Reference no: EM132514813

BSBADM502 Manage Meetings - Australian Centre of Further Education

Assessment Part 1 - Questions

Purpose - To demonstrate the skills and knowledge required for BSBLDR511 - Develop and use emotional intelligence.
Problem 1a: Explain the purpose of an agenda in line with stated meeting purpose. Answer provided must be at least 50 words
Problem 1b: List four (4) main components of an agenda
Problem 2a: Use one (1) or two (2) sentences to describe the following four types of meeting based on their purposes.
Problem 2b: List four (4) factors that needs to be considered to ensure the style and structure of a meeting are appropriate to their purposes.
Problem 3a: List three (3) areas that needs to be considered when identifying meeting participants?
Problem 3b : List two (2) common methods to notify people of a meeting
Problem 4: What may be included in the meeting arrangements and must be confirmed in accordance with requirement of meeting? List four (4) arrangements
Problem 5: Why it is important to despatch meeting papers to participants within designated timelines? Answer must be no fewer than 25 words
Problem 6a: Briefly explain why it is important to follow organisational requirements and agreed conventions when chairing meetings. Answer must be no fewer than 25 words.
Problem 6b: List three (3) legal and ethical requirements, give an example and briefly describe how each requirement affects meeting conventions. Provide answer in the following table. An example has been given to you to assist you completing this table.
Problem 7: List three (3) strategies for keeping meetings on track to ensure they are focused, time efficient and achieve the required outcomes.
Problem 8: List five (5) techniques that can be used to ensure the facilitation enables participation and discussion, problems-solving and resolution of issues in a meeting.
Problem 9a: Explain why recording meeting minutes are important. Answer must be at least three (3) sentences.
Problem 9b: List five elements (5) that must be included when you are briefing a new minute-taker on method for recording meeting notes.
Problem 10: List the processes that can be used to check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and meet organisational standards.
Problem 11a: Outline the proceduresthat are generally used to distribute action items and other important meeting notes to those who require them after a meeting.
Problem 11b: A good organisational policy and procedure for storing minutes and follow up documents is important. List the four (4) characteristics that a good storage system must have.
Problem 12: Why is it essential to report the outcome of the meeting to other interested or regulatory parties within designated time lines? Answer must be no fewer than 50 words
Problem 13a: Use one (1) or two (2) sentences to explain the following common meeting terms by completing the table.
Problem 13b: Briefly describe what are meeting arrangements. Answer must be no fewer than 25 words.
Problem 13c: The following table is the description of the characteristics of formal and informal meetings. Please match the descriptions with the appropriate types of meetings by checking the appropriate boxes.
Problem 14a: Summarise the responsibilities of the chair. Answer must be no fewer than 50 words
Problem 14b: How do group dynamics affect your meeting's success? Answer must be no fewer than 25 words
Problem 15a: In what circumstances when a face-to-face meeting is the most suitable option and explain why. Answer must be no fewer than 25 words
Problem 15b: Describe the key similarities and differences between a teleconference, web-conference and videoconference.
Problem 16a: Read attachment 3- Meeting Procedures, identify the organisational format requirements for minutes and agendas.
Problem 16b: Read attachment 3- Meeting Procedures, identify the procedures regarding agenda

Assessment Part 2 - Project

Task overview You are required to complete a scenario based project and prepare a set of documents accordingly.

This is an open book assessment. You will do this task in the classroom or as homework. There is no time limit in completing this assessment.

Project Scenario
You have been promoted as the project manager for the national technology upgrade project. The project commences in two weeks. You report directly to the project management office. The project team includes a technology team of three developers, two business analysts, a junior project administrator, a change manager and a training specialist. There are also two subject matter experts from different parts of the business who will be involved in the project and available to you, as required. One of them is in Canberra and the other is based in Perth. The organisation has engaged an external technology company to implement the technology solution. They have provided two resources officers who work onsite at the Melbourne office for the period of the project. However, they do not have access to the organisation's network.
As part of your role, you are required to organise and manage a number of project team meetings, including conducting and chairing these meetings. The junior project administrator's role is to assist you with a range of administrative tasks, including meeting preparation and minute-taking. You are to brief her prior to the meetings on her role and agreed methods of recording notes for your meetings.
Refer to Attachment 1-Project Scope Document. It provides the names of the project team members.

