Reference no: EM133014576

BSBTWK503 Manage Meetings

Assessment Task: Project Portfolio

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.

You will need access to:
• a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access
• your learning resources and other information for reference
• Meeting Agenda template
• Meeting Minutes template
• Meeting Policy and Procedures
• Project Portfolio template.
Ensure that you:
• review the advice to students regarding responding to written tasks in the Business Works Student User Guide
• comply with the due date for assessment which your assessor will provide
• adhere with your RTO's submission guidelines
• answer all questions completely and correctly
• submit work which is original and, where necessary, properly referenced
• submit a completed cover sheet with your work
• avoid sharing your answers with other students.

Activities
Complete the following activities:
1. Carefully read the following:
This project requires you to manage a meeting on two different occasions. You can engage in meetings with friends, colleagues or classmates - or you may have the opportunity to manage a real meeting/s in your workplace. This will depend on the way you are participating in this course. These meetings can be virtual meetings or they may be face-to-face meetings - you can decide along with your assessor what will work best for you.
Your meetings must run for a minimum of 30 mins but must not exceed 1 hour.
The second meeting can only be a follow-up meeting from the first meeting if a period of time has passed which has allowed for certain action items and tasks to be completed from the first one and there is activity to report on and discuss and further decisions and action items can be scheduled.
Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, conducting real meetings will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way!
Although these meetings can be simulated in the sense that they are not being held in an actual workplace - they need to be based on a real need with each meeting attendee contributing from their own ideas and opinions - not staged or scripted as this would never happen in the real world. Ideas for meetings you can arrange include:
• WHS meeting in your classroom to discuss your college's WHS procedures
• A physical or virtual meeting between classmates to arrange and discuss the plans for an event or gathering (e.g. end of year workplace dinner)
• A meeting to discuss and plan for a charity or sports sponsorship or event
• A creative meeting to discuss concept development for a new project or idea
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.
Speak to your assessor to get approval for the meetings you want to manage prior to beginning your portfolio.
You need access to a meeting policy and procedure and agenda and minutes templates. Use the ones provided in the Simulation Pack for this unit if not basing this on a real workplace.

2. Plan your two meetings
Work through Section 1 of your Project Portfolio for this unit and plan out the two meetings you are going to manage.
During this stage you will need to access your organisation's meeting policy and any associated procedures. If using the case study, you will find these documents in the Simulation Pack for this unit.
3. Finalise meeting preparation
Now that your planning is complete, you need to finalise the arrangements for your two meetings. You can schedule your meetings to run on the same day or different days if these meetings are being held at separate times and for different and distinct reasons.
During this step, you need to:
• Develop and complete your agenda
• Verify any meeting requirements with attendees or others (e.g. dietary requirements if catering is involved, suitable days and times of attendees etc.)
• Send out meeting invites
• Confirm attendance of all attendees
• Distribute meeting papers
Tip: Take screen prints of your online calendar invites and keep copies of email communication during this step. You must provide all evidence outlined in your portfolio so it's recommended you save it as you go.
Attach all relevant evidence as indicated in Section 1 of your Project Portfolio.
When you are happy with your planning, have checked and edited your work for accuracy, spelling and grammar, submit to your assessor for approval before proceeding to the next activity step.
4. Conduct your meetings
It's now time to chair your meetings.
Prior to the meetings, you are required to brief the minute-taker on the method for recording the meeting notes. Remember to attach evidence of this in your portfolio in the relevant part of Section 2.
Your assessor will be looking to see that you:
• Chair the meetings according to your organisational requirements and any agreed-upon conventions for the types of meetings you have organised
• Follow all legal and ethical requirements as outlined in Section 1 of your portfolio
• Promote participation, discussion, problem solving and resolution of issues during the meeting
• Keep the meeting on track and within the allocated timeframes for each scheduled agenda item
• Communicate effectively during the meeting, including:
o Using relevant communication style, tone and vocabulary suited to the meeting context and participants
o Speaking clearly and concisely
o Using non-verbal communication to assist with understanding
o Asking questions to identify required information
o Responding to questions as required
o Using active listening techniques to confirm understanding

Attachment:- Manage Meetings.rar