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BSBADM502 Manage meetings

ASSESSMENT 1 COVER SHEET

Details of Assessment

Term and Year Term 3 2016 Time allowed

Assessment No 1 Assessment Weighting 100


2 Meetings Observed, supporting evidence and Written questions and answers
Assessment Type

Due Date Class Room


Student Name:

Student ID No:

Date:

Qualification: BSB50215 Diploma of Business

Unit Code: BSBADM502

Unit Title: Manage meetings

Assessors Name

Assessment Outcome

Results Satisfactory Not Satisfactory Marks

Student Feedback:
_____________________________________________________________________________________________

_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________

Student Declaration: I declare that this work has been completed


by me honestly and with integrity and that I have been assessed in Assessor Declaration: I declare that I have conducted a fair,
a fair and flexible manner. I understand that the Institutes Student valid, reliable and flexible assessment with this student, and I
Assessment, Reassessment and Repeating Units of Competency have provided appropriate feedback.
Guidelines apply to these assessment tasks.
Name: _________________________________
Name: Signature: ______________________________
____________________________________________
Date: ____/_____/_____
Signature:
_________________________________________ Student did not attend the feedback session.

Date: ____/_____/_____ .

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Assessment/evidence gathering conditions

Each assessment component is recorded as either Satisfactory (S) or Not Satisfactory (NS). A student can only achieve
competence when all assessment components listed under Purpose of the assessment section are Satisfactory. Your trainer will
give you feedback after the completion of each assessment. A student who is assessed as NS (Not Satisfactory) is eligible for re-
assessment.

Resources required for this Assessment

All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint

Upon completion, submit the assessment printed copy to your trainer along with assessment coversheet.

Refer the notes on eLearning to answer the tasks

Any additional material will be provided by Trainer

Instructions for Students

Please read the following instructions carefully

This assessment is to be completed according to the instructions given by your assessor.

Students are allowed to take this assessment home.

Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with
feedback on your work within 2 weeks of the assessment due date.
Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will
be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.

If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.

Please refer to the College re-assessment and re-enrolment policy for more information.

This form is to be completed by the assessor and used a final record of student competency. All student submissions
including any associated checklists (outlined below) are to be attached to this cover sheet before placing on the
students file. Student results are not to be entered onto the Student Database unless all relevant paperwork is
completed and attached to this form.

Administrative use only

________________
Entered onto Student Management Database
Date Initials

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Assessment

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Submission details

Students Name

Student ID

Group

Assessors Name

Assessment Date/s

The Assessment Task is due on the date specified by your assessor. Any variations to this arrangement
must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.

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Performance objective

Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in
accordance with organisational requirements.

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Assessment description

TASK 1:
For this assessment, you will be observed preparing for, conducting and following up on one
meeting, with at least four participants. Whilst you may work with your assessor to discuss
the meeting options, it is recommended that you implement this assessment with other units
you are studying.

PREPARATION
In your preparation, you are to ensure that:
Purpose of meeting is clarified and the agenda developed in line with stated purpose
The style and structure of the meeting is appropriate to the meetings purpose
Meeting participants are identified and notified in accordance with organisational procedures
Meeting arrangements are confirmed in accordance with requirements of meeting
Meeting papers are dispatched to participants within designated timelines

You must provide your agendas to your assessor at the time of your assessment

CONDUCTING
Whilst conducting your meetings, you are to ensure that:
Meetings are chaired in accordance with organisational requirements, agreed conventions for
the type of meeting and legal and ethical requirements
Meetings are conducted to ensure they are focused and time efficient
Meeting facilitation enables participation, discussion, problem solving and resolution of issues
Minute taker is briefed on recording meeting notes in accordance with organisational
requirements and conventions for the type of meeting

This will be observed by your assessor during each of your meetings

FOLLOWING UP
After each meeting, you are to follow up, ensuring that:
Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the
meeting and are formatted in accordance with organisational procedures and meeting
conventions
Minutes and other follow-up documentation are distributed within designated timelines and
stored in accordance with organisational requirements
Outcomes of meetings are reported as required, within designated timelines

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Candidate: I declare that this work has been completed by me


honestly and with integrity and that I have been assessed in a fair Signature: ___________________
and flexible manner. I understand that the Institutes Student
Assessment, Reassessment and Repeating Units of Competency
Guidelines apply to these assessment tasks. Date: ____/_____/_____

ASSESSORS CHECKLIST (for assessors use only)

Satisfactory
Did the candidate:
Yes No

Obtain information about the purpose of the meeting

Identify an appropriate meeting format

Develop an agenda ensuring it accurately reflected the meeting purpose

Ensure agenda and other meeting documentation was accurate and free
from errors.

