How will you inform attendees of the meeting and confirm attendance?
Contents
Introduction
The assessment tasks for BSBTWK503 Manage meetings are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.
Assessment for this unit
BSBTWK503 Manage meetings describes the performance outcomes, skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.
For you to be assessed as competent, you must successfully complete two assessment tasks:
⦁ Assessment Task 1: Knowledge questions – You must answer all questions correctly.
⦁ Assessment Task 2: Project – You must work through a range of activities and complete a project portfolio.
Assessment Task 2: Project Portfolio
Information for students
In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.
You will need access to:
⦁ a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access
⦁ your learning resources and other information for reference
⦁ Meeting Agenda template
⦁ Meeting Minutes template
⦁ Meeting Policy and Procedures
⦁ Project Portfolio template.
Ensure that you:
⦁ review the advice to students regarding responding to written tasks in the Business Works Student User Guide
⦁ comply with the due date for assessment which your assessor will provide
⦁ adhere with your RTO’s submission guidelines
⦁ answer all questions completely and correctly
⦁ submit work which is original and, where necessary, properly referenced
⦁ submit a completed cover sheet with your work
⦁ avoid sharing your answers with other students.
Assessment information
Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:⦁ where this task should be completed
⦁ how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
Activities
Complete the following activities:
⦁ Carefully read the following:
This project requires you to manage a meeting on two different occasions. You can engage in meetings with friends, colleagues or classmates – or you may have the opportunity to manage a real meeting/s in your workplace. This will depend on the way you are participating in this course. These meetings can be virtual meetings or they may be face-to-face meetings – you can decide along with your assessor what will work best for you.
Your meetings must run for a minimum of 30 mins but must not exceed 1 hour.
The second meeting can only be a follow-up meeting from the first meeting if a period of time has passed which has allowed for certain action items and tasks to be completed from the first one and there is activity to report on and discuss and further decisions and action items can be scheduled.
Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, conducting real meetings will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way!
Although these meetings can be simulated in the sense that they are not being held in an actual workplace – they need to be based on a real need with each meeting attendee contributing from their own ideas and opinions – not staged or scripted as this would never happen in the real world. Ideas for meetings you can arrange include:
⦁ WHS meeting in your classroom to discuss your college’s WHS procedures
⦁ A physical or virtual meeting between classmates to arrange and discuss the plans for an event or gathering (e.g. end of year workplace dinner)
⦁ A meeting to discuss and plan for a charity or sports sponsorship or event
⦁ A creative meeting to discuss concept development for a new project or idea
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.
Speak to your assessor to get approval for the meetings you want to manage prior to beginning your portfolio.
You need access to a meeting policy and procedure and agenda and minutes templates. Use the ones provided in the Simulation Pack for this unit if not basing this on a real workplace.
⦁ Plan your two meetings
Work through Section 1 of your Project Portfolio for this unit and plan out the two meetings you are going to manage.
During this stage you will need to access your organisation’s meeting policy and any associated procedures. If using the case study, you will find these documents in the Simulation Pack for this unit.
⦁ Finalise meeting preparation
Now that your planning is complete, you need to finalise the arrangements for your two meetings. You can schedule your meetings to run on the same day or different days if these meetings are being held at separate times and for different and distinct reasons.
During this step, you need to:
⦁ Develop and complete your agenda
⦁ Verify any meeting requirements with attendees or others (e.g. dietary requirements if catering is involved, suitable days and times of attendees etc.)
⦁ Send out meeting invites
⦁ Confirm attendance of all attendees
⦁ Distribute meeting papers
Tip: Take screen prints of your online calendar invites and keep copies of email communication during this step. You must provide all evidence outlined in your portfolio so it’s recommended you save it as you go.
Attach all relevant evidence as indicated in Section 1 of your Project Portfolio.
When you are happy with your planning, have checked and edited your work for accuracy, spelling and grammar, submit to your assessor for approval before proceeding to the next activity step.
⦁ Conduct your meetings
It’s now time to chair your meetings.
Prior to the meetings, you are required to brief the minute-taker on the method for recording the meeting notes. Remember to attach evidence of this in your portfolio in the relevant part of Section 2.
