BSBADM502 Manage Meetings: Complete Learner Workbook Assessment

This document presents a detailed learner workbook solution for BSBADM502 Manage Meetings, covering various activities related to meeting preparation, execution, and follow-up. It explores key aspects such as agenda development, participant notification, meeting arrangements, and leadership skills required for chairing effective meetings. The activities include discussions on the purpose of meetings, the steps involved in preparing for meetings, methods for notifying participants, cost considerations, and essential documents. Furthermore, it delves into the roles of a chairperson, leadership qualities, and the characteristics of a well-conducted meeting, highlighting the importance of clear objectives, participant engagement, and timely decision-making. The document also touches upon the differences between formal and informal groups and the application of the Tuckman model in team formation.

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: ____________________________________________________________

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Signed:
____________________________________________________________
Learner 2: ____________________________________________________________
Signed:
____________________________________________________________
Learner 3: ____________________________________________________________
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
The learner is deemed: COMPETENT NOT YET
COMPETENT(Please circle)
If not yet competent, date for re-assessment:
____________________________________
Comments from Trainer / Assessor:

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___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________
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

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3. Follow up meetings
You should also demonstrate your:
 Reading
 Writing
 Oral Communication
 Numeracy
 Navigate the world of work
 Interact with others
 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?
Meetings are very important in the workplace and also an effective way of
sharing thoughts and information, learning each other skills and knowledge,
discuss important decisions etc.
The meeting also serves the purpose of ensuring the employees that there so
many issues and things are going on in the organization which should be
effectively taken into consideration. Hence Conducting meetings at regular
intervals of time is an effective way to be in touch with the staff.
Regular meetings are also helpful in the development of the attractive
strategies and systematic decision-making process (Crane & Matten, 2016).
Using the four broad objectives, for a meeting that you have attended,
explain whether the meeting succeeded in its aims or not.
The major objectives for which meeting was conducted are stated as under:

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Performance improvement meeting: The meeting was conducted to review
the performance of the employees but due to the absence of some of the
employees, the meetings turned out to be of no use.
Strategic meeting: The meeting was conducted to discuss the strategies,
plans, and procedures for the accomplishment of the goals and objectives.
Decision-making meeting: In this meeting, decisions were implemented
regarding important decisions such as production, finance, HR etc.
Team building meeting: The objective of this meeting is to build strong
teams in the organization in the entire department (Fineman, 2017).
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?
Yes, there are many meetings I have heard of that failed due to a number of
reasons. One of such meeting is decision-making meeting where the
meeting did not reach the final decision due to differences in the opinions
and perceptions of the different members. The participants had their
different set of opinions and perspectives.
What is the difference between a formal and informal group?

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When the relation among the members or groups is professional in nature,
then it is termed as a formal group while when the members and groups share
personal relationships with each other, the group is said to be informal.
Formal groups attend the meetings and present their issues while on the other
hand informal groups personally solve their issues and grievances with each
other (Prasad, 2017).
Use forming, storming, norming and performing to explain a meeting
that you attended and how the group was formed for the meeting
The Tuckman model laid emphasis on the process and work of the team's
starting from their formation and ends with liquidation.
Forming: At the stage, the team forms and develops and the team members
are assigned their respective roles and responsibilities.
Storming: At this stage, team members share their views and thoughts with
each other and start working towards the accomplishment of the common
goals and objectives.
Norming: Trust and respect among the team members develop at this stage
with mutual cooperation and coordination.
Performing: At this stage, with the mutual understanding of the team
members, decisions are implemented in the teams,
The group was formed for the completion of the pre-determined goals and

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objectives where the mutual benefit of all the team members involved.
Activity1B
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to ensure style and structure of
meeting are appropriate to its 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:
 Identification of the purpose of the team.
 Formation of agenda along with the list of the participants. Roles
should be designed in accordance with the skills and capabilities of
the participants.
 Invites and agendas should be sent to the respective stakeholders. The
agenda must clear the aims and objectives of the meeting.
 Verification of the activities which are going to be discussed in the
meeting.
 Prepare for the final meeting.