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Diploma Digital Media Technologies

ASSESSMENT / COVER SHEET


BSBADM502 – Manage Meetings

STUDENT Name: Student no: ABS0000 _ _ _

Teacher name: Alex Shelley Due date / / 2016

Satisfactory / Not
Assessment Items for this Unit / Subject Submitted
satisfactory

1.A – Prepare an Agenda Indicate  S NS


1.B – Practical / Meeting Role Play Indicate  S NS
Indicate 
1.C – Minutes S NS
Indicate 
1.D – Written Questions S NS

Student: I declare that the work contained in this assignment is my own,


except where acknowledgement of sources is made. I authorise the ABS to test any
work submitted by me, using text comparison software, for instances of plagiarism. I
understand this will involve the ABS or its contractor copying my work and storing it
on a database to be used in future to test work submitted by others.

Note: The attachment of this statement on any electronically submitted assignments will
be deemed to have the same authority as a signed statement.

Signed by Student: Date:

Date received from student Assessment / grade Assessed by: Recorded on


eBECAS
/ / 2016
C NC (Circle) (Tick):

SECTION 1 - GENERAL INFORMATION


ASSESSMENT INSTRUCTIONS

To demonstrate competency in undertaking this unit your Trainer/Assessor will require you to perform and
demonstrate the skills required to plan, attend and chair a meeting. You will also be required to submit a set
of Minutes for the meeting and complete an “open book” test.

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


Version 1.0 Australian Business School
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The delivery of this unit is such that it recognises similar skills that you have demonstrated in the
completion of other units, with outstanding skills and knowledge supplemented through this one day
workshop delivery and assessment.

SUBMISSION OF EVIDENCE: Please ensure that you write your name on every page submitted and
that your assessor can clearly see what unit of competency the evidence is being used for. Please
keep a backup of your evidence (either electronically, or hard copies). Please maintain a register of
documents that you have given to your assessor, together with any feedback received.

Agreed due date – Your Trainer/Assessor will notify you of the due date for submission of evidence.
Please enter the dates advised on the front of this Assessment Task. It is important to keep on track with
assessments, as possibly other units may require a unit of competency to be completed as pre- or co-
learning before they can be undertaken.

A note on Plagiarism and Referencing


Plagiarism is a form of theft where the work, ideas, inventions, etc, of other people are presented as your
own. Plagiarism is avoided where

 Information, ideas, etc, quoted or paraphrased from another source, are acknowledged with
quotation marks around the relevant words/sentences or ideas, and cited at the end of your
document. This means a list of the sources of information, ideas, etc, is provided in alphabetical
order by each author’s surname (including author’s full name, name of document/ book, etc, and
year and place of publishing) such that the assessor or another reader may locate the source
information if necessary.
 Relevant details of an assessment or assignment are researched and put forward the in your own
words. Where necessary, include original information eg, from the Internet, as an attachment.

1A. Agenda

ALL STUDENTS MUST DO THIS

You are to prepare an agenda for a team meeting. It has been called to discuss what is required for the new
company website. The week before this meeting, you ask your team for suggestions of things to discuss at
this meeting. They have provided a number of suggestions, including the following:

a. New website should use a CMS but not sure what is best or easiest to use
b. Several staff need new computers
c. Ordering consumable stock from a different supplier
d. Changing the floor surface from old lino to industrial carpet
e. Have the staff Christmas Party at the café next door
f. Digital archive needs organising as our staff can’t locate images, videos or files easily on the
server
g. There is not enough parking available for the entire team
h. Re-paint the outside of the building
i. Concerns about how the company backs up it’s data
j. Install brighter but energy saving light bulbs in the meeting room

In preparing this agenda, consider:


 categorising and organising information
 assessing the suggestions for relevance to the meeting purpose
 Identify and elaborate on key agenda items and source additional information which may
assist the meeting discussion

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


Version 1.0 Australian Business School
Page 2 Date 26/12/2017 – Next Update 15/06/2016
AGENDA
[Meeting Title]

[Pick the date] [Meeting Time] [Meeting Location]

Meeting called by
[Agenda item 1 - Topic]
[Time allotted] [Presenter]
[Agenda item 2 - Topic]
[Time allotted] [Presenter]
[Agenda item 3 - Topic]
[Time allotted] [Presenter]
Meeting Close:

1B. Meeting Role Play

The meeting is underway and there is one member of your team (A) believes we should build a static
website using internal employees, but another team member (B) suggests we should outsource the web
design to an external company and use Wordpress.

