Assessment Guide For BSBADM502 Manage Meetings

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Assessment Event 1 – Knowledge Questions

Please do yourself (6 questions)

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 organisation

 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.

You need to organize 2 meetings

Informal meeting & formal meeting – all answers are related to these 2 meetings

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.

PLEASE GO TO - Appendix A: My Career Unlimited Simulation

Topic The challenges that students deal with while studying.

Purpose of informal meeting

Purpose of formal meeting

Type of meeting informal

Type of meeting formal

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

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Plan for formal and informal meeting

1.3Develop agendas for the meetings

R 1. developed an agenda for both meetings

R 2. agenda structure was aligned to the type of meeting required

Informal meeting

 statement of the meeting's purpose

 background to the meeting

 date, time and location of meeting

 agenda items

 duration of meeting

Sample below

AGENDA FOR INFOMAL MEETING

AGENDA FOR FOMAL MEETING

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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

Sample below

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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

 summarised essential details

R 3. word count was approximately 100 words per email.

Participants for informal meeting

Name Position Email address

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Tom Jung Marketing officer [email protected]

Amy Admin officer [email protected]

Alice Student service officer [email protected]

Jack Holiday Director [email protected]

Participants for formal meeting

?

Emails for informal meeting:

Dear………..

Sample email for a formal meeting:

Dear………..

As you may recall, there has been considerable discussion over the past weeks about what the RTO can do to support

students while studying.

I would like have our first formal meeting to move on from these early discussions. It would now be useful to develop

strategies to support students during their course of study. I will shortly send out an agenda for the meeting, but at

this stage I am proposing we meet for 45 minutes on October 15th in the College at 10.00am. I am yet to confirm

the location.

In the meantime, please let me know if you can attend and if not what time and day within that week you would be

available.

Etc.

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.

Email for a informal meeting:

Sample for a formal meeting:

Dear………..

I am pleased to announce our first meeting for My Career Unlimited for our RTO. As you recall, there has been

considerable discussion over the past weeks about what the RTO can do to support students while studying.

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Our first formal meeting is on October 15th, in room 2 in the College library. The start time is 10.00am and the meeting

will have a duration of 45 minutes.

You may recall we agreed that the intention is to develop strategies to support students during their course of study.

Please refer to the attached agenda for more details. Shortly, I will despatch a number of recent articles from reliable

sources on the issues students are facing while studying. These will be useful in developing strategies.

In the meantime, please advise if you have any special requirements at the meeting so that I can make appropriate

arrangements.

Etc.

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 organisational 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.

Stressful issues whiles studying: Thank you for your confirmation of your attendance at our upcoming meeting. In preparation for the meeting I have attached an article titled “how to manage stress while studying”. This article appears to be part of a commercial provider’s service however it does contain six useful tips in that cover what is widely regarded as sound strategies. . . . Source for the articles – http//:www.managementreview.com.au/howtomanage

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.

Discuss with the minute taker on following item:

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 the number of agenda items and time allocated for each item: Mention how many items in agenda &

mention how much time for each item here

 the amount of information needed for each item:

- Who was invited to the meeting - Any person who will not be present for an item on the agenda (important for

managing conflicts of interest)?

- The meeting start time, location and expected end time

 the method of documenting this information

These draft recordings can be manual or use technology as long as they meet the requirement.

The Meeting Minute taker must revise the Draft Meeting Notes after the review by the Chair. This must be done within

two (2) days after the meeting.

Your minutes can be a mix of brief narrative and dot point form. When using dot points try to ensure that the

contents of each point are parallel in terms of their grammatical structure.

You need to write the minutes while the meeting is still fresh in your mind and while your notes still make sense to

you.

You're required to distribute the final version of your minutes to members within 5working days of the meeting. You

must allow time for writing, typing or formatting, checking, adjustments, reference to the Chair within this

framework.

 if clarification sought how to get attention of the chair:

If you miss a point, don't panic, or you may miss even more points as the meeting moves on! If you have a vague grasp

of the lost point, you can always ask the Chair or the speaker after the meeting.

If you don't understand a point made, despite having listened carefully to it, ask through the Chair for clarification.

Chances are that others won't have understood it either

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.

No answer required. You will conduct the meeting with your trainer in class.

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 organisational policies and procedures:

 accurate in content

 appropriate format

 correct spelling

 appropriate grammar

 appropriate punctuation

R 3. stored all documents as per organisational policies and procedures:

 kept original version and saved new version

 the final version was accurate

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Save your files as below (screenshot)

Please create your all file & save it accordingly:

a) specifically created for that particular meeting with the following file naming convention:

‘yyyy-mm-dd Meeting Title Meeting’

e.g.; 2015-02-10 Sales and Marketing Meeting

2019 -10-10 dispathc minute

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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.

Dear participant,

Please find attached the draft Minutes of our previous meeting held on October 15. The meeting draft Minutes contain the key points to the discussion and the subsequent actions.

Please review these for accuracy and if you have feedback on this then let me know within two working days from the date of this email. If I do receive a reply by this time, then I will take it as approved.

