BSBADM502 Manage Meetings Learner Workbook

This is the learner workbook for the BSBADM502 Manage Meetings course. It includes activities and assessments to help you develop your skills in managing meetings. The workbook covers topics such as preparing for meetings, conducting meetings, and following up on meetings. It is suitable for the BSBADM502 course.

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

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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
Learner is deemed: COMPETENT NOT YET
COMPETENT(Please circle)
If not yet competent, date for re-assessment:
____________________________________
Comments from Trainer / Assessor:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________
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
3. Follow up meetings
You should also demonstrate your:
 Reading
 Writing
 Oral Communication
 Numeracy
 Navigate the world of work
 Interact with others

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 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?
The meetings are conducted in order to discuss strategies as well as develop
plans, train and provide an idea about the objectives that an organisation have
set for the future
Using the four broad objectives, for a meeting that you have attended,
explain whether the meeting succeeded in its aims or not.
The meeting attended included objectives like:
 To enhance team bonding
 To provide knowledge about the performance
 To formulate strategies for organisational development
 To welcome recommendations for improving the strategies
The meeting had been successful in meeting the objectives since the timing
had been divided equally
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?
The reasons behind the failure of meetings are that timing of the agendas of
the meeting is not proper. At the same time, the meeting may lack proper
management. During the meeting it was important to analyse the timing so
that every aspect of the meeting can be covered
What is the difference between a formal and informal group?
The difference between formal and informal group is that in a formal group
every member acknowledges one another and maintains a power distance
keeping the relationship professional. In the case of informal group, the
power distance between the employees reduce and every member
acknowledges a personal and friendly relation with one another
Use forming, storming, norming and performing to explain a meeting
that you attended and how the group was formed for the meeting
Forming: The group was formed to understand the objectives of the
organisation and a team was developed to understand the strategies that are
required to be implemented
Storming: At the initial stage, none of the team members coordinated with
one another and thus conflict of interest took place.
Norming: At this stage, the responsibilities were delegated and the
capabilities of each of the members were analysed so that tasks can be

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delegated in a proper and effective manner.
Performing: At the end, the objective discussed in the meeting was
performed to effectiveness which helped in the successful completion of the
meeting

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Activity1B
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to ensure style and structure of
meeting are appropriate toits 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:
Step 1: Develop objectives for the meeting
Step 2: Select venue and suitable time for the meeting
Step 3: Circulate the information of the meeting to the employees
Step 4: Prepare notes to be provided as presentation for the meeting
Step 5: Allocate timing for each of the activities in the meeting
Step 6: Execute the meeting successfully
What type of meetings have you attended?
The types of meeting that have been attended includes:
 Status update meetings
 Information sharing meetings
 Decision making meetings
 Problem solving meetings
 Innovation meetings
 Team building meetings
 Stakeholder’s meetings
 Director’s meeting
 Special meetings

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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?
The best way to notify the participants of a meeting is via email. This is
because in the modern world, emails are read by every employee and it is
considered as the fastest way to communicate with the employees

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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 meeting.
Activity Individually or in pairs, complete the following;
You receive an email to attend a meeting?What should you do?
Acknowledge the meeting either positively or negatively so that steps can
be taken for attending and preparing for the meeting
What costs would you need to consider for an informal meeting in your
workplace?Would they vary if the meeting was formal?
The costs that are required to be considered for an informal meeting
includes costs of purchasing the projectors, cost of inviting guests and the
time allocated for the meeting as it may deprive the people from
productivity. The costs would not vary in the case of formal meeting
What are the standard documents that you need to bring to your
meetings?
Standard documents that are to be brought include notebooks that can help in
making points about the meeting that have taken place.

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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?
The timeline need to be based on the manner in which the meeting can help
in the attainment of team goals. The consideration that is required to be
made for setting up a meeting includes the time allocated for each agenda to
be addressed and for the development of proper objectives for 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 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?
A chair needs to have the leadership skills to become a good orator as well
as the ability to convince people about the manner in which meeting can be
conducted without any problems
In your own words, explain what you believe a good meeting is.
A good meeting consists of effective time management as well as effective
speaker. Every objective that exists in an organisation need to be discussed
in the meeting and based on it motivation for improving the performance
can be enhanced
List the role of a chair.
The role of a chair includes:
 Set up an agenda
 Lead the meeting
 Maintain order at the meeting
 Ensure conventions of the meeting are followed
 Ensure fairness and equality at the meetings is maintained
What is the difference between a good chair and a bad chair?
A good chair maintains the roles in an effective manner and ensures that the
meeting conducted meet the objectives. A bad chair ignores one or more
important detail that may have a negative impact on the development of
meeting and the attainment of objectives.

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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 consists of being created early with every detail,
defining the meeting objective as well as prioritising the meeting objectives.
At the same time, breaking down of agenda topic into key points can be
considered as an effective agenda for meeting. The requirement of decision
of the agenda can also be considered in the decision-making agenda.

