SOLUTION: Manage Meetings | My Assignment Tutor

Assessment Resource SummaryUnit DetailsBSBADM502 Manage MeetingsAssessment MethodsProjectAssessment Task 1Case StudyAssessment Task 2 Unit SummaryThis unit describes the skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organizing the minutes and reporting meeting outcomes.It applies to individuals employed in a range of work environments who are required to organize and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.No licensing, legislative or certification requirements apply to this unit at the time of publication. Prerequisite UnitsThere are no mandatory pre-requisite units for this competency. Co-requisite UnitsThere are no recommended co-requisite units for this competency. All products purchased remain the intellectual property of St Peter Institute. All rights reserved; no part of any publication provided by St Peter Institute may be reproduced by any means for use outside the purchasing organisation, without the prior written permission of St Peter Institute. Summative Assessment – Assessor Instructions It is important that in conducting assessment, the assessor undertakes the following: Prior to conducting the assessment Read the assessment tasks as detailed throughout this documentContextualise the task (and checklist) to ensure it reflects the students simulated working environment. (Be sure to check with the mapping document to ensure any contextualisation still covers the unit requirements)Read the assessor instructions and checklist prior to commencing the assessmentEnsure the assessment environment is suitable for the parameters of the task, to ensure the students will have an appropriate opportunity to demonstrates their skillsMake suitable modifications to the assessment environment (if required), to allow all tasks to be observedEnsure the student is allocated the appropriate time and resources for the taskAdvise the student prior to conducting the assessment of:what will occur throughout the assessment processwhen the assessment will occurthe level of competency expected (review the checklist or the criteria for the task to ensure the student understands the assessment process and the expectations)the RTO reasonable adjustment process and offer adjustment for any students needing assistancethe RTO re-assessment and appeals processYou should not tell the student how to undertake the task, as it would lead the student and render the assessment process invalid. The student should have been taught “How” to perform each task during the training stage, and is expected to know this prior to commencing the assessment.Do not give the student a copy of the Assessor Checklist or Sample Answers prior to the assessment. The student instructions provide appropriate detail for the student on the expected level of competency for each task. For this assessment, St Peter Institute (SPI) ensures that students will have access to: Simulated workplace which is located at:Level 2, 271 – 281 Bourke Street, Melbourne, Victoria – 3000Office equipment and resources within the SPI campus.Examples of documentation relating to this unit.Supplier “RTO Materials” Support Material for student learning relating to this unit (https://www.rtomaterials.com.au) The supplier support material has been contextualised in SPI’s Student Assessment and Assessor Guide to meet the students learning requirements and reflect the students simulated working environment in accordance with the performance criteria, foundation skills, performance evidence, knowledge evidence and assessment conditions specified in the unit of competency. Conducting the assessment Establish and oversee the evidence gathering process to ensure it remains valid, reliable, fair and flexibleAdvise the student when to commence the assessmentObserve the student undertake the tasks as outlinedRecord your observations in the assessor checklistWhere a checklist point is not observed due to an inappropriate environment, or for a reason outside the students control, modify the scenario to allow the student an opportunity to perform the associated taskWhere a checklist point is not appropriate, write “N/A” in the space providedIncorporate allowable adjustments to the assessment procedure without compromising the integrity of the assessment. Be sure to make appropriate notations on the assessment checklist to explain any variances to the assessment process (such as probing questions, alterations to assessment environment, etc.) to ensure the assessment process is transparent (and the assessment remains Valid)Gather supporting documentation where available and appropriate (as evidence)Do not interfere with the assessment unless the students’ actions impose a risk to themselves or anyone else. In the event that the actions of the student impact on the safety of any person – you are to immediately cease the assessment and take actions to reduce the identified risk.If a student performs an action incorrectly, mark it as such. Record what you see, not what you want to see.Once the assessment is