Term 3 2019 BSBADM502: Manage Meetings Assessment Tasks

This document presents a complete solution for the BSBADM502 Manage Meetings assessment, focusing on practical application of meeting management skills. The assessment comprises two main tasks: Task 1 involves demonstrating the ability to prepare for, conduct, and follow up on meetings with multiple participants. This includes creating agendas, chairing meetings effectively, and producing accurate meeting minutes. The provided solution showcases two meetings, including detailed agendas, meeting minutes, and action items. Task 2 requires answering short questions, demonstrating understanding of meeting management principles. The solution provides practical examples and discussions related to the meeting process. The assessment emphasizes organizational requirements, legal and ethical considerations, and efficient time management within meetings.

Module 1
Term and Year: Term 3 2019
Qualification : BSB50215 Diploma of Business
Unit Code: BSBADM502
Unit Title: Manage meetings
Assessment :
Task 1 Observation/ demonstration – conducting a meeting
Task 2 Short questions
Student Name:
Student ID No:
Assessor’s Name:
Student Declaration: I declare that this work has been completed by me honestly and with integrity. I understand that the Elite
Education Vocation Institute’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these
assessment tasks.
Student Name:
Student Signature: Date:
Assessment submission (new) requirements
Please save this file as PDF format (include your name to the filename) before uploading onto Moodle.
Assessment deadlines penalty
It is expected that unless a simple extension, special consideration or disability services adjustment has been granted, candidates
will submit all assessments for a unit of study on the specified due date. If the assessment is completed or submitted within the
period of extension, no academic penalty will be applied to that piece of assessment.
If an extension is either not sought, not granted or is granted but work is submitted after the extended due date, the late submission
of assessment will result in a late penalty fee. For further information, please refer to the Assessment Policy.
Assessment/evidence gathering conditions
Each assessment component is recorded as either Satisfactory (S) or Not Yet Satisfactory (NYS). A student can only achieve
competence when all assessment components listed under procedures and specifications of the assessment section are
Satisfactory. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NYS is
eligible for re-assessment. Should the student fail to submit the assessment, a result outcome of Did Not Submit (DNS) will be
recorded.
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Principles of Assessment
Based on Clauses 1.8 – 1.12 from the Australian Standards Quality Assurance’s (ASQA) Standards for Registered Training
Organizations (RTO) 2015, the learner would be assessed based on the following principles:
Fairness - (1) the individual learner’s needs are considered in the assessment process, (2) where appropriate, reasonable
adjustments are applied by the RTO to take into account the individual leaner’s needs and, (3) the RTO informs the
leaner about the assessment process, and provides the learner with the opportunity to challenge the result of the
assessment and be reassessed if necessary.
Flexibility – assessment is flexible to the individual learner by; (1) reflecting the learner’s needs, (2) assessing competencies held
by the learner no matter how or where they have been acquired and, (3) the unit of competency and associated
assessment requirements, and the individual.
Validity – (1) requires that assessment against the unit/s of competency and the associated assessment requirements covers the
broad range of skills and knowledge, (2) assessment of knowledge and skills is integrated with their practical
application, (3) assessment to be based on evidence that demonstrates that a leaner could demonstrate these skills
and knowledge in other similar situations and, (4) judgement of competence is based on evidence of learner
performance that is aligned to the unit/s of competency and associated assessment requirements.
Reliability – evidence presented for assessment is consistently interpreted and assessment results are comparable irrespective of
the assessor conducting the assessment
Rules of Evidence
Validity – the assessor is assured that the learner has the skills, knowledge and attributes, as described in the module of unit of
competency and associated assessment requirements.
Sufficiency – the assessor is assured that the quality, quantity and relevance of the assessment evidence enables a judgement to
be made of a learner’s competency.
Authenticity – the assessor is assured that the evidence presented for assessment is the learner’s own work. This would mean that
any form of plagiarism or copying of other’s work may not be permitted and would be deemed strictly as a ‘Not Yet
Competent’ grading.
Currency – the assessor is assured that the assessment evidence demonstrates current competency. This requires the
assessment evidence to be from the present or the very recent past.
