is available either through the faculty coordinator or college’s website
Academic Policies and Procedures
Applicable policies and procedure related to this course including plagiarism, assessments, appeals and
complaints, can be found with the course coordinator as well as in the “Policies and Procedures” section of the
college’s website.
Submission of Work
All the written works must be submitted in a hard copy, and an additional soft/electronic copy if required by
the trainer/assessor, with an accompanying “Assessment Cover Sheet”. Each Assessment Cover Sheet should
be signed by the student and must contain student details and date of submission.
Material submitted for assessment—Word processed projects, reports, essays, projects, etc. must contain
student’s name, ID (if available). Within the context of these assessment tasks, the assessor fulfils the role of
client, manager or supervisor, as applicable. Work submitted for “approval” within this context must
demonstrate care and attention to detail, such that the student inspires confidence that the work is being
undertaken competently.
Where soft copy/electronic files are submitted, students are encouraged to name the files according to
established procedure. This would typically include a course or unit code, assessment or submission code, and
in the case of multiple files an alphanumeric identifier. Multiple files may also be required to be submitted
within an enclosing folder (with similar, appropriate naming conventions) or archive format—e.g. zip. Follow
submission guidelines in each assessment task for specific instructions.
Unit Overview
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.
The unit applies to individuals employed in a range of work environments who are required to organise and
manage meetings within their workplace. These individuals may work as senior administrative staff or may be
individuals with responsibility for conducting and chairing meetings in the workplace.
Learning Outcomes
On successful completion of this unit, the learner/trainee will be able to;
 Prepare for meetings

 Conduct meetings
 Follow up meetings
As well as demonstrating the performance criteria, to be assessed as competent, the learner must
demonstrate their ability to apply the required knowledge and skills in a range of situations. These are
summarised in the Competency Standards section below.
Prerequisite Requirements
This unit does not have a pre-requisite.
Performance Criteria
The following performance criteria specify the required level of performance for each of the elements of
competency:
Element Performance Criteria
1. Prepare for meetings
1.1 Develop agenda according to meeting purpose
1.2 Establish and verify meeting requirements with relevant
individuals
1.3 Contact and confirm meeting with participants according to
organisational procedures
1.4 Provide meeting papers to participants according to task
requirements
2. Conduct meetings
2.1 Chair meetings according to organisational requirements,
agreed conventions for type of meeting and legal and ethical
requirements
2.2 Promote participation, discussion, problem solving and
resolution of issues
2.3 Brief minute-taker on method for recording meeting notes
3. Follow up meetings
3.1 Review meeting minutes and edit, as required
3.2 Distribute and store minutes and other follow-up
documentation within designated timelines, and according to
organisational requirements
3.3 Report outcomes of meetings, as required, within designated
timelines
Performance Evidence
Evidence of the ability to:
 manage a meeting on at least two occasions.
In the course of the above, the candidate must:
 apply conventions and procedures for meetings including:
 developing and distributing agendas and papers
 identifying and inviting meeting participants
 organising and confirming meeting arrangements
 conducting meeting
 completing meeting-follow up actions
 follow relevant organisational policies and procedures.
Knowledge Evidence
The following knowledge must be assessed as part of this unit:

 meeting terminology, structures and arrangements
 responsibilities of the chairperson and key features of group dynamics in relation to managing
meetings
 key features of options for meetings including face-to-face and virtual meetings
 methods for recording meeting notes including relevant organisational requirements and conventions
for type of meeting
 organisational procedures and policies regarding meetings, chairing and minutes including identifying
organisational formats for minutes and agendas
Assessment Task 1:
Assessment Task Knowledge Assessment
Schedule
Outcomes Assessed
Performance Criteria
1.1, 1.2, 1.3, 2.1,3.1
Knowledge & Performance Evidence
Addresses some elements of required foundation skills and
knowledge as shown in the Assessment Mapping
documents
Instructions for answering written questions:
 Student must have to complete a written assessment consisting of a series of questions.
 It is expected from students to correctly answer all the questions.
 Answers must demonstrate an understanding and application of relevant concepts, critical
thinking, and good writing skills.
 Student must concise to the point and write answers according to the given word-limit or
provide enough evidences to each question and do not provide irrelevant information.
 Student must not use non-discriminatory language. The language used should not devalue,
demean, or exclude individuals or groups based on attributes such as gender, disability,
culture, race, religion, sexual preference or age. Gender inclusive language should be used.
 Assessor should not accept answers copied directly from texts without acknowledgement of
the text