complete, advise the student that the assessment has ceased, and record your comments in the sections provided. Making and recording the decision The student needs to be deemed satisfactory in all assessments to gain competency.You are to provide feedback* to the student on their performance and/or the outcome from their assessment (whether satisfactory or not yet satisfactory)If a student has been assessed as “Not Yet Satisfactory” on their performance in an assessment they should be offered information about the appeal process and/or a reassessment opportunity.Using the evidence gathered and the rules of evidence (validity, reliability, sufficiency, currency and authenticity) determine the final outcome for the student. If you are in doubt, gather further evidence to help guide your decision.Assess the students on what you observe during the assessment period, not on their actions before or after the assessment.If you are marking the student NYC, ensure you outline why you have made this decision, and provide advice on how the student can improve their skills / knowledge prior to reassessment; or if the re-assessment opportunities have lapsed, provide advice on appeals and or re-enrolment.Record the assessment results onto the Assessment Summary / Cover Sheet, ensuring each section is completeAttach all evidence (projects / checklists / tests, etc.) to this form.Submit the completed Assessment Summary/ Cover sheet and associated evidence for processing as per your RTO procedures Providing feedback Provide constructive feedback to the student on their performance during the assessment period. Do not make any comments on actions undertaken prior or after the assessment period.Provide the student with:Their assessment resultClear and constructive feedback based on the assessment decisionThe reasons underpinning your assessment decisionInformation on ways of overcoming any identified gaps in competency revealed by the assessment the opportunity to discuss the assessment process and outcome information on reassessment and the appeals processes.An opportunity for reassessment if appropriate or requested by the candidate Student Instructions Project The Project is designed to assess your understanding of the unit as well as your application of knowledge. To be deemed Satisfactory in this assessment you need to answer correctly ALL parts of Project in your own words, clearly printed, word formatted and typed in English Your answers will form part of the evidence gathered for this unit. This activity will provide you with an opportunity to demonstrate the skills and knowledge you have obtained through the completion of this unit. Time allocated: 120 minCase Study This is an individual assessment, but you are to research and can use notes to assist. The case study is designed to assess your understanding of the unit as well as your application of knowledge. To be deemed Satisfactory in this assessment task, you need to answer ALL parts correctly in your own words, clearly printed, word formatted and typed in English Your answers will form part of the evidence gathered for this unit. These activities will provide you with an opportunity to demonstrate the knowledge you have obtained through the completion of this unit. Time allocated: 180 minSubmit your assessment by the date set by your assessor The length of your answers will be guided by the description in each assessment: Short answers: 4 typed lines or 50 words Long answers: 8 typed lines or 100 words Brief report: 1 typed page or 500 words Mid Report: 2- 4 typed pages or 1000 words Long Report: 4 – 6 typed pages or 2000 words Do not plagiarise. Plagiarism is considered cheating. Please refer below for our policy in regards to cheating Any answers that seem to have been directly quoted from an external source, would require the student to verbally explain to their assessor, as to what knowledge they were able to gather from the source and if they understood what they have written. Do not cheat during this assessment. Anyone caught cheating will automatically be excluded under the Disciplinary Rules and their opportunity for assessment will be subject to the outcome of an Appeal Process or Disciplinary Hearing Ask your assessor if you do not understand a question. Whist your assessor cannot tell you the answer, he/she may be able to re-word the question for you Reasonable adjustment: If you require any adjustments to accommodate a need in order to complete this assessment, please talk to your assessor. Arrangements will be put in place to ensure a fair and flexible approach is undertaken for this assessment. Please note that the range or nature of the adjustment will ensure that the outcomes of the unit are not compromised. Accommodation for LLN and appeals process is available. Please alert your assessor if you feel this applies to you. RPL – Recognition of prior learning is available. Please alert your assessor if you feel this applies to you Re-assessment: If you do not achieve the required standard, you will be given the opportunity to be