BSBTWK503 Manage Meetings
BSBTWK503 Manage Meetings
Name of Participant: ID No:
Completing your assessment
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Assessment Requirements
Complete ALL assessment tasks, projects and questions to a Satisfactory standard, ensuring that you provide enough evidence for your Assessor to prove that you are competent in the unit.
Complete this Assessment which involves research and other activities that will make sure you have the skills and knowledge required to demonstrate that you are competent in this unit.
Each assessment task is designed to assess your understanding and skills of the unit.
Sometimes activities may be available that will help you understand the whys and the hows - the theories and techniques - and to enrich your skills so that they are transferable to other situations.
If you do NOT complete some sections of a task or provide enough details etc., your evidence will be deemed Not Satisfactory, meaning that more evidence is required.
Your Assessor will then ask you to provide More Evidence, so that you can resubmit your assessment or ask you some further questions. You are allowed to resubmit your assessment evidence up to 3 times before you are deemed Not Yet Competent for the unit. Please refer to Global Training Institute Handbook, found on our website, for more details.
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Tasks in this Assessment include:
Task 361 - Prepare for meetings
Task 362 - Conduct meetings
Task 363 - Follow up a team meeting
Task 364 Explanations
Task 365 - Application to You and Your Organisation
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This unit describes the 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. The unit applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace. These individuals may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.
Task 361 - Prepare for meetings
For your organisation OR a case study, as discussed with your trainer, undertake the following for TWO separate meetings.
T361.1 Identify a need for each meeting. Briefly explain the meeting purpose and the objectives that need to be achieved for each meeting.
Use a minimum of 6-8 sentences to write your answer below:Meeting 1:
Who is this meeting with? Need / statement of the meetings purpose: Objectives / goals that need to be achieved in this meeting: Meeting 2:
Who is this meeting with? Need / statement of the meetings purpose: Objectives / goals that need to be achieved in this meeting: T361.2 Develop and submit an agenda for each meeting you identified in Task 361.1. Include the appropriate aspects from the following list as a minimum.
date, time and location of meeting
welcome and apologies
minutes of the previous meeting
statement of the meeting's purpose
general business
major agenda items
correspondence
matters or business arising from the minutes
reports
date of next meeting
AGENDA 1
Meeting AGENDA of the TITLE
Proposed Date: Proposed
Meeting Time: Meeting Location:
Facilitator Facilitator name Presenter / Mover / Bringer-upper of issue: Time allotted / Duration: Meeting called by Name Type of meeting Regular / Ordinary OR Extraordinary (Specific purpose) Note Taker Attendees Welcome and apologies Previous meeting minutes Matters or business arising from the minutes Need / Statement of the meetings purpose Objectives / goals that need to be achieved in this meeting General Business Agenda Items
1. 2. 3. Action Items / Correspondence / Reports Person Responsible Deadline
Action Item 1
Action Item 2
Correspondence
Reports
Next Meeting time and date:
AGENDA 2
Meeting AGENDA of the TITLE
Proposed Date: Proposed
Meeting Time: Meeting Location:
Facilitator Facilitator name Presenter / Mover / Bringer-upper of issue: Time allotted / Duration: Meeting called by Name Type of meeting Regular / Ordinary OR Extraordinary (Specific purpose) Note Taker Attendees Welcome and apologies Previous meeting minutes Matters or business arising from the minutes Need / Statement of the meetings purpose Objectives / goals that need to be achieved in this meeting General Business Agenda Items
1. 2. 3. Action Items / Correspondence / Reports Person Responsible Deadline
Action Item 1
Action Item 2
Correspondence
Reports
Next Meeting time and date:
T361.3 Create an email notifying identified meeting members. Include the following:
T361.3.1 A copy of the meeting agenda.
T361.3.2 Other relevant meeting papers.
T361.3.3 A request for any further agenda items.
T361.3.4 Confirmation/acceptance of meeting members response to the meeting arrangements.
To From Date Subject T361.4 Create an email to the intended minute taker of the meeting. Explain in the email how you would like to have the minutes taken for the meeting. Provide an example of how you would like this to be completed.
