Reference no: EM132512048

BSBADM405 Organise meetings - Aventia Institute

Assessment Task: Written Questions

1. Jane is attending a meeting where she knows that a number of the people attending will be from culturally diverse backgrounds. Describe four culturally appropriate communication techniques that Jane can use at the meeting.

2. Explain the purpose of an agenda and identify five items that should be included in an agenda.

3. Explain the purpose of meeting minutes and list five items that should be included in meeting minutes.

4. Explain the difference between informal meeting minutes and formal meeting minutes.

5. Describe the type of legal entity that is required under the Corporations Act to hold an Annual General Meeting (AGM) and stated how often AGMs must be held.

6. Briefly explain the implications under the Disability Discrimination Act 1992 where an employer expects a deaf employee to attend a meeting where an Auslan interpreter is not provided.

7. Identify and explain legislation that applies to the recording of meetings applicable to the state or territory in which you are studying.

8. Explain the key steps for organising, conducting and recording a meeting.

9. Some companies may have a requirement for a quorum for a meeting. Explain the term quorum and give an example of a quorum to illustrate your answer.

Assessment Task 2: Meeting project

Task summary
This assessment task requires you, in the role of Administration and Project Officer, to organise a meeting to discuss the program for the upcoming Leadership Conference for Grow Management Consultants. This will include making meeting arrangements, preparing documentation for the meeting, and then participating in the meeting as a minute-taker, then writing up, checking and distributing the minutes.

This assessment is to be completed in the simulated work environment in the RTO.

Carefully read the following:

Grow Management Consultants is a small consultancy company specialising in leadership development services. Staff include the CEO (Paul Burns), Operations Manager (Sally Smith), Marketing Manager (Darren Johns), two Senior Management Consultants (Bob Downs and Jack Steel) and an Administration and Project Officer(you). There are also two junior management consultant contractors (Jane Simms and Leander Duval) working from the office at least 2 days a week each. All the management consultants travel extensively across Australia, visiting clients.

Each year the company runs a Leadership Conference. This year's conference will be held in October 2019 and planning has commenced. The Operations Manager wants to share ideas about conference topics and to allocate roles and responsibilities in regard to organising and running the conference.

As the Administration and Project Officer for the company, you are responsible for organising all meetings. The Operations Manager has sent you the following email to advise of the arrangements for the meeting about the draft conference program.

Dear Administration/Project Officer

As you know, we will be holding our annual Leadership Conference in October 2019 (Leading in the twenty-first century). As there is a lot of work to do, I want to organise a meeting during the week commencing November18 2018 to discuss the conference program. I have a number of ideas I would like to share.

Can you please identify those staff members who need to be present at the meeting and take a look at their calendars and identify a time during that week when we could all meet. The meeting will need to be for 1 hour, maximum. Should any of the staff members be Interstate on a day during which everyone else is available, please ask them to join via Skype as I am keen to get the conference planning started.

Please send an email to all staff as soon as possible advising them of this meeting in accordance with our meeting policy and procedures. Please let them know what the meeting is about and ask them to come along with ideas for conference topics.

Please also advise them that we will be finalising the conference program at the meeting, as well as allocating roles and responsibilities for organising the conferences. This will include organising a suitable venue and the catering, as well as the conference speakers. I would also like to plan a series of meetings over the upcoming months to ensure that we are keeping on track and would therefore like to discuss a schedule for these with staff.

Once all the arrangements have been made, I will need you to prepare an agenda with the draft conference program attached to send out to staff as per the timelines specified in the meeting policy. The meeting will mostly focus on the finalising the conference themes and I will also give all staff an overview of the conference.

Please cc me into all correspondence with staff.

I've attached the draft conference program for you to send with the agenda.

Thanks Operations Manager

Complete the following activities:

1. Prepare notice of meeting
Review the case study information above, as well as the staff calendars and the Meeting Policy and Procedures.
Identify the type of meeting that is being planned, its objectives and requirements.
Identify whether or not there are any legal or ethical requirements that need to be considered when planning the meeting. Note that where legal or ethical requirements apply you will be expected to demonstrate your compliance with these requirements during the meeting.