re-assessed by our Assessor. Arrangements will be made on an individual basis. Feedback: Your assessor will provide written feedback to students after the completion of the assessment. The trainer/assessor will explain the appeals process. References: Any material/content sourced from the internet, ‘open book’ sources, journals, news articles, websites, etc., must be clearly and precisely referenced, giving credit where it is due to the original work. If no such reference is provided, the student’s attempt would be considered as cheating and fall under the category of ‘Plagiarism’. Project Assessment Task 1 This task will provide you with an opportunity to demonstrate the knowledge you have obtained through the completion of this unit. You can draw from your own experience and/or research online and use class notes for completion of this task. Questions: Collect information on the different types of meetings that can occur in a workplace. (1) Describe in detail: formal, semi-formal, virtual and informal meetings and give examples of each (2) Describe why these meetings are held (3) Who attends these meetings Research and explain the meeting requirements for the following types of companies: (1) Proprietary Company (2) Public Company (3) Listed Company Define in detail these meeting terms: (1) Chairperson (2) Secretary (3) Treasurer (4) Abstention (5) Adjournment (6) Agenda (7) Motion (8) Casting vote (9) Proxy (10) Tabled Select a venue in your area and research and report on the costs for the following: Room HireCatering costs– Morning tea – Lunch – Afternoon tea Equipment hire – Overhead projector – Electronic whiteboard – Data projector Information should include details and printouts of Web Pages, brochures, quotes researched. What documentation is required when organising and managing a formal meeting? Include a description of who is responsible for the documentation and indicate any timelines required for this documentation. Write a report on the skills and qualities needed to manage efficient meetings. Describe legal and ethical requirements that you must be aware of while managing a meeting. When planning and managing a meeting there are a number of tasks that can, and should be delegated. List the types of tasks that could fall in this category and the benefits associated with delegating these tasks to other staff members. Read the case study and prepare an agenda for the following meeting: Case Study: Coco – Knight Clothing Company (CKCC) will hold a meeting on the first Monday of next month. The meeting will take place in the Board Room at CKCC premises – 18 Mary Street, Smithtown, Vic. The meeting is for the Department Managers of CKCC. The meetings always commence at 2pm. The next meeting will include a varied discussion on topics such as: sales results, new company car acquisition, Italian fabric wholesalers, company travel expenditure, recruitment needs (2 positions to be filled), scheduling of staff performance appraisals and implementation of new WHS procedure. Explain the role of the minute taker and the interaction undertaken before, during, and after a meeting. All communication with participants relating to organising a meeting must be undertaken with culturally appropriate communication techniques. Explain what is meant by this. Describe the layout you would use for the following meeting types Formal presentations to large groupsMedium-sized participative meetingsSmall meetings for debate and discussionRelaxed team meetings for planning and creative sessions Describe in detail the following legislation and how it affects business operations regardingmanaging meetings? anti-discrimination legislationethical principlescodes of practiceprivacy lawsCopyrightWork health and safety Case Study Assessment Task 2 Case Study: You are the Personal Assistant to the Director (your trainer/assessor) at a very profitable National Electronics Company, Computers R’ Us. Part of your job role is to manage meetings held at Computers R’ Us. This includes preparing the agenda and taking the minutes. The Business Development team has just reported to the Director regarding the research they undertook about introducing new products to the current range sold online. They have chosen 3 new items to be added to the product range. The Director has advised you to organise a meeting ASAP for the launch of new products via a presentation to invited guests (current and potential customers). The Director has advised that while making arrangements for the meeting following must be considered: The Board Room is used for all meetings Purpose of the meeting is to discuss the new products.The Business Manager will conduct a PowerPoint presentation which will detail the features and benefits of each new product.Some brainstorming regarding following will be required the budget for the presentation,where it will be held,who will be invited,what staff will be involved,The requirements of the presentation itself. He has specified that the following personnel need to attend the meeting: Admin ManagerBusiness