 Trainer/Assessor will provide student further information regarding the location of completing
this assessment task.
Assessment Task 1: Knowledge questions
Provide answers to all of the questions below:
1. Complete the table by providing an explanation of each of the following meeting terminology:
Agenda It consists of various topics, issues, action items and activities that are going to be
discussed in meeting.
Chair It is also known as chairperson and elected officer oaf an organised group. It is
the responsibility of chair to carry out functions of meeting properly.
Quorum It may be referred to the minimum number of people required to hold or make
decision in a meeting.
Proxy It is an agent present on behalf of another party and have voting right without
physically present.
Minutes They are the meeting notes which are provided as official record of meeting. The
purpose is to create general framework in order to solidify purpose of meeting.
Motion It is the proposal which is put before meeting in order to discuss and take
decision.

Actions It is the task that is assigned to one or more than on team members who have
taken part in meeting.
Apologies These are from peoples who are unable to attend meeting.
2. Outline a meeting structure for a formal meeting
Structure of Formal meetings
1.Set objectives
2.Assemble attendees
3. Create an agenda
4. 4.maintain Control
5. Follow up
3. Outline a meeting structure for an informal meeting
1. schedule a meeting
2. Take opinions
3. Take decision

4. Outline at least three key arrangements that need to be made for a meeting.
 Set an agenda
 Preparing of minutes
 Meeting goals
5. Outline two responsibilities of a chairperson prior to a meeting
 To provide leadership.
 To ensure all functions of management committee.
 To manage meeting effectively.

6. Outline three important aspects of a chairperson’s job during a meeting.
 To provide support to chief officer and senior team.
 To ensure smooth functioning of meeting.
 To follow rules and regulations.
7. Explain why it is important for a chairperson to monitor the participation of all those involved in a
meeting
It is important for chairperson to monitor each participant so that it can successfully mange team and it
members. It is the responsibility of chairperson to monitor each activity of participants.
8. In relation to group dynamics answer the following questions:

a. Explain how, in the role of a chairperson, you would manage someone who is dominating the
meeting.
b. Explain how, in the role of a chairperson, you would manage someone who is too shy to
contribute to a meeting.
c. Explain how, in the role of a chairperson, you would manage two people having a private
conversation within a meeting.
It is the responsibility of chairperson to monitor activities of participants and whoever is dominating
meeting must not be given chance to get started and one he started, do not interrupt. He should be
respond to core issue.
2. If some one is shy in meeting chairperson have to encourage him to share thoughts and opinion sabout
agenda and discussion.
3. If two person are privately talking in meeting, then it is responisibility of chairperson to make them
quiet in a polite manner.
9. Explain group dynamics, including how these are important in relation to conducting meetings.
Group dynamics is important in meeting as it enables in interacting with other people and thus creates
healthy relationship.

10. As a chairperson, you need to be aware of the different roles that may be present during a
meeting. Provide a definition for each role listed below.
Role Definition
Initiator It proposes original ideas and in order to approach problems or goals.
Clarifier It assists the group by paraphrasing views and ideas which are presented
by other group members.
Dominator He is the person who have all ideas and finds hard to listen and accept
other people's ideas.
Degrader It is the way of attacking at the views of other people. They are stubborn
and do not listen to other people's views.
Distractor He is the person who regularly sends signal of disengagement and not
have interest in meeting.
Supporter It is the person who is invited to act as a silent supportive. He is not
entitled to engage in business.
Gate keeper He is the person who keeps participants on track in case of drift off topic,
he brings them back to meeting topic and agenda.
11. Describe two ways of conducting meetings.
Meeting can be conducted either by open space technology or stand up meeting. In case of stand up
meeting, in which participants are familiar to tech organisation and while on other hand, open space
technology helps in making meeting more effective by using technological tools and equipment.

