BSBTWK503 Manage Meetings Assignment

Assessment Task 1 – Plan and Prepare for a Meeting

Complete all tasks 1 – 10 and submit all required evidence as specified.
1. Explain the purpose of the meeting. How would you ensure the style and structure of
the meeting is appropriate for the purpose?
2. Prepare the required meeting documentation for your attendees, using templates
where required. The documentation will need to include:
a. A meeting invitation to notify required participants of your meeting, including
reason for chosen format,
b. A meeting agenda,
c. A meeting minutes template
3. Outline the process for notifying meeting participants.
4. Draft an email to your participants confirming the meeting arrangements for this
meeting. This will need to be based on your workplace or the case study
organisational chart provided.
5. All participants have confirmed their attendance. Draft an email to all those attending
and attach all relevant documents you created (meeting papers). Outline the purpose
of the meeting and list the documents you have attached.
6. Outline the agreed conventions for this type of meeting.
7. Outline the legal and ethical requirements for this type of meeting.
8. As the chair of the meeting, explain how you ensure that meeting is time efficient and
the participants remain focussed to achieve the required outcomes?
9. Apart from the privacy policy, what organisational policies and procedures relate to
meetings? Provide an overview of at least two which directly impact on conducting and
managing meetings
10. Provide an overview for each of the listed meeting terminology below:
a. Absolute majority
b. Agenda
c. Apologies
d. Carried
e. Minutes
f. Teleconference
g. Web conferencing

Assessment Task 2 – Conduct, Follow up and Report on a Meeting

You must complete:
? Video (workplace only with two participants) including an electronic copy of the meeting and participant consent form, participant evaluation forms and self-evaluation form
? Simulation with Assessor (case study only)
? The minutes as completed by the minute-taker (transcribed notes)
? Final, corrected minutes
? Email, follow up documentation and brief report
? Screenshot and written response
NOTE: There are TWO parts to be completed in this assessment task.
Part A Conduct the Meeting
1. For this task, you will need to use the agenda and other documentation you developed
in Assessment Task 1 to conduct the meeting. You will need to:
• Workplace: Organise to video your meeting as you conduct it (save video of
your meeting in mp4.video format) ensure that your video meets the
requirements outlined in the Step by step guide to video submission here,
including signed consent form.
OR
• Case Study: Book an appointment with your Assessor to chair your meeting (as
a role play).

During the meeting you will need to demonstrate the appropriate oral and interpersonal
skills needed to chair the meeting and ensure that all participants engage in the
discussions.
Review the Assessor Observation Report to ensure that you understand and address all
of the criteria listed. During the role play the Assessor will complete the Observation
Report to confirm the skills and knowledge being demonstrated.
If undertaking a video, you will need to enlist the help of two co-workers to play the roles
of one member of the management team and one person to play the role of the minute
taker. If providing a video, it will be retained for assessment purposes only and will not be
used or distributed without the permission of all participants.
The simulation with your Assessor or your video must be 30 minutes in duration.
During this role play you will need to demonstrate the appropriate oral and interpersonal
skills needed to chair the meeting and ensure that all participants engage in the
discussions.
When chairing the meeting, you must ensure that you:
a. Brief the minute taker and confirm that they will be required to actually take notes
during the meeting (which you will need to submit), so ensure they are briefed
accordingly and ensure that all participants actively engage with you during the
role play. (They will need to be heard asking questions etc).
b. Apply the appropriate conventions expected at a formal meeting and meet the
organisational requirements you discussed with minute taker.
c. Outline one legal and one ethical requirement which need to be followed during
the meeting.
d. Reinforce the timelines for the meeting including the start and finish time.
e. Discuss each point you have included in the agenda.
NOTE: There must be evidence of at least one issue within the policy to enable
problem solving and resolution and confirmation that everyone agrees on the
outcome
f. Ask the participants questions and seek their feedback and input into the current
privacy policy, addressing at least one issue they have raised.
g. Confirm that the minute taker has taken the required notes and provide a timeline
for distribution of the minutes (this must be no more than 2 working days).
h. Conclude the meeting and ensure all steps are taken to finalise the requirements
for meeting follow up requirements

Part B Finalising the Meeting
1. Check the minutes to make sure they are complete and accurate, as well as to ensure
correct spelling, grammar in line with organisational requirements. You must submit the
checked and transcribed notes.
2. Make corrections to the minutes as required. Submit the corrected minutes as evidence
for this task.
3. Draft an email to distribute the meeting minutes to meeting participants in line with
organisational requirements, along with any follow-up documentation required resulting
from the meeting outcome. Your email must include a brief report on the outcomes of the
meeting and confirm that you have met the timeline for distribution.
4. Explain the process you followed to ensure that the timelines for distributing and storing
minutes and other follow up documentation were adhered to. Provide a clear screen shot
of how you have stored the meeting minutes and other documentation in line with
organisational procedures.

