Meeting Management Reflection: BSBADM502 Assessment 3

Desklib provides past papers and solved assignments for students. This report reflects on a student's experience managing a business meeting.

Term and Year Term ____/20_____ Assessment Format
 Project work
 Written report
Assessment 3 Due Date
DETAILS OF SUBJECT
Qualification BSB50415 Diploma of Business Administration
Assessment Title Write reflection
DETAILS OF UNIT(S) OF COMPETENCY
Unit Code BSBADM502 Unit Title Manage Meetings
DETAILS OF STUDENT
Student
Name
Student ID
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, subject to the consent from
the assessor (students have to provide sufficient evidence that they have done the
assessments for example screenshot, a copy of the file, etc.).
 Feedback on each task will be provided to enable you to determine how your
work could be improved.
 Should you not answer/demonstrate the requirements 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
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unit.
 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-sit policy for more information.
DETAILS OF ASSESSOR
Assessor’s Name
Assessor’s
Signature
Date
ASSESSMENT OUTCOME
Results Satisfactory Not Yet Satisfactory
Reasonable
Adjustments(if
applicable)
A student with a
disability or medical
condition may
request a relevant
adjustment to the
standard conditions
of the assessment
condition. In order
to put this in place,
the student must
discuss this
adjustment at the
beginning of each
term.
 Allowing extra time to complete this assessment – to
taking home assessment
 Provide a scribe for a student who finds writing
physically challenging
 Allow a student to submit scripts on the computer if
student prefer to type than write
 Allow extra time for a student who experiences
fatigue or have back problems to stretch during the
assessment period.
 No reasonable adjustment needed
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FEEDBACK TO STUDENT(S)
Progressive feedback to students, identifying gaps in competency and comments on positive
improvements [Comments and description of what was observed]
Feedback given to student: Yes No
Student(s) Declaration: I/we declare that I
have been assessed in this unit. I/we also are/are
aware of my/our appeal rights and reassessment
procedure.
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
Signature: ____________________________
Date: ____/_____/_____
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Assessmen
t Task 1
Plan and
prepare for
a meeting
Assessmen
t Task 2
Conduct,
follow up
and report
on a
meeting
Assessmen
t Task 3
Written
reflection
Written reflection
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
You will need to demonstrate the knowledge and decisions you applied to plan, prepare,
conduct and follow up the meeting you planned and conducted in Assessment Tasks 1 and
2.
Assessment description
This assessment continues from Assessment Tasks 1 and 2.
You are required to write a reflection on the process you went through to plan, prepare,
conduct and follow up on your meeting.
Procedure
1. Write a written reflection on how you planned, prepared, conducted and followed up
on your meeting. Your reflection should discuss the following:
a.Preparing for your meeting:
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i. Who you invited to your meeting, why you decided they were required to attend
and how you reached that conclusion;
I invited Smith Taylor, Alexander Johnson, Oliver Williams and Jacob Wilson in my
meeting. These are the person who has the ability to resolve the issue which based on the
private information and provides effective ideas to play the game in a multiplayer way.
On the other hand, these attendees provide the safety to the players to successfully
establish communication with each other. The meeting is about to resolve the issue that
dependss on the data leaking and collect private information in an effective manner. The
attendees have the ability to provide the source to collect and distribute the private
information in an effective manner that is why they invited in the meeting (Liu, 2016).
The discussion of the meeting held in 50 minutes which provides the outcome that
business needs effective ideas and planning to attain the objectives. The main focuses of
the meeting are the general business of the company and resolve the issue of the
information leaking which concluded in the end session of the meeting by Oliver
Williams.
ii. The style and structure you chose for your invitation and why;
The attendees get welcome in the meeting with the 15-minute long welcoming process
where each the participants get introduces in an effective manner. The organizer of the
meeting provides the refreshment to each and every attendee so that it is easy to conduct
the meeting for the long period. The chairperson of the meeting is Lachlan Brown who
decides to conduct the meeting on 11th February and then Smith Taylor called everyone
for the meeting. Alternatively, the facilitator of the meeting is Ruth Rezek and note taker
is Ethan Wilson.
iii. What conventions you decided were appropriate for your meeting,
and what organizational and legislative requirements you needed to follow;
There are various types of equipment implemented in the meeting room so that it’s easy to
record the meeting minutes and display the presentation which prepared before (Jain, et.
al., 2016). The attendees provide effective ideas to resolve the issue in the appropriate
way. After provides the problem-solving technique, the attendees provide the techniques
to collect and distribute the private information of the employees because there are many
hackers available on the online platform.
