Assessment: BSBADM502 Manage Meetings Learner Workbook Activities

This document is a completed learner workbook for the BSBADM502 Manage Meetings unit. It covers various activities related to meeting management, including preparing for meetings, conducting meetings, and following up on meetings. The workbook includes activities on developing agendas, ensuring appropriate meeting styles, notifying participants, confirming arrangements, and distributing meeting papers. It also addresses leadership skills for chairs, effective agenda creation, and facilitating discussions. The activities require students to discuss meeting objectives, analyze meeting failures, differentiate between formal and informal groups, and apply meeting concepts. The workbook also includes questions to stimulate discussion, methods for summarizing, and steps for conflict resolution within meetings. The document showcases the student's understanding of meeting management principles and practical application of the concepts.

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.