Leadership Management: Meeting Preparation for Telstra Team Building

This document presents a student's assessment on preparing for a team building meeting at Telstra. The assignment requires the student to create a portfolio of documents, including a meeting requirements questionnaire, agenda, invitation, and action plan. The student identifies the meeting's purpose, participants, and format, choosing an open space format to encourage discussion and enhance corporate culture. The assessment also involves preparing meeting papers and explaining the distribution method. The student details their delegation approach, emphasizing the importance of delegating tasks based on experience and skills, and reports that all activities were completed on time, achieving the action plan's goals. The student also includes appendices with specific details such as the meeting name, purpose, participants, and the format used. The student uses electronic communication for quick and efficient delivery of information, reducing errors and ensuring timely distribution of meeting papers. The document showcases the student's understanding of effective meeting preparation, delegation, and the importance of communication in achieving meeting objectives.

ASSESSMENT SUMMARY / COVER SHEET
This form is to be completed by the assessor and used as a final record of student
competency.
All student submissions including any associated checklists are to be attached to this
cover sheet before placing on the students file.
Student results are not to be entered onto the Student Management Database unless
all relevant paperwork is completed and attached to this form.
Unit Title: Manage meetings
Please attach the following documentation to this
form
Result
S = Satisfactory
NS = Not
Satisfactory
NA = Not
Assessed
Reassessment
S = Satisfactory
NS = Not
Satisfactory
NA = Not
Assessed
Assessment Task
1 r Prepare for meetings S | NS |
NA
S | NS |
NA
Assessment Task
2 r Conduct meetings S | NS |
NA
S | NS |
NA
Assessment Task
3 r Manage meetings S | NS |
NA
S | NS |
NA
Final Assessment Result for this unit C / NYC
Assessor Comments and Feedback to student:
_____________________________________________________________________
_____
_____________________________________________________________________
_____
_____________________________________________________________________
_____
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Student Declaration: I declare that this
assessment is my own work based on
personal study and research and not
plagiarised or copied from another student’s
work or source.
I am also aware of my appeal rights.
Name:
____________________________
Signature:
____________________________
Date: ____/_____/_____
Assessor Declaration: I declare that I have
conducted a fair, valid, reliable and flexible
assessment with this student. I have
provided appropriate feedback and advised
the student of their result.
Name:
____________________________
Signature:
____________________________
Date: ____/_____/_____
Entered onto Student Management
Database

