BSBADM502 Manage Meetings: Complete Learner Workbook with Solutions

This document contains solutions to the BSBADM502 Manage Meetings learner workbook activities. It covers various aspects of meeting management, including preparing for meetings, conducting meetings, and following up after meetings. The solutions address key areas such as agenda development, identifying participants, confirming arrangements, and dispatching meeting papers. Activities include discussions on the purpose of meetings, leadership skills for chairs, and the differences between formal and informal groups. The document also touches upon the Tuckman model of team development (forming, storming, norming, and performing) and its application in meeting scenarios. Standard documents required for meetings and considerations for timelines are also discussed.

BSBADM502
Manage Meetings
Learner Workbook

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Candidate Details
Assessment – BSBADM502: Manage meetings
Please complete the following activities and hand into 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
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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Contents
Candidate Details.....................................................................................................................2
Assessment – BSBADM502: Manage meetings................................................................2
Competency Record to be completed by Assessor.............................................................4
Activities..................................................................................................................................10
Activity1A........................................................................................................................10
Activity1B.........................................................................................................................13
Activity1C.........................................................................................................................15
Activity1D........................................................................................................................16
Activity1E.........................................................................................................................18
Activity2A........................................................................................................................19
Activity2B.........................................................................................................................21
Activity2C.........................................................................................................................22
Activity2D........................................................................................................................25
Activity3A........................................................................................................................26
Activity3B.........................................................................................................................27
Activity3C.........................................................................................................................28
Skills and Knowledge Activity.........................................................................................29
Major Activity...................................................................................................................33
References...............................................................................................................................39

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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 important within the working environment. It allows for
feedback and discussion. The first reason to hold a meeting in the work area
is to provide information. Another reason to have meetings is to create a
mechanism for decision making (HR Bartender, 2015).
Using the four broad objectives, for a meeting that you have attended,
explain whether the meeting succeeded in its aims or not.
The four broad objectives of meeting that are attended are as follows:
 To follow the predetermined agenda
 Solving an issue
 To keep the meeting focused (Root, 2018).
 The proper professional tone should be maintained
By using the above points, the meeting attains its aims and objectives in an
effective way.
Have you ever gone to a meeting that has or heard of a meeting that has

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failed? Give a few reasons why and explain what should have been done
during the meeting?
Yes, there is a number of reasons which are responsible for the failure of the
meetings. I have seen that the participants are not encouraging and this affects
the time and source of company. Each and every participant is using their
own ideas and knowledge which affects the communication level of meeting
in a negative way. Some of the members are used to ask nuisance questions
with the host which can affect the decorum of meeting.
What is the difference between a formal and informal group?
The formal group is the ones that are created as according to the official
authority. Unlike, informal groups are designed by the personnel as according
to their desire, likes and interest. Informal groups, the groups are shaped by
the business, for the purpose of attaining a common objective. On the other
hand, the informal groups, groups are produced by the workers themselves,
for their own sake. The employees and staffs can communicate their issues
and concern directly to the informal groups.
Use forming, storming, norming and performing to explain a meeting
that you attended and how the group was formed for the meeting
The forming, storming, norming and performing are Tuckman model which
helps in improving the team growth in an effective and efficient way.
Forming- In this stage, the team members are required to work as per their
roles and responsibilities for achieving the goals and objective of the firm.
Storming- In this stage, the team discusses and develops its processes and
working style with each other. This helps in expressing the emotions and
ideas for achieving the goal (MindTools, 2018).
Norming- In this stage, member starts to resolve their difference and
appreciate the strength and skills of colleagues. This helps in increasing the

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communication level of the team members.
Performing- The team member reaches the place when their hard work
leads without any friction. In this stage, the skills and abilities of members
are analyzed by each other for managing the decision making process.
The members of meetings are highly skilled. The selected members are
hardworking and having good communication skills.

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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
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:
The steps needed to prepare a meeting are as follows:
 Identification of the purpose of the meeting.
 Selection of right participants for the meeting.
 Make sure that the selected members really need a meeting or not
 It is important to check out the venue and other aspects which are
required for conducting a meeting in an effective way.
 Introductory notes and invitation need to send to the investors as well
as members. This will be helpful in knowing them about the various
activities of the meeting (Harvard Business Review, 2015).
 Check whether the printed hand-outs, drafted presentation are
managed or not. Then, prepare yourself for hosting the meeting
What type of meetings have you attended?
Following are the types of meetings which are attended: