BSBADM502: Manage Meetings - Assessment Guide and Checklist

This document serves as a comprehensive assessment guide for the BSBADM502 unit, focusing on managing meetings. It outlines the elements of competency, foundation skills, and performance evidence required for successful completion. The guide details assessment requirements, including learner workbook activities, observation checklists, major activities, skills and knowledge activities, and third-party assessments. It emphasizes the importance of preparing for meetings by developing agendas, identifying participants, and confirming arrangements. It also covers conducting meetings effectively, ensuring focus, time efficiency, and achieving desired outcomes. The assessment includes various tools such as observation/demonstration checklists, and third-party reports. Furthermore, it provides guidelines for instructors on conducting assessments, including adjusting methods to accommodate students' needs. This document is essential for students seeking to understand the assessment process and achieve competency in managing meetings, with a focus on practical application and demonstration of skills.

1. Name: _________________________

2. Assessment criteria for BSBADM502
3. Manage Meetings
In this document, you will find the foundation of what is required to become
competent in this unit. For further information on each element, you can refer to the
Assessment Matrix. Included in this document are the elements for the unit,
foundation skills, assessment requirements as well as an assessment tool definition
list and the crucial observation and third-party check lists. As well as all the areas
covered here, each student must also complete all workbook activities, case studies
and major activities, where stated, to become competent within this unit.
NOTE – Re-assessment:
Students will have amaximum of two (2) reassessments attempts if competency is
not achieved in the first instance.
The final grade of ‘C’ for Competent or ‘NC’ for Not Competent is only given at the
completion of the unit of competency when all components or parts of the
assessment are graded as ‘S’ for Satisfactory. Unsatisfactory results are marked as
NS.
Elements for Competency Demonstration
Elements for Competency Assessment:
1. Prepare for meetings
2. Conduct meetings
3. Follow up meetings
Performance Evidence:
Evidence of the ability to:
Apply conventions and procedures for formal and informal meetings including:
developing and distributing agendas and papers
identifying and inviting meeting participants
organising and confirming meeting arrangements
running the meeting and following up
Organise, take part in and chair a meeting
Record and store meeting documentation
Follow organisational policies and procedures

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Foundation Skills:
Reading
Identifies and interprets information from complex texts including legislation,
organisational policies and procedures
Compares final output with original notes to check for accuracy
Writing
Addresses the context, purpose and audience when generating a range of texts
Prepares complex texts from notes using appropriate structure, and accurate
spelling, grammar and punctuation
Records notes of meeting proceedings according to organisational requirements
Edits and corrects own work to ensure accuracy
Oral Communication
Participates in verbal exchanges using appropriate style, tone and vocabulary for
audience, context and purpose
Listens for specific information during meetings
Asks questions and listens to responses to clarify understanding
Numeracy
Recognises and interprets numerical information related to timeframes and budgets
Navigate the world of work
Recognises and responds to both explicit and implicit organisational procedures and
protocols and legislative/regulatory requirements
Interact with others
Selects the appropriate form, channel and mode of communication for a specific
purpose relevant to own role
Cooperates with others as part of familiar activities, playing an active role in
facilitating group interaction
Get the work done
Applies formal processes when planning complex tasks, producing plans with
logically sequenced steps, reflecting an awareness of time constraints
Recognises and takes responsibility for addressing predictable problems in familiar
work contexts
Knowledge Evidence:

To complete the unit requirements safely and effectively, the individual must:
Outline meeting terminology, structures, arrangements
Outline responsibilities of the chairperson and explain group dynamics in relation to
managing meetings
Describe options for meetings including face-to-face, teleconferencing, web-
conferencing and using webcams
Identify the relevant organisational procedures and policies regarding meetings,
chairing and minutes including identifying organisational formats for minutes and
agendas
Assessment Conditions:
Assessment must be conducted in a safe environment where evidence gathered
demonstrates consistent performance of typical activities experienced in the general
administration field of work and include access to:
Reference material regarding meeting venues and technology, catering and
transport suppliers
Organisational policies and procedures for managing meetings
Office supplies and equipment
Computers and relevant software
Case studies and, where possible, real situations
Assessors must satisfy NVR/AQTF assessor requirements.
Links:

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Companion volumes available from the IBSA website:
http://www.ibsa.org.au/companion_volumes -
http://www.ibsa.org.au/companion_volumesAny observations and practical
assessments must be recorded in the observation checklist. All practical tasks
should be demonstrated during the length of the course. As the instructor, you must
maintain a record demonstrating the date of the practical activities and any
comments relevant to the performance of each student. Where a student is not able
to demonstrate competence in a practical observation activity, further questioning
should be put in its place.
As the instructor, you could be assessing the student’s literacy, numeracy and
language skills, as well as the content and context of his/her answers.
In some cases, you will have to adjust and amend the assessment tools, using
different and varied methods (such as oral assessment), to allow students to be
assessed according to their needs and abilities.

