Manage meetings Assessment BSBTWK503

Assessment Manual

BSBTWK503

Manage meetings

Objective of assessments

We are committed to your learning by providing a training and assessment framework that ensures the knowledge gained through training is translated into practice in your work in the workplace with consistent and competent work performance. The purpose of the assessment process is to assess your ability:

• to apply skills and knowledge using written and demonstration activities that apply to tasks and activities of a workplace.

• to translate your learning into your work performance in a workplace through demonstration.

• to apply skills and knowledge actively, correctly, and consistently for work in a workplace.

The assessment process

The assessment process is known as competency-based assessment. This means that evidence of your current skills and knowledge will be measured against national standards, not against the learning you have undertaken either recently or in the past. Some of the assessment will be concerned with how you apply your skills and knowledge in a workplace, and some in the training room as required by each unit. The assessment tasks have been designed to enable you to demonstrate skills and knowledge application and produce the critical evidence to successfully demonstrate competency at the required standard.

Your assessor will ensure that you are ready for assessment and will explain the assessment process. Your assessment tasks will outline the evidence to be collected and how it will be collected, for example, a written activity, case study, or demonstration and observation. The assessor will also have determined if you have any special needs to be considered during assessment. Changes can be made to the way assessment is undertaken to account for special needs and this is called making Reasonable Adjustment provided to you in the assessment guide separately.

Assessment Task	Assessment Method	Evidence Gathering Techniques (Document and observation used to assess you)	Where (Assessment location)	When (Due date
Assessment Task 1	Written Task (Questioning)	Written answers of consistent application of knowledge	Training Room	Refer to timetable
Assessment Task 2	Case study	Written Solutions Observation of your consistent application of skills and knowledge in performance and demonstration	Training Room (Simulated workplace environment)	Refer to timetable
Assessment Task 3	Project	Written Solutions Observation of your consistent application of skills and knowledge in performance and demonstration	Training Room (Simulated workplace environment)	Refer to timetable

Assessment guide

Your assessment guide that is provided to you will explain the following. Please refer to assessment guide for the following information before commencing your written work and demonstration:

1. Your responsibilities during the assessment.
2. Assessor responsibilities during the conduct of assessment.
3. Your rights to appeal if the assessment outcome appears as Not Yet Competent for one or more assessment tasks.
4. The process to apply if you already possess the knowledge and skills to be able to demonstrate competence in this unit.
5. The formats and structure of the written assessment work for submission.
6. The length, breath and the quantity of your written work, plagiarism, collusion, cheating and how to use references for sources of information.
7. How to achieve a satisfactory outcome against the criteria for each type of assessment task.
8. Application of reasonable adjustments where necessary.
9. Requirements for demonstration, performance for practical assessment tasks and activities.
10. Your assessment performance with commitment, consistency, clarity, capacity, capability, correctness, and completeness.

Instructions

1. Each assessment task provides you with assessment information that includes answers to what, why, how, when, in what condition, what materials, resources and equipment to use and evidence requirements.
2. Read the applicable information and if unsure seek clarification from your assessor
3. Before and during assessment demonstration and interacting with others, ensure you follow simulated workplace policies and procedures.
4. Ensure you follow hygiene procedures, social distancing rules and ethics before, during and after assessment tasks and activities
5. Undertake your preparation activities and demonstration activities as specified and directed by your assessor.
6. In any situation during the assessment, if you find that you are unable to perform due to any condition (health or safety), stop your work and inform the assessor of the condition.
7. Ensure you are obligated with your rights as a candidate and respects the rights of your assessor during the assessment performance.
8. For interactive and role-play activities, organise role-play settings and individuals for role-play in collaboration with assessor and training mates.
9. Submit your written work when it becomes due and avoid the requirements of extensions.
10. Use provided self-assessment checklists by checking as you progress in assessment to ensure you do not miss anything that may lead to unsatisfactory outcomes.

Submission specifications

1. Fill your submission details in the front page and attach any additional documents and any other evidence as specified and required by your assessor.
2. Follow the institution submission requirements of assessment. I.e., electronic submission (LMS) or hard copy submission or as specified by your assessor for differing assessment situations.

ASSESSMENT GUIDELINES FOR WRITTEN TASK

QUESTION TYPE	HOW LONG YOUR ANSWER MUST BE (LENGTH OF ANSWER)
Define	Length approximately 4 typed lines = 50 words, or 5 lines of handwritten text for each question.
Identify	Write dot points of the number of items to identify according to the question.
Outline	Summarise in a line or set of lines the required number of items or develop appropriate meaningful answers according to the question but not in detail.
Identify and briefly describe	Identify in dot points and provide a description of each with a minimum of 4 typed lines = 50 words, or 5 lines of handwritten text for each question.
Describe	Provide a description with minimum 8 typed lines = 100 150 words, or 10 15 lines of handwritten text or appropriately described to provide a meaningful answer with consistent knowledge application in length according to the question.
Explain	Explain the procedure with minimum 8 typed lines = 100 150 words, or 10 15 lines of handwritten text or appropriately explain to provide a meaningful answer with consistent knowledge application in length according to the question.
Distinguish / differentiate	Distinguish means recognise or treat (someone or something) as different. Todifferentiateis to show or find thedifferencebetween things which are compared. It simply means that they are not thesame but does not qualify them as being unique and possibly not related. Length approximately 4 8 typed lines = 50 100 words, or 5 - 10 lines of handwritten text for each question.
What	This is to assess your knowledge of something related to the subject area asking you to specify one or more things related to what is being asked in the question. This is generally asking for a short answer for which you need to provide a short description answering the question where the reader understands the answer to the question.
How	This method of question is to assess your ability to explain or describe the ways, methods, manner, procedure or process of something related to the question being asked. You need to provide sufficient description of how (ways, methods, manner, procedure or process) it can be performed for the reader to understand the ways or procedure.
Why	This question is to assess your knowledge of something and the purpose of it. You need to provide sufficient description of why (the purpose/objective or aims) it is used for the reader to understand why.