Resources required for this Assessment
 All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint
 Upon completion, ensure that you have completed your coversheet details, i.e. your name, student ID and signature. If these
details are not present, the assessment would need to be resubmitted again.
 The document is then required to be converted to PDF and uploaded to the student learning management system for
assessment.
 Refer the notes on eLearning to answer the tasks or any additional material will be provided by Trainer.
Instructions for Students
Please read the following instructions carefully
 This assessment is to be completed according to the instructions given by your assessor.
 Students are allowed to take this assessment home.
 Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided
with feedback on your work within 2 weeks of the assessment due date.
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 Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will
be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.
 If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.
 Please refer to the College re-assessment and re-enrolment policy for more information.
Procedures and Specifications of the Assessment
Task 1
Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in accordance with organisational
requirements. There are 4 sections:
 Preparation
 Conducting the first meeting
 Following up
 Conducting the follow-up meeting
 Please read the following instructions carefully
This assessment is to be completed according to the instructions given by your assessor.
 Students are allowed to take this assessment home.
 Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided
with feedback on your work within 2 weeks of the assessment due date.
 Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will
be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.
 If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.
 Please refer to the College re-assessment and re-enrolment policy for more information.
Task 2
Please read the following questions carefully and provide an appropriate answer that is sufficient to include a practical example in
your discussion.
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Task 1
For this assessment, you will be observed by your trainer in preparing for, conducting and following up on two (2)
meetings, with at least two (2) participants.
Demonstration/ observation checklist
Candidate’s name
Assessor’s name
Work activity Meeting
Date
A. PREPARATION
In your preparation, you are to ensure that:
• Purpose of meeting is clarified and the agenda developed in line with stated purpose
• The style and structure of the meeting is appropriate to the meeting’s purpose
• Meeting participants are identified and notified in accordance with organisational procedures
• Meeting arrangements are confirmed in accordance with requirements of meeting
• Meeting papers are dispatched to participants within designated timelines
FIRST MEETING AGENDA
Meeting name Human Resource System in HR department
Date of meeting (DD/MM/YY) 24. December, 2019 Time 10:30
Meeting facilitator Human resource manager Location Conference Room 786
1. Meeting objective
The meeting objective is to plan, develop and implement human resource information system (HRIS) in order to provide a
centralized repository of employee master data so as to completing core human resource process for Hull Agency
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2. Attendees
Name Department/ division Email
Ross Perry Managing Director [e-mail]
Fredrick Boss IT Professional [e-mail]
Paul Green Operation Manager [e-mail]
Ray White Human Resource
Manager [e-mail]
3. Meeting agenda
Topic Owner Time
Introduction about the purpose of the meeting Managing director 10:45 AM
Addressing the issue Assistant Secretary 10:46 AM
Speech on what ought to be done IT trainer 10:47 AM
Ways to overcome the staff issue Operation manager 10:48 AM
Break Meeting facilitator 10:49 AM
Legislative and board priorities Operation manager 10:50 AM
Next meeting agenda It trainer 10:51 AM
Adjourn Meeting facilitator 10:52 AM
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)
Description Prepared by
Highlighting the current issue Managing director
Identifying the main issue of the company Human Resource Management department with reference
to pay roll and train the new employees
Human Resource
Manager
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B. CONDUCTING THE FIRST MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and
legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for
the type of meeting
This will be observed by your assessor during each of your meetings
FIRST MEETING MINUTES
Meeting name Introduction of the issues
Date of meeting (DD/MM/YY) 26.December.2019 Time 10:30 AM
Minutes prepared by Managing Director Location Conference Hall 786
1. Meeting objective
The objective of the meeting is to introduce human resource information system in the department.
