Managing Meetings: Health and Safety Committee and Project Tasks

This assignment focuses on the principles and practices of effective meeting management. It includes multiple-choice questions assessing understanding of meeting types, purposes, agenda creation, participant roles, documentation, and meeting procedures. The project component requires preparing for and conducting both formal and informal meetings, including agenda preparation, participant notification, and documentation. The assignment emphasizes the importance of meeting structure, format, and the roles of the chairperson and minute-taker. Furthermore, it explores the differences between formal and informal meetings and their respective formats, along with the significance of accurate record-keeping through meeting minutes and the dissemination of meeting outcomes.

Instructions to Students:
Student name:
Complete the cover sheet and ensure you accept, sign and date the student declaration on the Student
Learning Management System (LMS).
Read through and follow all instructions provided.
Complete each assessment task/activity.
Submit your assessment to the Student Learning Management System (LMS) by the due date.
Ensure your submission identifies your name, unit code and title.
You are required to:
Plagiarism is ‘a practice that involves the using of another person’s intellectual output and presenting it
as one’s own’. This includes the presentation of work that has been copied, in whole or part, from
other sources (including other students’ work, published books or periodicals, the Internet,
unpublished works or unauthorised collaboration with other persons), without due acknowledgement.
PLAGIARISM AND COLLUSION
A student found to have plagiarised material will be instantly graded Not Yet Competent (NYC) and may
be subject to one or all of the following:
Referral of the matter to the Academic Coordinator for: an intervention meeting, issuing of written
warning, clarification regarding assessment re-submission requirements and allocation of additional
assessment tasks.
Referral of the matter to the Director for: official disciplinary action by Frontier Education and/or
suspension from the course.
CONSEQUENCES OF PLAGIARISM AND COLLUSION

Unit description
This unit describes the skills and knowledge required to manage a range of meetings including overseeing the
meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.
It applies to individuals employed in a range of work environments who are required to organise and manage
meetings within their workplace, including conducting or managing administrative tasks in providing agendas and
meeting material. They may work as senior administrative staff or may be individuals with responsibility for
conducting and chairing meetings in the workplace.

F o r a s t u d e n t ’ s
p e r f o r m a n c e t o b e d e e m e d
s a ti s f a c t o r y f o r t h e w h o l e
u n i t o f c o m p e t e n c e , t h e y
m u s t d e m o n s t r a t e
s a ti s f a c t o r y p e r f o r m a n c e i n
a l l t a s k s w i t h i n t h i s
a s s e s s m e n t .
I f p a r t o f a t a s k i s n o t
s a ti s f a c t o r i ly c o m p l e t e d t h e
a s s e s s o r w i l l a r r a n g e f o r t h e
s t u d e n t t o c o m p l e t e f u r t h e r
a s s e s s m e n t t o d e m o n s t r a t e
c o m p e t e n c e .
S t u d e n t s a r e p e r m i tt e d
t h r e e ( 3 ) a tt e m p t s t o
d e m o n s t r a t e c o m p e t e n c y .
O v e r a l l s t u d e n t
p e r f o r m a n c e in t h e u n it i s
t o b e r e c o r d e d a s e it h e r
C o m p e t e n t o r N o t Y e t
C o m p e t e n t .
A s s e s s m e n t t a s k s
I n t h i s a s s e s s m e n t t a s k
s t u d e n t s a r e r e q u i r e d t o
r e a d t h e q u e s ti o n s a n d
e i t h e r s e le c t t h e o n e
c o r r e c t a n s w e r f r o m a
n u m b e r o f a l t e r n a ti v e s o r
w r i t e a r e s p o n s e i n t h e
s p a c e p r o v i d e d .
T h e o v e r a l l r e s u l t a n d
f e e d b a c k f o r t h i s t a s k w il l
b e p r o v i d e d o n t h e
a s s e s s m e n t r e s u l t p a g e a t
t h e e n d o f t h is d o c u m e n t .
A s s e s s m e n t
- F i r s t h a l f
T h i s a s s e s s m e n t t a s k
c o n t a i n s a s e r i e s o f
p r o b l e m s o l v i n g t a s k s
d e s i g n e d t o a ll o w s t u d e n t s
t o d e m o n s t r a t e
c o m p e t e n c e i n t h e u n i t .
S t u d e n t s w i l l b e a s k e d t o
c o m p l e t e r e l e v a n t t a s k s
t h a t r e q u i r e t h e m t o
c o n s i d e r r e a l i s ti c f a c t o r s
a n d d e v e lo p p r o d u c t s t h a t
w o u l d b e a s k e d t o
c o m p l e t e in a r e a l
w o r k p l a c e .
P e r f o r m a n c e o u t c o m e w i ll
b e i n d i c a t e d a s S a ti s f a c t o r y
o r U n s a ti s f a c t o r y .
A s s e s s m e n t
- S e c o n d h a l f
A t t h e s u c c e s s f u l
c o m p l e ti o n o f t h i s
a s s e s s m e n t , a C o m p e t e n t
r e s u l t w i l l b e a w a r d e d .
T h e o v e r a l l u n i t r e s u l t a n d
f e e d b a c k a r e r e c o r d e d a t
t h e e n d o f t h i s a s s e s s m e n t
d o c u m e n t a ti o n .
U n i t o u t c o m e