ASSESSMENT TASK 1

Written Questioning

You are required to read the following assessment information, requirements, and instructions before commencing. This task is about written questioning for you to provide written answers as evidence of your knowledge application. Ensure you follow the terms and conditions applied in undertaking written task during the assessment as specified and facilitated by your assessor.

Assessment Information		Description
1	Assessment method	Written questioning
2	Assessment type	Summative
3	Assessment description (What?)	This assessment task is a written task for which you are required to provide written answer solutions to the questions demonstrating your knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. Read the following information related to your assessment to prepare and perform to provide evidence of your knowledge.
4	Purpose (objective) of the assessment (Why?)	To gather evidence of your ability to apply knowledge consistently to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.
5	Assessment Instructions (How?)	1. Read the theoretical component of the learner workbook. 2. Conduct research and review literature relevant to the unit. 3. Provide answer solutions to each question using your own words. Note: do not just copy past the answers from other materials. 4. You may refer to learning materials and other sources of information as agreed by your assessor. 5. You may word-process your answers using MS Word /Mac document. 6. The assessment is due for completion on the date/s and time/s. specified by your assessor. 7. Any variations to this arrangement must be approved in writing by your assessor. 8. Submit your work with any required evidence attached. 9. See the specifications below for details of submission requirements. 10. Read the following requirements for this assessment completion:
6	Assessment date/s and timing/s (When?)	This assessment will be conducted according to the training delivery session plan. Assessor will specify the timings of assessment and submission of evidence. Time allowed for the assessment is 3 hours within 20 hours of training delivery of week 2.
7	Specifications (What structure, format and demonstration)	1. Write answer solutions to all the questions using word-processed documents. 2. Provide specified length and numbers mentioned in each question. 3. Submit the answers with a cover page that includes your name, student ID, unit name/code, date of submission and assessor name. 4. If a separate word-process document is used for your responses, include header (unit name/code) and footer (page no. student name and ID).
8	Assessment context (where and in what condition)	Assessment is conducted in the training room and safe environment where you are required to provide answer solutions to the questions in a word-processed document with evidence that demonstrates consistent knowledge application.
9	Required resources (What resources, equipment, tools and materials)	1. Assessment task with instruction and assessment information 2. Learner workbook and other training handouts if or as allowed by your assessor. 3. Computer with Internet access. 4. Word-process software (MS Word/Mac). 5. Workspace, table, chair, and stationery.
10	Evidence requirements/ (What assessor is looking for)	To complete the unit requirements safely and effectively, you must prove application of knowledge consistently relevant to vocational contexts and: Provide answers to all the questions Answers must be with appropriate and sufficient length by following assessment guidelines for written tasks above. Answers must be relevant to the question and its sub parts. Your assessor may verbally assess to confirm your knowledge application in case your answer is not correct or not clear to one or more questions.

Your Task Write answers (Knowledge Application)

Assessor can decide whether to have this as written or oral questioning. If the assessor uses verbal questioning method, the assessor must write student responses using dot points as a minimum on the students key responses relevant to the question (Not recommended as it is a time-consuming method as one candidate will respond while other candidates are watching and waiting, but assessor is free to decide).

The following is a set of knowledge-based questions. Read the text section introduction in the learner workbook, refer to training undertaken and provide your answer solutions to the following questions using your own words to demonstrate your consistent knowledge application.

Note: If handwritten answers are allowed by the assessor considering reasonable adjustments or any special consideration, you need to use the enter key of the keyboard to expand the answer space. For example, 2 3 questions in a page to allow sufficient space, print a hard copy and write answers.

Questions :- Ensure you answer all the following questions using the length guidelines above quantity requirements applicable in following relevant questions.

1. Describe what are organisational meetings using your own words.
2. Identify at least five purposes of workplace meetings.
3. Explain what is an agenda and what items are included in an agenda.
4. Identify at least ten (10) meeting terminologies and briefly describe them.
5. What are the structures and arrangements of meetings. (approx. 100 words).
6. Describe responsibilities of the chairperson. (approx. 100 words).
7. Identify and briefly describe key features of group dynamics in relation to managing meetings.
8. Describe key features of options for meetings including face-to-face and virtual meeting
9. Identify methods for recording meeting notes including relevant organisational requirements and describe conventions for type of meeting
10. Describe the following:
    
    

1.Organisational procedures and policies regarding meetings,

2. Procedure for chairing meetings

3. Meeting minutes

4. Identify organisational formats for minutes and agendas.

---End of Written Task Activities---

Assessment Task 2 Case Study

(includes role-plays)

Prepare, conduct and review meetings

You are required to read the following assessment information, requirements, and instructions before commencing. This task has simulated workplace reference. Ensure you access the simulated workplace resources (planning documents, policies, and procedures etc.), equipment, applicable legislation, regulation, standards, and code of conduct during the assessment as specified and facilitated by your assessor.