Assessment Tool Definitions
Assessment Tool How is it used? What is it?
Learner Workbook Activities
(Entire completion is required)
Each student should be given a Learner Workbook
which will hold several activities, both formative and
summative, that all need to be completed in
conjunction with the appropriate sessions. The
PowerPoint, Learner Guide and instructor should
provide further information to help with the activities.
Observation/Demonstration
(To be completed for each numbered
point as stated on the checklist)
An observation should be completed for each of the
students by the instructor. If the tasks aren’t
everyday actions, a simulated environment is
acceptable, or a demonstration can be set up. An
observation checklist can be found at the end of this
document.
Major Activity
(Entire completion is required)
A Major Activity is a summative assessment and can
be found in the Learner Workbook, after all the
activities are completed. This is an extended piece of
summative assessment which should take anywhere
between 1-2 hours and every student should
complete this work. It is a requirement for each unit
to check knowledge and understanding.
Skills and Knowledge Activity
(Entire completion is required)
A Skills and Knowledge Activity is a summative
assessment and is found before the Major Activity in
the Learner Workbook. This should take between 1-2
hours and every student should complete this work.
It is a requirement for each unit to check knowledge
and understanding of the foundation skills and
knowledge evidence.
Third Party
(To be completed for each numbered
point as stated on the checklist)
A Third-Party checklist is very similar to an
Observation Checklist in its format, but it can be
completed by someone who works with the learner
and has witnessed them completing tasks which
coincide with the elements of the unit. The checklist
can be found at the end of this document.
Case Study
(Entire completion is required)
Not all units will have Case Studies but those that do
will be clearly stated within the PowerPoint and the
Learner Workbook. It will appear as any other
activity, but it will be named ‘Case Study’ and will
provide an example of a possible real-life situation
for the learner to read, interpret and then answer
questions on.
Learner Guide
(To be used as an informational guide)
The Learner Guide links with the Learner Workbook
as it provides the information given during sessions
and more. It can help students to further their
knowledge and to also complete the activities.
Evidence Document
(Not a necessity for completion of unit
but can be used as an aid or to collect
further evidence)
The Evidence Document lists all the Elements and
Performance Criteria with an area for written reports
etc, to add evidence to the student’s portfolio. It can
be used for any of the performance criteria,
especially those which may not have been covered
by any other assessment tool. The student can circle
several the criteria that they may feel they need
further evidence of or it can be used as a guide for
completing further Observations and Third-Party
reports.

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Observation/Demonstration
Throughout this unit, the learner will be expected to show their competency of the
elements through observations or demonstrations. The observations and
demonstrations will be completed as well as the formative and summative
assessments found in the Learner 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 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
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. Each task must be observed. You will need to ensure
you provide the learner with the correct equipment and/or materials to complete the
task. You will also need to inform the learner of the time they have to complete the
task; this will once again vary, depending on the task.
Learner should be able to demonstrate they can:
Prepare for meetings
Conduct meetings
Follow up meetings
Learners should also demonstrate the following skills:
Reading
Writing
Oral Communication
Numeracy
Navigate the world of work
Interact with others

Get the work done
Observation/Demonstration Checklist
Unit of Competence
(Code and Title)
BSBADM50
2 Manage
Meetings
Demonstration Tasks
Materials and Equipment
Tasks to be observed, demonstrated
or simulated if appropriate
Yes No Comment
1. Prepare for meetings:
Did the learner demonstrate that they could
develop agenda in line with stated meeting
purpose?
2. Prepare for meetings:
Did the learner demonstrate that they could
ensure style and structure of meeting are
appropriate to its purpose?
3. Prepare for meetings:
Did the learner demonstrate that they could
identify meeting participants and notify
them in accordance with organizational
procedures?
4. Prepare for meetings:
Did the learner demonstrate that they could
confirm meeting arrangements in
accordance with requirements of meeting?
5. Prepare for meetings:
Did the learner demonstrate that they could
dispatch meeting papers to participants
within designated timelines?
6. Conduct meetings:
Did the learner demonstrate that they could
chair meetings in accordance with
organizational requirements, agreed
conventions for type of meeting and legal

