Manage Meetings

STUDENT ASSESSMENT BOOKLET
BSBADM502 Manage meetings

RECORD ASSESSMENT OUTCOME
Unit of Competency:
Student Name:
Student ID Number:
Assessor Name:
The student provided satisfactory work of the following assessment task(s): Yes No
Assessment 1 Written Questions  
Assessment 2 Demonstration  
Final Assessment Results
Competent  Not Yet Competent 
Did the student meet the criteria for the following elements of competency? Yes No
1. Prepare for meetings  
2. Manage template design and development  
3. Follow up meetings  
Feedback to student on overall performance during assessment:

The student has been provided with feedback and informed of the assessment result and the reasons for the decision.
Assessor Name:
Assessor Signature: Date:
I have been provided with feedback on the evidence I have provided. I have been informed of the assessment result and the reasons for the decision.
Student Name:
Student Signature: Date:

Assessment Task 1: Written Questions

Student ID Number:

Student Name:

Trainer/Assessor Name:

Due date:
Student Declaration: By signing this declaration, I certify that:
• The assessment work is my own work;
• All sources and materials have been acknowledged where required;
• I have not copied or plagiarized in any way materials of another person or work of a fellow student and referenced all sources of information.

Student Signature:
Assessment Result Details
Attempt Number  Attempt 1  Attempt 2
Assessment Outcome:  Satisfactory  Not Satisfactory
Feedback to Student:

Re-assessment
*Required skill(s) to be developed or evidences to be submitted for re-assessment

Student Declaration: I have been given with feedback on my assessment performance/result from the assessor.
Student Signature:

Trainer/Assessor Signature:

Date:

ASSESSMENT TASK 1: WRITTEN QUESTIONS
TASK SUMMARY:
You are to answer all the questions in this task.
WHAT DO I NEED IN ORDER TO COMPLETE THIS ASSESSMENT?
 Access to textbooks and other learning materials.
 Access to a computer and the Internet (if you prefer to type your answers).
WHAT DO I NEED TO SUBMIT?
Your answers to all the questions.
WHAT DO I NEED TO DO IF I GET SOMETHING WRONG?
If your assessor marks any of your answers as incorrect, they will talk to you about resubmission. You will need to do one of the following:
 Answer the questions that were incorrect in writing.
 Answer the questions that were incorrect verbally.
Instructions to students:
 This is an open book test – you can use your learning materials as reference.
 You need to answer all 16 questions correctly.
 You must answer the questions by writing in the space provided.

QUESTION 1
Meetings can be of various types based on formality, purpose, use, legality, participation and more. Identify types of 5 meetings that you or an organisation may organise.
QUESTION 2
Meetings can be conducted in various methods depending on location and availability of the attendees. List two meeting methods.
QUESTION 3
For the first meeting method you identified in Question 2. Discuss three advantages of this meeting method.
QUESTION 4
For the second meeting method you identified in Question 2. Discuss three advantages of this meeting method.
QUESTION 5
For an organisation, in what situations would a manager need to hold a meeting.
QUESTION 6
List five details that should be included in an agenda.
QUESTION 7
List two responsibilities of a Chairperson prior to a meeting.
QUESTION 8
List five important aspects of a Chairperson’s job during a meeting.
QUESTION 9
Why is it important for the Chair to monitor the participation of all those involved in a meeting?
QUESTION 10
Describe how as a Chair you would manage someone who is dominating the meeting.
QUESTION 11
Describe how as a Chair you would manage someone who is too shy to contribute to a meeting.
QUESTION 12
Briefly discuss how you would manage two people who are having a private conversation within a meeting?
QUESTION 13
Explain the stages of group development below.
Forming
Storming
Norming
Performing

QUESTION 14
Just because you have called a meeting with a group of people who have lots of useful skills and knowledge, you can’t always expect things to run smoothly – and even for everyone to work well together during the meeting.
Describe how each item below can impact on how a meeting progress.
 A participant likes to cause conflict:

 A participant has trouble speaking up and contributing:

 A participant withholds information as they do not like to ‘share’:

