BSBADM502 manage meetings
bhupalrai
AssessmentGuidefromTeacher.docxAssessment Event 1 – Knowledge Questions
Assessment Event 1 comprises of questions to address the knowledge evidence, and on occasions, the performance criteria of the unit guide. Please note that where appropriate, we integrate the knowledge evidence in Assessment Event 2.
All these questions are theoretical and provide evidence of their understanding of the legislation, meeting processes and key components of meeting structure.
Question 1
Describe five terms used in meetings.
R 1. provided a minimum of five terms
R 2. word count was approximately 10 words per term.
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Scope: the student should describe processes that are used for formal meetings though the unit guide states terms, in fact the focus should be on processes so that this list does not duplicate the next two questions terms will cover; the procedures used in the meeting, motions, voting procedures.
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Question 2
Describe three structures with meetings.
R 1. provided a minimum of three structures
R 2. word count was approximately 20 words per structure.
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Scope: the unit guide requires the procedures which are dictated by the type of meeting being planned the key criteria in this structure is the level of formality associated with the meeting.
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Question 3
Describe four arrangements often used for meetings.
R 1. provided a minimum of four arrangements
R 2. word count was approximately 20 words per arrangement.
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Scope: this question centers on the actions required in preparing for the meeting the focus is on organizing the tangibles the arrangements cover; booking venue and equipment, organizing travel and accommodation for participants, catering, preparing documentation etc.
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Question 4
Describe three responsibilities for the chairperson.
R 1. provided a minimum of three responsibilities
R 2. word count was approximately 10 words per responsibility.
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Scope: this questions centers on the running of a meeting primarily it is about the actions that will ensure an efficient meeting that meets outcomes this will require the Chair to facilitate appropriate discussion which in turn involves a number of processes, which are often set in policy and procedures.
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Question 5
Describe three group dynamics, in the table below that could occur in meetings and with each dynamic provide a technique on how it could be managed by the chairperson.
R 1. provided a minimum of three dynamics
R 2. listed two techniques to address dynamic
R 3. word count was approximately 15 words per technique.
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Scope: the unit guide in this question is focusing on group dynamics it is a critical issue in most meetings and a chair needs to manage these dynamics responses will cover typical dynamics such as; side conversations, hidden agendas of participants, inability to engage with discussion, inappropriate behaviors such as harassment techniques will center on; being assertive, attentive to process and directive to procedures.
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Question 6
In the table below, provide an explanation to each of the meeting options.
R 1. explanations were accurate
R 2. word count was approximately 20 words per option.
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Scope: the question focuses on the main forms of technology used as communication mediums for meetings we have listed the specific types stated in the unit guide descriptions should provide an explanation and may include when appropriate as form of communication amongst participants.
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Assessment Event 2: My Career Unlimited Simulation
In this assessment, the student will undertake a number of tasks associated with preparing and chairing two meetings for the developing of strategies to support students in their studies. The first meeting will be to have an informal discussion about the issues impacting on students in their course of studies. The second meeting will be formal to develop a set of strategies to assist students in their course of study. Both meetings are observed by the assessor.
The simulation in Assessment Event 2 has its own set of requirements which include:
type of environment, facilities, materials, and equipment (where applicable)
background to the organization
profiles and actions of actors involved in the simulation.
Please ensure that you familiarise yourself with the set of requirements that underpin this simulation. These are located in the Appendix of this document.
This is important because simulations are notorious for the lack of validity and reliability. To address this potential, we have listed detailed profiles of all stakeholders involved. This includes actors who will play a pivotal role in interacting with your student to replicate a real-world setting, and in doing so, to ensure the assessment meets the rules of evidence and the principles of assessment.
Task 1: Prepare for Meetings
In this task, the student will demonstrate their preparation skills in planning for two meetings. The first meeting is informal and prepares the student for the formal meeting.
1.1 Identify the types of meetings being organised and their purpose
R 1. reviewed the simulation provided and stated the purpose of both meetings
R 2. reviewed the policy and procedures for meetings and listed the types of meetings to be used
R 3. word count for type and purpose was approximately 50 words.
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Scope: students should identify a purpose associated with strategies and or actions to address typical issues students face when undertaking courses these usually range between financial issues, study overload, inadequacy, and frustrations with finding suitable work the type of meetings will need to be both informal and formal informal refers to casual and does not have the rigor of formal meetings both the informal and formal however must be documented the student will be required to identify the amount of budget allocated for both meetings.
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1.2 Develop a plan for conducting meetings
R 1. developed a plan for the implementation of their meetings:
included a minimum of five actions and outcomes for meetings
listed the types of meetings to be used
included the costs for these actions and commented on any variation to the budget allocation
R 2. word count for type and purpose was approximately 50 words.
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Scope: the unit guide states that the student must apply formal processes when planning complex tasks, producing plans with logically sequenced steps, reflecting an awareness of time constraints therefore, a plan must contain actions, costs, budget allocation and any variance along with the timelines and outcomes both the informal and formal meeting will require a plan, however we have only included a plan for formal in the sample response an informal plan may contain all the actions listed in the formal plan but usually they don’t require a budget
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1.3 Develop agendas for the meetings
R 1. developed an agenda for both meetings
R 2. agenda structure was aligned to the type of meeting required
R 3. word count was not critical.
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Scope: Informal meeting will contain the following in the agenda: statement of the meeting's purpose background to the meeting date, time and location of meeting agenda items duration of meeting
formal meeting will contain the following in the agenda: statement of the meeting's purpose date, time and location of meeting apologies minutes of the previous meeting if applicable matters or business arising from the minutes correspondence reports major agenda items duration of each agenda item general business date of next meeting
The sample response below is an example of a formal agenda
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1.4 Notify meeting participants
R 1. identified participants for both meetings
R 2. notified participants via email:
background was clear
summarized essential details
R 3. word count was approximately 100 words per email.
