BSBADM502 Manage Meetings Assessment

This document outlines the assessment tasks for BSBADM502 Manage Meetings. It includes a cover sheet with student and assessor declarations, details on assessment conditions and resources, instructions for students, and a checklist for the assessor. The assessment involves two parts: Task 1, which requires observation of the student preparing for, conducting, and following up on two meetings; and Task 2, which consists of written questions and answers covering various aspects of meeting management, including different meeting types, documentation requirements, roles and responsibilities, agenda development, minute-taking, conflict resolution, cultural considerations, voting procedures, meeting layouts, mediation, and relevant legislation (anti-discrimination, ethical principles, codes of practice, privacy laws, copyright, and OHS). The assessment aims to evaluate the student's ability to effectively manage meetings in accordance with organizational requirements.

BSBADM502 Manage meetings
ASSESSMENT 1 COVER SHEET
Details of Assessment
Term and Year Term 3 2016 Time allowed
Assessment No 1 Assessment Weighting 100
Assessment Type 2 Meetings Observed, supporting evidence and Written questions and answers
Due Date Class Room
Student Name:
Student ID No:
Date:
Qualification : BSB50215 Diploma of Business
Unit Code: BSBADM502
Unit Title: Manage meetings
Assessor’s Name
Assessment Outcome
Results Satisfactory Not Satisfactory Marks
Student Feedback:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Student Declaration: I declare that this work has been completed
by me honestly and with integrity and that I have been assessed in
a fair and flexible manner. I understand that the Institute’s Student
Assessment, Reassessment and Repeating Units of Competency
Guidelines apply to these assessment tasks.
Name:
____________________________________________
Signature:
_________________________________________
Date: ____/_____/_____
Assessor Declaration: I declare that I have conducted a fair,
valid, reliable and flexible assessment with this student, and I
have provided appropriate feedback.
Name: _________________________________
Signature: ______________________________
Date: ____/_____/_____
Student did not attend the feedback session.
.
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Assessment/evidence gathering conditions
Each assessment component is recorded as either Satisfactory (S) or Not Satisfactory (NS). A student can only achieve
competence when all assessment components listed under Purpose of the assessment section are Satisfactory. Your trainer will
give you feedback after the completion of each assessment. A student who is assessed as NS (Not Satisfactory) is eligible for re-
assessment.
Resources required for this Assessment
 All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint
 Upon completion, submit the assessment printed copy to your trainer along with assessment coversheet.
 Refer the notes on eLearning to answer the tasks
 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.
 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.
This form is to be completed by the assessor and used a final record of student competency. All student submissions
including any associated checklists (outlined below) are to be attached to this cover sheet before placing on the students
file. Student results are not to be entered onto the Student Database unless all relevant paperwork is completed and
attached to this form.
Administrative use only
Entered onto Student Management Database  ________________
Date Initials
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Assessment
Submission details
Students Name
Student ID
Group
Assessor’s Name
Assessment Date/s
The Assessment Task is due on the date specified by your assessor. Any variations to this arrangement
must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.
Performance objective
Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in
accordance with organisational requirements.
Assessment description
TASK 1:
For this assessment, you will be observed preparing for, conducting and following up on one
meeting, with at least four participants. Whilst you may work with your assessor to discuss
the meeting options, it is recommended that you implement this assessment with other units
you are studying.
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
You must provide your agendas to your assessor at the time of your assessment
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CONDUCTING
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
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
Candidate: I declare that this work has been completed by me
honestly and with integrity and that I have been assessed in a fair
and flexible manner. I understand that the Institute’s Student
Assessment, Reassessment and Repeating Units of Competency
Guidelines apply to these assessment tasks.
Signature: ___________________
Date: ____/_____/_____
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ASSESSOR’S CHECKLIST (for assessor’s use only)
Did the candidate:
Satisfactory
Yes No
Obtain information about the purpose of the meeting
Identify an appropriate meeting format
Develop an agenda ensuring it accurately reflected the meeting purpose
Ensure agenda and other meeting documentation was accurate and free
from errors.
Identify all participants and notify them in advance via writing
Distribute the agenda to all invited participants
Advise the participants of:
 Meeting time
 Meeting location
 Meeting purpose
 Participant expectations
Confirm attendance for each participant
Ensure meeting area set up appropriately
CHAIRING THE MEETING:
Begin on time
Introduce self and welcome all (especially new members)
Facilitate discussion and group interaction (encouraging diversity of views /
opinions)
Provide supporting environment to encourage complex discussions
Communicate effectively with both groups and individuals as required
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Did the candidate:
Satisfactory
Yes No
Ensure participants comments and actions are non-discriminatory through
effective facilitation
Summaries key points as appropriate
Instruct minute taker to record details as appropriate
Ensure meeting runs smoothly by moving on to next topic in timely and
appropriate fashion
Ensure meeting stays focused
Delegate actions / follow up as required
COMMUNICATION SKILLS
Use warm and open communication style
Use open and approachable body language
Make direct eye contact to create direct pathway between participants and
self (may be culturally inappropriate for some groups)
Communicate with confidence
Establish a trusting environment
Stay impartial
Ensure participants comments and actions are non-discriminatory through
effective facilitation
CONFLICT RESOLUTION / NEGOTIATION SKILLS
Identify participant concerns that arise and respond appropriately
Identify any critical issues
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Did the candidate:
Satisfactory
Yes No
Talk through concerns
Identify options for changing behaviours
Manage discussions between parties
Moved parties forward through presenting of solutions and ensuring
equitable outcomes
COMPLETION
Check minutes for accuracy before dispatch
Dispatch minutes to all participants and associated stakeholders
Follow up on issues that arose in meeting, and notify relevant individuals as
appropriate
Agenda attached to checklist
Minutes attached to checklist
Comments
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Result: Satisfactory / Not Yet Satisfactory
Assessor: I declare that I have conducted a fair, valid, reliable and
flexible assessment with this student, and I have provided appropriate
feedback.
Signature: ____________________
Date: ____/_____/_____
TASK 2: WRITTEN QUESTIONS AND ANSWERS
Questions
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1 What is the difference between a General meeting and an Annual General meeting?
2 What are the meeting requirements for the following types of companies?
Proprietary Company
Public Company
Listed Company
3 In your own words, you are to explain the following terms:
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Chairperson
Secretary
Treasurer
Abstention
Adjournment
Agenda
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Motion
Casting Vote
Proxy
Tabled
4
What documentation is required when organising and managing a formal meeting?
Be sure to include a description of who is responsible for the documentation, and
indicate any timelines required for this documentation.
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5 Explain the role of the minute taker, and the interaction undertaken before, during and
after a meeting.
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