Reference no: EM133150209

BSBADM502 Manage Meetings

Assessment Plan

Assessment Task 1

Question 1: 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
Question 2: Provide two (2) methods of despatching meeting papers to participants, and explain the benefits of each despatching method.
Question 3: What is the ideal lead time to despatch meeting papers to ensure participants have enough time to read them prior to the meeting?
Question 4: Provide two (2) examples of legal and ethical requirements you need to be aware of, when chairing a meeting
Question 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.
Question 6: Provide two (2) example of why it is important to check transcribed meeting notes.
Question 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
Question 8: Describe the options for the following meetings, by identifying two (2) pros and two (2) cons for each option.
Question 9a: Outline five (5) responsibilities of the chairperson during a meeting.
Question 9b: Outline and explain below "Group Dynamics" in relation to managing a meeting (30- 80 words)

Assessment Task 2: Case Study

Case Study - Background Information

You are employed by Grow Management Consultants (GMC), based in Melbourne.
The company's meeting policy requires the following:
1) Meeting Agenda and supporting documentation should be distributed to all attendees, two (2) weeks prior to commencement of meeting via email.
2) All formal meetings to be recorded in the form a Meeting Minutes.
3) Chair must ask meeting attendees to declare any potential conflicts of interest at the commencement of the meeting and ensure no conflicts of interest apply prior to proceeding with the meeting.
4) Meeting Minutes are to be stored in the meeting minute's folder for audit and future reference.
5) Meeting minutes should be signed by the chair and distributed within one (1) week of the meeting and distributed to all Attendees via email.
6) The CEO requires the meeting organiser to report meeting outcome in the form of an action list within 10 working days.
GMC, has its Strategic Planning Meeting coming up with the Board of Directors, and you have been given the task to organise and this meeting. Meeting information is as followed:
Meeting Details
Meeting type: Strategic Planning Meeting
Department: Governance
Attendees: Board of Directors (total of six (6) directors)
Chairman: CEO
Guest Speaker: Terry White (strategic planning specialist)
Date: Tuesday 24th November 20XX
Time: 9:30am - 4:00pm
Budget: $2,000.00
Pre-reading documentation: HR Strategic Business Plan & HR Operational Plan

Additional Information
All six (6) directors all hold voting rights according to the company constitution. A quorum of four (4) or more is required to pass any decisions/ resolutions.
Director meeting are usually held in the boardroom at the company's offices but this room is unavailable and alternative arrangement will need to be make.
One (1) of the directors will be coming from interstate to attend in person, whilst two (2) will participate via teleconference. It is company policy to give a minimum notification of two (2) weeks for all director meetings.
As the meeting organiser you have access to the directors' electronic diary, to confirm individual availability.
The guest speaker would like to show a video via his laptop which will need to be projected onto a central screen and talk on emerging technological changes.
Morning tea (30 mins) and lunch (60 mins) will be catered for on the premises.
In the afternoon, following lunch the attendees will divide into 3 groups to develop ideas and consider their strategic needs for the upcoming year.
The next meeting will be on the 15th January, which will be back in the board room for a regular board meeting 2:00pm - 4:00pm.

Activity 1
Complete the following Case Study Questions
Question 1
Identify and list below the meeting participants for the meeting in the case study.
Question 2
Confirm meeting arrangements, by outlining what you need to do for each tasks based on the case study meeting requirements:
Question 3
Based on the information from the case study, where are you required to store the meeting minutes.
Question 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.
Question 5
Based on the information from the case study, how would you report outcome of the meeting and to whom would you report.
Question 6
Based on the information from the case study, in what timeframe would you would you report meeting outcomes.
Question 7
Describe the following meeting requirements and how they might apply in the case study (60-80 words)
Question 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

Assessment Task 3: Case Study and Roleplays

Case Study - Background Information
You are the Operations Manager of Coffee Bag's Café. Coffee Bags is a well-known local brand and has five (5) store locations, and has recently expanded its mobile food truck fleet to three (3) mobile food trucks.
It is Thursday afternoon and one of the Mobile food trucks has broken down and at the mechanics to be repaired. You have been advised that the truck will not be back in service for one (1) week and all three trucks have booking for this coming Saturday night.
The General Manager has asked you to chair an emergency meeting with all three (3) mobile food truck operators, with the aim to resolve the issue and maintain all three (3) bookings without causing customer disruption.
Booking for Saturday night are as following:
1) 50th Birthday (Private house) 7pm - 11pm
2) Sporting Event (Street location) 4pm - 10pm
3) Nightclubs (Street Location) 9pm - 3am

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

Roleplay Cast:
As a minimum the following individuals will be at the meeting;
- Minute-taker (Assessor)
- Mobile Food Truck Operators #1 (Classmates)
- Mobile Food Truck Operators#2 (Classmates)
- Mobile Food Truck Operators#3 (Classmates)

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

Activity 3
Complete the following Questions

Question 1
Where will you store the meeting minutes following distribution to meeting attendees

Question 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
Background information

It is now Monday Morning, following the Saturday night with three (3) bookings.
You have been asked by the General Manager to hold a quick informal meeting (no minutes required) to establish the outcomes (success/ lessons learnt) from Saturday night.

All mobile truck operators are currently in the office and available for a quick chat.

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.

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

Roleplay Cast:
As a minimum the following individuals will be at the meeting;
- Mobile Food Truck Operator #1 (Assessor)
- Mobile Food Truck Operator #2 (Classmates)
- Mobile Food Truck Operator #3 (Classmates)

Attachment:- Manage Meetings.rar