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and ethical requirements?
7. Conduct meetings:
Did the learner demonstrate that they could
conduct meetings to ensure they are
focused, time efficient and achieve the
required outcomes?
8. Conduct meetings:
Did the learner demonstrate that they could
ensure meeting facilitation enables
participation, discussion, problem-solving
and resolution of issues?
9. Conduct meetings:
Did the learner demonstrate that they could
brief minute-taker on method for recording
meeting notes in accordance with
organizational requirements and
conventions for type of meeting?
10. Follow up meetings:
Did the learner demonstrate that they could
check transcribed meeting notes to ensure
they reflect a true and accurate record of
the meeting, and are formatted in
accordance with organizational procedures
and meeting conventions?
11. Follow up meetings:
Did the learner demonstrate that they could
distribute and store minutes and other
follow-up documentation within designated
timelines, and according to organizational
requirements?
12. Follow up meetings:
Did the learner demonstrate that they could
report outcomes of meetings as required,
within designated timelines?
The candidate’s
performance was:
Not Satisfactory Satisfactory
Further Comments:

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Support Questions for observation checklist
Candidate’s Name
Assessor or Observer’s
Name
Unit of Competence
(Code and Title)
Date of Assessment
Location
The candidate’s performance
was:
Not Satisfactory Satisfactory
Client Feedback
Candidate’s Signature
Assessor/Observer’s
Signature

Table of Contents
1.Name: _________________________.....................................................................1
2.Assessment criteria for BSBADM502....................................................................2
3.Manage Meetings.....................................................................................................2
Elements for Competency Demonstration.............................................................2
Assessment Tool Definitions..................................................................................6
Observation/Demonstration...................................................................................7
Observation/Demonstration Checklist....................................................................8
Support Questions for observation checklist.......................................................11
4.Candidate Details...................................................................................................13
Assessment – BSBADM502: Manage Meetings.................................................13
Competency Record to be completed by Assessor.............................................15
Activity1A..............................................................................................................18
Activity1B..............................................................................................................20
Activity1C.............................................................................................................21
Activity1D.............................................................................................................23
Activity1E..............................................................................................................25
Activity2A..............................................................................................................26
Activity2B..............................................................................................................27
Activity2C.............................................................................................................29
Activity2D.............................................................................................................31
Activity3A..............................................................................................................33
Activity3B..............................................................................................................34
Activity3C.............................................................................................................36
Skills and Knowledge Activity..............................................................................38
Major Activity........................................................................................................40

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4. 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:
_____________________________________________________________
Mobile:
_____________________________________________________________
Declaration
I declare that no part of this assessment has been copied from another person’s
work except for 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 except for 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:
____________________________________________________________
Signed:
____________________________________________________________

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Competency Record to be completed by Assessor
Learner Name:
_______________________________________________________
Date s 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: Solomon
GomezObservation/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 must 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

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Interact with others
Get the work done

Activities
Activity1A
Estimated
Time
25 Minutes
Objective To provide you with an opportunity to develop agenda in line
with stated meeting purpose.
Activity What is the purpose of meeting in your work area?
The purpose of the meeting in my work area is about setting new
goals and objectives for the month end.
The next purpose can be regarding the conflict's resolution
prevailing between the employees and develop risk management
strategies.
The conduction of annual general meetings where the
shareholders have the proper discussion over the company's
performance.
What are the four broad objectives of meeting? Share an
experience of attending a meeting whether the meeting
succeeded in its aims or not.
The major main objectives of a particular company is to set the
new goals ands objective for the employee as to meet the
companies new months target.
To have the employee opinion is the decision-making process
along with stage-management.
To enhance ordination among the employee to have effective and
efficient work in company.
To resolve conflict among employee.
My experience regarding the attending the meeting was enough
food as it has clearly explains me about the particular goals I
have haver to achieves in this month. This will help me in
achieving the personal objective and organisation goals. The
meeting was succeeded in achieving the aims as it clearly defines
its purposes long with giving opportunity employee opinion is the
decision-making process along with stage-management.