Assessment Information		Description
1	Assessment Method	Case study (simulated workplace)
2	Assessment Type	Summative
3	Assessment Description (What?)	This assessment task is a case study for you to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. You are required to analyse the case scenario and provide written solutions to task activities by demonstrating applicable foundation skills and knowledge. You must also provide performance solutions to specific role-play activities relevant to case study in role-plays as agreed by your assessor. You must read the following information related to your assessment to prepare and perform in order to provide evidence of your skills and knowledge related to the unit of competency.
4	Purpose (objective) of the Assessment (Why?)	To gather evidence of your ability to apply skills and knowledge consistently to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.
5	Assessment Instructions (How?)	1. Review the skills application section/s of the learner workbook. 2. Read the task performance requirements and foundation skills application for each task activity. 3. Conduct research and review literature relevant to the unit. 4. Provide solutions to each written and performance activity using skills and knowledge and demonstrating your foundation skills. Note: Use word-process document for written activities to provide written evidence as specified in the task. you may use MS Word /Mac documents for your written evidence. 5. This task requires you to play roles. As specified and agreed by your assessor, role-play the relevant activities demonstrating relevant skills. 6. The assessment is due on the date specified by your assessor. 7. Any variations to this arrangement must be approved in writing by your assessor. 8. Submit your work with any required evidence attached. 9. See the specifications below for details of submission requirements. 10. Continue to read the following assessment requirements:
6	Assessment Date/s and Timing/s (When?)	1. This assessment will be conducted according to the training delivery session plan. 2. Assessor will specify the timings for assessment and evidence submission date/s and timing/s. 3. Time allowed for the assessment completion is 4 hours within 20 hours of training delivery of the week 4.
7	Specifications (What structure, format and demonstration)	1. Provide written solutions to all the case study activities and questions using word-processed documents. You may use this MS Word /Mac document for your answering. Provide specified length and numbers mentioned in each written activity. 2. For role-play activities, play the role as specified by your assessor demonstrating foundation skills and knowledge application while being observed by your assessor. 3. Submit the written activities with a cover page that includes your name, student ID, unit name unit code, date of submission and assessor name. Include header (unit name/code) and footer (page number, student name and student ID number)
8	Assessment Context (Where and in what condition)	Assessment is conducted in the training room simulated and safe environment where you must perform consistently applying skills and knowledge. You must also provide written solutions to the activities in a word-processed document with evidence that demonstrates consistent skills and knowledge application in various conditions specified in the assessment task. Assessed in a simulated off-the-job situation that reflects the real workplace.
9	Required Resources (What resources, equipment, tools and materials)	1. Assessment task with instruction and assessment information 2. Learner workbook and other training handouts. 3. Access to simulated workplace business equipment and resources. 4. Access to simulated workplace policies and procedures. 5. Computer with Internet access word-process software (MS Word/Mac). 6. Workspace, table/s, chair/s and stationery as required. 7. Case study and/or real workplace scenario 8. Access to relevant legislation, regulations, standards, and code of practice 9. Specified timing for assessment
10	Evidence Requirements (What assessor is looking for)	To complete the unit requirements safely and effectively, you must demonstrate consistent performance and provide evidence of your ability to provide leadership for a program of work. In the course of above, you must: Provide written solutions to all the case study activities reflecting vocational application, Demonstrate performance and role-play activities consistently applying foundation skills and, Demonstrate consultation and communication effectively with relevant stakeholders (assessor and fellow trainees in role-plays).

Case Study (Skills and Knowledge Application)

Using the simulated workplace and the scenario in the appendix or your own workplace referring to the scenario in the appendix as agreed by your assessor, provide solutions to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.

Whatever the workplace you select, the policies and procedure manual of simulated workplace must be used as the policies and procedures of the workplace to undertake the following task. In case you select your own workplace or any other workplace you have access to information, provide a brief description of the workplace such as the industry, operation, personnel and teams.

Your task

As the manager, you are required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. In this instance, you must undertake the following three tasks such as prepare for meetings, conduct one staff meeting and follow up meeting by completing the following activities:

Task activity 1 Prepare for meetings

1. Read the meeting policy in the appendix and the relevant other policies in simulated workplace policy and procedure manual to identify organisational procedures to undertake this task
2. Read the workplace scenario in appendix 1 and identify the types of meetings you need to prepare and manage the workplace situation.
3. Determines the types of meetings and the purposes of two meetings.
4. Identify and list the meeting requirements including participant requirements for both meetings.
5. Apply meeting conventions and develop two agendas for the two meeting in line with stated meeting purpose.
6. Determine a person from the group for each meeting for taking notes for meeting minutes preparation.
7. Write two meeting notices and determine timelines using the timelines specified by the meeting policy to dispatch meeting papers to participants.
8. Write an email to meeting participants enclosing the above meeting notice and agenda to inform them about the meeting allowing time for them to prepare for the meeting. Note: Print meeting agenda to use during the meeting. (attach a separate meeting agenda with your assessment submission).

Task activity 2 Conduct the meeting (Role-play activity)

Meeting 1 Staff meeting

As agreed by your assessor, meet four participants to have a 7-10-minute informal meeting to discuss and identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments.

Role-play Instructions

1. Arrange a staff catch-up meting to identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments.
2. Contact and confirm meeting with Andy, Lucy, Jacob and Mary to and call them to have a meeting in your managers room.
3. Chair the meeting according to organisational requirements, agreed conventions for type of meeting and legal and ethical requirements. Provide meeting agenda to participants.
4. Brief minute-taker on method for recording meeting notes according to policy.
5. Ask relevant questions to identify the staff bullying issues and harassment situations. Identify any grievances as a result of bullying and harassment
6. Encourage participation of participant and their discussion.
7. Inform the participants that you are going to have a formal meeting with higher management to address this to solve the problem and prevent this from happening in the future (task 3).

