Manage Meetings BSBTWK503 Assessment

Assessment Task 1: Knowledge questions

Information for students

Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:

• review the advice to students regarding answering knowledge questions in Student User Guide
• comply with the due date for assessment which your assessor will provide
• adhere with SCSB’s submission guidelines
• answer all questions completely and correctly
• submit work, which is original and, where necessary, properly referenced.
• 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 Student User Guide. Refer to the appendix for information on:

• where this task should be completed

Required

• Access to textbooks/other learning materials
• Computer and Microsoft Office
• Access to the internet

Questions

Provide answers to all of the questions below:

1. Complete the table by providing an explanation of each of the following meeting terminology:
   Agenda
   Chair
   Quorum
   Proxy
   Minutes
   Motion
   Actions
   Apologies
2. Outline a meeting structure for a formal meeting.
3. Outline a meeting structure for an informal meeting.
4. Outline at least three key arrangements that need to be made for a meeting.
5. Outline two responsibilities of a chairperson prior to a meeting.
6. Outline three important aspects of a chairperson’s job during a meeting.
7. Explain why it is important for a chairperson to monitor the participation of all those involved in a meeting.

1. In relation to group dynamics answer the following questions:
   1. Explain how, in the role of a chairperson, you would manage someone who is dominating the meeting.
   2. Explain how, in the role of a chairperson, you would manage someone who is too shy to contribute to a meeting.
   3. Explain how, in the role of a chairperson, you would manage two people having a private conversation within a meeting.
2. Explain group dynamics, including how these are important in relation to conducting meetings.
3. As a chairperson, you need to be aware of the different roles that may be present during a meeting. Provide a definition for each role listed below.

1. Describe two ways of conducting meetings.
2. Describe three advantages of face-to-face meetings and give an example of a workplace situation where this type of meeting may be used.
3. Describe three advantages of virtual meetings and give an example of a workplace situation where this type of meeting may be used.
4. Describe the use of webcams for meetings, including a brief description of how to use video conferencing software and common features.
5. List three different applications you can use to communicate with someone using web conferencing.
6. Explain the purpose of an agenda and identify five items that should be included in an agenda.
7. Explain the purpose of meeting minutes and list five items that should be included in meeting minutes.
8. Explain the difference between informal meeting minutes and formal meeting minutes.
9. Access the Corporations Act 2001 from the Internet and identify the information from the Act that relates to notices of meetings. Now answer the following questions:
   1. To whom must a notice of meeting be provided?
   2. How must the notice of the meeting be provided? Indicate at least two ways.
10. Identify two organisational policies and procedures relevant to conducting meetings. For each one, explain why it would be important to follow.

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 Student User Guide
• comply with the due date for assessment which your assessor will provide
• adhere with SCSB’s submission guidelines.
• answer all questions completely and correctly
• submit work, which is original and, where necessary, properly referenced.
• 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 Student User Guide. Refer to the appendix for information on:

• where this task should be completed
• how your assessment should be submitted.

Required

• Access to textbooks/other learning materials
• Computer and Microsoft Office
• Access to the internet

Deliver

• Manage a meeting on two different occasions (Role play)