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Why meetings fail ? Give reasons and explain.
The main reason for the failure of meeting is regarding the poor
communication, lack to have proper follow up along with lack of
agenda.
Poor communication refers to having ineffectiveness in
conveying the message to the desire one with used to decrease
the quality to productivity turns out be failure.
The next can be lack of agenda which means the meeting is
lacking with purpose which used to decrease the quality fo
productivity
What is the difference between a formal and informal group?
Formal groups are the ones establishes by organisation as to
achieve the specific purpose and objection whereas the informal
groups arr formed automatic according to personal interest and
attitude.
The another difference as the is formal relationship the have
professional understanding just to accomplish some particular
task. On the other hand in informal they have personal
relationship in which they share their opinion, experience,
problems and information to each other.
Explain the different stages of group formation such as forming,
storming, norming and performing?
Forming- Little agreement on team aims other than received from
leader. Individual roles and responsibilities are unclear. Leader must
be prepared to answer lots of questions about the team's purpose,
objectives and external relationships.
Storming- Clarity of purpose increases but plenty of uncertainties
persist. Cliques and factions form and there may be power struggles.
The team needs to be focused on its goals to avoid becoming
distracted by relationships and emotional issues.
Norming- Roles and responsibilities are clear and accepted. Big
decisions are made by group agreement. Smaller decisions may be
delegated to individuals or small teams within group. Commitment
and unity is strong. The team may engage in fun and social activities.
Performing- The team has a shared vision and is able to stand on its
own feet with no interference or participation from the leader. There is

a focus on over-achieving goals, and the team makes most of the
decisions against criteria agreed with the leader. The team has a high
degree of autonomy.

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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 to its purpose.
Activity What are six steps involved in preparing a meeting?
1.Prepare an agenda.
2.Send out the agenda before the conduction of meeting.
3.Start the meeting on time
4.Have identification of topics which needs further follow up. .
5.Model appropriate responses.
6. Prepare and distribute follow-up notes and end up with queries.
Apply these steps for a meeting you have attended or plan to
attend?
1. Prepare an agenda- For the meeting i have the agenda is to
have the introduction to the employees regarding new goals and
objective of organisation.
2. Send out the agenda before the conduction of meeting- already
have make the renouncement regarding the agenda of meeting to
employee two days back.
3. Start the meeting on time- Meeting will take place sharp at 10.00
am.
4. Have identification of topics which needs further follow up-
proper evaluation of employees for the target on interval basis.
5. Model appropriate responses.- conflict management and need
evaluation of employee will be done.
6. Prepare and distribute follow-up notes and end up with queries-
at the last have the review of important point and end up with the
queries prevailing in employees.

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 How do you notify the participants of a meeting in your
organisation? Explain why?
The notification of the meeting or particularly agenda will come in the
part of notice in organisation. It will be given or attaches to members
will all the necessary details at one. Any reports should be sent out
in advance to allow people time to read the documents. A typical
agenda briefly sets out what matters will be covered and in what
order. If members are notified of the business to be conducted at
the meeting, then the meeting must be confined to dealing with
those particular matters.

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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 You have received an email to attend a meeting? What should
you do?
I will analyse the major agenda which is specified in the email
regarding the meeting. Is the meeting in related to something
specific regarding the personal and organisational objectives then I
will attend the ones.
What costs do you need to consider for an informal meeting in
your organisation? Does cost vary if the meeting is formal?
The formal meeting acquire more cost as compare to informal
meeting. In the formal meeting the cost is something near to
200 £ whereas informal meeting comes just to half way that is
100 £.
What are standard documents you need to bring for a meeting?
Agenda. The meeting agenda is the meeting plan. ...
Attendance sheet.
Glossary of terms and acronyms.

Previous minutes.
Taking notes (Minutes).
Attachments to minutes.
Presentation papers.

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Activity1E
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to despatch meeting
papers to participants within designated timelines.
Activity What may you need to consider when arranging a meeting?
Check-list should be:
Purpose
Importance
Preliminary agenda
Right participants
Time and venue
Send invitation and preliminary agenda to key participants.