To From Date Subject Task 362 - Conduct meetings
For your organisation (where you are unable to Chair a meeting, discuss a suitable case study with your trainer) Chair both meetings identified in Task 361 and provide the meeting minutes, in the template provided. Ensure to include and demonstrate, how in your role as Chair:
362.1 The meeting aligns with organisational requirements and ethics.
Use a minimum of 6-8 sentences to write your answer below:
362.2 That you give all members an opportunity to participate in the discussions, problem solving and resolution of issues.
Use a minimum of 6-8 sentences to write your answer below:
362.3 That all agenda items have been addressed.
Use a minimum of 6-8 sentences to write your answer below:
Meeting MINUTES 1
Meeting MINUTES of the TITLE
Date: Meeting Time: Meeting Location:
Facilitator Facilitator name Presenter / Mover / Bringer-upper of issue: Duration: Meeting called by Name Type of meeting Regular / Ordinary OR Extraordinary (Specific purpose) Note Taker Attendees Welcome and apologies Previous meeting minutes Matters or business arising from the minutes Need / Statement of the meetings purpose Objectives / goals that need to be achieved in this meeting General Business Agenda Items
1. 2. 3. Action Items / Correspondence / Reports Person Responsible Deadline
Action Item 1
Action Item 2
Correspondence
Reports
Meeting Closed Time: Next Meeting time and date:
Meeting MINUTES 2
Meeting MINUTES of the TITLE
Date: Meeting Time: Meeting Location:
Facilitator Facilitator name Presenter / Mover / Bringer-upper of issue: Duration: Meeting called by Name Type of meeting Regular / Ordinary OR Extraordinary (Specific purpose) Note Taker Attendees Welcome and apologies Previous meeting minutes Matters or business arising from the minutes Need / Statement of the meetings purpose Objectives / goals that need to be achieved in this meeting General Business Agenda Items
1. 2. 3. Action Items / Correspondence / Reports Person Responsible Deadline
Action Item 1
Action Item 2
Correspondence
Reports
Meeting Closed Time: Next Meeting time and date:
Task 363 - Follow up a team meeting
For the simulation or for your organisation as chosen above in Task 362, explain how to follow up a meeting ensuring that the meeting minutes:
T363.1. Are edited appropriately if the minutes are incomplete, needing adjustments or are inaccurate.
Use a minimum of 6-8 sentences to write your answer below:
T363.2 Are recorded and stored in alignment with organisational policies and procedures.
Use a minimum of 6-8 sentences to write your answer below:
T363.3 Are distributed to the meeting members within a designated timeline.
Use a minimum of 6-8 sentences to write your answer below:
T363.4 Show allocation of tasks from the meeting are completed within agreed timelines.
Use a minimum of 6-8 sentences to write your answer below:
Task 364 Explanations
Research and provide outlines and explanations on the areas listed below.
T364.1 Explain how you would report to anyone, internal or external affected by the meeting outcomes.
Use a minimum of 6-8 sentences to write your answer below:
T364.2 Outline responsibilities of the chairperson.
Use a minimum of 6-8 sentences to write your answer below:
T364.3 Describe the key features of group dynamics in relation to managing meetings. Include the following:
Everybody has an opportunity to speak.
Conflict and debate.
Keeping to the agenda and to time.
Use a minimum of 6-8 sentences to write your answer below:
T364.4 Describe the key features of meeting options including face-to-face, teleconferencing, web-conferencing and using webcams.
Additional information such as examples or suggestions written here.
Use a minimum of 6-8 sentences to write your answer below:
T364.5 Use the table below to outline various methods for recording meeting notes. Include relevant organisational requirements and conventions for each type of meeting.
Meeting Type Method for recording notes Meeting Convention/protocol
Team Building Meeting Formal Committee Meeting Annual General Meeting Board Meeting Toolbox Meeting Performance Appraisal Meeting
Task 365 ApplicationtoYouandYourOrganisation
Considering what you have learned in this unit,answer the following questions:
T365.1What is the number one thing you have learned from this unitAND why is it number one?
Use a minimum of 6-8 sentences to write your answer below:
T365.2 How will this new knowledge benefitYouand/oryour organisation?
Use a minimum of 6-8 sentences to write your answer below:
T365.3 To apply this knowledge, in your life or organisation, what is the next step you will need to take?
Use a minimum of 6-8 sentences to write your answer below:
T365.4 When will you complete this step by?
Add a date here
