Reference no: EM132507191

Assessment Task 1: Written Questions
Provide two (2) example of each meeting style, by identifying associated meeting structure, and describe in what circumstances each meeting style and structure would be appropriate to its purpose
Problem 2
Provide two (2) methods of despatching meeting papers to participants, and explain the benefits of each despatching method.
Problem 3
What is the ideal lead time to despatch meeting papers to ensure participants have enough time to read them prior to the meeting?
Problem 4
Provide two (2) examples of legal and ethical requirements you need to be aware of, when chairing a meeting
Problem 5
When facilitating a meeting, it's important to enable the following areas.
1) Participation;
2) Discussion;
3) Problem solving; and
4) Resolution of issues.
Briefly describe how you could encourage each area in the meeting.
Problem 6
Provide two (2) example of why it is important to check transcribed meeting notes.
Problem 7
The meeting notes should reflect a true and accurate record of the meeting, what should the minutes include?
List a minimum of seven (7) items
Problem 8
Describe the options for the following meetings, by identifying two (2) pros and two (2) cons for each option.
Problem 9a
Outline five (5) responsibilities of the chairperson during a meeting.
Problem 9b
Outline and explain below "Group Dynamics" in relation to managing a meeting (30- 80 words)

Assessment Task 2
Case Study - Background Information
You are employed by Grow Management Consultants (GMC), based in Melbourne.
Activity 1
Complete the following Case Study Questions
Problem 1
Identify and list below the meeting participants for the meeting in the case study.
Problem 2
Confirm meeting arrangements, by outlining what you need to do for each tasks based on the case study meeting requirements:
Problem 3
Based on the information from the case study, where are you required to store the meeting minutes.
Problem 4
Based on the information from the case study, who would you distribute the minutes to? How would you distribute them? And in what timeframe would you distribute them.
Problem 5
Based on the information from the case study, how would you report outcome of the meeting and to whom would you report.
Problem 6
Based on the information from the case study, in what timeframe would you would you report meeting outcomes.
Problem 7
Describe the following meeting requirements and how they might apply in the case study (60-80 words)
Problem 8
Outline below a draft meeting budget ensuring you don't exceed the maximum budget of $2,000.00

Activity 2
Prepare three (3) Meeting Documents
For this task you are required to use the provided templates and case study background information to develop the following documents:
• Meeting Plan
• Meeting Set-up Preparation Action Plan
• Meeting Agenda
Develop/ Completethe following three (3) documents to ensure that all the preparations for the meeting will be correctly organised and the purpose of the meeting is clear.

Activity 3
Invite Meeting Attendees (Via Email)
You have managed to book an ideal meeting room, which is fully catered within budget at: Hotel Lindrum: 26 Flinders Street Melbourne 3000.
For this task you are required to notify meeting attendees of the scheduled Strategic Planning meeting in accordance with the organisations procedures as outlined in the Case Study Background.

Write an Email
Your assessor will provide you with an email address, so you can submit this assessment activity to your assessor.

In this email, you must include each of the following:
1) Address email to meeting invitees
2) Information about the meeting: Date, time & location
3) Attach Meeting Agenda and pre-reading documentation
You must email your assessor, to the email address they nominate and print a copy of the email and attachment to also submit in hard copy.

Assessment Task 3: Case Study and Roleplays
Case Study - Background Information

Activity 1
Conduct an EmergencyMeeting (roleplay)
For this task, you are required toaccess the Handout: Coffee Bags Café Meeting Policy & Procedure, review the document and Chair an Emergency Meeting with the three (3) Mobile Food Truck Operators to discuss, problem-solve and establish a resolution to the current issue to ensure customer bookings are not disrupted, in accordance with the Meeting Policy & Procedure.

You must brief the minute-taker prior to the meeting on the method for recording the meeting notes in accordance with the Meeting Policy & Procedure for an Emergency Meeting. You will need to ensure the meeting is focused, time efficent and achieve the required outcome.

You must:
a) Brief the minute -taker prior to the meeting
At the meeting, you must ensure each of the following:
b) Discuss the issue (Two (2) trucks and three (3) bookings)
c) Outline the desired resolution (customer bookings are not disrupted)
d) Discuss potential solutions which maintain legal and ethical requirements
e) Ensure all attendees actively participate
f) Ensure verbal exchange uses appropriate style, tone and vocabulary for attendees
g) Listen to specific information during the meeting
h) Ask questions and listen to responses to clarify understanding

Your assessor will play the role of the minute-taker and ask other students (not being assessed during the simulated meeting) to play the role of the three (3) Mobile Food Truck Operators.

Your assessor will provide a general script for each individual assisting in the roleplay

Activity 2
Review transcribed meeting minutes
You are required to request a copy of the recorded Minutes for the Emergency Meeting in Activity 1 from the minute-taker. Check the transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with the organisations Meeting Policy & Procedures.
Distribute meeting minutes via email
Once satisfied, you must sign the meeting minutes to confirm they are a true and accurate record of the meeting and distribute minutes via email to meeting participants.
Write an Email
Your assessor will provide you with an email address, so you can submit this assessment activity via email to your assessor.

In this email, you must include the following:
1) Address email to meeting attendees
2) Find attached meeting minutes for your reference
3) Attach signed meeting minutes
You must email your assessor, to the email address your assessor nominates and print a copy of the email and attachment to also submit in hard copy.
Activity 3
Complete the following Questions
Problem 1
Where will you store the meeting minutes following distribution to meeting attendees
Problem 2
Following the Meeting, the General Manager has requested an update on the outcome of the meeting. Outline below the resolution of the meeting for the General Manager.
Activity 4

Conduct aFollow-up Meeting(roleplay)
For this task, you are required toconduct an informalfollow-up meeting with Mobile Food Truck Operators to discuss the outcome/s from the event on Saturday night.

During the meeting you must:
1) Request for information and feedback from the event from Saturday night
2) Use active listening techniques to establish outcomes

Your assessor will play the role of the Mobile Food Truck Operator #1, and ask other students (not being assessed during the simulated meeting) to play the role of Mobile Food Truck Operator #2 and Mobile Food Truck Operator #3.

Attachment:- Manage Meetings.zip