BSBADM502 Manage meetings
Throughout your training we are committed to your learning by providing a training and assessment framework that ensures the knowledge gained through training is translated into practical on the job improvements.
You are going to be assessed for:
- Your skills and knowledge using written and observation activities that apply to your workplace.
- Your ability to apply your learning.
- Your ability to recognise common principles and actively use these on the job.
All of your assessment and training is provided as a positive learning tool. Your assessor will guide your learning and provide feedback on your responses to the assessment materials until you have been deemed competent in this unit.
The process we follow is known as competency-based assessment. This means that evidence of your current skills and knowledge will be measured against national standards of best practice, 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 your workplace, and some in the training room as required by each unit.
The assessment tasks have been designed to enable you to demonstrate the required skills and knowledge 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.
What happens if your result is ‘Not Yet Competent’ for one or more assessment tasks?
Our assessment process is designed to answer the question “has the desired learning outcome been achieved yet?” If the answer is “Not yet”, then we work with you to see how we can get there.
In the case that one or more of your assessments has been marked ‘NYC’, your trainer will provide you with the necessary feedback and guidance, in order for you to resubmit your responses.
What if you disagree on the assessment outcome?
You can appeal against a decision made in regards to your assessment. An appeal should only be made if you have been assessed as ‘Not Yet Competent’ against a specific unit and you feel you have sufficient grounds to believe that you are entitled to be assessed as competent. You must be able to adequately demonstrate that you have the skills and experience to be able to meet the requirements of units you are appealing the assessment of.
Your trainer will outline the appeals process, which is available to the student. You can request a form to make an appeal and submit it to your trainer, the course coordinator, or the administration officer. The RTO will examine the appeal and you will be advised of the outcome within 14 days. Any additional information you wish to provide may be attached to the appeal form.
What if I believe I am already competent before training?
If you believe you already have the knowledge and skills to be able to demonstrate competence in this unit, speak with your trainer, as you may be able to apply for Recognition of Prior Learning (RPL).
Assessors need to be aware of their responsibilities and carry them out appropriately. To do this they need to:
- Ensure that participants are assessed fairly based on the outcome of the language, literacy and numeracy review completed at enrolment.
- Ensure that all documentation is signed by the student, trainer, workplace supervisor and assessor when units and certificates are complete, to ensure that there is no follow-up required from an administration perspective.
- Ensure that their own qualifications are current.
- When required, request the manager or supervisor to determine that the student is ‘satisfactorily’ demonstrating the requirements for each unit. ‘Satisfactorily’ means consistently meeting the standard expected from an experienced operator.
- When required, ensure supervisors and students sign off on third party assessment forms or third party report.
- Follow the recommendations from moderation and validation meetings.
How should I format my assessments?
Your assessments should be typed in a 11 or 12 size font for ease of reading. You must include a footer on each page with the student name, unit code and date. Your assessment needs to be submitted as a hardcopy or electronic copy as requested by your trainer.
How long should my answers be?
The length of your answers will be guided by the description in each assessment, for example:
|Type of Answer||Answer Guidelines
|Short Answer||4 typed lines = 50 words, or
5 lines of handwritten text
|Long Answer||8 typed lines = 100 words, or
10 lines of handwritten text = of a foolscap page
|Brief Report||500 words = 1 page typed report, or
50 lines of handwritten text = 1foolscap handwritten pages
|Mid Report||1,000 words = 2 page typed report
100 lines of handwritten text = 3 foolscap handwritten pages
|Long Report||2,000 words = 4 page typed report
200 lines of handwritten text = 6 foolscap handwritten pages
How should I reference the sources of information I use in my assessments?
Include a reference list at the end of your work on a separate page. You should reference the sources you have used in your assessments in the Harvard Style. For example:
Website Name – Page or Document Name, Retrieved insert the date. Webpage link.
For a book: Author surname, author initial Year of publication, Title of book, Publisher, City, State
The following table shows you how to achieve a satisfactory result against the criteria for each type of assessment task.
|Assessment Method||Satisfactory Result||Non-Satisfactory Result|
|You will receive an overall result of Competent or Not Yet Competent for the unit. The assessment process is made up of a number of assessment methods. You are required to achieve a satisfactory result in each of these to be deemed competent overall. Your assessment may include the following assessment types.|
|Questions||All questions answered correctly||Incorrect answers for one or more questions|
|Answers address the question in full; referring to appropriate sources from your workbook and/or workplace||Answers do not address the question in full. Does not refer to appropriate or correct sources.|
|Third Party Report||Supervisor or manager observes work performance and confirms that you consistently meet the standards expected from an experienced operator||Could not demonstrate consistency. Could not demonstrate the ability to achieve the required standard|
|Written Activity||The assessor will mark the activity against the detailed guidelines/instructions||Does not follow guidelines/instructions|
|Attachments if requested are attached||Requested supplementary items are not attached|
|All requirements of the written activity are addressed/covered.||Response does not address the requirements in full; is missing a response for one or more areas.|
|Responses must refer to appropriate sources from your workbook and/or workplace||One or more of the requirements are answered incorrectly.