Development ManagerAll Business Development Team Members (5)Customer Service ManagerFinance Manager You will complete the tasks listed below. The Trainer will allocate a designated timeframe for the actual meeting and follow up to be conducted after which you will submit your completed work. Part 1: In your preparation, you are to ensure that: Purpose of meeting is clarified and the agenda developed in line with stated purposeThe style and structure of the meeting is appropriate to the meeting’s purposeMeeting participants are identified and notified in accordance with organisational proceduresMeeting arrangements are confirmed in accordance with requirements of meetingMeeting papers are despatched to participants within designated timelines You must provide your agendas to your assessor at the time of your assessment Part 2: Following on from the ‘Case Study Part 1’ you are required to chair the meeting you have organised. You will be observed by the Trainer/Assessor (based on the Checklist below) in the required aspects of managing a meeting in the simulated work environment provided. This will include how you interact with other members of the meeting, utilise your meeting agenda, and the overall managing of the meeting. The Trainer/Assessor will delegate the following roles to a group of students: Student 1: Chairperson/Personal Assistant Trainer/Assessor: Director Student 2: Admin Manager Student 3: Business Development Manager Student 4: Business Development Team Member Student 5: Customer Service Manager Student 6: Finance Manager Students 2 to 6 must contribute in the Role Play by asking questions and/or making statements relating to the content in the agenda. Whilst conducting your meeting, you are to ensure that: Meeting is chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirementsMeeting is conducted to ensure they are focused and time efficientMeeting facilitation enables participation, discussion, problem solving and resolution of issuesMinute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting Part 3: After the 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 conventionsMinutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organisational requirementsOutcomes of meeting is reported as required, within designated timelines Case Study – ASSESSOR CHECKLIST This checklist is to be used when assessing the students in this task. This checklist is to be completed for each student. In undertaking this task, did the studentSatisfactoryClarify the purpose of meeting and explain how the objectives were going to be achieved Yes  NoDevelop and distribute appropriate documentation Agenda Meeting Minutes Timeframes Formats Checklists Yes  NoGave overview of objectives and confirm the meeting arrangements following the organisational policies and procedures. organise, take part in and chair a meeting record and store meeting documentation Yes  NoChair the meeting in accordance with organisational, agreed conventions for type of meeting legal and ethicalrequirement Yes  NoEnsure that the style and structure was appropriate to the meeting purpose – focused, time efficient and achieve the required outcomes Yes  NoSelect the appropriate form, channel and mode of communication for a specific purpose relevant to own role – Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting – Meeting facilitation enables participation, discussion, problem solving and resolution of issues Yes  NoParticipate in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose Cooperates with others playing an active role in facilitating group interaction Listens for specific information during meetings Asks questions and listens to responses to clarify understanding Yes  NoRecognise and respond to both explicit and implicit organisational procedures and protocols and legislative/regulatory requirements Yes  NoApply conventions and procedures for formal and informal meetings including: developing and distributing agendas and papers identifying and inviting meeting participants organising and confirming meeting arrangements running the meeting and following up Yes  NoRecognise and took responsibility for addressing predictable problems in familiar work contexts Yes  No Appendix 1: Meeting Policy / Procedures POLICY Meetings occur when groups of people gather to discuss, and try to resolve matters which are of a mutual concern. Recommendations are made, directions given and courses of action decided. For a meeting to effectively achieve these goals, a structure needs to be in place. If a meeting has little or no structure, the results are unproductive and dissatisfying for all concerned. The following procedure ensures all meeting are conducted in a consistent and effective manner. PROCEDURE All formal meetings conducted for the COMPUTERS R’ US must follow the following steps: Notice of meeting to be sent to the Manager for approvalAgenda to be developedApproved notice of meeting and agenda to be sent to meeting participants at a minimum of at least 1 week before the scheduled meetingMinutes to be taken of