In a group of three (unless otherwise directed by the teacher), each person should take on one of the
following roles:
 Chairperson – Controlling the discussion
 Member A – Wants to build static website internally
 Member B – Wants to outsource web design and have a CMS

Collectively, plan and deliver (observed by your teacher) a discussion where this issue is being debated
and decided upon. It should go for no more than 10 minutes. Each individual playing member A or B must
produce a document that assists their point of view and is to be tabled during the exchange at the meeting.
The type of document is to be researched and determined by the role player who may need to explain why
that document was useful to their argument, after the role-play is complete. You will be marked on:

 Apply conventions and procedures for formal and informal meetings


 Using communication skills to participate in a meeting
 Time management to ensure the meeting runs to schedule
 Culturally appropriate behaviour
 The conventions of running and participating in a meeting
 Participating in interpersonal exchanges and to interact with others
 Listening to people and encouraging feedback

1C. Meeting Minutes

From your notes taken at the meeting, complete the minutes. If you have a format that you use at
your own work you may substitute that for the template below.

[Meeting Title]

[Pick the date] [Meeting Time] [Meeting Location]

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


Version 1.0 Australian Business School
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Meeting called by
Type of meeting
Facilitator
Note taker
Timekeeper
Attendees

[Agenda Topic]

[Time allotted] [Presenter]


Discussion

Conclusions

Action Items Person Responsible Deadline

[Agenda Topic]

[Time allotted] [Presenter]


Discussion

Conclusions

Action Items Person Responsible Deadline

[Agenda Topic]
[Time allotted] [Presenter]
Discussion

Conclusions

Action Items Person Responsible Deadline

MEETING CLOSED:

1D. Written Questions

Q1 Name the 5 basic elements for the recommended structure of most types of meetings.

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


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Q2 Meetings come in all shapes and sizes, and for lots of purposes. Name 8 of these.

Q3 When determining who should attend, name 2 things you should consider

Q4 Name 3 strategies could you use to maximise attendance at meetings that you organise?

Q5 Formal agendas for board meetings and committees will normally have an established fixed
format, which applies for every meeting. This type of formal agenda normally begins with 3 steps.
Name these.

Q6 Name 2 advantages if you as the Chairperson are seen to be taking the notes at a meeting

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


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Q7 Name 5 potential agenda item headings.

Q8 (a) When should you write up the minutes of a meeting?

(b) Ideally, who should give you approval to distribute the minutes?

Q9 Briefly explain the following in one concise sentence

 Agenda

 Attendee

 Minutes

 Chairperson

 Main Motion

 Lay on the Table

 Suspend the Rules

Q10 Sometimes a face-to-face meeting is not practical. Name 2 alternative methods of holding a meeting.

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Assessment Feedback

Assessor Feedback (Mandatory)

Student has satisfactorily demonstrated the following:

SKILLS YES / NO COMMENTS


Communication skills including:
 Take part in and chair a meeting to ensure they
are focused, time efficient
 Ensure meeting facilitation enables participation,
discussion, problem-solving & resolution of issues
 Report outcomes of meetings as required
 Participates in discussion using appropriate style, tone
and vocabulary for audience, context and purpose
 Listens for specific information during meetings
 Asks questions and listens to responses to clarify
understanding
 Selects the appropriate mode of communication for a
specific purpose relevant to own role
 Cooperates with others as part of familiar activities,
playing an active role in facilitating group interaction
Literacy skills to:
 Identifies and interprets information from complex texts
including legislation, organisational policies and
procedures
 Compares final output with original notes to check for
accuracy identify and elaborate on key agenda items
and source additional information
 Apply conventions and procedures for formal and
informal meetings

Other comments:

Student comments (Optional)

Student has received feedback and has been given an opportunity to respond.
Signed by Assessor: Date:

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


Version 1.0 Australian Business School
Page 7 Date 26/12/2017 – Next Update 15/06/2016
Destruction Date (24 months after final assessment)

Assessment BSBADM502 Manage Meetings ABS-ASS-151215


Version 1.0 Australian Business School
Page 8 Date 26/12/2017 – Next Update 15/06/2016

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