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.
1. It enables participants to come up with new ideas and this makes meeting more effective and agenda
can be fulfilled.
2. it limits the technological issues that may arise in case of technology or virtual meetings.
3.It helps in building new relationship with people in case of face to face meetings. This makes people in
building healthy relationship with other meeting participants.
13. Describe three advantages of virtual meetings and give an example of a workplace situation
where this type of meeting may be used.
1. It helps in minimisaing the ovrall cost of company and thius becomes cost effective to conduct virtual
meeting.
2. It helps in engaging with other participants who are living in other location and demographics.
3. There are many inclusive places for people who cannot travel due to handicap or by any other issue.

14.Describe the use of webcams for meetings, including a brief description of how to use video
conferencing software and common features.
Video camera provides real time interaction to people over internet and with use of audio and visual, they
can watch, listen and speak their opinions in meeting.
15. List three different applications you can use to communicate with someone using web
conferencing.
1.Zoom applications
2. Google meet
3. Click meetings
16. Explain the purpose of an agenda and identify five items that should be included in an agenda.

It helps participant of meetings to prepare themselves to discuss over an issue or concern.
 Welcome and Introduction
 Agenda Overview
 Status updates
 Discussion
 Action Items
17. Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes.
It keeps an systematic records of meetings and participants can revise what they have discussed in
previous session.
 Data and time of meeting
 Name of participants
 Purpose of meeting
 Action items
 Next meeting date and time

18. Explain the difference between informal meeting minutes and formal meeting minutes.
Informal minutes of meetings focus on notes that are form the meeting while formal minutes records
each and every key points of meeting.
19. 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:
a. To whom must a notice of meeting be provided?
b. How must the notice of the meeting be provided? Indicate at least two ways.
It must be given to each and every member of company.
It may be send by email or written to every member of company.
20. Identify two organisational policies and procedures relevant to conducting meetings. For each
one, explain why it would be important to follow.
Policies and procedures are formulated to represent interest of people who are attending along with
who are not attending meeting. It is important so that meeting can be conducted in a smoother way
without any interruption or obstacle.
Practical Assessment 2
Project

Assessment Task Project
Schedule
Outcomes Assessed
Performance Criteria
1.1, 1.2, 1.3,1.4, 2.1,2.2,2.3,2.4, 3.1,3.2,3.3
Knowledge & Performance Evidence
Addresses some elements of required foundation skills,
Knowledge skills and Performance Evidence as shown in
the Assessment Mapping documents
Learner Instructions
In this task, you are required to complete activities and fill out a project portfolio. You will participate in
a number of activities to demonstrate that you can identify, use and promote emotional intelligence in
yourself and others.
You will need access to:
 a suitable place to complete activities that replicates a business environment including a meeting
space and computer and internet access your learning resources and other information for reference Meeting Agenda template Meeting Minutes template Meeting Policy and Procedures
 Project Portfolio template.
Ensure that you:
 review the advice to students regarding responding to written tasks in the Business Works
Student User Guide
 comply with the due date for assessment which your assessor will provide
 adhere with your RTO’s submission guidelines
 answer all questions completely and correctly
 submit work which is original and, where necessary, properly referenced
 submit a completed cover sheet with your work
 avoid sharing your answers with other students.
Activities
Complete the following activities:
1. Carefully read the following:
This project requires you to manage a meeting on two different occasions. You can
engage in meetings with friends, colleagues or classmates – or you may have the
opportunity to manage a real meeting/s in your workplace. This will depend on the
way you are participating in this course. These meetings can be virtual meetings, or