Your assessor will be looking to see that you:
⦁ Chair the meetings according to your organisational requirements and any agreed-upon conventions for the types of meetings you have organised
⦁ Follow all legal and ethical requirements as outlined in Section 1 of your portfolio
⦁ Promote participation, discussion, problem solving and resolution of issues during the meeting
⦁ Keep the meeting on track and within the allocated timeframes for each scheduled agenda item
⦁ Communicate effectively during the meeting, including:
⦁ Using relevant communication style, tone and vocabulary suited to the meeting context and participants
⦁ Speaking clearly and concisely
⦁ Using non-verbal communication to assist with understanding
⦁ Asking questions to identify required information
⦁ Responding to questions as required
⦁ Using active listening techniques to confirm understanding
This can either be viewed in person by your assessor, your assessor can view online via video conferencing software or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes as indicated in your meeting agenda and the timeframes in Step 1 above.
Attach the relevant attachments in Section 2 of your Project Portfolio.
⦁ Follow up
After the meetings are finalised, complete the following activities:
⦁ Review the minutes taken and edit as necessary
⦁ Distribute the final edited version to the meeting attendees as per meeting policy timeframes
⦁ Report on the outcomes of the meetings as per meeting policy timeframes
⦁ Store the minutes and any other meeting papers for follow up according to record-keeping requirements
⦁ Reflect on how you managed at least two routine problems you encountered when managing your meetings – record this in Section 3 of your Project Portfolio.
Complete Section 3 of your Portfolio and attach the relevant evidence as you work through these steps.
⦁ Submit your completed Project Portfolio
Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary.
Remember to check that all necessary evidence attachments are included.
Submit to your assessor for marking.
Section 1: Plan your meetings
Meeting 1
Meeting purpose
Outline the purpose and objectives of this meeting
Meeting requirements
Outline the requirements of the meeting including timing, location and type of meeting?
What organisational requirements need to be considered?
Who needs to be consulted and how in relation to suitable dates and times or catering requirements etc?
*Attach evidence of how you confirmed requirements
Legal and ethical requirements
Outline all legal and ethical requirements and considerations here
Meeting attendees
Who is required to attend this meeting? Which attendees will be listed as ‘optional’? Can a proxy attend in place?
How will you inform attendees of the meeting and confirm attendance?
Meeting papers
Which documents do you need to prepare in advance of the meeting?
How and when will these be distributed?
Agenda outline
Outline your agenda here. What items and timings need to be considered?
Chair
Summarise anything you need to consider as the chair of this meeting (physical or virtual) considerations, issues that could arise etc and how you might deal with these
Minutes
How will these be recorded?
Who will record them?
What are the timeframes for delivery and review by you and delivery to attendees?
Attach: Meeting agenda ☐
Evidence you have verified meeting requirements ☐
Evidence you have invited attendees ☐
Evidence of attendee confirmation ☐
Evidence of meeting paper distribution ☐
Meeting policy and procedures ☐
Meeting 2
Meeting purpose
Outline the purpose and objectives of this meeting
Meeting requirements
Outline the requirements of the meeting including timing, location and type of meeting?
What organisational requirements need to be considered?
Who needs to be consulted and how in relation to suitable dates and times or catering requirements etc?
*Attach evidence of how you confirmed requirements
Legal and ethical requirements
Outline all legal and ethical requirements and considerations here
Meeting attendees
Who is required to attend this meeting? Which attendees will be listed as ‘optional’? Can a proxy attend in place?
How will you inform attendees of the meeting and confirm attendance?
Meeting papers
Which documents do you need to prepare in advance of the meeting?
How and when will these be distributed?
Agenda outline
Outline your agenda here. What items and timings need to be considered?
Chair
Summarise anything you need to consider as the chair of this meeting (physical or virtual) considerations, issues that could arise etc and how you might deal with these
Minutes
How will these be recorded?
Who will record them?
What are the timeframes for delivery and review by you and delivery to attendees?
Attach: Meeting agenda ☐
Evidence you have verified meeting requirements ☐
Evidence you have invited attendees ☐
Evidence of attendee confirmation ☐
Evidence of meeting paper distribution ☐
Meeting policy and procedures ☐
Section 2: Chairing your meetings
In this section, you only need to attach evidence as your assessor will be observing the meetings either in person, online or via a video recording and will complete the assessment checklist based on their observations.
Attach: Evidence you have briefed minute taker ☐
Recordings of two meetings if your assessor did not observe in person or online ☐
Section 3: Meeting follow up
In this section, you need to attach evidence as you work through activity step 5 in your student instructions. You will also complete some reflections.
Write down two problems you faced during this project and the ways you managed them.
Problem 1: How did you manage this problem? Explain.
Problem 2: How did you manage this problem? Explain.
Insert link to the minutes taken down
Insert proof that you have reported the outcomes of the meeting as per your organisation policy (e.g. email to management)