Task activity 3 Follow up meetings

1. Collect the meeting notes taken by the assigned person and review for their accuracy and content. Outline why accurate records of meetings and discussions is important.
2. Once the meeting notes are taken, meeting minutes are prepared to share with the participants, check for accuracy of the meeting minutes and submit to your manager (assessor) for approval to send out to participants.
3. Identify and list at least 7 items that need to consider when checking meeting documents for accuracy.
4. Using the meeting policy of the simulated workplace, determine the designated timelines for dispatching copies of minutes and dispatch the meeting minutes to participants and other relevant persons of the workplace.
5. Write a one page report of outcome of meeting to provide to your senior management.

---End of Case Study Task Activities---

Self Assessment Checklist

Note: The following checklist is for you to confirm your work completion as well as performance and demonstration of skills. Ensure you carefully check, and tick as completed and performed before submitting written evidence and while demonstrating skills during performing the task.

	Assessment Task Activity	Completed as required
	Read the meeting policy in the appendix and the relevant other policies in simulated workplace policy and procedure manual to identify organisational procedures to undertake this task	Yes	No
1	Read the workplace scenario in appendix 1 and identify the types of meetings you need to prepare and manage the workplace situation.	?	?
2	Determines the types of meetings and the purposes of two meetings.	?	?
3	Identify and list the meeting requirements including participant requirements for both meetings.	?	?
4	Apply meeting conventions and develop two agendas for the two meeting in line with stated meeting purpose.	?	?
5	Determine a person from the group for each meeting for taking notes for meeting minutes preparation.	?	?
6	Write two meeting notices and determine timelines using the timelines specified by the meeting policy to dispatch meeting papers to participants.	?	?
7	Write an email to meeting participants enclosing the above meeting notice and agenda to inform them about the meeting allowing time for them to prepare for the meeting. Note: Print meeting agenda to use during the meeting. (attach a separate meeting agenda with your assessment submission).	?	?
8	Read the meeting policy in the appendix and the relevant other policies in simulated workplace policy and procedure manual to identify organisational procedures to undertake this task	?	?
	Task activity 2 Conduct the meeting (Role-play activity) Meeting 1 Staff meeting As agreed by your assessor, meet four participants to have a 7-10-minute informal meeting to discuss and identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments. Role-play Instructions
9	Arrange a staff catch-up meting to identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments.	?	?
10	Contact and confirm meeting with Andy, Lucy, Jacob and Mary to and call them to have a meeting in your managers room.	?	?
11	Chair the meeting according to organisational requirements, agreed conventions for type of meeting and legal and ethical requirements. Provide meeting agenda to participants.	?	?
12	Brief minute-taker on method for recording meeting notes according to policy.	?	?
13	Ask relevant questions to identify the staff bullying issues and harassment situations. Identify any grievances as a result of bullying and harassment	?	?
14	Encourage participation of participant and their discussion.	?	?
15	Inform the participants that you are going to have a formal meeting with higher management to address this to solve the problem and prevent this from happening in the future (task 3).	?	?
	Task activity 3 Follow up meetings
16	Collect the meeting notes taken by the assigned person and review for their accuracy and content. Outline why accurate records of meetings and discussions is important.	?	?
17	Once the meeting notes are taken, meeting minutes are prepared to share with the participants, check for accuracy of the meeting minutes and submit to your manager (assessor) for approval to send out to participants.	?	?
18	Identify and list at least 7 items that need to consider when checking meeting documents for accuracy.	?	?
19	Using the meeting policy of the simulated workplace, determine the designated timelines for dispatching copies of minutes and dispatch the meeting minutes to participants and other relevant persons of the workplace.	?	?
20	Write a one page report of outcome of meeting to provide to your senior management.	?	?

Assessment Task 3 Project

(includes role-plays)

Conduct and review a meeting

You are required to read the following assessment information, requirements, and instructions before commencing. This task has simulated workplace reference. Ensure you access the simulated workplace resources (planning documents, policies, and procedures etc.), equipment, applicable legislation, regulation, standards and code of conduct during the assessment as specified and facilitated by your assessor.

Assessment Information		Description
1	Assessment Method	Project work
2	Assessment Type	Summative
3	Assessment Description (What?)	This assessment task is a role-play based on a scenario to manage a meeting including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. You are required to play the role by applying foundation skills and provide solutions to task activities demonstrating the application of skills and knowledge. You must also provide written solutions to task activities that will be required for the role-play as specified in your task. You must read the following information related to your assessment to prepare and perform in order to provide evidence of your skills and knowledge related to the unit of competency.
4	Purpose (objective) of the Assessment (Why?)	To gather evidence of your ability to apply skills and knowledge consistently to manage a meeting including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.
5	Assessment Instructions (How?)	1. Review the skills application section/s of the learner workbook. 2. Read the task performance requirements and foundation skills application for each task activity. 3. Conduct research and review literature relevant to the unit 4. Provide solutions to each written and performance activity using skills and knowledge and demonstrating your foundation skills. Note: Use word-process document for written activities to provide written evidence as specified in the task. you may use MS Word /Mac document for your written evidence. 5. This task requires you to play roles. As specified and agreed by your assessor, role-play the relevant activities demonstrating relevant skills. 6. The assessment is due on the date specified by your assessor. 7. Any variations to this arrangement must be approved in writing by your assessor. 8. Submit your work with any required evidence attached. 9. See the specifications below for details of submission requirements. 10. Continue to read the following assessment requirements:
6	Assessment Date/s and Timing/s (When?)	1. This assessment will be conducted according to training delivery session plan. 2. Assessor will specify the timings for assessment and evidence submission date/s and timing/s. 3. Time allowed for the assessment completion is 4 hours within 20 hours of training delivery of the week 4.
7	Specifications (What structure, format and demonstration)	1. Provide written solutions to all the project activities using word-processed documents. You may use this MS Word /Mac document for your answering. Provide specified length and numbers mentioned in each written activity. 2. For role-play activities, play the role as specified by your assessor demonstrating foundation skills and knowledge application while being observed by your assessor. 3. Submit the written activities with a cover page that includes your name, student ID, unit name, unit code, date of submission and assessor name. Include header (unit name/code) and footer (page number, student name and student ID number).
8	Assessment Context (where and in what condition)	Assessment is conducted in the training room and safe environment where you must perform applying skills and knowledge. You must also provide written solutions to the activities in a word-processed document with evidence that demonstrates consistent skills and knowledge application in various conditions specified in the assessment task. (Assessed in a simulated off-the-job situation that reflects the real workplace).
9	Required Resources (What resources, equipment, tools and materials)	1. Assessment task with instruction and assessment information 2. Learner workbook and other training handouts. 3. Access to simulated workplace and resources. 4. Computer with Internet access word-process software (MS Word/Mac). 5. Workspace, table, chair and stationery as required. 6. Case study and/or real workplace scenario 7. Access to relevant legislation, regulations, standards, and code of practice 8. Business equipment and resources. 9. Specified timing for assessment.
10	Evidence Requirements (What assessor is looking for)	To complete the unit requirements safely and effectively, you must demonstrate consistence performance and provide evidence of your ability to provide leadership for a program of work. In the course of above, you must: Provide written solutions to all the case study activities reflecting vocational application, Demonstrate performance and role-play activities consistently applying foundation skills and, Demonstrate consultation and communication effectively with relevant stakeholders (assessor and fellow trainees in role-plays).

