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BSBTWK503 Manage Meetings Assessment

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Added on: 2023-04-11 07:27:13
Order Code: 488653
Question Task Id: 0

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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

__________________________________________________________________________________________

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:
 

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

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.

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.

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 a suitable minute’s template.  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:
 

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 – Application to You and Your Organisation 

Considering what you have learned in this unit, answer the following questions: 

T365.1 What is the number one thing you have learned from this unit AND why is it number one?

Use a minimum of 6-8 sentences to write your answer below:

T365.2 How will this new knowledge benefit You and/or your 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?  

  • Uploaded By : Katthy Wills
  • Posted on : April 11th, 2023
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