Identify all participants and notify them in advance via writing

Distribute the agenda to all invited participants

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Satisfactory
Did the candidate:
Yes No

Advise the participants of:


Meeting time
Meeting location
Meeting purpose

Participant expectations

Confirm attendance for each participant

Ensure meeting area set up appropriately

CHAIRING THE MEETING:

Begin on time

Introduce self and welcome all (especially new members)

Facilitate discussion and group interaction (encouraging diversity of views /


opinions)

Provide supporting environment to encourage complex discussions

Communicate effectively with both groups and individuals as required

Ensure participants comments and actions are non-discriminatory through


effective facilitation

Summaries key points as appropriate

Instruct minute taker to record details as appropriate

Ensure meeting runs smoothly by moving on to next topic in timely and


appropriate fashion

Ensure meeting stays focused

Delegate actions / follow up as required

COMMUNICATION SKILLS

Use warm and open communication style

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Satisfactory
Did the candidate:
Yes No

Use open and approachable body language

Make direct eye contact to create direct pathway between participants and
self (may be culturally inappropriate for some groups)

Communicate with confidence

Establish a trusting environment

Stay impartial

Ensure participants comments and actions are non-discriminatory through


effective facilitation

CONFLICT RESOLUTION / NEGOTIATION SKILLS

Identify participant concerns that arise and respond appropriately

Identify any critical issues

Talk through concerns

Identify options for changing behaviors

Manage discussions between parties

Moved parties forward through presenting of solutions and ensuring


equitable outcomes

COMPLETION

Check minutes for accuracy before dispatch

Dispatch minutes to all participants and associated stakeholders

Follow up on issues that arose in meeting, and notify relevant individuals as


appropriate

Agenda attached to checklist

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Satisfactory
Did the candidate:
Yes No

Minutes attached to checklist

Comments

Result: Satisfactory / Not Yet Satisfactory

Assessor: I declare that I have conducted a fair, valid, reliable and


Signature: ____________________
flexible assessment with this student, and I have provided appropriate
feedback. Date: ____/_____/_____

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TASK 2: WRITTEN QUESTIONS AND ANSWERS

Questions

1 What is the difference between a General meeting and an Annual General meeting?

The difference between Annual general meeting and General meeting is that, AGM is the meeting
which is usually held by an organization once a year while General meeting is the meeting which can
be held even more than once when need comes. The general meetings usually make discussion of
issues which are affecting the company or organization and are dealt with while AGM deals with long
time issues in an organization.

2 What are the meeting requirements for the following types of companies?

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1. Purpose of the meeting


2. Meeting structure
Proprietary Company 3. Voting protocols
4. Specific resources
5. Needs of participation

1. Purpose of the meeting


2. Meeting structure
Public Company 3. Voting protocols
4. Specific resources
5. Needs of participation

1. Purpose of the meeting


2. Meeting structure
Listed Company 3. Voting protocols
4. Specific resources
5. Needs of participation

3 In your own words, you are to explain the following terms:

A chairperson is the person wo oversees the meeting or rater a


Chairperson certain ongoing activity which is in most case countable to
oversee such as an activity being propelled to success.

It is the person who is in the general charge of taking notes as


Secretary well as the minutes of the meeting in most cases ensuring that
the meeting is in an organized manner.

This is the person who oversees the finances of a group or


Treasurer
organization having a meeting.

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It can be described as the total number of people who are not


Abstention
present in a meeting.

In general adjournment, can be described as the stage where the


Adjournment meeting is ended and the dates for the next meeting is given to
the members.

In a more compact way agenda can be defined as the main


Agenda
purpose of the meeting.

Motion can be described as the key issues which are discussed


Motion
as well as voted for in a meeting.

Casting votes can be defined as the process of where the


members of the meeting in the meeting decide on a motion which
Casting Vote
in general is either to agree on the aspect or reject the issue at
hand.

Proxy is the representative who will oversee the position where a


Proxy
member of the group is not in the meeting.

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In a more descriptive way this are the issues which are raised
Tabled
and have been discussed in the meeting.

What documentation is required when organizing and managing a formal meeting?


4 Be sure to include a description of who is responsible for the documentation, and
indicate any timelines required for this documentation.

In general, these are the documents which are written by the secretary. In a more vivid way they
contain meeting notices which notify the given members about the upcoming meeting as well as the
agenda, it will imply that the meeting will have specific areas to make discussions about. The other
document is the report which is the submissions on various activities which are undertaken by the
business.

Explain the role of the minute taker, and the interaction undertaken before, during and
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after a meeting.