Activity2A
Estimated
Time
20 Minutes
Objective To provide you with an opportunity to chair meetings in
accordance with organisational requirements, agreed
conventions for type of meeting and legal and ethical
requirements.
Activity Define the leadership skills of a chairperson in meeting?
Speak clearly and succinctly;
Be sensitive to the feelings of members;
Be impartial and objective;
Start and finish on time;
Be approachable;
Have an understanding about voluntary and community sector;
Be tactful;
Have knowledge of the organisation's key networks;
Explain, what is a good meeting?
It is termed as the effective meeting which has achieved it all objective
and perspective goals which contribute in success of meeting. For
a meeting to meet this outcome, or objective, you have to be clear
about what it is. Too often, people call a meeting to discuss
something without really considering what a good outcome would be.
What roles a Chairperson has in meeting?
Set the agenda.
Lead the meeting.
Maintain discipline and order.
Assurance of convention to be followed.
Ensure fairness and equality at the meeting.
Represent the group to the public.
Approve the formal minutes of the meeting after they have been
formatted,

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What is a difference between good chairperson and a bad
chairperson?
Good chairperson have the skills to better communicate and
understand the problem with the employee on the other hand the bad
chairperson don’t have the understanding regarding employee vision
and mission. The good leaders or chairman will be democratic and
the bad one will be autocratic.
Activity2B
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to conduct meetings to
ensure they are focused, time efficient and achieve the required
outcomes.
Activity What is an effective agenda? Explain.
It sets up the clears expectation of what are the needs to be occurred
before or during meetings. It helps the team members to have
preparation, allocated the time wisely. Its helps in taking the decision
with everyone regarding the topic and have the discussion complete.

Activity2C
Estimated
Time
25 Minutes
Objective To provide you with an opportunity to ensure meeting
facilitation enables participation, discussion, problem-solving
and resolution of issues.
Activity What are stimulating questions in a meeting? Give example of
five stimulating discussion questions.
What has been your biggest accomplishment this month?
What’s the biggest challenge you faced this month?
What resources would help you do your job more successfully?
What should we do differently?
If you were the manager, what would you do differently, and why?
What is the purpose of summarising?
The importance of the summarising meeting discuss or pay attention
of the important ideas in text along with how to ignore the irrelevant
information ans pay full integration on central ideas in meaningful
way.
What steps you would use to resolve conflict during a meeting?
Listen and understand. Meet with each person on their own to
understand what their issues are.
Meet to discuss the key issues. Organise a meeting of yourself and
the two people in a neutral and confidential environment. ...
Hold follow-up review meetings.
Tudor Rickards proposes five sets of problems. List them and
give an example for each.
The issues that has been identifies that the company is there is
failure if having the identification of the issues along with the long
process in identifying the different perception of team members in

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the organisation.

Activity2D
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to brief minute-taker on
method for recording meeting notes in accordance with
organisational requirements and conventions for type of
meeting.
Activity What is the importance of minute taker?
There is the importance of minute taker for the useful review of
document when it comes in time of making progress. The minute
take also casts as the accountable tool which used to make it clears
about the duties and who is going to perform it.
Why do you think the minute taker should be briefed before a
meeting?
There is importance for taking up the brief as have accurate record
of decision and discussion.
Writing up the notes with responsibility and ownership.
Copying and distributing minutes among all participants.
Dilling appropriately for reference future or any other legal
requirements.

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Activity3A
Estimated
Time
15 Minutes
Objective To provide you with an opportunity to check transcribed
meeting notes to ensure they reflect a true and accurate
record of the meeting and are formatted in accordance with
organisational procedures and meeting conventions.
Activity What should be included in the minutes of a meeting?
The names of the participants.
Agenda items.
Calendar or due dates.
Actions or tasks.
The main points.
Decisions made by the participants.
Record what is the most important points.
Future decisions.
Activity3B
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to distribute and store
minutes and other follow-up documentation within designated
timelines, and according to organisational requirements.
Activity Meetings are designed to be completed in certain time frame.
What should you do if you cannot meet time frames in meeting?
Have the proper follow up of documentation.
Have the proper improvement in time management skill along with
communication skills.
Make proper arrangements.
Activity3C
Estimated
Time
10 Minutes
Objective To provide you with an opportunity to Report outcomes of

meetings as required, within designated timelines
Activity How should you maintain electronic data on computer?
Creation of electronic file structure.
Choosing storage location.
Organising the files properly.
Creation of subcategories.
Development of standard naming conventions
Adding metadata.
File organisation software
If your computer storage capacity is exhausted, what should
you do?
Step 1. Empty the trash.
Step 2.- dump the download folder
Step 3- eliminate one time file.
Step 4- clean up cloud storage
Step 5- edit the entire computer
Step 6- archive out external drive

