1 BSBADM502 Student Assessment v1.1

BSBADM502 Manage meetings
BSB50215 Diploma of Business
Record of Assessment Outcome

Student name: Student ID:
Summary of evidence gathering techniques used for this assessment:
O Questioning O Role play/ Scenario O Project

The evidence presented is:
O Valid O Sufficient O Authentic O Current

Unit result: Competent O Not Competent O
The student has been provided with feedback and informed of the assessment result and the reason for the
decision.
Assessor name: Date assessed:
Assessor signature:
RTO contact info@scei.edu.au
Student declaration on feedback:

I have been provided with feedback on the evidence I have provided. I have been informed of the assessment
result and the reason for the decision.
Student name: Date:
Student signature:
Student Assessment
BSBADM502 – Student Assessment 1

Version 1.0 – September 2015
Southern Cross Education Institute
Reasonable Adjustment
Was reasonable adjustment applied to any of the assessment tasks? (please tick) Yes O No O
If yes, tick which assessment task(s) it was applied to.
O Questioning O Role play/ Scenario O Project

Provide a description of the adjustment applied and why it was applied.
Name of assessor: Assessor signature:

Name of student: Student signature:
Student Declaration
Plagiarism constitutes extremely serious academic misconduct and severe penalties are associated with it. By
signing below, you are declaring that the attached work is entirely your own (or where submitted to meet the
requirements of an approved group assessment, is the work of the group).
I certify that
 I have read and understood the Southern Cross Education Institute’s PP77 Assessment and submission
policy and procedures.
 This assessment is all my own work, and no part of this assessment has been copied from another person.
 I have not allowed my work to be copied by another person.
 I have a copy of this work and will be able to reproduce within 24 hours if requested.
I give my consent for Southern Cross Education Institute to examine my work electronically by relevant plagiarism
software programs.
Student signature: .......................................................... Date: ......../........../................

Assessment Outcome Summary and Feedback
Assessment Task 1 – Questioning
Date
Submission No. Result Assessor Name Assessor Signature
Assessed
O First submission OS O NS
O Re-submission 1 O S O NS
S = Satisfactory NS = Not Satisfactory
Feedback to the Student:
Assessment Task 2 – Role play / Scenario

Date
Assessed

Assessment Task 3 – Project
Date
Assessed

Student Instructions
This unit describes the performance outcomes, skills and knowledge required to manage a range of meetings
including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting
meeting outcomes.
To achieve competency the following assessment tasks must be successfully completed in the time allocated with
the essential resources. Your trainer/assessor will give you the due date to submit the assessments and provide
you with feedback after assessing your work.
Refer to the table below for the summary of assessment tasks for this unit:
Assessment Task Assessment Type Notes
Number
1 Questioning To be completed by the due date provided by the
trainer/assessor
2 Role Play/Scenario The role play is to be completed in class. The written
requirements are to be completed by the due date
provided by the trainer/assessor
3 Project To be completed by the due date provided by the
trainer/assessor
1. Students will be given the student assessment at the beginning of the unit
2. Students may need to spend some hours outside the class hours without supervision to complete the
assessments
3. All assessment tasks must be satisfactory to achieve competency in the unit
4. All the units of competency must be deemed competent to complete the qualification and obtain a certificate
5. The assessment requirement for this unit are presented clearly in the Unit of Competency located at
https://training.gov.au/Training/Details/BSBADM502
6. In the Student assessment, you must be able to:
o Answer all questions
o Complete all assessment tasks within the required timeframe
o Complete all assessments tasks to a satisfactory standard
7. The following resources are required for this assessment:
o access to reference material in regard to meeting venues, catering, transport suppliers
o access to names and contacts for meeting participants
o access to office supplies and equipment
o access to computers and relevant software

Reasonable adjustment
For information on reasonable adjustment please refer to the student handbook located at:
http://scei.edu.au/?page_id=45
Record of assessment outcome

After all of the assessment evidence has been gathered from the assessment tasks for this unit/cluster of units of
competency the Record of Assessment stating your result will be completed.
Information for the Student

If you do not understand any part of the unit or the assessments you are required to undertake, please talk with
your trainer/assessor. It is important that you understand all of the aspects of the learning and assessment process
that you will be undertaking. This will make it easier for you to learn and be successful in your studies.