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The role of a minute taker is general is channeled to the secretary who has the sole responsibility
to take notes and thus anticipated to be having good listening skills as well as writing skills. The
nature of actively participating on the meetings discussions gives it a good art in making the
meeting a success. The minute taker should make good record and accurate information of the
meeting which are in discussion which will later be passed to the members for verification.

ALT International will be holding a meeting of team leaders on the first Wednesday of
next month. The meeting will take place in the board room at ALT Internationals head
office 133 Federal Avenue, Werribee Victoria 3030. This meeting will commence at
10:30 am and will run for 1 hour. Discussions will include Budgets, Timeliness, staff
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attendance, sales targets, and OHS.

Develop an agenda for this meeting

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Agenda for ALT international meeting held on January ,2017 at the ALT international head offices,
133 federal avenue, Weribee Victoria 3030 in the boardroom from 1030 to 1130.
Call to order
The meeting was called to order by the chairperson and all the members present confirmed
attendance.
Minutes
In the meeting, budgets were discussed and changes were made on the initial budget with three
quarters of the members acknowledging the budget.
Staff attendance
In the verge of staff attendance, the members of the staff should be accounted for by the members
which implies that the present members are to be responsible. Apologies are confirmed and the
meeting from the absent members are availed.
Sales target
The sales target for the business were put into determination and all members made an agreement
to set a new target.
OHS
The health regulations were revised and this made all the confinement and the certificate of
compliance easy to obtain.
Adjournment
The meeting was adjourned by the chair person and the next meeting was announced to be
scheduled to be held Wednesday the next month.

When planning, and managing a meeting, there are a number of tasks that can, and
7 should be delegated. List the types of tasks that could fall into this category, and the
benefits associated with delegating these tasks to other staff members.

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The tasks which are to be delegated when planning a meeting have an inclusion of;

The meeting starts on time

Focus on the objective

Ensuring structured agendas

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You are to read the following case study, and prepare minutes from the information
8 provided.

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Old Spice Paper Products specializes in party products such as paper plates, serviettes, paper cups as
well as greeting cards and wrapping paper. The national office for Old Spice Paper Products is located
at 199 Tree Ave, Woodend Victoria, where both the administration and manufacturing operations are
housed. Old Spice Paper Products is managed by a board of directors who meet monthly at the
Woodend site. The members of the board are

Jack Stone (Chair) Gillian Collins (Deputy Chair) Albert Brockwook


Silvia Devola Janice Bennett Saul Rickman
Katherine Montigo Joseph Patulio

Old Spice Paper Products held its last board meeting on 15 July at 10:30am. Seven on the eight
members were present, with an apology from Albert Brockwood. The minutes for June were received;
and it was pointed out that the guest speakers name was Robinson, not Robertson. The minutes were
then accepted, and no matters arose from the minutes.

A letter from the ATO was received notifying the company of changes to Sales Tax exemption laws.
The chair requested that the General Manager of Old Spice Paper Products write to the ATO
requesting further information regarding tax exemption laws. This information would be reported on at
the next meeting.

The HR manager reported that one staff members of the accounts department recently resigned to
take up a similar position closer to home, and Bill Jacobe from manufacturing was soon to retire after
32 years of service. The chair recognised Bills service to the company and asked that the HR
manager draft a letter on behalf of the board recognising and thanking Bill for his contribution to the
company.

The Sales & Marketing manager presented the monthly sales report which included much discussion
about the launch of a new range of party goods from Party Hearty Ltd. Party Hearty have only a small
percentage of the party goods market, and they are now making a big push into this sector through the
release of new products in supermarket chains. Their goods include a range of strong and durable
paper plates in bright florescent colors, as well as matching cups, serviettes and plastic cutlery. They
also have several special offers planned over the next two months. The board requested that the sales
team undertake further research into the impact of Party Hearty into the party goods market and asked
that this be presented at the next board meeting. A report in current performance against sales targets
was also presented at the board highlighting the companys exceptional sales results for April, May,
and June of this year.

An OHS report was tabled by the HR sub-committee, but was deferred to the next meeting to enable
more detailed consideration. A report was provided by the HR manager on negotiations for phase two
if the enterprise bargaining agreement. A motion endorsing the proposed agreement was put by Saul
Rickman and seconded by Kathering Montigo and agreed upon.