meeting conducted and submitted to Manager See below for a description and templates of meeting requirements. NOTICES OF MEETINGS A Notice of Meeting must be submitted to your Manager for approval. Once the Manager has approved the Notice of Meeting the all meeting members must be sent a copy of this notice. (Where an emergency meeting is called Manager may approve verbally) Form / Template to be completed: ‘Notice of Meeting’ AGENDAS Prior to the meeting, an agenda is prepared and circulated to all members. This agenda forms the structure of the meeting. It states where and when the meeting will take place and what matters will be discussed. A draft copy of the minutes of the previous meeting (where applicable), along with any other relevant material that the members should read prior to the meeting, are distributed at the same time as the agenda. Form / Template to be completed: ‘Agenda’ MINUTES The business conducted at all meetings of the COMPUTERS R’ US must be recorded in minutes, which must be forwarded to the appropriate Manager and all participants invited to the meeting within 1 week of the meeting occurring. The minutes must include: Attendees of meetingContain details of the meetingContain details of the discussion of agenda itemsContain details of any resolutions or recommendations made at the meetingBe clearly expressedBe self-explanatoryIncorporate relevant reports or a summary of the relevant reports considered in the decision-making process. The chairperson of a meeting must arrange for minutes of each meeting of the COMPUTERS R’ US to be kept, and submit these to the next meeting of the Manager’s. If the minutes are confirmed the chairperson at the meeting must sign the minutes and certify that they have been confirmed All minutes can be taken in hard copy during the meeting, but it is the responsibility of the chairperson to ensure that they are transferred to softcopy to allow for easy distribution and archiving. The softcopy version is to be formatted in Word. Form / Template to be completed: ‘Meeting Minutes’ MOTIONS / RESOLUTIONS A motion is a proposal formally made to the meeting and if adopted will represent the actual decision (or resolution) of the COMPUTERS R’ US which is to be implemented. FOLLOW UP Any action agreed in the meeting and noted in the minutes of the meeting are to be followed up by the noted person and Chairperson respectively. The Chairperson may be required to submit as follow up report to the COMPUTERS R’ US management where required. Appendix 2: NOTICE OF MEETING Notification Date: Meeting Requested By:Meeting Date:Meeting Location:Attendees:Reason for Meeting: The above mentioned meeting shall take place in accordance with COMPUTERS R’ US meeting Policy / Procedure and has been approved by the Manager as indicated below. All requirements of this meeting are the responsibility of the Chair as nominated below. Meeting requested by Chairperson Name Chairperson Signature Date Meeting approved by Manager Name Manager Signature Date Appendix 3: Meeting Agenda Date: Time: Location: Meeting Chairperson: Attendees: Agenda Item Presented By: Introduction and Welcome Chairperson Appendix 4: MINUTES Date: Time: Location: Meeting Chairperson: Attendees: Apologies: Minute Taker: ItemContentActionReview Minutes from Previous MeetingMinutes Reviewed and acceptedIntroduction and WelcomeAgenda ItemsI.II.III.IV.V.Further Items of DiscussionOutcomes and DecisionsFuture meetings UNIT SUMMARY RESULT This form is to be completed by the Trainer/ Assessor and attached as a summary page for each student. To provide the outcome of the Assessment, a photocopy will be given to the student.Student Name:Student ID No:Unit Start Date:Unit End Date:Unit Code:BSBADM502Unit Title:Manage MeetingsPlease attach the following documentation to this formResult S = Satisfactory NS = Not SatisfactoryReassessment S = Satisfactory NS = Not SatisfactoryAssessment Task 1 Project attachedS | NSS | NSAssessment Task 2 Case Study attached  Checklist attachedS | NSS | NSFinal Assessment Result for this unitC / NYC Assessor Notes: (inclusive of reassessment, reasonable adjustment, further opportunities for gap training etc.): __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Student Declaration: I declare that I have been assessed in this unit, and I have been advised of my result. I also am aware of my appeal rights. Name____________________________ Signature: ____________________________ Date: ____/_____/_____Assessor Declaration:I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback Name: ____________________________ Signature: ____________________________ Date: ____/_____/_____ Administrative use only Entered onto Student Management Database ________________ DateInitials Student Assessment Receipt Student NameStudent IDUnit NameManage MeetingsUnit CodeBSBADM502 Summary of AssessmentsSatisfactoryNot Yet SatisfactoryAssessment Task 1Assessment Task 2 Assessor / Trainer Name: ___________________________ Assessor / Trainer Signature: ___________________________ Date: ___________________