TASK A – MULTIPLE CHOICE
INSTRUCTIONS:
 Each multiple-choice question has four responses.
 You are to answer all questions.
 There is only one right answer.
1. You are the secretary of your workplace’s health and safety committee. One of your responsibilities is to
organise the regular monthly committee meetings. What type of meeting is this called?
A team meeting. ☐
A standing meeting. 
A project meeting. ☐
An emergency meeting. ☐
2. The meeting looks into any recent health and safety incidents and their reports, how to control newly identified
hazards, if changes are needed to risk management procedures, and other health and safety issues. Based on
this information, what is the purpose of the meeting?
Idea generation and planning. ☐
Information exchange and training. ☐
Relationship building and team management. ☐
Problem-solving and decision-making. 

3. Which style and structure is appropriate for the stated purpose and type of meeting?
As it is a committee meeting, a semi-formal format with an agenda and minutes taken is
appropriate. 
As it is a meeting between colleagues in the same workplace, it can be an informal gathering. An
agenda is not needed. ☐
Committee meetings must have a very formal, structured format as there are legal requirements
controlling how and when they are conducted. ☐
The style of the meeting is not important as long as there is a structured, written agenda identifying
the issues to be discussed. ☐
4. Which of the following agenda information will help the other members of the health and safety committee plan
their attendance at the next meeting?
The date, time and location of the meeting. ☐
The name of every participant attending and their role in the meeting. 
Any catering arrangements for the meeting. ☐
A list of individual agenda items and their priority. ☐
5. You have to send out invitations to the meeting. Based on the information provided in Q1 and Q2, who would
you invite to attend the monthly health and safety committee meeting?
The office bearers on the committee – chairperson, vice-chairperson, secretary, treasurer and the
risk manager. ☐
All committee members – office bearers and general committee members. 
All committee members, all health and safety representatives and anyone who has a role or
contribution to make at that meeting. ☐
All committee members, all health and safety representatives and all staff from the work areas
where health and safety risks have been identified. ☐

6. The meeting is held in a meeting room in the administration area of the work place. It normally runs for two
hours. One of the participants is giving a PowerPoint presentation. What arrangements do you need to make
prior to the meeting?
Prepare an agenda, book the meeting room and notify all participants. ☐
Prepare an agenda, book the meeting room, notify all participants and organise a minute taker. ☐
Prepare an agenda, book the meeting room, notify all participants and arrange transportation and
refreshments for participants. ☐
Prepare an agenda, book the meeting room, notify all participants, prepare any documentation and
organise audiovisual equipment. 
7. Based on the information provided so far, what documentation would you prepare for distribution prior to the
meeting?
Agenda, chairperson’s report, risk and hazard pre-reading materials. ☐
Agenda, chairperson and office bearers’ reports, correspondence. ☐
Agenda, minutes from the previous meeting, incident and hazard identification reports filed during
the previous month. 
Agenda, presentation summaries, business arising from the previous minutes, risk management
and emergency plans. ☐
8. During the meeting you plan to contact a risk management specialist by telephone so other participants can ask
questions. What is the correct term for this type of meeting?
Video conference. ☐
Teleconference 
Web conference. ☐
Internet conference. ☐