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Scope: you will need to provide contact details for participants of the two meetings as the student is required in this task to notify them of the pending meetings: Manager Student Support Note Taker Information Officer the emails will have clarity and summaries purpose will request potential attendance request alternative days and times participants are available.
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1.5 Confirm meeting arrangements
R 1. sent email to participants for both meetings confirming arrangements
R 2. attached agendas
R 3. word count was approximately 100 words per email.
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Scope: Meeting arrangements could include: scheduling the date and time for the meeting booking an appropriate venue how to record the meeting organizing catering organizing accommodation and transport organizing appropriate communication technology establishing costs and operating within a budget preparing relevant documentation for participants organizing a minute taker
Both formal and informal meetings will require some or all of the above actions. |
1.6 Despatch meeting papers
R 1. researched and tabled a minimum of one article for the formal meeting:
this article was appropriate to the meeting purpose
was dispatched within organizational timelines
R 2. provided a summary of the attachment(s) in their draft email:
was clear
provided an explanation of source, contents and why useful
R 3. word count was approximately 30 words.
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Scope: to date the student has been preparing for two meetings; the informal is a discussion of issues followed by the formal meeting where they identify strategies to support students this Task is centered on the formal meeting students will conduct secondary research to produce a document that provides information on issues that students face when studying they must provide a clear brief summary of what each article contains these summaries must include the source and what is contained in the article and why it is useful they should not be cut and pastes but a concise overview. ensure that the documents taken from the internet will have their source and author and will only use documents that do not contain the copyright symbol note that in the sample response below, we do not provide links to these articles as we cannot ensure that at the time of use these links will be operable however, in our preparation of this guide, we identified a significant number of articles that had relevance to the issues facing students in their studies.
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Task 2: Conduct meetings
In this task, the student will demonstrate their skills in preparing then Chairing two meetings. You will observe their actions in these meetings.
2.1 Brief Minute Taker on method of taking notes
R 1. gave guidance to Minute Taker on requirements for note taking that included recording:
agenda items
background discussion
motions
decisions taken at the meeting.
R 2. reassured Minute Taker by:
invited clarification if required
providing suggestions that they worked at a pace that ensured accuracy with note taking
R 3. these actions were relevant, concise and clear (refer to the observation check sheet)
R 4. word count was not critical.
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Scope: this Task applies only to the formal meeting this discussion will occur prior to the official opening of the meeting by the Chair participants will be present but not engaged with this conversation it is anticipated that this interaction between Minute Taker and Chair will take approximately five minutes in duration.
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2.2 Conduct meetings
R 1. ensured that the procedures used, achieved planned outcomes
R 2. these actions all met the requirements of the observation check sheets
R 3. duration of the meetings was approximately 15 minutes for informal and 30 minutes for formal.
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Scope: The Chairing of the meetings will essentially cover what is listed in the Policy and Procedures document and include: making sure the meeting was focused being time efficient facilitated discussion to achieve resolution of issues appropriate problem solving all participants engaged and giving input into discussion resolution of issues through appropriate actions.
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Task 3: Follow up meetings
In this task, the student will review the notes made by the Minute Taker (in the formal meeting) to ensure production of minutes, then distribute and store documentation and report on outcomes of meetings to the appropriate stakeholders.
3.1 Manage Minutes
R 1. reviewed the draft notes from the Minute Taker
R 2. made corrections where required to produce minutes that met organizational policies and procedures:
accurate in content
appropriate format
correct spelling
appropriate grammar
appropriate punctuation
R 3. stored all documents as per organizational policies and procedures:
kept original version and saved new version
the final version was accurate
R 4. word count was approximately 200 words.
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Scope: for the formal meeting: meeting draft notes are only required for the formal meeting. these notes must align to the content that was observed at the meeting these draft notes will then be modified into a set of Minutes this modification will then be transformed into a set of Minutes and include: title, date and time apologies list of participants agenda items issues raised and by whom decisions taken at the meeting action items other business arrangements for the next meeting timelines for preparation of Minutes: policy and procedure for meetings states 5 days for draft Minutes to be sent for approval to the Chair.
For the informal meeting: documentation will include notes taken by the Chair at the meeting these will not be transformed into Minutes but serve as a guide for the email to participants.
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3.2 Dispatch Minutes
R 1. distributed approved minutes by email to the participants:
this dispatch was within the timelines of the policy and procedure document
kept a copy and attached to their Student Assessment Workbook.
R 2. stored Minutes as per policy and procedure:
within folder for meetings
correct version control
R 3. word count was not critical.
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Scope: both formal and informal meetings will use email to dispatch Minutes informal meeting will embed content and actions in the email body formal meeting will be an attachment to the email policy and Procedure states that dispatch must occur 3 days after final approval by chair for dispatch to participants.
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3.3 Report outcomes of meeting
R 1. sent email to General Manager of the RTO with attached Minutes as follows:
completed and attached meeting report document
ensured email and report was clear and concise and accurate
sent within timelines set out in the policy and procedure document.
R 2. stored documents as set out in the policy and procedures document
R 3. word count was not critical.
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Scope: stakeholders may be an individual that any actions implemented will have direct or indirect impact on their roles and responsibilities the stakeholder for this simulation will be the General Manager of the RTO the report will cover, background information, summary of key points, what action was taken, and follow up in this simulation you as the Assessor will take the role of General Manager and therefore will receive the email from the student you are not required to respond to this email.
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