QUESTION 15
There are many different ways in which meetings can be held. For each of the meeting types below, describe how the meeting is held, when the meeting type would be best used (the pros) and any challenges, issues or negatives with the type of meeting (the cons).
Web/video conference
How is this meeting held (such as, how do you run it, what will you need?)
Pros:
Cons:

Teleconference
How is this meeting held (such as, how do you run it, what will you need?)
Pros:
Cons:

Face-to-face
How is this meeting held (such as, how do you run it, what will you need?)
Pros:
Cons:

QUESTION 16
You are planning to run a meeting that will go for the whole day. You need to organise morning tea, lunch and afternoon tea.
You have a catering budget of $150.
These are the items that you want to buy and how much they cost:
Item Quantity $ each
Assorted packet of biscuits 2 4.95
2 litres of orange juice 2 4.80
2 litres of lite reduced fat milk 2 3.00
2 litres of full cream lite milk 1 3.00
Sandwich platter 1 58.00
Fruit platter 1 35.00
Jar of coffee 1 12.50
Box of crackers 1 3.30
Cheese platter 1 16.50
Add up the items and write down the total cost below.

You will find that your total is over budget. Work out what you can remove form the budget to keep it between $145–$150. Remember to make sure you still have a good range of food and drinks and the item/s you remove make sense. Give a brief explanation why this item can be removed.

What do I need to hand in for this task? Have I completed this?
Your answers to each question 

Assessment Task 2: Demonstration

Student ID Number:

Student Name:

Trainer/Assessor Name:

Due date:
Student Declaration: By signing this declaration, I certify that:
• The assessment work is my own work;
• All sources and materials have been acknowledged where required;
• I have not copied or plagiarized in any way materials of another person or work of a fellow student and referenced all sources of information.

Student Signature:
Assessment Result Details
Attempt Number  Attempt 1  Attempt 2
Assessment Outcome:  Satisfactory  Not Satisfactory
Feedback to Student:

Re-assessment
*Required skill(s) to be developed or evidences to be submitted for re-assessment

Student Declaration: I have been given with feedback on my assessment performance/result from the assessor.
Student Signature:

Trainer/Assessor Signature:

Date:
ASSESSMENT TASK 1: WRITTEN QUESTIONS
Attempt 1
Yes/No
Date: Attempt 2
Yes/No
Date:
Did the student answer all written questions correctly? (Please note which questions were answered incorrectly, if applicable.)
If ‘no’ to the above, did you identify gaps in the student’s understanding and knowledge?
If ‘yes’ to the above, what arrangements have been made for reassessment?
Please add any feedback to the student about this task on the Assessment Cover Sheet. Keep a copy of the completed Assessment Task Cover Sheet.
Please note any reasonable adjustments for this task below.
Assessment Task 1 Outcome Satisfactory • Not Satisfactory • Date:
Student name:
Trainer/assessor name:
Trainer/assessor signature:

ASSESSMENT TASK 2: Demonstration
TASK SUMMARY:
In this task you will need to show that you can prepare for and conduct meetings.
This task has two parts:
 Part A – prepare for and chair a formal meeting and write a short report about the experience.
 Part B – run an informal meeting.
WHAT DO I NEED IN ORDER TO COMPLETE THIS ASSESSMENT?
Part A:
 A computer that has:
– Microsoft Word installed
– an Internet connection
– an email program (may be Outlook, Gmail, Hotmail etc).
 The Meeting Agenda Template Word file (your assessor will provide you with the file).
 The ABC Retail Meetings Policy document (your assessor will give you a hard copy).
 Some classmates to participate in the meeting (your assessor will divide you into small groups).
Part B:
 Two classmates to play the role of team members (your assessor will choose the classmates in your group).
 Your assessor, who will play the role of a team member.
 A quiet area where the meeting can be held.
 A pen and notebook to take notes.
WHEN DO I DO THIS TASK?
 Classroom-based students will run their meetings in the classroom with a group of classmates. Your assessor will observe your performance and also participate in the meeting.
 You can complete your short report and other written parts during class time or as homework if time permits.
 If you are a workplace-based student, your assessor will talk to you about ways in which you can do this task – for example, you may need to organise a time where you can meet in person with other students doing this course, or even run the meeting via Skype or other video conferencing tool. Alternatively, you may be able to organise (with your supervisor’s permission) a time during which you can run your meetings at work.
WHAT DO I NEED TO SUBMIT?
 Email to staff with agenda
 Meeting minutes
 A hard copy of the meeting notification
 Report (500 words)
 Revised Meeting Minutes
WHAT DO I NEED TO DO IF I GET SOMETHING WRONG?
If your assessor sees that you have not completed any part of the task completely and satisfactorily, the details of resubmission will be discussed with you when your assessor provides you with the outcome for this task. You will only need to redo the parts of the task that are incorrect (for example, you may need to run the meeting but not rewrite the agenda); however, you will need to resubmit the entire assessment.