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iv. What budgetary considerations you made and how they affected the
planning and conducting of your meeting;
The meeting is held on 11 February 2019 with 15:00 hrs time period that is conducted in
the Adept Owl meeting room. On the other hand, the exact budget of the meeting is 18500
Dollar that decides by the chairmen of the meeting such as Lachlan Brown. The budget is
sufficient to provide the facilities which give aid to accomplish the meeting in an effective
manner such as refreshments, equipment, and minute recording equipment. The budget is
the main element which should be prepared before the start of the meeting so that it is
easy to analyse the estimate expenses which happen duration of the meeting.
v. The meeting papers you chose to prepare and the distribution
method you used to provide those papers to participants and why these were
appropriate;
The meeting paper is distributed to each the participant so that it’s easy to introduce the
requirement of the meeting and clear about the agenda that how to conduct a meeting and
what is the minute of the meeting. The meeting paper provides to each attendee before the
meeting start so that they get the overview of the meeting. The meeting paper distributed
through the mail and hand delivery but the distribution of the meeting paper through the
mail are more effective so that information will be safe.
vi. Your approach to developing your action plan, including how you
decided who should be responsible for which tasks and timeframes for task
completion; and
The action plan of the meeting is all about the segregation of the tasks and timeframe
which distributed in the various participants who attend the meeting. So, Smith Taylor
called the invitation to each attendee who will attend the meeting and Ruth Rezek is the
facilitator who provides the refreshments to the attendees. The Ruth Rezek is the
timekeeper who prepares the time minutes for the next meetings. The Ethan Wilson is the
note taker who takes the main attention on the meeting to note down the major points.
These are the main person who contributes their efforts to successfully accomplish the
meeting without any mistake.
vii. The implementation of your action plan; if all required tasks were
completed, if they were completed by the person responsible, if they were completed
on time and, if not, what you did to make sure they were done.
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Each task were completed on time by the required responsible person who selected before
the start of the meeting. But the meeting paper is the major issue to provide to the
participants who attend the meeting. The Mailing is the effective and right choice for
distributing the meeting paper but there are lots of hackers available on the online who
harm the private information that resolves by the software to secure the information. On
the other hand, the person takes the aid from the technical expertise to save information
from the harmful sources.
b. Conducting and following up your meeting:
i. At least one problem that had to be solved during your meeting, the problem-
solving technique you used and why, and how this technique assisted you in solving
the problem;
The problem-solving technique is used in the duration of the meeting because there is
various important and private information distributed on the online to the other concern
person (Bang, et. al., 2017). For an example, the meeting paper, meeting agenda, main
data of the time and scheduling period which provides to the other person. There are
various harmful elements and hacker hack the private information of the employees and
reduce the safety of the customers. In that case, the company must take the aid from the
sources to establish effective communication and connection with the players who play
the gaming system. This is beneficial to reduce the impact of the issue and provides help
to communicate with each other to enhance the skills of the system. This is beneficial for
each person who attends the meeting to secure the private information of their customers.
ii. Your key responsibilities as chairperson for conducting the meeting;
I am the Lachlan Brown as the chairmen of the meeting who conduct the meeting with
full of required things which used in the meeting so that it will successfully accomplish on
the specific time period. There are various responsibilities which I need to be
accomplished by time so that all the requirements accomplish by time. For an example, I
need to establish an accurate time period for all the meeting so that it will accomplish on
time. On the other hand, I need to focus on the required equipment which is helpful to
record the meeting minutes so that each the meeting minutes’ records in the safe zone.
The chairmen have the responsibility to accomplish each task which happens in the
duration of the meeting. I have another responsibility to maintain the good environment so
that meeting successfully complete on the planned time period.
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iii. How you would assess your performance in chairing the meeting
(i.e. were you an effective chairperson or are improvements needed?); how well your
meeting participants worked together and what group dynamics you needed to
manage;
Yes, I am the effective chairperson who has the many responsibilities to accomplish the
task on time and maintain the good environment in the meeting so that each participant
give their effective ideas to resolve the issue. On the other hand, each participant worked
in the meeting in the appropriate way which impacts on the successful accomplishment of
the meeting. Smith Taylor called the invitation to each attendee who will attend the
meeting and Ruth Rezek is the facilitator who provides the refreshments to the attendees
and is the timekeeper who completes the task on time. Ethan Wilson is the note taker who
takes the main attention on the meeting to note down the major points which discuss in
the meeting. I should follow the effective team working process so that each the
participant who plays an essential role in the meeting must work in an effective manner
with full of efficiency.
iv. The desired outcomes of your meeting, if you achieved them and the
strategies you used to facilitate the outcome. If outcomes were not achieved, or not
achieved to satisfactory standards, what you could do to improve in facilitating
outcomes;
The desired outcome of the meeting will get only on that situation when the chairmen of
the meeting implement the effective technique which gives aid to accomplish the task on
time. The 50 minute of the meeting takes the time to the discussion so that resolve the
issues regarding the private information of the customers. Alternatively, the responsible
person provides the refreshments to each participant so that each person give their full
focus in the meeting. As the responsible person, I have to increase the participants in the
meeting so that segregate the work in the step by step process. This is also necessary to
make the connection with each participant through the efficient technique so that issues
discussed in the priority. On the other hand, the meeting provides an effective outcome
but there are some shortages which mentioned in the section that improvise the
effectiveness of the outcome which attains the objectives of the meeting.
