Reference no: EM132614219

BSBADM502 Manage meetings

Activity 1A

Objective To provide you with an opportunity to develop agenda in line with stated meeting purpose.

In pairs or in groups, discuss the following questions;
Why do you have meetings in your work area?

Have you ever gone to a meeting that has or heard of a meeting that has failed?Give a few reasons why and explain what should have been done during the meeting?

What is the difference between a formal and informal group?

Use forming, storming, norming and performing to explain a meeting that you attended and how the group was formed for the meeting

Activity 1B

Objective To provide you with an opportunity to ensure style and structure of meeting are appropriate toits purpose.

Using steps 1-6 explain the steps needed to prepare a meeting covered in 1.1 to 1.5)
What type of meetings have you attended?

Activity 1C

Objective To provide you with an opportunity to identify meeting participants and notify them in accordance with organisational procedures.

What is the best way in which to notify participants of a meeting in your workplace?Why?

Activity 1D
Objective To provide you with an opportunity to confirm meeting arrangements in accordance with requirements of meeting.

Individually or in pairs, complete the following;
You receive an email to attend a meeting?What should you do?

What costs would you need to consider for an informal meeting in your workplace?Would they vary if the meeting was formal?

What are the standard documents that you need to bring to your meetings?

Activity 1E

Objective To provide you with an opportunity to despatch meeting papers to participants within designated timelines.

Activity
When you develop a timeline, what may you need to consider when you set up a meeting?

Activity 2A

Objective To provide you with an opportunity to chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements.

In pairs or in groups, discuss the following questions;
What leadership skills should a chair have?

What is the difference between a good chair and a bad chair?

Activity 2B

Objective To provide you with an opportunity to conduct meetings to ensure they are focused, time efficient and achieve the required outcomes.

What do you believe an effective agenda is?

Activity 2C
Objective To provide you with an opportunity to ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues.

What questions can you use to stimulate discussion?Give an example of a time when you would you use the question.Give one example for five different questions.

What is the purpose of summarising?

What are the steps that you would use to resolve conflict during a meeting?

Tudor Rickards proposes that there are five sets of problems.List them and give an example for each.

Activity 2D

Objective To provide you with an opportunity to brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting.

Why do you think the minute taker should be briefed before a meeting?

Activity 3A

Objective To provide you with an opportunity to check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting, and are formatted in accordance with organisational procedures and meeting conventions.

What should minutes include?

When you write minutes what should you do?

Activity 3B

Objective To provide you with an opportunity to distribute and store minutes and other follow-up documentation within designated timelines, and according to organisational requirements.

What may happen if you cannot meet time frames in meetings?

Activity 3C

Objective To provide you with an opportunity to Report outcomes of meetings as required, within designated timelines

Your email has become choked.In the folders there is a meeting folder.How should you maintain it?

Knowledge Activity

Objective To provide you with an opportunity to demonstrate your knowledge of the foundation skills, knowledge evidence and performance evidence.

The answers to the following questions will enable you to demonstrate your knowledge of:
1. Reading
2. Writing
3. Oral Communication
4. Numeracy
5. Navigate the world of work
6. Interact with others
7. Get the work done
8. Outline meeting terminology, structures, arrangements
9. Outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings
10. Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams
11. Identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas

For this activity you will role-play conducting a meeting.

1. Organise a meeting for your colleagues.
2. Produce communication that you would use to contact them with the details of the meeting, in the format favoured by your organisation, such as letter, email or poster. Explain how you would distribute these to the meeting attendees.
3. Next, write an agenda, detailing the points to be covered, including all details you would normally find in an agenda. With other learners or the instructor, conduct this brief meeting, covering all of the points in your agenda.
4. Finally, produce some minutes of the meeting, covering decisions made and issues and ideas discussed.

This activity is designed to assess your understanding of the skills and knowledge covered within this unit. You should therefore aim to demonstrate this as much as possible, by focusing on the points above and by adding in any extra details you believe are relevant to the assessment.

Major Activity

Objective To provide you with an opportunity to demonstrate your knowledge of the entire unit.

This is a major activity - your trainer will let you know whether you will complete it during class or in your own time.
Completed answers should be attached to the workbook.
You must individually, answer the following questions in full to show your competency of each element:
1. Prepare for meetings
2. Conduct meetings
3. Follow up meetings

Individually complete the following and present it as a portfolio;
The structure of your organisation has changed.You have been asked to assist in developing a procedure for formal meetings.Use your learner guide to:

1. Develop a standard agenda for a formal Annual meeting

2. Preparation for the meeting including the purpose of the meeting.

3. What type of meeting this one is going to be?

4. What procedures should you put in place to confirm the meeting arrangements?

5. Despatch meeting papers to participants.How and when?

6. Process of chairing meetings including any recommendations the chair should follow

7. How to conduct the meeting: Design an agenda

8. Participation of the meeting, including controlling, encouraging participation, discussion, problem solving and resolution of issues

9. What conventions should the minute taker follow?

10. How should the meeting should be transcribed?

11. How should the minutes be distributed and stored?

12. What reports should be written in regards to the formal meeting and outline what you believe the meeting should contain.