For any items requiring action that have your name as the actioner, then please implement your actions and be prepared to report back at our next meeting.

Etc.

Regards……

Save your files as below (screenshot)

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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Outcomes of meeting

To: General Manager

From: Project Officer of My Career Unlimited

Date: October 18th

Subject: Meeting to determine what are the challenges that students face while studying

There is increasing pressures on students particularly in the areas of managing budgets, preparing to find

employment or considering further studies after course completion. All these factors can impact on academic

success.

We believe students need strategies to assist them in addressing these challenges. A meeting was held which

resulted in identifying key issues. We developed strategies for………………. etc. but need another meeting to produce

additional actions to resolve all remaining issues.

Of particular interest to the participants of this meeting were the most effective strategies on how to communicate

these to students………. etc.

Save your files as below (screenshot)

+ 2019-10-26 outcomes of meeting

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 I understand when and where the role plays will occur.

 I understand that the Assessor will not take an active role during the role plays apart from observing

the interaction during the session.

 I understand my Stakeholder Profile (work style) outlined in Phase 2 as an actor for the role plays.



I confirm that I have the knowledge of participating in a meeting and the processes required to enable

the student to Chair discussions to achieve outcomes. This would require me to be an active member

of the meetings which will require a basic understanding of the following:

 issues that students are exposed to when studying which usually include one or more of the

following:

- stress with assessments

- time management challenges

- group dynamic issues that may impact on their studies

- financial hardship

- accommodation issues etc.

 I am aware that as an actor for these two role plays, I must provide email contact details to the

Assessor so that I can receive information about the meeting and subsequent minutes etc. from the

student.

 I have been briefed on the above through a face-to-face meeting with the Assessor prior to the session.

Actor Name Actor Signature Date

Assessor Name Assessor Signature Date

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Assessment Conditions for the Observations

The information in this section outlines the assessment conditions for the observations which occurs in Phase 2.

Before the observations, you will set up this simulation so that it is fair, valid and reliable:

 ensure that other students in the class are not present (fairness)

 ensure that the student has read the requirements listed in the Observation Check Sheets provided in their Student

Assessment Guide

 ensure that the student is aware of what is expected of them with the stakeholders

 remind the student that they are not allowed to refer to the Observation Check Sheets while undertaking the

assessment activity

 the room meets WHS requirements

 the room is free from distractions

 ensure that you have selected the stakeholders to role play with the student (reliability and validity):

- these actors will be external to the class (e.g. employees of the RTO)

- you have briefed them on their simulation role prior to the role play

- their level of knowledge with the concepts of participating in a meeting.

Remember, you need to have the Observation Check Sheets in front of you prior to undertaking this simulation activity.

Please go to Appendix B to have access to the Observation Check Sheets.

During the observations, you the Assessor must:

 ensure that your role as an Assessor is observation only, in other words, you do not role play in the simulation

(reliability)

 do not give answers or suggestions on actions to be demonstrated by the student, but limit your guidance to

clarification of the task

 document the evidence and provide extensive written feedback in the Observation Check Sheets

 ensure that the student is not using the Observation Check Sheets

 ensure the activity is completed within the designated timeframe, which is 15 minutes for the informal and 30

minutes for the formal meeting.

After the observations, you the Assessor must:

 if the student is successful:

- provide a summary of their performance during the observations

- complete the Observation Check Sheets by finalising your comments, dating and signing off

- attach the completed Observation Check Sheets into the student’s Student Assessment Workbook

 if the student is not successful:

- provide feedback to the student on the NYS areas:

 explain your justifications in detail

 provide clear guidance to the student explaining how they can improve

 this feedback must align to your written comments in the Observation Check Sheets

- arrange another suitable time with the student to observe their second attempt

- attach the completed Observation Check Sheets into the student’s Student Assessment Workbook.

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Appendix B: Observation Check Sheets for the Observations

The criteria below are the actions that the student must demonstrate in their Observations. Assessors, tick ‘S’ if the

student demonstrates a particular performance requirement to a satisfactory level and ‘NYS’ if the student does not

meet these performance requirements. Also, you are required to write comments on the quality of this evidence under

the ‘Comments’ column. For the student’s overall performance in this task, tick ‘Satisfactory’ if the student satisfies all

the criteria in the Observation Check Sheets and ‘Not-Yet-Satisfactory’ if they do not.

It is important that you keep accurate records of the student’s work. In particular, you must keep the original of the

completed Observation Check Sheets and give a copy to the student to attach to the ‘Student Assessment Workbook’.

This is essential as some students may lose the completed Observation Check Sheets, which means there will be no

records of this assessment evidence.