Prepare a portfolio by completing all the following tasks and meeting all the requirements included in the following four areas:
1. (P1) Read the information in Attachment 1-National Technology Update Project Scope. Develop an agenda (use the template Attachment 2-Project Meeting Agenda Template) for the first project team meeting using the project meeting agenda template. Refer specifically to Attachment 3-Meeting Procedures and Attachment 4-Information Management Policy when completing this task. The first project meeting must include:
• Introduction to all project team members
• Discuss the Phase 2 of the project "Assembly of components of upgrade"(refer to Attachment 1 for more details), allocation of work etc.
2. (P2) Write a paragraph to describe the meeting style and structure that you believe is appropriate for the purposes of this project group and explain why.
3. (P3) Given the geographical separation of the project team participants, you are required to determine the appropriate form, channel and mode of communications to use for the project meetings. Justify how your choice suits the participants and the meeting purpose
4. (P4) Write a paragraphincluding the following information:
• Identify participants of the first project meeting and explain why they should be invited.
• How to send out invitations and other notifications as required according to ABC Company's meeting procedures (Attachment 3).
5. (P5) Prepare an action plan for preparing the first project meeting. This should include
• Confirming and making meeting arrangements according to the requirements of the meetings and participants.
• despatching meeting paper to participants within designated timelines according to ABC Company meeting procedures (Attachment 3).
6. (P6) The minute-taker for the project meetings will be the junior project administrator. Prepare a checklist of items that you will need to brief this person on,regarding taking minutes for the meetings.
7. (P7) Describe how you will ensure that meeting minutes and other relevant notes taken by yourself and other participants will reflect a true and accurate record of the meeting.
8. (P8) Usethe document style guide to explain how you will ensure the meeting documentation, including agenda, minutes and reports, are in accordance with the style guide requirements.
9. (P9) Use the information management procedures to prepare a checklist for the junior project administrator that outlines how you want to record, distribute and store the minutes and other associated documentation of the project meetings.
10. (P10) Prepare a short report for senior management that outlines your plans for running the project meetings. It should also highlight any issues or difficulties that you envisage may occur in conducting the meetings. As this is being presented to senior management, ensure that the information presented is accurate and complete.

Assessment Part 3- Simulated Observation

Task overview Role Plays (Observation). You will be completing2 role plays (Role play 1 is related to the Assessment Part 2 Project Scenario. Role pay 2 is related to the

Role Play 1: Conduct the first project meeting (Group of 5-8)
Scenario: You are required to chair the first project meeting according to the agenda prepared in Assessment 2.
Location:This task will be performed in a simulated meeting room.
You: Project Manager (Chair)
Other Students: Project members
Preparation: Complete the agenda for task P1 of Assessment 2-Project.

Role Play 2: Conduct an informal meeting (Group work of 5-8)
Scenario: You and your group members have to complete Assessment Part 2 project together. You are going to conduct an informal meeting (discussion) regarding the project at the local library and allocate work to each member.
Location: simulated library discussion room
You: Chair
Other Students: Team members

Task
# Task to be performed
(Role play 1-Formal Meeting) S NS
O1
Before the meeting, read the Attachment 3-Meeting Procedures, and be able to answer questions asked by the assessor regarding the organisational requirements and agreed conventions for chairing a meeting
O2 Applying conventions and procedures for chairing the meeting
O3 Conducting the meeting to ensure they are focused, time efficient and achieve the required outcomes
O4 Participating in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose
O5 Actively listening to specific information during the meeting
O6 Asking questions and listening to responses to clarify understanding
O7 Ensuring meeting facilitation enables participation, discussion, problem-solving and resolution of issues
O8 Cooperating with others as part of familiar activities, playing an active role in facilitating group interaction
O9 Following organisational policies and procedures
O10 Covering all the items in the agenda
O11 Following safe work practices in chairing the meeting
O12 Summarising the meeting outcomes
O13 Satisfactorily Answering the follow-up questions asked by trainer/assessor at the end of the role play. Questions including:
o What have you done well in this meeting?
o What haven't you done well in the meeting?
o How would you improve the meeting?
o How would you record and store the meeting documentation according to ABC Company policy and procedures?

Task
# Task to be performed
(Role play 2-Informal Meeting) S NS
O14
Before the meeting, answering the following questions raised by assessor/trainers:
o Have you prepared any agenda for this meeting? Do you think it is necessary to prepare an agenda?
o Who are the participants of the meeting?
o How do you decide the location and time?
o How do you inform each other of the meeting?
O15 Explain the purpose of the informal meeting
O16 Conducting the meeting to ensure they are focused, time efficient and achieve the required outcomes
O17 Participating in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose
O18 Actively listening to specific information during the meeting
O19 Asking questions and listening to responses to clarify understanding
O20 Ensuring meeting facilitation enables participation, discussion, problem-solving and resolution of issues
O21 Cooperating with others as part of familiar activities, playing an active role in facilitating group interaction
Q22 Summarising the meeting outcomes
Q23 Satisfactorily Answering the follow-up questions asked by trainer/assessor at the end of the role play. Questions including:
o What have you done well in this meeting?
o What haven't you done well in the meeting?
o How would you improve the meeting?

Attachment:- Manage Meetings.rar