Project (Skills and Knowledge Application)

This task is continuation of task 2 for a management meeting.

Using the simulated workplace and the scenario in the appendix or your own workplace referring to the scenario in the appendix as agreed by your assessor, participate in the role-play, and provide solutions to manage a meeting including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes in the workplace.

Whatever the workplace you select, the policies and procedure manual of simulated workplace must be used as the policies and procedures of the workplace to undertake the following task. In case you select your own workplace or any other workplace you have access to information, provide a brief description of the workplace such as the industry, operation, personnel, and teams.

Your Task

As agreed by your assessor, organise managers including CEO to have a 10 - 15-minute meeting to discuss bullying and harassments and the people involved with it and the victims of bullying and harassments and required measures to address this and prevent this from happening in the future. During the meeting you are required to designate a member to take meeting notes with the required speed and accuracy to prepare meeting minutes and complete the following activities:

1. Access simulated workplace policies and procedures and use the relevant policies and procedures to undertake this task.
2. Read the case study in appendix and analyse your task requirements according to organisational requirements.
3. Use the applied meeting conventions including meeting agenda developed in task 1 and use the agenda for this formal meeting with higher management team.
4. Organize the meeting style agreed (form the training room seating accordingly).
5. Organize the meeting participants (your fellow trainees as agreed by assessor) and designate a staff member to take notes (meeting minutes).
6. Based on above preparation of staff meeting, you must open the meeting and provide meeting papers to participants. And then, chair and the meeting in accordance with organisational requirements, agreed conventions for type of meeting.
7. Firstly, brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for the staff meeting. Ensure you brief the minutes taker about the requirements for meeting minutes that reflect a true and accurate account of the meeting.
8. Conduct the meeting to ensure they are focused, time efficient and achieve the required outcomes.
9. Facilitate the meeting enabling attendees participation, discussion, problem?solving and resolution of issues. Seek participants inputs, solve problems and agree on decisions.
10. At the end of the meeting, collect the notes taken by the minute-taker to ensure the minutes reflect the meeting proceedings and decisions agreed and edit as required.
11. Write and store minutes electronically on the computer database. Distribute minutes and other follow?up documentation to participants within designated timelines, and according to organisational requirements using the meeting policy of the simulated workplace
12. Submit meeting minutes as assessment task activity evidence for marking your competency.

---End of Project Work---

Self Assessment Checklist

Note: The following checklist is for you to confirm your work completion as well as performance and demonstration of skills. Ensure you carefully check, and tick as completed and performed before submitting written evidence and while demonstrating skills during performing the task.

	Assessment Task Activity	Completed as required
	Role-play - Preparation written work	Yes	No
1	Access simulated workplace policies and procedures and use the relevant policies and procedures to undertake this task.	?	?
2	Read the case study in appendix and analyse your task requirements according to organisational requirements.	?	?
3	Use the applied meeting conventions including meeting agenda developed in task 1 and use the agenda for this formal meeting with higher management team.	?	?
4	Organize the meeting style agreed (form the training room seating accordingly).	?	?
5	Organize the meeting participants (your fellow trainees as agreed by assessor) and designate a staff member to take notes (meeting minutes).	?	?
6	Based on above preparation of staff meeting, you must open the meeting and provide meeting papers to participants. And then, chair and the meeting in accordance with organisational requirements, agreed conventions for type of meeting.	?	?
7	Firstly, brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for the staff meeting. Ensure you brief the minutes taker about the requirements for meeting minutes that reflect a true and accurate account of the meeting.	?	?
8	Conduct the meeting to ensure they are focused, time efficient and achieve the required outcomes.	?	?
9	Facilitate the meeting enabling attendees participation, discussion, problem?solving and resolution of issues. Seek participants inputs, solve problems and agree on decisions.	?	?
10	At the end of the meeting, collect the notes taken by the minute-taker to ensure the minutes reflect the meeting proceedings and decisions agreed and edit as required.	?	?

Appendix

Case Study (Simulated Workplace)

You are the manager for (Simulated Workplace). There have been some complaints and grievances about workplace bullying and harassments. This is totally against the company Work, Health and Safety Policy. Your team consists of four admin staffs namely:

• The Manager (you)

• Andy,

• Lucy,

• Jacob and

• Mary.