________________
Date Initials
Administrative use only
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Assessment Task 1 BSBADM502 Manage meetings
1. Prepare for meetings
details
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
The candidate will demonstrate the skills and knowledge necessary to prepare for a
meeting in accordance with organisational requirements
Assessment description
Students are required to prepare a portfolio of documents for a meeting to be
conducted in a simulated workplace. Students are NOT required to conduct meeting
for this assessment, as conducting meeting criteria for this unit is going to be achieved
in a separate assessment title 'Role Play'. In this assessment students are expected to
generate a portfolio of documents required while preparing for meetings.
Procedure
1. Review Appendix 1 ‘Assessment Task 1 submission form’ and use this
document to complete this assessment.
2. Choose one of the following meetings to conduct in a simulated workplace.
a. Agree on a business retreat destination from the following list.
a.i. New Zealand
a.ii. Fiji
a.iii. Melbourne.
b. Develop a fire evacuation plan and procedure for a simulated business.
c. Agree on a cleaning procedure for a simulated business.
3. Determine the meeting requirements for your meeting by completing the
‘Meeting requirements questionnaire’ included in Appendix 2.
4. Develop a meeting agenda using templates provided in Appendix 3. If you wish,
you can use any other template as long as it meets the agenda requirements.
5. Identify meeting participants and detail the reason/s they should attend the
meeting.
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Assessment Task 1 BSBADM502 Manage meetings
6. Identify the format of your meeting and explain why you have chosen this
format.
7. Develop an invitation to notify participants of your meeting and explain the
format of your invitation and why you chose this format. Use this invitation to
notify participants of your meeting.
8. Prepare required meeting papers. You must identify at least one meeting paper
required for your meeting.
9. Develop and implement an action plan (Appendix 4: Meeting preparation action
plan) detailing the tasks required to make the meeting arrangements and who is
responsible for completing those tasks by when.
Specifications
The following is a list of items you must submit to your facilitator/assessor.
● Complete Appendix 1 ‘Assessment Task 1 submission form’ and submit to your
assessor.
● Submit a completed ‘Meeting requirements questionnaire’ included in Appendix
2.
● Submit your meeting agenda templates provided in Appendix 3.
● Submit your action plan using a template ‘Meeting preparation action plan’
supplied in Appendix 4.
● Submit a copy of the invitation you used to notify participants of your meeting.
● Submit a copy of the required meeting paper/s.
● Submit a copy of your completed action plan for making the meeting
arrangements.
Your assessor will be looking for the following items to be covered.
● All sections of Appendix 1 ‘Assessment Task 1 submission form’ are completed
using clear and concise language.
● Identification of the following meeting requirements.
○ date
○ time
○ duration
○ meeting purpose
○ budget
○ meeting host or chair person
○ meeting speakers
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Assessment Task 1 BSBADM502 Manage meetings
○ agenda
○ participants (internal and external)
○ special needs of participants
○ location preferences
○ seating arrangements – theatre style, table and chairs
○ pre-reading materials for attendees
○ documentation requirements for the meeting
○ equipment required for the meeting, e.g. video/data projector, microphone,
whiteboard
○ teleconferencing or videoconferencing requirements and equipment
○ catering.
● The meeting agenda details:
○ date, time and location of meeting
○ statement of the meetings purpose
○ welcoming
○ minutes of the previous meeting
○ major agenda items
○ general business
○ date of next meeting.
● The meeting format is appropriate for the purpose of the meeting and will assist
with achieving the goals of the meeting.
● The meeting invitation includes the following information.
○ start time
○ end time
○ date
○ location
○ RSVP date if applicable
○ who is attending
○ purpose of meeting
○ agenda
○ pre-reading requirements
○ travel and accommodation details if applicable
○ teleconference details if applicable.
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Assessment Task 1 BSBADM502 Manage meetings
● The format used to the send the invitation to participants is appropriate.
● Meeting papers are relevant to the purpose of the meeting and contributes to the
achievement of the meeting goals.
● The action plan developed to make the meeting arrangements (Appendix 4
‘Meeting preparation action plan’) details all the tasks that are to be completed,
who is responsible for completing the task and when the task is due to be
completed by.
● Demonstration of an understanding of effective delegation skills when
developing and implementing the action plan by:
○ delegating tasks to multiple people
○ clear definition of task and timeframe
○ tasks completed as required by the person they were delegated to
○ action plan goals achieved
Adjustment for distance-based learners
● No variation of the task is required.
● Documentation can be submitted electronically or posted in the mail.
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Assessment Task 1 BSBADM502 Manage meetings
Appendix 1 – Assessment task 1 submission form
Student name:
Meeting name: Team Building Meeting
Meeting purpose The purpose of meeting is to build team strengths,
relationships and corporate culture.
Participant name Reason for participation
Oliver Smith Developing communication
William Hayden To build trust in organization
Jack Jonas To Know each team members
Thomas Warner To maintain healthy relationship with peers
Issac Cummins To socialize team work
Noah Jones To enhance corporate culture
Benjamin Smith To improve employee participation
Cooper Weber To enhance productivity
Jackson Paine To promote positive environment
Aidnev Michael To produce quality results
Patrick Charles To enhance information sharing
Luke Austin To elevate inner confidence
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Assessment Task 1 BSBADM502 Manage meetings
Meeting format
What format have you chosen for this meeting and why?
Open space format have been chosen for the meeting. It is undertaken to make
participants involve in the valuable discussions for enhancing corporate culture and
express their views freely. The participants will be able to provide their views in
effective manner and with the help of open space format for this meeting, business
will be able to develop healthy corporate culture and team building may be
structured in a better manner. On the other hand, corporate culture will be enhanced
and through valuable discussion from employees, Telstra may effectively conduct
meeting with the help of this format.
Invitation
What format did you use for your invitation and why did you choose this format?
The format chosen is creating a word file and send the same through email to
participants. It has been chosen as it is time-saving option and cost-effective as well.
The format of invitation is listed down below-
Topic: Team
Building
Meeting
Participants: Employees of
Telstra marketing team
Date – 28/02/2019
Location - Melbourne
Meeting Objectives:
 Reflect upon leadership values of employees.
 Developing team building in company for enhancing corporate culture
 Increasing participation of employees in decision-making delegated to
them.
Time Minutes Activity Presented By
9.00 – 9.10
AM
For 10 minutes 1.
Maintainin
g work
quality
Joe
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Assessment Task 1 BSBADM502 Manage meetings
9.10 – 9.20
AM For 10 minutes 2.
Negotiatin
g project
deadlines
Smith
9.20 AM –
9.35 AM For 15 minutes 3.
Progress
Reports
Jack
9.35 – 9.55
AM For 20 minutes 4.
Discussing
new
projects
Pat
9.55 – 10.10
AM For 15 minutes 5.
Brainstor
ming
session
Tim
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Assessment Task 1 BSBADM502 Manage meetings
Meeting papers
Describe the meeting papers you were required to prepare and the distribution
method you used to provide those papers to participants. Why did you choose the
distribution method that you used?
The meeting papers are the documents which are required for the purpose of
informing participants regarding meeting. Meeting papers for organizing meeting at
Melbourne are notice, agenda, minutes, policy documents etc. Distribution method
chosen is electronic communication as it is cost-effective and faster delivery of
information is made. The distribution method is used as it provides quicker delivery
without incurring human errors. This helps to provide information to the participants
in the best manner possible without any difficulties and any kind of errors which
may impact transmission of information. Thus, the meeting papers for organizing
meeting at the place will be provided within time to participants so that no difficulty
may arise in conducting meeting at decided venue.
Delegation
Describe your approach to delegating activities and managing the completion of
those tasks. Were all activities completed by the person to whom you delegated the
task to and on time? Did you achieve the goals of your action plan?
The task should be delegated to individuals by seeking on their experience level and
skills. Superior to subordinates approach has been chosen as superior delegates task
to immediate subordinate and as a result, tasks were being met out in a better
manner accordance to action plan. The delegation is important to be given to
employees at lower level so that they may come up with new ideas. Moreover, this
will enhance their loyalty towards business and will feel committed to Telstra. It can
be said that by delegating tasks, team building will be appreciated up to a high
extent. The activities being delegated to persons were timely completed on time in
accordance to the minutes allotted to them. This implies that goals of action plan
being implemented were met in effective manner.
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Assessment Task 1 BSBADM502 Manage meetings
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Assessment Task 1 BSBADM502 Manage meetings
Appendix 2 – Meeting requirements questionnaire
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