Then based on your review of this information, identify a suitable date and time as well as any technology requirements, and develop a notice of the meeting.

Additionally, write a short email to your assessor that outlines:
• The type of meeting that is being planned, its objectives and requirements
• Legal or ethical requirements that you will consider when planning the meeting.

2. Send notice of meeting to all staff
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
The body of the email will constitute your notice of meeting.
It should introduce the meeting and give its date, time and place.It should give all staff member names who will attend the meeting.
The email text should also give the relevant technology requirements for the meeting to ensure all participant requirements are met.

Ensure that your notice of meeting is sent within the timeframe as set out in the Meeting Policy and Procedures.

Note that the meeting date and time will be advised by your assessor, and staff attending the meeting will be roleplayed by other students.

3. Develop meeting agenda
Develop the agenda for the meeting according to the Grow Management Consultants' Meeting Policy and Procedures, and as set out in the scenario information.

The agenda should clearly show the date and time for the meeting, as well as the items for discussion as per the scenario information and meeting policy and procedures.

Use the Meeting Agenda Template to guide your work.

Once you have completed a draft of your agenda, save it as Draft Meeting Agenda.

Make sure that Track Changes is enabled for the document, then proof read it, tracking all of your changes.

Once you have thoroughly proof-read your meeting agenda, for spelling, grammar and formatting, save this as Proofread Meeting Agenda.

Print off at least two copies of your proofread agenda and the Draft Conference Program to provide as hard copies at the meeting should participants not bring along their own copies.

4. Send an email to all staff attending the meeting
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
The body of the email should confirm the meeting arrangements and introduce the attachments.
Ensure that your email includes the date within the body of the email to show that you understand the designated timelines as set out in the Meeting Policy and Procedures.

Ensure that your notice of meeting is sent within the timeframe as set out in the Meeting Policy and Procedures.

Attach your proofread meeting agenda and the draft conference program to the email.

5. Participate in the meeting
You will be participating in the meeting in the role of minute taker.
Your assessor will have organised three other students to play the roles of the management consultants in attendance (Assume that Bob is attending via Skype).

Advise participants that there is a spare set of documents in case anyone has not brought theirs along.

At the meeting, the staff will discuss the proposed conference program and you will need to take notes of the meeting as per the requirements of the minutes section of the meeting policy and procedure, including:
• Using a laptop to record notes in the Meeting Minutes Template
• Taking clear and accurate notes to use to develop the minutes (your assessor will check this during the meeting)
• Ensuring that you follow the discussion at all times so that nothing is missed.
• Where you are not sure of a point made, asking the meeting participant to repeat what they said

During the meeting, demonstrate effective communication skills including:
• Speaking clearly and concisely
• Using non-verbal communication to assist with understanding
• Asking questions to identify required information
• Responding to questions as required
• Using active listening techniques to confirm understanding

During the meeting you must also demonstrate that you are complying with the legal or ethical requirements you identified in the first activity.

6. Write up the meeting's minutes
Minutes should be written clearly and concisely and reflect key points.
They must also be saved in the required format as set out in the Meeting Policy and Procedures.

Use the Meeting Minutes Template to guide your work.

Once you have completed a draft of the minutes, save it as Draft Meeting Minutes.

Make sure that Track Changes is enabled for the document, then proof read it, tracking all of your changes.

Once you have thoroughly proof-read your meeting agenda, for spelling, grammar and formatting, save this as Proofread Meeting Minutes.

7. Send an email to the Operations Manager (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment and seek their feedback and approval of the minutes so you can send them on to staff.

Attach your Proofread Meeting Minutes to the email.
Ensure that the minutes are sent to the Operations Manager for approval within the designated timeline.

8. Send an email to all staff (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment, explaining that these are the final minutes of the meeting.

Attach the approved minutes to the email.
Ensure that the minutes are sent to staff within the designated timeline.

Attachment:- Organise meetings.rar