Firstly, you are deciding to call for an informal meeting to identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments.

Then you need to organize and conduct a formal meeting with higher management (assessment task 3) in order to discuss and take actions to prevent this from happening again. Formal meetings are attended by people with defined roles, who are likely to be company or organisation hierarchy, such as the company secretary, chief executive officer. The procedures that take place at the meeting are governed by pre-defined policies.

This formal meeting will be conducted using the proper formal procedures, for example, when one member will propose a motion, another will second it and then all present will vote to see if it will be passed. In terms of taking minutes, theres a high expectation that the information taken down will be accurate and detailed, summarising the discussion concisely and clearly.

Role-play scenario

You are the manager for (Simulated Workplace). There have been some complaints and grievances about workplace bullying and harassments. This is totally against the company Work, Health and Safety Policy. Your team consists of four admin staffs namely:

• The Manager (you)

• Andy,

• Lucy,

• Jacob and

• Mary.

You already had a meeting with the staff and identified the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments. You advised the people concerned according to the workplace policies

Now, you need to organize and conduct a formal meeting with higher management (assessment task 3) in order to discuss and take actions to prevent this from happening again. Formal meetings are attended by people with defined roles, who are likely to be company or organisation hierarchy, such as the company secretary, chief executive officer. The procedures that take place at the meeting are governed by pre-defined policies.

This formal meeting will be conducted using the proper formal procedures, for example, when one member will propose a motion, another will second it and then all present will vote to see if it will be passed. In terms of taking minutes, theres a high expectation that the information taken down will be accurate and detailed, summarising the discussion concisely and clearly.

Appendix 2

Policies and procedures (Simulated Workplace)

Meeting Policy

Introduction

It is important to ensure that meetings are conducted well so that:

• in making decisions, proper regard can be had to the views of the majority, of the minority, of individual members, of absentee members, and of all of these groups taken together; and

• decisions can be made efficiently and expeditiously, with due respect for the time and commitment of members of (Simulated Workplace)and members of the Board.

Primary responsibility for this rests with the Chair. To achieve that, broad discretion and authority is given to the Chair to make rulings on questions of meeting procedure (subject to the limitations set out in this policy).

Purpose

This policy is designed to provide guidance on the appointment of the Chair and set out the parameters by which the Chair is to conduct meetings, to ensure that meetings are conducted well.

Great Meetings at (Simulated Workplace)

Meetings can be a necessary and useful tool for decision-making, problem solving, communication, and team participation. (Simulated Workplace)could not function without meetings, but we can take steps to ensure that our meetings are more effective, and a better use of time. Meetings are a key point of interaction at (Simulated Workplace), and improving the way we plan, manage, and participate in meetings are crucial steps toward raising our level of internal service.

(Simulated Workplace)s new meeting policy is designed to make better use of the tools that we already have in place, make more effective use of everyones time, and show a greater degree of courtesy and respect for each other. The following policy is effective XXX DATE, and applies to all (Simulated Workplace)meetings, in all offices, and at off-site facilities:

(Simulated Workplace)Meeting Policy

• All meetings must have an agenda sent to participants in advance. The only exception to this rule is for emergency meetings. Your agenda must be sent to participants at least 24 hours in advance if there is no pre-read or pre-work, and at least 48 hours in advance if there is pre-read or pre-work.

• Outlook must be used to book all meetings, meeting rooms, and required book-able equipment (projectors and conference phones). As the meeting organizer, you are responsible for updating Outlook for cancelled, or changed meetings

• Outlook must also be used by all staff to book all meetings, appointments, holidays, etc. This ensures that your availability is always accurate and up to date.

• As an invitee, respond to all meeting invitations and changes as quickly as possible.

• Always start meetings on time regardless of late participants.

• Although you will book your meeting in Outlook in 30-minute increments, always adjourn at least 10 minutes before your scheduled finish time, so participants can arrive on time for their next meeting.

If you called the meeting, arrive early to ensure any necessary equipment is set up and ready to operate at the start of the meeting.

The following guidelines will provide additional clarification and help you adhere to the new meeting policy. These guidelines will also help you have great meetings.

Meeting Planning

The key to holding good meetings is for the convener to spend more time preparing for the meeting and making the best use of participants time. Answering the following simple questions will ensure that people won't grumble about your meetings:

• Is a Meeting Necessary?

Decide whether a meeting is really necessary, if not, cancel it. Do not hold a meeting just because we meet the second Monday of every month.

• What is Your Objective?

Clearly determine the objective for your meeting, why you are having a meeting, and what you hope to accomplish. Determine the outcomes you want based on two variables: information flow and participants' actions. Will you simply be sharing information that you want everyone to hear at one time directly from you, so that participants will be passive listeners? Do you want people to ask questions? Interact? Will you be asking them for information or input? Are you expecting a group decision? Your desired outcomes will determine everything about how you plan your meeting and how much you accomplish.

• Who Should Attend?

Determine who must attend the meeting to accomplish your objective, and do not invite anyone else. It may be appropriate to copy non-participants on the minutes of the meeting or inform them of the meetings outcomes with a brief phone call. Ensure the appropriate level of staff are at the meeting and include those who are truly responsible for agenda items. Do not invite senior management if the topic is not at the macro or strategic level.

• What is the Agenda?

Develop an agenda and distribute it in advance. This is the single, strongest tool for a good meeting. An agenda can be very informal, such as a simple e-mail stating the purpose of the meeting, or as an attachment to the Outlook invitation. Where possible, use the Microsoft Word agenda wizard, and be sure to include date, time, and place of the meeting; objective(s), topics to be addressed; amount of time allotted for each; desired outcome/action for each; expected participation of attendees. Also include names of participants and preparation required (ex: read the attached, research and bring information, come prepared to...., etc.). Your agenda must be sent to participants at least 24 hours in advance if there is no pre-read or pre-work, and at least 48 hours in advance if there is pre-read or pre-work. The only exception to this rule is for emergency meetings.