9. In meeting terminology, what is a quorum?
The maximum number needed to be present to make any decisions and resolutions binding. ☐
The minimum number needed to be present to make any decisions and resolutions binding. 
The maximum number required at a meeting to nominate and second a motion. ☐
The minimum number required at a meeting to nominate and second a motion. ☐
10. Where are the rules and conventions you must follow when conducting a meeting within your organisation
outlined?
In the book Robert’s Rules of Order. ☐
In company, incorporated association and committee legislation. ☐
In the organisation’s policies and procedures and relevant legislation. 
Other than some specific legislative requirements, there are no rules and conventions you should
follow.
☐
11. What is the purpose of a code of conduct for meetings?
It establishes the process for the presenting, amending and passing of motions and resolutions in
formal meetings. ☐
It provides a guideline for the chairperson on their role and responsibilities when conducting a
meeting. ☐
It outlines all legal requirements an organisation must follow when conducting meetings for
shareholders or members. ☐
It sets rules and guidelines for standards of behaviour for an organisation’s employees. 
12. Which of the following are key responsibilities of a chairperson?
Ensure all legislative requirements are upheld and manage shareholder interaction with board
members. ☐
Develop and manage all policies, procedures and preparation processes for a meeting. 
Ensure all agenda items are addressed, action plans developed and responsibilities allocated. ☐
Manage meeting events, processes and participant behaviour. ☐

13. What are two techniques you can use to ensure a meeting is focused and time efficient?
Use the agenda to keep discussions focused on desired outcomes and limit the length of time a
person can speak 
Encourage participants to be involved by seeking their opinion and allocating responsibilities for
meeting activities. ☐
Strictly enforce all rules and conventions and ensure all participants have prepared or read meeting
documentation prior to the meeting. ☐
Require all motions and resolutions to be moved, seconded and voted upon to ensure consensus
within the group. ☐
14. How can you encourage positive group dynamics to achieve effective participation, discussion and problem-
solving in a meeting?
Seek participants’ opinions, encourage ideas and tackle behavioural problems early. ☐
Set clear parameters for issues under discussion and present your suggestions for how to resolve
problems at the start of any discussions. ☐
Invite subject matter experts so they can tell other participants the best method of resolving issues. 
Ensure all necessary documentation is available, encourage all participants to speak on all topics
and use consensus decision-making processes. ☐
15. If you are briefing your nominated minute taker prior to the meeting, what do you need to tell them to enable
them to take the minutes correctly?
Meeting details, list of invitees, expected decisions and legal restrictions. ☐
Legislative requirements for taking minutes and organisational code of conduct ☐
Meeting details, proposed agenda items, depth of detail required to be recorded. 
Provide a copy of the agenda and a minute template. ☐
16. Why must the minutes of a meeting be a true and accurate record of the meeting?
They become an official record of the meeting, a legal document in a court case. 
They cannot be changed once they are approved so all errors must be fixed before ☐
In case a shareholder or member requests a copy after the meeting. ☐
They often contain decisions about an organisation’s future planning. ☐