Observation 1: Informal Meeting

Performance Requirements S NYS Comments

1. Preparation:

 ensures venue is appropriate:

- seating

- air temperature is suitable

- equipment is operational

- private venue is free from interruptions

2. Introduction:

 welcome participants appropriately:

- friendly tone

- volume is appropriate - facial expressions are appropriate

 distributes documents (if required) professionally:

- documents are complete

- documents are in order

- documents are clear

 verbalise the meeting procedures in line with policy and

procedures:

- states the purpose of the meeting

- apologies

- agenda items

- explains documentation

- explains voting procedures

3. Body:

 Commenced on agenda item 1: - gives background on issue - tables any attached papers - invites participants to discuss item

 keep the meeting focused:

- is able to keep pace with the discussion

- ensures that presenter remained on topic and was

concise

- verbalises clearly and concisely the issues raised

- verbalises the decisions made

- checks for confirmation from participants

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Performance Requirements S NYS Comments

- ensure decisions are recorded

 time manages the discussion:

- if discussion outside time limit for each item, brings

it to the attention of participants

- facilitates an appropriate action to keep within

timeframe

 facilitates participation:

- monitors input of participants

- invites comments from all

- validates input

 facilitates problem solving:

- summarises discussion

- reviews the extent that the discussion addresses

agenda item

- if not, states gap(s) in progress with achieving task

- puts forward a motion when gap(s) are addressed,

calling for decision

- if gap(s) remained, makes recommendation for

resolution of issue(s)

- seeks seconder for a motion

- implements appropriate voting system on motion

- calls the outcome of the decision

- if approved, ensures note taker records action

- if not approved puts forward motion for further

discussion or deferment to another meeting when

ore time available

- if this motion gets voting approval, actions item is

recorded

4. Conclusion:

 achieves outcomes:

- summarises the agenda and what has been

achieved in the meeting

- makes recommendations on any outstanding

business

- seeks consensus with this strategy

 reviews arrangements for the next meeting:

- summarises concisely and accurately actions

required by next meeting

- provides the venue, time and date for next meeting

Communication skills:

 body language skills: - gives eye contact to participants - displays appropriate facial expressions - posture is appropriate - gestures have fit with the message

 actively listens to participants: - paraphrases

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Performance Requirements S NYS Comments

- seeks clarification by asking questions - tone is pleasant

 monitors non-verbal and verbal cues of participants: - adjusts delivery accordingly to ensure

understanding - shares insight with chair as appropriate

The students’ overall performance is  Satisfactory  Not-Yet-Satisfactory

Assessor Signature: Date ___/___/____

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Observation 2: Formal Meeting

Performance Requirements S NYS Comments

1. Preparation:

 ensures venue is appropriate:

- seating

- air temperature is suitable

- equipment is operational

- private venue is free from interruptions

 confirms note taker for the meeting

 discusses accurately and concisely the arrangements with

the note taker prior to the start of the meeting:

- the number of agenda items and time allocated for

each item

- the amount of information needed for each item

- the method of documenting this information

- if clarification sought how to get attention of the

chair

2. Introduction:

 welcomes participants appropriately:

- friendly tone

- volume was appropriate - facial expressions appropriate

 distributes documents professionally:

- documents are complete

- documents are in order

- documents are clear

 verbalises the meeting procedures in line with policy and

procedures:

- states the purpose of the meeting

- apologies

- agenda items

- explained documentation

- voting procedures

3. Body:

 commences on agenda item 1: - gives background on issue - tables any attached papers - invites participants to discuss item

 keep the meeting focused:

- is able to keep pace with the discussion

- ensures note taker recorded issues raised and by

whom

- responded to any clarification as required

- ensures that presenter remained on topic and was

concise

- verbalises clearly and concisely the issues raised

- verbalises the decisions made

- checks for confirmation from participants

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Performance Requirements S NYS Comments

- ensures decisions are recorded by note taker

 time manages the discussion:

- if discussion outside time limit for each item, brings

it to the attention of participants

- facilitates an appropriate action to keep within

timeframe

 facilitates participation:

- monitors input of participants

- invites comments from all

- validates input

 facilitates problem solving:

- summarises discussion

- reviews the extent that the discussion addresses

agenda item

- if not, states gap(s) in progress with achieving task

- puts forward a motion when gap(s) are addressed,

calling for decision

- if gap(s) remained, makes recommendation for

resolution of issue(s)

- seeks seconder for a motion

- implements appropriate voting system on motion

- calls the outcome of the decision

- if approved, ensures note taker records action

- if not approved puts forward motion for further

discussion or deferment to another meeting when

ore time available

- if this motion gets voting approval, action item

recorded by note taker

4. Conclusion:

 achieves outcomes:

- summarises the agenda and what has been

achieved in the meeting

- makes recommendations on any outstanding

business

- seeks consensus with this strategy

 reviews arrangements for the next meeting:

- summarises concisely and accurately actions

required by next meeting

- provides the venue, time and date for next meeting

Communication skills:

 body language skills: - gives eye contact to participants - displays appropriate facial expressions - posture is appropriate - gestures have fit with the message

 actively listens to participants: - paraphrases

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Performance Requirements S NYS Comments

- seeks clarification by asking questions - tone is pleasant

 monitors non-verbal and verbal cues of participants: - adjusts delivery accordingly to ensure

understanding - shares insight with chair as appropriate

The students’ overall performance is  Satisfactory  Not-Yet-Satisfactory

Assessor Signature: Date ___/___/____