PART A: FORMAL MEETING
INSTRUCTIONS:
A messy workplace!
You are the manager of the accounting department at ABC Retail. Your workplace has a number of different departments and you all work together in one big building, sharing the kitchen and bathroom facilities.
There have been some housekeeping issues in the past, with so many staff in one place, but sending out an email to everyone used to work and things would be cleaned up.
Lately, with more staff on board and people being so busy, the workplace cleanliness has not been as good as it used to be.
 People are leaving their handbags, work bags and jackets on desks and on the floor.
 Rubbish bins are overflowing – each person has their own small rubbish bin for food, take away coffee cups and general rubbish. However, people are throwing their printed work documents and other paper rubbish into their bins and they are getting full very quickly.
 The fridge sometimes smells if people have left their food in there for too long.
 The dishwasher is often not run and is also not emptied when it does get run.
 It is summer at the moment and some people are walking around barefoot because they are wearing slip-on shoes.
 The bathroom often runs out of toilet paper and paper towel. These are stored in one of the stationery cupboards.
 Dishcloths are being left in the kitchen sink.
 Some people aren’t cleaning up after themselves in the kitchen – food scraps are being left in the plug hole, crumbs and food spilled on the table aren’t getting wiped away, and dishes are left in the sink when the dishwasher is either full or hasn’t been emptied.
 The rubbish bin in the kitchen often smells because it isn’t emptied.
 There is no doormat at the foyer and people are bringing in mud, dirt and leaves.
 Coffee cups and plates are sometimes left on desks overnight or even for a couple of days.
 People keep changing the temperature control of the air conditioning system and tempers are getting short – not everyone likes to be so cold!
 Deliveries are often left near the reception desk and not taken care of straight away.
The Administrative Officer has been trying to do as much as they can, but they have their own work to do as well.
You have decided to call a formal meeting with the other department heads of the company. You want to:
 talk about each area in the workplace and its problems (one agenda item per office area)
 discuss what can be done to fix the problem (you are to talk about resolutions once you have discussed the topic)
 come to an agreement for each issue.
1. Preparing for your meeting.
Your assessor will organise you into groups – those in your group will be the attendees of your meeting.
Your assessor will play the role of a department head and will also take the minutes of your meeting.
You need to do the following before you run your meeting:
 Read the ABC Retail Meeting Policy and familiarise yourself with how the company likes to run its meetings and how it manages its meeting documents.
 Use Microsoft Word to fill out the Meeting Agenda Template. Use today’s date as the day you create your agenda. Follow the procedures to help you fill out the template.
Note: your meeting must run between 15–20 minutes at most.
 Send an email each of your attendees notifying them of the meeting. Follow the procedure when you do this. Make sure your email is written in a professional manner.
2. Running your meeting.
Now it is time to run your meeting. Your assessor will have arranged for an area in which you and your group can meet.
You should review the meeting policy and remind yourself of your responsibilities as Chair of the meeting.
Your assessor will take the minutes of the meeting. You must clearly brief them about what the minute taker is required to do will give you a copy afterward.
Bring to the meeting a copy of the agenda for each attendee and yourself. Follow your agenda and make sure that all of your topics are discussed, and resolutions are found.
You may like to also bring a pen and notebook to the meeting so you can take some brief notes.
Make sure you demonstrate professional, appropriate practice that meets the requirements set out by ABC Retail. For example:
 let everyone have a chance to speak
 encourage brainstorming of ideas to make the workplace cleaner, safer and healthier for all
 get the group to come to an agreement on the best ideas
 keep the meeting on track
 role model professional and appropriate behaviour
 consider how you are communicating with others – do they understand what you are saying, can they hear you, how does your body language come across?
Remember to thank your meeting attendees when you adjourn the meeting!
3. Reviewing the minutes.
Your assessor will email you the Word file of the meeting minutes.
Your job is to review the meeting minutes and ensure that the minute taker has documented a true and accurate record of your meeting, and that ABC Retail’s procedures have been followed.
If you identify any issues with the minutes, you will need to make the appropriate changes. Use the Track Changes feature in Word or use a different font colour to show what you have done.
When you have finished reviewing your minutes and are satisfied that it accurately reflects your meeting and its outcomes, proofread the document and make sure it makes sense and is free of errors.
Make sure that you submit your minutes to your assessor within ABC Retail’s timeframe.
4. Reflection.
You are required to write a short report about your experiences during Part A of this task.
Your report is to be typed in Microsoft Word and be no more than 500 words. You will need to email your assessor this report.
In your report, you should write about the following:
 Is there anything would improve/change for next time you have to chair a meeting? Was there anything you found challenging in your responsibilities as a chair?
 What types of meeting-specific terminology did you use?
 Identify the different stages your group went through during the meeting. Describe any strategies you used to guide the meeting back on track, defuse disagreements or arguments, and encourage participation and problem solving to come to a resolution.

