Sydney Metro College - BSBADM502: Manage Meetings Assessment Project

This document presents a completed assessment for the BSBADM502 Manage Meetings unit, including an assessor marking guide, student assessment agreement, and cover sheets. The assessment comprises two main tasks: written questions and a formal meeting project. The written questions cover various aspects of meeting management, such as terminology (quorum, motion, proxy, conflict of interest), meeting structures (formal and informal), arrangements, chairperson responsibilities, and managing meeting dynamics. The questions also explore different meeting types (face-to-face, teleconference, web conferencing), agenda and minute preparation, and relevant legislation. The formal meeting project involves email communications (preliminary and follow-up) and a conference program, providing practical application of meeting management principles. The assessment provides a comprehensive overview of meeting management concepts and practical application, offering valuable insights for students studying this unit.

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
© J&S Learningwork 2018 Page 2

BSBADM502 Manage meetings Assessor Marking Guide
© J&S Learningwork 2018 Page 3

BSBADM502 Manage meetings Assessor Marking Guide
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.
© J&S Learningwork 2018 Page 4

BSBADM502 Manage meetings Assessor Marking Guide
3. Assessment Task 1: Written Questions
© J&S Learningwork 2018 Page 5

BSBADM502 Manage meetings Assessor Marking Guide
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)
© J&S Learningwork 2018 Page 6

BSBADM502 Manage meetings Assessor Marking Guide
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.
© J&S Learningwork 2018 Page 7

BSBADM502 Manage meetings Assessor Marking Guide
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
© J&S Learningwork 2018 Page 8

BSBADM502 Manage meetings Assessor Marking Guide
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.
© J&S Learningwork 2018 Page 9

BSBADM502 Manage meetings Assessor Marking Guide
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.
© J&S Learningwork 2018 Page 10

BSBADM502 Manage meetings Assessor Marking Guide
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?
© J&S Learningwork 2018 Page 11

BSBADM502 Manage meetings Assessor Marking Guide
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)
© J&S Learningwork 2018 Page 12