• Who Will Run the Meeting?

Decide who will run or manage your meeting. If you called the meeting, this may be your responsibility, or you may have a regular chairperson, or you may choose to ask a facilitator to keep your meeting on track and allow you to participate.

• How Long Should the Meeting Be?

Decide how long your meeting needs to be to accomplish your objective, and get through all agenda items. Unless absolutely necessary, meetings should not exceed one hour in length. Always plan to adjourn at least 10 minutes before the scheduled completion time. Book your meeting off-site if the cost and inconvenience will be outweighed by the added focus, lack of distraction, and change of setting.

• Meeting Scheduling

Using the tools we already have in place, and following a few basic guidelines to schedule meetings will save you time, and show respect for your participants:

• Use Outlook to Book All Meetings

Use Outlook to book all meetings, meeting rooms, and necessary equipment. As the meeting organizer, you are responsible for updating Outlook for cancelled, or changed meetings. For further information about using Outlook to book meetings, consult the Outlook guidelines.

• Balance Your Objective with your Participants Schedules

Determine when your meeting needs to take place, and if all participants must be available, or whether your meeting can be successful even if some participants cannot attend. Book as far in advance as possible. Always invite all participants even is their schedule shows a conflict, it will be their choice to accept or decline your invitation and adjust their own schedule as necessary. Board and OPCO meetings take precedence and are usually booked well in advance, so if you need a senior leader at your meeting, be prepared to accommodate their schedule. If key presenters or participants with critical information are not able to attend the meeting, either find an appropriate substitute, or reschedule the meeting.

• Respect Your Participants Time and Needs

Try to schedule your meeting within core hours, especially when your participants are general staff. Give more advance notice if your meeting must be held outside core hours.

Allow for a ten-minute break every hour if your meeting runs longer than one hour. Tell participants what time you will restart after the break, and start on time even if all participants have not returned from the break. Provide food if your meeting:

• Is booked over the lunch hour

• Is more than 3 hours in length

• Starts before 8:30 am

• Adjourns later than 6:00 pm

Running a Great Meeting

Be Prepared

If you called the meeting, arrive early to ensure any necessary equipment is set up and ready to operate at the start of the meeting. It is unprofessional, and a waste of everyones time if you are not fully prepared when the meeting begins.

• Start and Finish on Time

Always start and finish meetings on time regardless of late participants. We all need to set the standard and create expectations that participants should arrive on time. Do not restart the meeting, or recap information for those who were late. Always adjourn at least 10 minutes before your scheduled finish time, so participants can arrive on time for their next meeting.

• Open with your Objective, and Finish with your Accomplishments

Briefly reiterate purposes and established ground rules at the beginning of your meeting. End with a summary of accomplishments, clarification of agreements, and next steps.

• Stick to The Agenda

Stick to your agenda, and manage the time throughout the meeting, Do not wait until the end of the meeting to try and catch up. Keep conversation focused on the topic. Feel free to ask for only constructive and non-repetitive comments. Tactfully end discussions when they are getting nowhere or becoming destructive or unproductive.

• Actively Manage your Meeting

Use the chair or facilitator to actively manage the meeting with three responsibilities in mind: stay on track, stimulate participation, and accomplish your objectives. Do not allow participants to take your meeting off agenda. Park unforeseen items for discussion at the end of the meeting, or at a later date.

• Encourage Participation

Encourage group discussion to get all points of view and ideas. You will have better quality decisions as well as highly motivated participants; they will feel that attending meetings is worth their while. Encourage feedback. Ideas, activities and commitment to (Simulated Workplace)improve when participants see their impact on the decision-making process.

• Keep Track of Key Items

Have someone other than the chair or facilitator record key decisions and action items. It is not necessary to record every detail, but make sure you capture the key points, and reiterate them when appropriate.

• Meeting Follow Up

If you do not follow up, all your effort may be wasted. Within 24 hours circulate a brief report on decisions, individual responsibilities, next steps, next meeting dates, and so on. Quick action reinforces the importance of meeting and reduces errors of memory. Finally, follow up to see that actions are being taken.

• Meeting Minutes

Minutes of any meeting of the Board shall be circulated to all members as soon as possible after that meeting, and before the scheduled date of the next meeting. The minutes shall record:

• the date, time and venue of the meeting;

• the names of those members and officers present;

• the name of the meeting Chair;

• any apologies tendered;

• any failure of a quorum;

• a list of items considered;

• any resolutions pertaining to those items; and

• details of any declarations of pecuniary interest.

• Any other matters may be recorded at the discretion of the Chair.

Participant Responsibilities

1. Good preparation, and active management can go a long way to making meetings more effective. Only prepared, active, and courteous participants can make meetings great. Respect the objectives of the meeting organizer, and the time of the other participants by following these guidelines:
2. Respond to all meeting invitations and changes as quickly as possible. It is a professional courtesy, and electronic booking only works when everyone keeps his or her calendar up to date.
3. If you book meeting free time in your calendar do so in increments of no more than 2 hours. If you book entire days out of your calendar when you are in the office, electronic booking doesnt work.
4. Promptly book your calendar busy when you know you wont be available, such as vacation and outside appointments.
5. Respond to the agenda in advance if you think changes will make the meeting more effective.
6. Read all pre-reads, and do any pre-work, and come prepared to each meeting. If participants are not prepared, the facilitator should move on, and if necessary, reschedule the meeting.
7. Always arrive on time. If you will be late, or can no longer attend, let the convener know as far in advance as possible.
8. As a participant, Do not try to run the meeting, allow the chair or the facilitator to do their job.
9. Give the meeting all of your energy and attention. Turn off your cell phone, Do not bring materials that arent pertinent, and Do not work on your PDA or laptop unless it pertains to the meeting.
10. Do not engage in sidebar conversations, even if someone else initiates it. If you have a relevant comment, say it to the entire group. Do not leave a meeting, and do not allow others to interrupt you during a meeting.

