BSBADM502 Manage Meetings: Plan and Prepare for a Meeting Project

Desklib provides past papers and solved assignments for students. This project focuses on meeting planning and preparation.

Term and Year Term ____/20_____ Assessment Format
 Project work
Assessment 1 Due Date
DETAILS OF SUBJECT
Qualification BSB50415 Diploma of Business Administration
Assessment
Title
Plan and prepare for a meeting
DETAILS OF UNIT(S) OF COMPETENCY
Unit Code BSBADM502 Unit Title Manage Meetings
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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
Plan and prepare for a meeting
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 skills and knowledge necessary to prepare for a
meeting in accordance with organizational requirements.
Assessment Description
For this assessment, you are required to plan and prepare for a meeting to be
conducted fora simulated workplace, the Adept Owl Games Company.
Note: The work completed for this assessment task provides the basis for completing
Assessment Tasks 2 and 3. Ensure you keep an electronic and/or hard copy of this
completed assessment for future use.
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Procedure
1. Read the Adept Owl Games Company simulated business information provided
by your assessor.
Scenario: The Adept Owl Games Company
Adept Owl is an Australian developer, publisher, and
distributor of dice, card and board games for all ages.
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2. Meet with your facilitator/assessor to identify a topic for your meeting.
After meeting with the director and chairperson of the company, the topic of the
meeting which is decided is “Reviewing the privacy policies of Adept owl”.
Privacy policies are the documents which explain how an organization handles
any client, employees’ information or customer information gathered in its
operations. Following activities are considered while establishing the privacy
policies and privacy practices – Goods and services activities, employer
activities, customer feedback activities, educational and financial activities,
social networking activities, Government and health care activities and non-
networked activities (Srikanth.et.al, 2012).
3. Using the information and the Adept Owl organizational chart provided by your
assessor, identify your meeting participants and the individuals in your learning
group who will fill the roles of these meeting participants.
Human resource manager- Oliver Williams
Operation Manager – Smith Taylor
Board Members- Alexander Johnson, Jacob Wilson
Chairperson- Lachlan Brown
Other members of the staff (Agapi.et.al, 2012)
Specifications
You must submit:
● A completed Meeting Requirements Form (Appendix 1);
● A completed Meeting Preparation Action Plan (Appendix 2);
● A meeting invitation;
● A meeting agenda and confirmation of arrangements;
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● A meeting minutes template; and
● At least one meeting paper required for your meeting.
Your assessor will be looking for evidence of:
● Reading skills to identify and interpret information from organizational
documentation;
● Writing skills to address context, purpose, and audience when creating
documents and communications;
● Numeracy skills to recognize and interpret numerical information related to
timeframes and budgets;
● Ability to recognize and respond to organizational policies and procedures and
legislative requirements;
● Ability to select the appropriate method of communication for your purpose;
● Ability to apply formal processes when planning complex tasks and to produce
plans with logically sequenced steps and an awareness of time constraints;
● Understanding meeting terminology, structures, arrangements;
● Understanding of responsibilities of the chairperson and explain group dynamics
in relation to managing meetings;
● Discussion on different options for meetings including face-to-face,
teleconferencing, web-conferencing and using webcams; and
● Identify and follow the relevant organizational procedures and policies
regarding meetings, chairing and minutes including identifying organizational
formats for minutes and agendas.
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4. Determine the meeting requirements by completing the Meeting Requirements
Form in Appendix 1. Make sure you select a meeting style and format appropriate to
your meeting’s purpose and participants.
As part of completing this template, ensure that you include the identification
and description of the following as they apply to your meeting:
a. Organizational requirements;
b. Applicable conventions; and
c. Legal and ethical requirements.
Appendix 1: Meeting the requirements form
Meeting Requirements Form
Chairperson Lachlan Brown
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
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 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)
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
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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
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Other organizational
requirements for
conducting meetings
Large print format documents
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)
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Other specific
requirements
All the staff members attend the meeting and they are on
time
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5. Use the Meeting Preparation Action Plan template in Appendix 2 to detail the tasks
required to make the meeting arrangements you have identified in Appendix 1 and
who is responsible for completing them.
Note: You will need to complete these activities in Assessment Task 2 before you can
conduct your meeting.
Appendix 2: Meeting preparation action plan
Meeting preparation action plan
Meeting name: Reviewing the privacy policies of Adept Owl
Meeting date: 11 February 2019
Chairperson/host: Smith Taylor
Action required By whom By when
a. Checking of meeting room for
ensuring if everything is fine Noah Johnson 9 February 2019
b. Making arrangements for meeting
room, organizing refreshments and
checking of equipment if they are
working properly
Noah Johnson 7 February 2019
c. Identify issues of meeting and
meetings of members Ethan Wilson 9 February 2019
d. For scheduling meeting agenda and
timetable, an appointment of the
Ethan Wilson 6 February 2019
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organizer (Porter and Tanner, 2012)
e. sending files of meeting to the
relevant person Lucas White 12 February 2019
f. Sending invitations and getting
confirmation Lucas White 4 February 2019
g. conduction of meeting according to
its agenda Samuel Lee 11 February 2019
h. Information of the meeting are
stored and recorded on the drive of the
computer
Samuel Lee 11 February 2019
i. Keeping check if all the ethical
requirements are fulfilled Samuel Lee 11 February 2019
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