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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 for five
different questions.
Question regarding any form of query that is related to the specific topic can
be considered. For example, in the case of meeting involving team
development, questions related to the effectiveness of teams as well as
responsibilities can be asked. Questions include:
 What are the roles that need to be maintained to enhance team
productiveness?
 How can team development improve the policies of an organisation?
What is the purpose of summarising?
The purpose of summarising is to ensure that important points are noted
down, which can help in understanding the meeting in a proper manner.
What are the steps that you would use to resolve conflict during a
meeting?
The steps that can be taken to resolve conflicts includes:
 Understanding the conflict
 Analysing the situation
 Assessing the situation by considering both the parties
 Ensure that a neutral party is appointed for resolving the conflict
 Provide verdict related to the conflict to maintain a balance
Tudor Rickards proposes that there are five sets of problems.List them
and give an example for each.
The five sets of problems includes:
Basic problem: Example anxiety or fear of speech
Specific problem: Example team building

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Psychological problem: Example unable to cope up with pressure
Developmental problem: Example inability to develop properly for
conducting effective work
Generic problem: Example family heredity disorder

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Activity2D
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to brief minute-taker on method
for recording meeting notes in accordance with organisational
requirements and conventions for 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 maker needs to be briefed about a meeting so that they can
maintain the objectives and the agenda of the meeting. It is necessary to
ensure that the minute maker be provided with an effective analysis of the
objectives of the meeting and every action that can be associated with the
meeting.

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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 minutes needs to include the objective of the meeting and a
brief of the entre meeting so that record of the meeting and its functioning
can be made. Reflection of the meeting can take place with the help of the
minutes developed
When you write minutes what should you do?
While writing a minute, it is necessary to be involved with every actions
and functions that take place in the meeting. It is necessary to understand
the organisational procedures and ensure that it is comprehended properly
during the meeting
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?
In the case of failure to meet the time frames of the meetings, the objectives
set for the meeting cannot be met. This may hamper the success of the
meetings and as a result the meeting can be considered as a failure

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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?
Ensure that the folder is updated regularly and any information related to the
meeting be downloaded or copied in the folder so that proper assessment of
the meeting can take place and at the same time ensure that none of the details
related to the meeting can be missed

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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
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 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.

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The meeting with the colleagues need to take place within the organisational
premise.
The communication medium that will be used to contact them with the
details of the meeting includes email. The emails will be distributed to the
team leaders with instructions that it should be delivered to every member
in the team.
The details that are to be covered in the agenda includes the timeline for
each of the events in the meeting, cost of the meeting, start and end time of
the meeting, contents of the meeting as well as the required resources that
can be used for the successful completion of the meetings
During the meeting, the decisions that were made include understanding the
role and importance of team leading and team development. Issues such as
ways to negotiate with conflicts and ensure storming be maintained are
analysed. At the same time, ideas such as ways to enhance performance are
discussed in the meeting so that it can continue to be a huge success and
work towards the effectiveness of the organisation.
MajorActivity
Estimated
Time
60 – 120 Minutes
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
A standard agenda for annual meeting includes developing objectives,
identifying the needs of the meetings and developing meeting minutes for
future purpose
2. Preparation for the meeting including the purpose of the meeting
The purpose of the meeting is to ensure that the new organisational structure
can be as effective as the previous one and employees can cope with the new

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structure
3. What type of meeting this one is going to be?
This is going to be a formal meeting
4. What procedures should you put in place to confirm the meeting
arrangements?
Procedures such as setting up the meeting date, identifying the meeting
objectives as well as the timeline of the meeting need to be implemented for
the preparation of the meeting
5. Despatch meeting papers to participants.How and when?
The meeting papers need to be dispatched to the participants one month
before the meeting is to commence via email
6. Process of chairing meetingsincluding any recommendations the chair
should follow
The chair needs to be involved in identifying the requirements of the meeting
and at the same time arrange for the development of the meeting.
Recommendations in the form of identifying every detail of the meeting need
to be provided to the chair
7. How to conduct the meeting: Design an agenda
The meeting need to be conducted by:
 Identifying the purpose of the meeting
 Setting up objectives
 Gaining approval from the CEO
 Conduct the meeting in an effective manner
 Develop requirements of the meeting
 Make meeting minutes
8. Participation of the meeting, including controlling, encouraging
participation, discussion, problem solving and resolution of issues
The participation of the meeting need to be based on gaining control of the
required problems that are to be discussed and to ensure that participation of
employees for the wellbeing of the organisation are maintained. Moreover,
problem solving skills such as while in the development of teams need to be
solved and resolution of issues like unequal distribution of tasks need to be
provided for the problem solving agenda
9. What conventions should the minute taker follow?
Conventions such as following every minute of the organisation need to be
maintained that can help in the development of the meeting minute and

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ensure that every meeting minute be analysed for the development of a proper
organisational development
10. How should the meeting should be transcribed?
The meetings need to be transcribed by every minute and event that takes
place. Every conversation need to be maintained that can help in the
development of future team meetings within the premises
11. How should the minutes be distributed and stored?
The minutes need to be distributed via email and stored in the computers so
that it can be used for future purpose in the organisation
12. What reports should be written in regards to the formal meeting and
outline what you believe the meeting should contain.
Reports that are to be written in regard to the formal meeting are the manner
in which professionalism was used for conducting the meeting. The meeting
should contain clearly defined objectives which can be used effectively for
conducting the research in a proper manner.
These steps can be completed as procedures or you may answer the questions
one at a time.
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