17. Why would an organisation develop and use a standard template for meeting minutes?
To ensure accuracy. ☐
To ensure the minute taker uses the correct recording method. ☐
To ensure all required information is recorded. 
To ensure everyone can read them afterwards. ☐
18. How soon should meeting minutes be distributed after a meeting?
Legally, they must be distributed within 48 hours. ☐
This depends on when the next meeting will be held. ☐
Only once the format has been finalised and all changes are made. ☐
Ideally, as soon as possible after the meeting. 
19. What are two important considerations when storing meeting minutes?
Location of hard copies and back up files and future distribution requirements. ☐
Length of time minutes must be kept for and ability to make copies in the future. ☐
Accessibility of the minutes and security of storage location. 
Security of electronic files and potential for data corruption. ☐
20. One of the outcomes from the weekly staff meeting was a decision to request a major item of equipment be
upgraded. Who should this decision be reported to and in what timeframe?
Reported to management at the next management meeting so the request can be discussed and an
appropriate decision can be made. ☐
Reported to the health and safety committee as soon as possible so the equipment can be assessed
for potential safety hazards. ☐
Reported to the supervisor or manager responsible for the area of operation the equipment is
located in within the next week or two so they are aware of the issue. ☐
Reported to the maintenance supervisor before the next staff meeting so that the meeting’s
minutes will record action has been taken. 

TASK C – PROJECT
This assessment requires you to prepare for and conduct meetings.
Read the instructions provided in the Assessment Project.
You are required to do the following:
 Complete all assessment tasks listed in the assessment project.
 Submit all assessment materials as listed in each assessment.
 Your assessor will assess you using the criteria in the Candidate self-evaluation checklist provided.
Project – Manage meetings
Candidate instructions
This assessment requires you to prepare for and participate in two meetings – one formal and one informal meeting.
You must be the chairperson for at least one of the meetings. The type, style and format of each meeting must be
appropriate for their intended purposes.
Each meeting must:
 run for a minimum of ten minutes
 include a minimum of two agenda items
 have at least two other people in attendance
You are required to do the following:
 Complete Tasks 1, 2 and 3 in Task C. Follow the specific instruction included in each task.
 Submit all assessment materials listed in each assessment task.
Task 1: Prepare for a meeting
You are required to prepare for at least one meeting. This includes:
 preparation of an agenda
 identifying and notifying participants
 researching, booking and confirming meeting arrangements
 preparing and dispatching meeting documentation prior to the meeting.
All arrangements must reflect the type, style and purpose of the meeting and its intended participants. This includes:
 agenda format selected
 method(s) of notification used
 terminology used
 meeting format selected (e.g., face-to-face, teleconferencing, web-conferencing)
 use of relevant organisational policies and procedures

The meeting could be conducted as part of your job role in your workplace, for a not-for-profit organisation, such as
a local sporting, charity or community organisation, or within a structured social or educational environment.
Submit the following documentation to your assessor:
 a fully formatted and completed agenda of your planned meeting
 copies of invitations and/or notifications sent to your intended participants
 a list of all arrangements made prior to the meeting
 all communication (for example, emails), completed booking forms or confirmations, and any information
researched when planning meeting arrangements. This includes meeting venues, invited guests (such as
presenters, specialists), catering, technology, transportation, accommodation, meeting budgets and special
needs of participants.
Satisfactory ☐ Unsatisfactory ☐
Task 3: Short answer questions
Q1: Are the formats for informal and formal meetings different? Explain why/why not?
Yes. The format for informal and formal meeting are different. Depending on the nature of the meetings, it is
decided whether the format of the meeting will be formal or informal. The nature and format of the meeting
determine the flow of proceedings and outcomes that can be achieved after the end of every meeting. While an
informal meeting does not follow rigid structures, formal meetings are structure, time-bound and documented.
Satisfactory ☐ Unsatisfactory ☐
Q2: How many were needed to constitute a quorum in your formal meeting?
As the nature of discussion in the meeting required insights of all the functional divisions of the company including
all the executives of the said divisions, the minimum number of members to constitute a quorum is 9.
Satisfactory ☐ Unsatisfactory ☐
Q3: What determines how many people are required for a quorum at your meetings?
The number of people in a quorum is decided by taking into consideration the numbers of people who can
actually influence the outcomes and the proceeding of the meeting. If a firm decision cannot be taken upon the
constitution of the quorum, two third of the members of the meeting are to be present in the quorum.
Satisfactory ☐ Unsatisfactory ☐
Q4: Discuss the process for moving and seconding motions or resolutions in your meeting.
The process of moving refers to the fact that there is a proposal that one of the members of the meeting aims to
suggest. If the latter is accepted, it is known as a motion. Even if another member in the meeting has same
perception regarding the same, they might want to support the motion by seconding the motion. In the said
meeting moving and seconding can be carried out while carrying out the feedback session where every member
attending the meeting will get an opportunity to share their opinion.
Satisfactory ☐ Unsatisfactory ☐
Q5: Discuss how a vote on a motion or resolution is called for and conducted in your meeting.