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Minutes for meeting held on 15 th July, 2015 at the national office of old
spice paper products, 199 tree Ave, Woodend Victoria from 10:30 am.
Members present

1. Jack Stones (chairperson)


2. Gillian Collins (deputy chairperson)
3. Silvia Devola
4. Janice Bennett
5. Saul Rickman
6. Katherine Montigo
7. Joseph Patulio

Absent with apology

1. Albert Brockwook

Guest present
Robinson
Call to order
The meeting was officially opened by the chairperson by welcoming all the members
present and previous meeting are confirmed and signed
Minutes
A letter from the ATO was discussed and the sales tax exemption was confirmed
Reports
The human resource manager reported that one of the staff member resigned and the
chairperson ordered for a letter of recommendation for the employee.
The sales & marketing manager presented the monthly sales report. Launch of new party
goods was discussed in depth and the members agreed to have the sales team to
undertake further research. Reports on current performance against sales target were
presented.
The OHS report was tabled but was differed for the next meeting due to less details
available. The enterprise bargaining agreement was resolved
Adjournment
The meeting was adjourned and the next meeting was scheduled for 15 th August

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Describe in detail 6 points you should consider when communicating with culturally
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diverse people

1. Adopting a flexible attitude


The need to make this step is to have an eventual action in the need of the parties to be
communicated to with ease. The essence of having a flexible attitude is to give room to any
expectation of concern which will come an inclusion of outraged or rather mild action can be
expected.
2. Communicating verbally
There is need to have a verbal communication which reduces the chances of having a situation
where the party involved are unable to comply to the nature of communication employed. The
actual essence is avoiding slang and other practices which will alter the original version of the
language.
3. Using non-verbal communication
It is a vital part of communication as it comes handy with the need to supplement the verbal
communication. The need to have this is to be able to have an alternative explanation to facts
which may seem to have been out of hand during communication.
4. Having an awareness of the culture
In this aspect, there will be a room to find out about the cultures of the targeted group the most
vital aspect will be to turn the most of the crucial needs into a basic factor. When one learns about
a culture it gives a notion to have an outcome of acceptance and not rejection to a certain culture
when trying to make delivery for the anticipated information.
5. Use the art of summary
When one employs this nature of concept then there is an oblivious acceptance to be able to take
a short time. Many individuals will tend to not indulge in long talks.

10 Describe the process of voting on a motion in a meeting.

The first step is a member coming up and puts forward a clear and concise proposal for a
decision to the meeting mostly done through the chair person, and thus will be referred to as
the motion.
The second step is followed with the act of another member seconding on the proposal put
forward. In many instances the second person is referred to as the seconder. As a
conformation, this is not a vote.
The chairperson then opens and gets the debate on the topic proposed, often by support and
rejection.
When the discussion flows all aspects from both sides are taken and this now becomes the
votes.

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Describe how you would sequence a meeting (when writing an agenda). Explain the
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reasons for your comments.

The most vital aspect will be to handle the agendas from the perspective of urgency as well as
the need as stipulated by the members. The need to have this is to ensure that there is no
pending aspect which is important is left out.

12 Describe the layout you would use for the following meeting types

The use of power pint as well as bill boards would be effective


as that would make a good final message delivery to the
Formal presentations to large groups audience.

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Use of flyers to pass information would be effective as many


Medium-sized participative meetings who might be unable to have access to the main spot cane
can give their contributions

In this perspective, a one on one delivery would be effective


as there is room to have a one on one interaction with the
Small meetings for debate and members.
discussion

This type of meetings would need a special delivery and this


Relaxed team meetings for planning implies the employment of tools such as word of mouth from
and creative sessions the chairperson would be the best.

13 In your own words, describe how you would run a mediation meeting.

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To have success in this type of meeting, one must develop the art of patience as well as a good skill of
giving judgement. The aspect comes when one can listen to both parties give their views at a time to
avoid collusion. When such a tactic is in use then order is maintained and the meeting can be carried
out successfully.

Describe in detail the following legislation / codes of practice and how it affects
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business operations

Anti-discrimination legislation
It is the regulations which are put forward and which tend to affect the nature or rather the prevention
of business from unfair competition from each other mostly in businesses which are well established.

Ethical principles
This is the aspect which contains codes which are responsible for the nature of ensuring that business
as well as their employees work under a base rules or good conduct.

Codes of Practice
In general, this are the rules which binds the businesses to their employees when operating a business
activity majorly in an orderly manner without having a collision.

Privacy laws
This are the laws which ensure no leakage of business private entities into the public
domain.

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Copyright
this are the laws which will protect the original inventor or the original business from being
counterfeited by individuals.

Occupational Health & Safety (either OHS or WHS)

This are the laws which will protect the employee from dangers and risks they are exposed to during
work. They may include healthy issues and mostly catered for by the employer.

Comments

Result: Satisfactory / Not Yet Satisfactory

Assessor: I declare that I have conducted a fair, valid, reliable and


Signature: ____________________
flexible assessment with this student, and I have provided appropriate
feedback. Date: ____/_____/_____

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