Does not refer to or utilise appropriate or correct sources of information
|Observation||All elements, criteria, knowledge and performance evidence and critical aspects of evidence, are demonstrated at the appropriate AQF level||Could not demonstrate elements, criteria, knowledge and performance evidence and/or critical aspects of evidence, at the appropriate AQF level|
|Case Study||All comprehension questions answered correctly; demonstrating an application of knowledge of the topic case study.||Lack of demonstrated comprehension of the underpinning knowledge (remove) required to complete the case study questions correctly. One or more questions are answered incorrectly.|
|Answers address the question in full; referring to appropriate sources from your workbook and/or workplace||Answers do not address the question in full; do not refer to appropriate sources.|
For this assessment you will need to perform the following tasks. These tasks will need to be completed and submitted in a professional, word processed, format. Each task must be 1000 words minimum in length.
Task 1: Action – Conduct and Chair a workplace meeting and produce;
- An agenda
- Minutes of the meeting and;
- An Action Plan for a minimum of 2 key items on the agenda
Task 2: Research – Workplace meetings are usually not bound to strict protocols associated with formal meetings and are usually more informal. Agendas and recording of the meeting outcomes is encouraged. When conducting informal workplace meetings;
- What is an “Action Plan”
- List two advantages of recording an action plan in workplace meetings
- List 3 strategies that the manager/facilitator of a workplace meeting could use to encourage participation by all team members in attendance at the meeting.
Task 3: Research – When managing/facilitating a meeting one of your roles will be to gain agreement/consensus by the group for an action. List the 5 recommended phases for reaching consensus.
Task 4: Provide one example on how you could address each of the key provisions of relevant legislation, standards and codes listed below, when you are managing meetings in the workplace:
- Anti-discrimination legislation
- Ethical principles
- Codes of practice
- Privacy laws
- Occupational health and safety
Task 5: Then you are to complete the following exercises:
- Outline meeting terminology, structures, arrangements
- Outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings
- Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams
- Identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas.
After you have completed this activity you will have to hand it in.
For this assessment you will need to perform the following observation in a workplace or simulated environment. You will need to set up a meeting and prepare, conduct and follow-up on your meeting. During your observation assessment you will need to:
- Apply conventions and procedures for formal and informal meetings including:
- Developing and distributing agendas and papers
- Identifying and inviting meeting participants
- Organising and confirming meeting arrangements
- Running the meeting and following up
- Organise, take part in and chair a meeting
- Record and store meeting documentation
- Follow organisational policies and procedures
Once you are ready you are going to need to:
- Prepare for a meeting
- Conduct a meeting
- Follow up on the meeting
While you prepare for your meeting you will be assessed on the following points:
- Your ability to develop the agenda in line with stated meeting purpose
- Your ability to ensure the style and structure of meeting are appropriate to its purpose
- Your ability to identify meeting participants and notify them
- Your ability to confirm meeting arrangements
- Your ability to despatch meeting papers to participants within designated timelines
While you conduct the meeting you will be assessed on the following points:
- Your ability to chair meetings
- Your ability to conduct meetings to ensure they are focused, time efficient and achieve the required outcomes
- Your ability to ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues
- Your ability to brief the minute-taker on the method for recording meeting notes
While you follow up on the meeting you will be assessed on the following points:
- Your ability to check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting
- Your ability to distribute and store minutes and other follow-up documentation
- Your ability to Report outcomes of meetings
The following questions may be answered verbally with your assessor or you may write down your answers. Please discuss this with your assessor before you commence. Short Answers are required which is approximately 4 typed lines = 50 words, or 5 lines of handwritten text.
Your assessor will take down dot points as a minimum if you choose to answer them verbally.
Answer the following questions either verbally with your assessor or in writing.
- Give 2 examples of Formal meetings that would be conducted under formal protocols.
- List 5 roles that the Chairperson would have in a Formal meeting
- List 3 roles of the meeting Secretary
- What does the term “Quorum” mean?
- What is the difference between an “Absence” and an “Apology” being recorded in the minutes of a formal meeting.
- What does the term ‘Through the Chair” mean?
- What does the term “Constitution” mean
- List 3 essential items that need to appear on a formal meeting agenda
- What does it mean if a “Motion” is “carried”
- List 3 methods of voting at formal meetings