2. Attendees
Name Department/ division Email
Individual A Managing Drector Individualagmail.com
Individual B Operation department Individualbgmail.com
Individual C HR department Individualcgmail.com
Individual D IT department Individualdgmail.com
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3. Meeting minutes
Topic Owner Time
Introduction on issues Managing Director 10:45 AM
Invtroduction of the software Human Resource Manager 10:46 AM
Hardware operation of the system IT expert
10:47 AM
Analysing the staff usage and budget and Developing relevant
strategies HR manager
10:48 AM
Tactical Information system plan Operation Manager
10:49 AM
Consequences of the new system in the organization Human Resource Manager
10:50 AM
Next meeting agenda Meeting facilitator
10:51 AM
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Adjourn
10:52 AM
Action items
Action Owner Due date
Iidentifying the topic and a brief overview of the member of the meeting, their
responsibilities and their profession and their contribution towards the
meeting.
Managing Director 25.Dember.2019
The purpose of the meeting and discussing the about the issue with payroll
and training. The particular details of the agenda by the managing director
regarding the payroll and a detailed description on the participants present in
the following meeting
Human Resource Manager
Assistance Secretary 1.January 2019
Identifying the issue which is reported by the administration and the
feedback received by the employees. Explaining the issue briefly and the
process of the following system and the possible problems occurring in it and
based upon the issues.
Accounts Manager
15 January 2019
Presenting the strategies and proper improvement procedures, provided by
the IT support and through training the problem can be solved. Highlighting
the key points of the meeting and initiating discussion among the meeting
members.
IT Professional 10 February 2019
Next meeting
Date of meeting (DD/MM/YY) 14. February 2019 Time 10:30 am
Meeting objective Effectiveness evaluation of the new program
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C. FOLLOWING UP
• After each meeting, you are to follow up, ensuring that:
• Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the meeting and are
formatted in accordance with organisational procedures and meeting conventions
• Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance
with organisational requirements
• Outcomes of meetings are reported as required, within designated timelines
SECOND MEETING AGENDA
Meeting name Effectiveness evaluation of the new strategy
Date of meeting (DD/MM/YY) 14 February 2019 Time 10:30 am
Meeting facilitator Operation Manager Location Conference room 409
1. Meeting objective
The meeting objective of the meeting is to evaluate the effectiveness of the new strategy in the organization and motivate the
employees.
2. Attendees
Name Department/ division Email
Individual A Human Resource
Manager
Individualagmail.com
Individual B Operation department Individualbgmail.com
Individual C HR department Individualcgmail.com
Individual D IT department Individualdgmail.com
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3. Meeting agenda
Topic Owner Time
Introduction of purpose of the meeting Managing director 10:45 AM
Previous meeting discussion Health care department
(Assistant Secretary) 10:46 AM
Introduction of the relevant members in the meeting IT trainer 10:47 AM
Speech by the information trainer about the new implementation Operation manager 10:48 AM
Performance of the new program Meeting facilitator 10:49 AM
Break Operation manager 10:50 AM
Result from the new strategy It trainer 10:51 AM
Adjourn Meeting faciliator 10:52 AM
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)
Description Prepared by
Addressing the purpose of the meeting Managing director
Effectiveness evaluation of the new program Operation manager
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D. CONDUCTING THE FOLLOW-UP MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and
legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for
the type of meeting
This will be observed by your assessor during each of your meetings
SECOND MEETING MINUTES
Meeting name Effectiveness evaluation of the new strategy
Date of meeting (DD/MM/YY) 26 February 2019 Time 10:30 am
Minutes prepared by Meeting Facilitator Location Conference room 675
4. Meeting objective
To ensure that the payroll system is being helpful to the human resource department and the training process is showing its
effectiveness
5. Attendees
Name Department/ division Email
Individual A Top management Individualagmail.com
Individual B Operation department Individualbgmail.com
Individual C HR department Individualcgmail.com
Individual D IT department Individualdgmail.com
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6. Meeting minutes
Topic Owner Time
Purpose of the meeting Managing director 10:45 AM
Previous meeting discussion Assistant Secretary 10:46 AM
Introduction of the relevant members in the meeting IT trainer
10:47 AM
Speech by the information trainer about the new implementation Operation manager
10:48 AM
Performance of the new program Meeting facilitator
10:49 AM
Break Operation manager
10:50 AM
Result from the new strategy It trainer
10:51 AM
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