Reference no: EM132796248

BSBADM502 Manage meetings - Australian Vocational Training Institute

ASSESSMENT 1 - KNOWLEDGE QUESTIONS

The information contained in this assessment event lists the questions that you will need to develop a written response. These questions are theoretical and provide evidence of your understanding of principles and practices of meetings. Each question includes the requirements which indicate what you have to do and the depth of your response to achieve a satisfactory result.

Question 1
Describe five terms used in meetings.
R 1. provide a minimum of five terms
R 2. word count is approximately 10 words per term.

Question 2
Describe three structures with meetings.
R 1. provide a minimum of three structures
R 2. word count is approximately 20 words per structure.

Question 3
Describe four arrangements often used for meetings.
R 1. provide a minimum of four arrangements
R 2. word count is approximately 20 words per arrangement.

Question 4
Describe three responsibilities for the chairperson.
R 1. provide a minimum of three responsibilities
R 2. word count is approximately 10 words per responsibility.

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. provide a minimum of three dynamics
R 2. list two techniques to address dynamic
R 3. word count is approximately 15 words per technique.

Question 6
In the table below, provide an explanation to each of the meeting options.
R 1. explanations are accurate
R 2. word count is approximately 20 words per option.

ASSESSMENT EVENT 2 - MY CAREER UNLIMITED SIMULATION
In this simulation, you will prepare and chair two meetings as part of your activities in developing 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.
In this simulation, you will perform the following actions:
• brief Minute Taker at the start of the meeting
• conduct meetings to ensure that they are focused, time efficient and achieve the required outcomes
• ensure your meeting facilitation enables participation, discussion, problem solving and auctioning of items in the meetings.
Please ensure that you familiarise yourself with this set of requirements that underpin this simulation. This includes understanding the background of the simulation and the criteria you will be assessed on. These are located in the Appendix of this document.

Task 1: Prepare for meetings
In this task, you will demonstrate your preparation skills in planning for two meetings. The first meeting is informal and prepares you for the formal meeting.
1.1 Identify the types of meetings being organised and their purpose
R 1. review the simulation provided and state the purpose of both meetings
R 2. review the policy and procedures for meetings and list the types of meetings to be used
R 3. word count for type and purpose is approximately 50 words.
1.2 Develop a plan for conducting meetings
R 1. develop a plan for the implementation of your meetings:
• include a minimum of five actions and outcomes for meetings and list the types of meetings to be used
• include the costs for these actions and comment on any variation to the budget allocation
R 2. word count for type and purpose is approximately 50 words.
R 3. Insert your responses into the Meeting Plan template below:
1.3 Develop agendas for the meetings
R 1. develop an agenda for both meetings:
• agenda structure must align to the type of meeting required
R 2. word count is not critical.
1.4 Notify meeting participants
R 1. identify participants for both meetings
R 2. notify participants via email:
• background must be clear
• you must summarise essential details
R 3. word count is approximately 100 words per email.

1.5 Confirm meeting arrangements
R 1. send email to participants for both meetings confirming arrangements
R 2. attach agendas
R 3. word count is approximately 100 words per email.
1.6 Despatch meeting papers
R 1. research and table a minimum of one article for the formal meeting:
• this article must be appropriate to the meeting purpose
• this article must be dispatched within organisational timelines
R 2. provide a summary of the attachment(s) in your draft email:
• must be clear
• it must provide an explanation of source, contents and why useful
R 3. word count is approximately 30 words.

Task 2: Conduct meetings
In this task, you will demonstrate your skills in preparing then Chairing two meetings. You will be observed by your Assessor in these meetings.
2.1 Brief Minute Taker on method of taking notes
R 1. give guidance to Minute Taker on requirements for note taking that includes recording:
• agenda items
• background discussion
• motions
• decisions taken at the meeting.
R 2. reassure Minute Taker by:
• inviting clarification if required
• suggesting that they work at a pace that will ensure accuracy of note taking
R 3. these actions must be relevant, concise and clear (refer to the observation check sheet)
R 4. word count is not critical.
2.2 Conduct meetings
R 1. ensure that the procedures being used will achieve planned outcomes
R 2. these actions must meet the requirements of the observation check sheets
R 3. duration of the meetings is approximately 15 minutes for informal and 30 minutes for formal.

Task 3: Follow up meetings
In this task, you 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 the meetings to appropriate stakeholders.
3.1 Manage Minutes
R 1. review the draft notes from the Minute Taker
R 2. make corrections where required to produce minutes that meet organisational policies and procedures:
• must be accurate in content
• appropriate format
• correct spelling
• appropriate grammar
• appropriate punctuation
R 3. store all documents as per organisational policies and procedures:
• keep original version and save new version
• the final version must be accurate
R 4. word count is approximately 200 words.
3.2 Dispatch Minutes
R 1. distribute approved minutes by email to the participants:
• this dispatch must be within the timelines of the policy and procedure document
• keep a copy and attach to your Student Assessment Workbook.
R 2. store Minutes as per policy and procedure:
• this must be within folder for meetings
• using correct version control
R 3. word count is not critical.
3.3 Report outcomes of meeting
R 1. send email to General Manager of the RTO with attached Minutes as follows:
• complete and attach meeting report document
• ensure email and report is clear, concise and accurate
• send within timelines set out in the policy and procedure document.
R 2. store documents as set out in the policy and procedures document
R 3. word count is not critical.

Attachment:- Manage meetings.rar