Assessment Task 3 – Written Report

You must complete:
? A written report.
1. Following the meeting your manager has requested that you write a report regarding
appropriate meeting practices. For tips on writing your report click here. When
completing your report, you must include the following information:
a. Preparing for meetings:
i. Outline three different types of meetings and their main purposes.
ii. What conventions are appropriate for the different meetings?
iii. List and discuss three legislative requirements which should be followed for two
different types of meetings? Include a detailed example of how you applied
each legislative requirement when conducting these meetings.
iv. Explain two different types of technology which can assist with the facilitation of
meetings.
v. Outline the responsibilities of various roles within a meeting (including
chairperson and minute taker)
vi. What are the organisational formats for minutes and agendas? Where would
they be located? How does having a consistent format assist the organisation?

b. Conducting meetings:

i. Explain group dynamics in relation to meetings.
ii. Explain the strategies you could use to ensure that meetings are focussed and
time efficient.
iii. Discuss at least one problem that had to be solved during your meeting, the
problem-solving technique you used and why, and how this technique assisted
you in solving the problem. For more information about problem solving
techniques click here
iv. Explain the importance of accurate minutes.
v. Discuss the process to follow up on action items after a meeting.
vi. What budgetary considerations might be involved in meetings? How would this
be managed?

Assessment Task 4 – Written Report

You must complete:
• Meeting Agenda
• Notification email to the management team
• Email to minute note-taker
• Simulation - informal meeting with meeting minute taker
• Simulation – chair meeting with management
• Reviewed meeting notes and screenshot of storage location
• Meeting Minutes and screenshot of storage location
Read the scenario and complete all tasks to demonstrate your ability to manage meetings
effectively.

1. For this task you must prepare the agenda for the management meeting which is to be
held next Monday (use the current calendar for this task).Complete the meeting agenda using the same document developed in Assessment Task 1, addressing each point from the case study.This is a formal meeting, so you need to ensure that the structure and terminology used is appropriate for this style of meeting.
2. With the agenda prepared you must now inform all meeting participants and confirm the
meeting arrangements.
For this task, draft an email to all management at John Readings as notification for the
meeting. In your email you will need to include the following:
• The purpose of the meeting
• Confirm the location and date of the meeting
• Attach the agenda and inform the participants of the need to review the
document before the meeting
• Select the minutes note taker for the meeting from the list of participants.
3. With the agenda completed and all participants notified, you need to arrange a meeting
with your selected minute take to discuss the method to be used to record the meeting
notes. It is also important to ensure they understand the organisational requirements and
conventions for this type of meeting.
Draft an email to your selected minutes note taker and:
• Request a meeting for that afternoon at a time of your choosing
• Explain the purpose of the meeting
• Request a confirmation of their attendance.
4. For this task, you will need to conduct an informal meeting with your nominated meeting
minute taker, to discuss the points raised in your email.
For this task you need to:
a. Workplace: Organise a meeting with the minute taker which will be recorded:
Select a work colleague, family or friends to play the role of the minute taker
Brief the participant prior to recording and ensure they understand they will need to
interact with you and provide verbal acknowledgments to questions you ask.
Prepare the scene which should resemble a meeting room (e.g. table, chairs, pens,
paper etc).
Ensure that your video complies with the Step by Step Video recording procedure
available here.
Your video must meet the same requirements as the case study which are listed
below.
The video will be securely retained for assessment purposes only.
OR
b. Case Study: Book an appointment with your Assessor to undertake the meeting at
John Readings (as a role play).
For both options:
Ensure that you address all criteria listed below and that your responses are clear,
detailed and reflect the appropriate tone and vocabulary for the context.
Ensure the video or meeting with the Assessor is 30 minutes in duration.
During the role play you will need to demonstrate that you have:
a. Provided a briefing of what the minute taker is required to do
b. Explained the method or methods which must be used to record the
minutes
c. Outlined two key organisational requirements which need to be adhered to
d. Outlined the general conventions which are followed for a formal meeting
(e.g. the general steps which are conducted).
e. Asked the minute taker if they have any questions or issues regarding the
meeting and what is expected in their role.
f. Used effective questioning techniques to ensure the note taker clearly
understands their role during the meeting.
g. Used appropriate tone, vocabulary and language suitable for an informal meeting.
5. For this task, you will need to chair the meeting you have arranged with the management
team regarding the induction of new teams at the new bookstore.
To prepare for this task you need to:
a. Workplace: Organise a meeting with the minute taker which will be recorded:
Select two (2) co-workers, family members or friends to play the role of one
member of the management team and one person to play the role of the minute
taker.
Brief the participants prior to recording and ensure they understand they will need to
interact with you and provide verbal acknowledgments to questions you ask.
The minute taker will be required to actually take notes during the meeting (so
ensure they are briefed accordingly and ensure that all participants actively engage
with you during the video. (they will need to be heard asking questions etc).
Prepare the scene which should resemble a meeting room (e.g. table, chairs, pens,
paper etc).
Distribute the agenda and any other documents you have prepared to all attendees.
Ensure that your video complies with the Step by Step Video recording procedure
available here.
Your video must meet the same requirements as the case study which are listed
below.
The video will be securely retained for assessment purposes only.
OR
b. Case Study: Book an appointment with your Assessor to undertake the meeting at
John Readings (as a role play).
You will need to be the minute taker and take notes during this roleplay