What do I need to hand in for Part A of this task? Have I completed this?
The following documents:
 Your meeting agenda
 Email to staff with agenda
 Your meeting minutes
 Email with revised minutes of meeting
 Reflection report 






PART B: INFORMAL MEETING

A social calendar
As the manager of ABC Retail’s accounting department, you like to make sure your staff are happy and work well as a team.
You have decided that you want to set up a social calendar so your team can do some fun things out of work hours to build team morale.
You have told your team that you want to meet today and get some ideas. They should be inexpensive (under $30 per person) and not too far away from your local area.
You have decided that each social activity will be held on the last Friday of the month. You want to trial this for the next three months to see how it goes.
1. Running the meeting.
You are required to run an informal meeting with two of your classmates and your assessor, who will play the role of your team members.
The purpose of this meeting is to set up a social calendar for your team. You will need to research the Internet and find two social activities that might be fun for your team to do after work. Print out copies of your suggested activities so you can distribute them at the meeting to each of your team members.
During the meeting you will need to:
 explain the purpose of the meeting
 put forth your findings and hand out your copies
 encourage your team to brainstorm a range of different ideas (try to get at least two ideas from each person)
 take note of each idea that is put forth
 take a vote of the three best ideas
 take note of the three chosen activities
 be professional and respectful at all times
 keep the meeting on track (even though you don’t have an agenda, it is important not waste time!)
 adjourn the meeting.
Note: Even though this is an informal meeting and you do not need to run to an agenda or have someone take minutes, you should still stick to your responsibilities as the Chair. Remember to use good communication strategies, such as clarifying anything that is not clear, giving your team your full attention, encouraging people to contribute and being positive and supportive of your team’s suggestions.

Notifying attendees of the outcome.
You are really happy with the three activities your team has chosen. Now it is time to make sure everyone knows when each activity will be held.
Draft an informal email to your assessor that briefly details what happened at your meeting. Make sure you list each date of your social activity and what your team will be doing.
Proofread your email and make sure it is free of errors and accurately reflects your discussions and outcomes, then send it to your assessor.
What do I need to hand in for Part B of this task? Have I completed this?
Email notification of the meeting outcome NA