In the said meeting a vote for a particular motion will be started with the help of the host of the meeting who will
act as the speaker in the meeting and call for seconding the motion. The latter will be carried out at the end of the
presentations and will entertained during the feedback sessions.
Satisfactory ☐ Unsatisfactory ☐
Q6: Choose one of the meetings. How did the dynamics of the group affect productivity, efficiency, timing and
ability to achieve the meeting’s stated outcomes?
The productivity that was obtained through the meeting was maintained with the help of the structure and format
of the formal meeting. The essential personnel were informed about the time allocation for each of the activities
of the meeting which helped in ensuring time efficiency. The outcomes that is communicating the essential people
regarding the viability of the meeting was achieved through the systematic flow of information and tasks.
Satisfactory ☐ Unsatisfactory ☐
Q7: What techniques could or did you use to encourage positive group dynamics and reduce negative ones?
In order to ensure positive group dynamics and in order to ensure negative influences are reduced, the code of
conduct in the meeting will have to be communicated with the members of the meetings. Furthermore, it should
be identified the aim of the meeting is for the befit of the organisation. Thus, negative influences can be
controlled.
Satisfactory ☐ Unsatisfactory ☐
Q8: What organisational policies and procedures determined how the formal meeting was conducted and the
role and responsibilities of the chairperson? Briefly list four examples.
It is the role of the chairperson to make amendments in terms of agenda, lead the proceedings of meetings and to
ensure that the rules and regulations are being followed with the meeting is proceeding. Furthermore, the latter is
responsible for the approval of the meeting minutes. The organisational policies and procedures that were
followed while the meeting was being conducted was were the guidelines of the meetings, the procedures to be
followed by each individual attending the meeting.
Satisfactory ☐ Unsatisfactory ☐
Q9: What information needs to be communicated to the person taking the minutes prior to the meeting?
There must be clear communication between the minute taker and the chairperson of the meeting. The former
should provide the latter with the agenda of the meeting, provide information about the members who are
presents and the time structure that is to be followed. Furthermore, a template helps in increasing the
effectiveness that is associated with the development of the minutes from the part of the minute taker.
Satisfactory ☐ Unsatisfactory ☐

TASK D – CASE STUDY
This assessment requires you to watch a video of a staff meeting and check the meeting minutes from the meeting.
You are required to do the following:
 Complete Tasks 1, 2 and 3.
 Click on the link provided and watch the video.
 Check and amend (if necessary) the minutes from the meeting.
 Answer the short answer questions.
 Your assessor will assess you using the criteria in the Candidate self-evaluation checklist provided.
Do not submit your work until you have completed all parts of the checklist.
Task 1: Watch the meeting
 Watch the video of an administration team meeting.
https://www.youtube.com/watch?v=ItIpCy7o0L4
Can’t find the video clip? Search YouTube for ‘Mock meeting for Minute Taking – Learn4lifewithmrsb’
 Take notes during the video if you wish. It may help you complete Task 2.
Task 2: Check the transcribed meeting minutes
 Using the minutes provided check the meeting minutes from the administration team meeting.
 Make any amendments you feel are necessary to ensure the minutes are a true and accurate record of the
meeting.
 The minutes must:
o reflect what actually occurred in the meeting
o use appropriate meeting terminology
o use correct punctuation, spelling, language and sentence structure appropriate for an informal meeting
and its intended audience
o use appropriate formatting
o show the ability to apply conventions and procedures for meetings and meeting minutes
o Submit the checked and finalised version of the minutes to your assessor.