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Skills and Knowledge Activity
Estimate
d Time
60 Minutes
Objective To provide you with an opportunity to demonstrate your knowledge of the
foundation skills, knowledge evidence and performance evidence.
Activity Complete the following activity individually
The purpose of this activity is to develop your understanding, skills
and knowledge covered within this unit. You should therefore aim to
demonstrate this as much as possible, by focusing on the points below
and by adding in any extra details you believe are relevant to the
assessment.
The answers to the following questions will enable you to demonstrate
your knowledge of:
 Reading
 Writing
 Oral Communication
 Numeracy
 Navigate the world of work
 Interact with others
 Get the work done
 Outline meeting terminology, structures, arrangements
 Outline responsibilities of the chairperson and explain group
dynamics in relation to managing meetings
 Describe options for meetings including face-to-face,
teleconferencing, web-conferencing and using webcams
 Identify the relevant organisational procedures and policies
regarding meetings, chairing and minutes including identifying
organisational formats for minutes and agendas
A. Watch this video:
https://www.youtube.com/watch?v=8sgLgKUHjZI
Do not write, what should be done – Write what you have observed
in the video under the following:
1. What was the purpose of Meeting?
The purpose of the meeting is regarding the discussion on something
important special something on mental disorder.

2. Any preparation of the meeting? Members? Chair?
3.
The member have room respective chair along with proper
distribution of minutes to each one.
3. What was Agenda for the meeting?
The planning was the related to have the proper discussion and
understanding regarding the particular subject.
4. Describe the personality of Chairperson presented in the video.
There is lack of communication and leadership skill among the
chairperson. The black lady was the leader, and she was able to have
co-ordination an order along with discipline.
5. Do you find discussion environment? Provide examples from the
video.
There were no ordination, there were lack of preparation, people have
the care less attitude. There were no coronation among the members
as they were no code of conduct is followed.
6. What was participant’s attitude towards meeting? Give examples.
Careless and irresponsible attitude. They have prepared anything foe
the meeting. The ere is lack of management in time and
communication skill. There were no team building skill among the
members.

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________________________________________________________
____________
B. Watch this video
https://www.youtube.com/watch?v=29BZ3RDsKgo
What are the characteristics of effective meeting presented in the
video, Summaries.
The video is about the effective meeting the chairperson have the skill
of Leadership as she has properly managed everything on time. She
has the better communication skill to coordinate with the members.
The members were having positive attitude with work and already
prepared for the meeting. The agenda was clear ans able to meet the
objective of meeting.
Major Activity
Estimated
Time
60 – 120 Minutes
Objective To provide you with an opportunity to demonstrate your
knowledge of the entire unit.
Activity You must individually, answer the following questions in full to show
your competency of each element:
1. Prepare for meetings
2. Conduct meetings
3. Follow up meetings
Individually complete the following.
Situation:
The structure of your organisation has changed. You have been
asked to assist in developing a procedure for formal meeting. Use
your learner guide to:
1. Develop agenda for the meeting.
The strategic planning regarding the structural change in the
organisation. All the manager will be informed to attend the regarding
the structural change required by the organisation . The employee

will be understood regarding further development needed.
2. Explain the purpose of the meeting.
The purpose f the meeting s to understand the need foe the
structural change among the employee which help in gaing the
effectiveness and efficiency in the organisation. The employee will
make understandable with certain responsibility whih makes the
access of the organisation needs and development.
3. What procedures will be followed to confirm the meeting
attendees?
The approval will be accepted with the revert on the email through
meeting mail send to the managers and employees.
4. How and when will you despatch meeting papers to participants?
The meeting paper will be distributed among the manager through
mails or hard cope will be distributed them in the office.
5. Who will be chairing the meeting? What qualities should the
chairperson have?
The CEO will be chairing the meeting
Speak clearly and succinctly;
Be sensitive to the feelings of members;
Be impartial and objective;
Start and finish on time;
Be approachable;
6. Develop the rules of the meeting, such as raising hand if you

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want to say something?
Beat the desk if you agree with the proposal.
Raise your hand if you want to say something.
7. What conventions should the minute taker follow?
Legal convention will be followed which will require the law at formal
meeting
8. How will the meeting will be recorded?
Have the recording of the session with camera in the venue.
9. How the minutes be distributed and stored?
Have the hard copy.
Recording will be sent to employees.
10. Describe the reports format for a formal meeting?.
1. Cover page.
2. Letter of transmittal.
3. Title page.
4. Table of contents.
5. List of tables and figures.
6. Abstract or executive summary.
7. Introduction, body, and conclusion.
8. Appendices.