v. The strategies you used to review the meeting minutes to ensure the
information presented a true and accurate record of the discussions that occurred
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during the meeting. If the minutes were a complete and accurate reflection of the
discussions and what, if any, adjustments you made; and
The meeting minutes’ template which mentions in the assessment 1 which describe the
effectiveness of the task segregation. The Smith Taylor is the main person who called
each the participant for the meeting but according to my opinion, the Smith must invite
the attendee through the email so that no chance for leakage of the information. On the
other hand, the Smith must reduce the time period of 50 minutes of the welcoming and
introduction so that the meeting get the extra time for discussion. The chairmen must try
the other effective communication source so that discuss the issue which harms the
effectiveness of the meeting. The chairmen provide the time minutes to the other person
who has the innovative idea for the hacking issues and information transfer process.)
vi. The method in which you distributed these meeting minutes and
why; where and how they should be stored; if any follow-up documentation was
required and, if so, how this documentation was or will be distributed.
The meeting minutes are accurate and specific which gives aid to accomplish the tasks on
time and provides equal time period to each person so that effective ideas make the
changes in the system. The distribution of the meeting minute is effective but it should be
necessary that welcoming and introduction minute must be reduced so that time increase
for the discussion. After provides the problem-solving technique, the attendees provide
the techniques to collect and distribute the private information of the employees because
there are many hackers available on the online platform (Flores, et. al., 2016). On the
other hand, discussion of the meeting held in 50 minutes which provides the outcome that
business needs effective ideas and planning to attain the objectives. The main focuses of
the meeting are the general business of the company and resolve the issue of the
information leaking which concluded in the end session of the meeting by Oliver
Williams. So, overall the meeting minute is accurate and minor changes are discussed in
this section enhance the efficiency of the meeting and reduce the mistakes.
2. Submit the required documents for assessment as per the specifications below. Be
sure to keep a copy for your records.
Meeting Requirements Form
Chairperson Lachlan Brown
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Department Operations Department
Meeting name Discussion at Adept Owl
Meeting details
Date 11 February
2019
Time 15:00 Hours
Location Meeting room of
Adept Owl
Budget 18500 Dollars
Meeting format
Purpose Reviewing the privacy policies of Adept owl
Agenda  Welcoming all the members
 Giving Introduction
 Date, Location and time of the meeting
 Next meeting’s date
 Previous meeting’s minutes
 Reports
 Major items of agenda
 Matters arising from the minutes
 Statement of purpose of the meeting (Curtis.et.al,
2012)
Participants Internal
Smith Taylor- Operation
Manager
Oliver Williams- Human
Resource Manager
External
Alexander Johnson
Jacob Wilson (Board
Members)
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Speakers Smith Taylor, Oliver Williams, Alexander Johnson, Jacob
Wilson
Seating
arrangements
The meeting will be conducted in the meeting room.
Everyone will sit around the round table having chairs for
everyone. (Wettstein, 2012)
Video or
teleconference
requirements
No
Supporting materials
Pre-reading Sales strategy and performance
Meeting
documentation
Agenda of Meeting
Equipment
requirements
Television, laptops, computers, Notepad
Hospitality requirements
Catering
requirements
Coffee and Tea will be served with snacks and sandwiches.
Accommodation
requirements
Hotel rooms for investors came from outside
Other requirements
Special needs of
attendees
No
Other organizational
requirements for
conducting meetings
Large print format documents
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Applicable
conventions for
conducting meetings
No
Legal and ethical
requirements for
conducting meetings
 Workplace Healthy and safe Discipline to be
followed by protecting the health and safety of all
stakeholders
 Code of ethics of Adept owl needs to be followed in
every meeting (Kay, D., Korn, N. and Oppenheim, C., 2012)
Other specific
requirements
All the staff members attend the meeting and they are on
time
Specifications
You must submit:
● A written reflection.
Your assessor will be looking for:
● Writing skills to:
○ Address context, purpose, and audience when creating documents;
○ Prepare and edit documents using appropriate structure and accurate spelling,
grammar, and punctuation;
● Discussion of numeracy skills to plan and chair the meeting in line with required
timeframes and budgets;
● Discussion of the ability to select the appropriate form, channel and mode of
communication for your purpose;
● Discussion of ability to cooperate with others and description of methods to
facilitate group interaction, discussion, problem-solving and decision-making; and
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