they may be face-to-face meetings – you can decide along with your assessor what
will work best for you.
Your meetings must run for a minimum of 30 mins but must not exceed 1 hour.
The second meeting can only be a follow-up meeting from the first meeting if a
period of time has passed which has allowed for certain action items and tasks to
be completed from the first one and there is activity to report on and discuss and
further decisions and action items can be scheduled.
Vocational education and training is all about gaining and developing practical skills
that are industry relevant and that can help you to succeed in your chosen career.
For this reason, conducting real meetings will mean that you are applying your
knowledge and skills in a relevant, practical and meaningful way!
Although these meetings can be simulated in the sense that they are not being held
in an actual workplace – they need to be based on a real need with each meeting
attendee contributing from their own ideas and opinions – not staged or scripted as
this would never happen in the real world. Ideas for meetings you can arrange
include:
 WHS meeting in your classroom to discuss your college’s WHS procedures
 A physical or virtual meeting between classmates to arrange and discuss the
plans for an event or gathering (e.g. end of year workplace dinner)
 A meeting to discuss and plan for a charity or sports sponsorship or event
 A creative meeting to discuss concept development for a new project or idea
You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below. Before you begin, complete page 4 of your Project
Portfolio.
Speak to your assessor to get approval for the meetings you want to manage prior
to beginning your portfolio.
You need access to a meeting policy and procedure and agenda and minutes
templates. Use the ones provided in the Simulation Pack for this unit if not basing
this on a real workplace.

2. Plan your two meetings
Work through Section 1 of your Project Portfolio for this unit and plan out the two
meetings you are going to manage.
During this stage you will need to access your organisation’s meeting policy and
any associated procedures. If using the case study, you will find these documents
in the Simulation Pack for this unit.
3. Finalise meeting preparation
Now that your planning is complete, you need to finalise the arrangements for
your two meetings. You can schedule your meetings to run on the same day
or different days if these meetings are being held at separate times and for
different and distinct reasons.
During this step, you need to:
 Develop and complete your agenda
 Verify any meeting requirements with attendees or others (e.g. dietary
requirements if catering is involved, suitable days and times of attendees
etc.)
 Send out meeting invites
 Confirm attendance of all attendees
 Distribute meeting papers
Tip: Take screen prints of your online calendar invites and keep copies of
email communication during this step. You must provide all evidence outlined
in your portfolio so it’s recommended you save it as you go.
Attach all relevant evidence as indicated in Section 1 of your Project Portfolio.
When you are happy with your planning, have checked and edited your work
for accuracy, spelling and grammar, submit to your assessor for approval
before proceeding to the next activity step.
4. Conduct your meetings
It’s now time to chair your meetings.
Prior to the meetings, you are required to brief the minute-taker on the method for
recording the meeting notes. Remember to attach evidence of this in your portfolio
in the relevant part of Section 2.
Your assessor will be looking to see that you:
 Chair the meetings according to your organisational requirements and any
agreed-upon conventions for the types of meetings you have organised
 Follow all legal and ethical requirements as outlined in Section 1 of your
portfolio
 Promote participation, discussion, problem solving and resolution of issues

during the meeting
 Keep the meeting on track and within the allocated timeframes for each
scheduled agenda item including any cost involved.
 Communicate effectively during the meeting, including:
o Using relevant communication style, tone and vocabulary suited to the
meeting context and participants
o Speaking clearly and concisely
o Using non-verbal communication to assist with understanding
o Asking questions to identify required information
o Responding to questions as required
o Using active listening techniques to confirm understanding
This can either be viewed in person by your assessor, your assessor can view
online via video conferencing software or you may like to video record the session
for your assessor to watch later. Your assessor can provide you with more details
at this step. Make sure you follow the instructions above and meet the timeframes
as indicated in your meeting agenda and the timeframes in Step 1 above.
Attach the relevant attachments in Section 2 of your Project Portfolio.
5. Follow up
After the meetings are finalised, complete the following activities:
 Review the minutes taken and edit as necessary
 Distribute the final edited version to the meeting attendees as per meeting
policy timeframes
 Report on the outcomes of the meetings as per meeting policy timeframes
 Store the minutes and any other meeting papers for follow up according to
record-keeping requirements
 Reflect on how you managed at least two routine problems you encountered
when managing your meetings – record this in Section 3 of your Project
Portfolio.
Complete Section 3 of your Portfolio and attach the relevant evidence as you work
through these steps.
6. Submit your completed Project Portfolio
Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and
grammar as necessary.
Remember to check that all necessary evidence attachments are included.
Submit to your assessor for marking.
i

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Unit BSBTWK503 - Manage meetings
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