Work Health and Safety (WHS) Policy

Purpose

The purpose of this policy is to ensure that work is carried out safely in accordance with (Simulated Workplace)s ethical and legal obligation to provide and maintain a safe workplace. (Simulated Workplace)recognises its responsibility to provide a healthy and safe working environment for employees, contractors, clients and visitors. (Simulated Workplace)is committed to the continued wellbeing of its employees and to ensuring that all employees are safe from injury and health risks whilst undertaking work-related duties, including home-based work.

Scope

The scope of this policy covers all employees and contractors of (Simulated Workplace) Wollongong store.

Responsibility

Responsibility for the implementation of this policy rests with employees and management of (Simulated Workplace)with responsibility for providing a safe place of work.

Management at the Wollongong Store are responsible for:

1. consultation with employees regarding health and safety and changes to legislation and/or working practices which may affect the workplace
2. providing and maintaining a safe and healthy environment for work
3. providing support, training, and supervision to employees to ensure a safe and healthy workplace.
4. the provision of adequate resources for employees to meet health and safety management system targets

Individual employees are responsible for:

1. following all workplace health and safety policies and procedures
2. ensuring that they report all potential and actual risks to managers/supervisors
3. taking care to protect their own health and safety and that of their colleagues at work
4. ensuring that their own, or others health and safety is not adversely affected by the consumption of drugs or alcohol
5. encouraging others to follow healthy and safe working practices in the workplace.

Relevant legislation/standard

Work Health and Safety Act General guidelines on principles, systems and supporting techniques.

Updated/ authorized

09/2021 Tom White (Finance Manager)

Health and safety management system principles and objectives

In order to ensure a healthy and safe working environment, (Simulated Workplace)will:

1. establish a safe and healthy workplace
2. ensure compliance with all relevant legislation
3. provide written procedures and instructions for safe working practices and material safety data sheets (MSDS) where required
4. provide appropriate support, instruction, training and supervision to employees to ensure safe working practices
5. consult employees and affected persons on health and safety issues
6. set and monitor clear performance goals for prevention and lessening of illnesses and injuries in the workplace for employees, contractors and visitors (including clients and volunteers)
7. detect hazards leading to assessment and appropriate control activities for all risks in the workplace
8. commit to participation in workplace health and safety matters by all senior managers, line managers, supervisors and staff (including employee representatives)
9. access and provide appropriate information relating to working safely and the training required for organisational employees to carry out their duties in a safe manner
10. establish and commit to a health and safety management system and continual improvement including internal/external audits and systematic management review.

Evacuation procedure

If an evacuation is called:

1. On hearing the evacuation tone, follow procedures to evacuate the building.
2. Do not take personal belongings or bags as these may slow your departure from the building.
3. Follow all directions from the wardens.
4. Do not use lifts.
5. Do not run, push or overtake.
6. Follow the emergency evacuation plan and assemble at the designated area.
7. Fire Brigade personnel will declare when the building is safe for people to return, no one should return until the building is declared safe.

Evacuation wardens will:

1. Determine nature of emergency and ensure alarm has been raised.
2. Evacuate personnel via stairways from the danger area to the assembly point.
3. Direct all personnel to observe the evacuation procedure outlined above.
4. Check all areas including offices, toilets, change rooms etc.
5. Closing all doors after checking the areas above.
6. Move to assembly point.
7. Check that all personnel are accounted for.
8. Report to Chief Warden immediately if any persons are not accounted for.

Grievance Policy

(Simulated Workplace)supports the right of every employee to lodge a grievance with their manager if they believe a decision, behaviour or action affecting their employment is unfair. An employee may raise a grievance about any performance improvement action taken against them.

Where a grievance may contravene (Simulated Workplace)s equal employment and opportunity (EEO) policy or where the grievance constitutes bullying, discrimination or harassment, the grievance should be resolved in accordance with the procedures outlined in the Anti-discrimination policy.

We aim to resolve problems and grievances promptly and as close to the source as possible. When necessary, (Simulated Workplace)will escalate a grievance to the next higher level of authority for more discussion and resolution and continue escalating it to the level above until it is resolved.

Managers will do their utmost to action grievances objectively, discreetly and promptly. Be aware that grievances that are misconceived, vexatious, and lacking substance may result in disciplinary action being taken against the employee lodging the grievance.

Procedure

1. The employee should try to resolve the grievance as close to the source as possible. This can be informal and verbal. At this stage, every possible effort should be made to settle a grievance before the formal grievance process starts. If the matter still cant be resolved, the process continues and becomes formal.
2. To start the formal grievance, the complainants must fully describe their grievance in writing, with dates and locations wherever possible and how they have already tried to settle the grievance.
3. The person/s against whom the grievance/complaint is made should be given the full details of the allegation/s against them. They should have the opportunity and a reasonable time to respond in writing before the process continues.
4. A manager should have a discussion with both parties in an effort to resolve the grievance at the workplace level.
5. If the grievance still cant be resolved, refer the matter to the most senior manager for consideration and a final decision. A grievance taken to this level must be in writing from the employee.

Should the issue recur, a review may be undertaken at any stage thereafter by the most senior manager or owner. Further reviews may be held if required.