ASSESSMENT TASK 2: PART A
Attempt 1
Yes/No
Date: Attempt 2
Yes/No
Date:
Did the student
Follow ABC Retail’s workplace policies and procedures when organising and running the formal meeting, which includes:
• identifying the correct conference room/venue
• correctly filling out the agenda template
• notifying meeting attendees
• supplying the agenda to attendees
• distributing documents within the timeframes
• checking agenda for errors
• checking minutes to make sure the minute taker followed procedures and did not introduce errors
• naming and saving documents correctly
• disseminating minutes within designated timeframes?
Provide copies of meeting documentation to attendees?
Ensure the meeting venue was safe for all attendees?
Correctly brief the minute taker on how to take minutes as per the requirements of ABC Retail’s policies and procedures?
Follow the agenda in terms of timeliness, including:
• starting on time
• keeping discussion of each topic to the designated time in the agenda
• ending on time?
Demonstrate the ability to effectively Chair a formal meeting, including:
• encouraging all attendees to contribute to the discussion and put forth ideas (healthy debate)
• value suggestions and ideas
• making sure the meeting stayed on track
• ensuring one person did not dominate discussion
• making sure all attendees interacted appropriately with each other, such as no raised voices, no arguments, no abusive behaviour or inflammatory statements, intimidation (i.e. attendees’ safety was considered at all times) etc
• guided the meeting to ensure an outcome for each area was made
• role modelled appropriate behaviour, including being respectful and sensitive to others, avoidance of inflammatory or derogative statements, being professional, in their approach and communication etc
Communicate effectively throughout the formal meeting, for example:
• used active listening
• used clarifying statements where attendees were being unclear in what they were saying
• spoke clearly
• spoke in a volume everyone could hear
• avoided raising their voice
• avoided talking too fast
• used language that everyone could understand
• used appropriate techniques to defuse situations in which potential conflict could occur (for example, where attendees may not agree with each other or thinks an idea is not suitable)
• considered own body language (for example, did not fold their arms, roll their eyes, slouch in their chair etc)?
Submit a short report of no more than 500 words that demonstrated their understanding of:
• group dynamics and how they interacted with their team during the different stages
• how well they met the responsibilities of the Chair and followed ABC Retail procedures?
PART B
Did the student
Demonstrate the ability to effectively run an informal meeting, including:
• explaining the purpose of the meeting to the attendees
• encouraging all attendees to contribute to the discussion and put forth ideas (healthy debate)
• value everyone’s suggestions and ideas
• keeping the meeting on track
• making sure all attendees interacted appropriately with each other, such as no raised voices, no arguments, no abusive behaviour or inflammatory statements, intimidation etc
• guiding the meeting to ensure three items were voted on
• role modelled appropriate behaviour, including being respectful and sensitive to others, avoidance of inflammatory or derogative statements etc
• ensuring the meeting was casual in its approach
Communicate effectively throughout the informal meeting, for example:
• used active listening
• used clarifying statements where attendees were being unclear in what they were saying
• spoke clearly
• spoke in a volume everyone could hear
• avoided raising their voice
• avoided talking too fast
• used language that everyone could understand
• used appropriate techniques to defuse situations in which potential conflict could occur (for example, where attendees may not agree with each other or thinks an idea is not suitable)
• considered own body language (for example, did not fold their arms, roll their eyes, slouch in their chair etc)?
Write a clear, easy-to-read email to their meeting participant that accurately detailed the discussions and outcomes of the informal meeting?
Please add any feedback to the student about this task on the Assessment Cover Sheet. Keep a copy of the completed Assessment Task Cover Sheet.
Please note any reasonable adjustments for this task below.
Assessment Task 2 Outcome Satisfactory • Not Satisfactory • Date:
Student name:
Trainer/assessor name:
Trainer/assessor signature:

Observation Checklist – Meeting Simulation
Mentor’s Name:
Name of person being mentored:
Trainer and Assessor:
Trainer will complete this observation checklist during your mentoring session.
Did the student demonstrate the following? YES NO
Follow ABC Retail’s workplace policies and procedures when organising and running the formal meeting?
Provide copies of meeting documentation to attendees?
Ensure the meeting venue was safe for all attendees?
Correctly brief the minute taker on how to take minutes as per the requirements of ABC Retail’s policies and procedures?
Follow the agenda in terms of timeliness?
Demonstrate the ability to effectively Chair a formal meeting?
Communicate effectively throughout the formal meeting?
Demonstrate the ability to effectively run an informal meeting?
Communicate effectively throughout the informal meeting, for example:
Write a clear, easy-to-read email to their meeting participant/s that accurately detailed the discussions and outcomes of the informal meeting?