Assessment Task 1 – Questioning
Instructions for  You are required to answer all questions in Assessment Task 1 – Questioning
completion  Responses to the questions must be typed (not hand written)
 Use of correct grammar and spelling is required to demonstrate foundational
skills
 Use of APA referencing must be used where original sources other than your own
have been used – to avoid plagiarism
 Write your name, student ID, the assessment task and the name of the unit of
competency on each piece of paper you attach to this assessment document
 Submit to your trainer/assessor by the due date
Due Date The trainer/assessor will provide a date and time for this assessment
The due date is _____________________________
1. List four (4) different ways a meeting may be conducted (ie. via web cam) and describe their benefits.
2. List five (5) different types of meetings and describe their purpose.
3. Describe the role of a chair person, including why it is necessary to appoint a person to chair a meeting.
4. Why does the chairperson need to understand group dynamics when chairing a meeting?
5. How can active participation in meetings be encouraged?
6. Why is an agenda necessary when conducting a meeting?
7. Why are minutes necessary and what information should be included?
8. How does briefing the minute taker prior to the meeting improve efficiency?
9. Why is it important to check minutes, distribute them and make any necessary reports as soon as possible
after the meeting?
10. What confidentiality issues might impact on the information discussed in meetings?
11. List two (2) relevant organisational policies and procedures that you may need to be aware of when
managing a meeting.
12. Why is it important to have diversity in teams and amongst employees? Why do you need to be aware of
culturally appropriate techniques when communicating with people from diverse backgrounds and with
diverse abilities?

Assessment Task 2 – Role Play/Scenario
Instructions for  Read the role play/scenario outlined below and follow the assessment
completion instructions
 The role play will be conducted in class at a time scheduled by the trainer
 The written parts of this assessment must be completed and submitted to the
trainer/assessor for marking by the due date
 Assessment requirements must be typed (not hand written)
skills
competency on each piece of paper you submit for assessment
DUE DATE  The trainer/assessor will inform you of the due date
The due date for this task is _____________________________
PART ONE
Read the following role play/scenario and complete the instructions and assessment tasks
You are required to gather in groups of three or four. Within your group, you are required to take turns managing
a meeting.
You are working for a medium sized furniture manufacturer based in regional Victoria. A recent audit has found
that the organisation is not compliant with a number of government legislations. The four (4) members of the
meeting will include the CEO (Chairperson of the meeting), Human Resources (HR) Manager, Marketing Manager
(and Finance Manager if you have a group of four). This meeting has been scheduled to discuss the relevant
legislation and regulations from the Australian government that affects aspects of the business operations. They
are:
 Anti-discrimination legislation
 Ethical principles
 Codes of practice
 Privacy laws
 Copyright
 Occupational health and safety (OHS) legislation, (or WHS in all other states outside Victoria)
Each student in the group should choose a different topic from the above list.
Each student will take turns chairing the meeting with the topic that they have chosen.
Each meeting should take at least 10 minutes and be concluded within 15 minutes.
You can discuss and make up any areas of non-compliance but you must research prior to meeting and use the
correct legislation and information affecting a medium sized furniture manufacturer in Australia e.g. use of forklifts
(OHS), employment policies (anti-discrimination legislation), etc.

In each meeting, all students must play different roles e.g. CEO (Chairperson of the meeting), Human Resources
(HR) Manager, Marketing Manager (and Finance Manager). Also, each student must take turns in taking the
minutes of the meeting.
You will be required to provide feedback on the other students in your team when they play the role of Chairperson
and minute taker.
To make this meeting as realistic as possible, you can create topics where participant discussion, problem solving
and resolution of issues can occur. Ensure that you develop the agenda for the meeting and email to participants
(other students in your group and the trainer/assessor) as well as the assessor at least 48 hours prior to the
scheduled meeting.
Prior to the meeting you are required to brief the other students in your team on their roles at the meeting e.g.
Human Resources (HR) Manager, Marketing Manager and Finance Manager and minute taker.
This is an individual assessment and you will all be assessed on your ability to prepare for meetings, conduct
meetings and follow up meetings.
What to submit for assessment

 A prepared agenda prior to the meeting (Appendix 1)
 A copy of the email sent to participants and the trainer/assessor with the meeting details and agenda
 A copy of the minutes of the meeting (Appendix 2)
 An copy of the email sent to participants and the trainer/assessor with the meeting minutes (within 24 hours
of the meeting)
 A feedback form for each of the members of your team when it is their turn to be Chairperson and minute taker
(Appendices 3 and 4)
PART TWO
You are required to reflect on the meeting you chaired in the PART ONE and write a report (500 words +/- 10%)
explaining how you:
1. Chaired the meeting in accordance with organisational requirements
2. Conducted the meeting to ensure they were focused, time efficient and achieved outcomes
3. Ensured meeting allowed for participant discussion, problem solving and resolution of issues
 Describe a problem that had to be solved during your meeting?
 Which problem solving technique did you use and why?
 How did this technique assist you to solve the problem?
 Describe the process you adopted to assist you in making decisions during the meeting.
 What did you find challenging about the decision making process you used?
4. Briefed the minute taker on how you want the minutes of the meeting recorded.
What to submit for assessment

 Report reflecting the above mentioned questions
 Template as a way to provide details of your experience in reviewing, distributing and storing the meeting
minutes (Appendix 5)

Assessment Task 3 – Project
Instructions for  Read this project assessment task, complete all the requirements and submit to
completion the trainer/assessor by the due date
 You are to work in a group of two or three
 Assessment tasks must be typed (not hand written)
skills
competency on each piece of paper you submit for assessment
Due Date  The trainer/assessor inform you of the due date
The due date for this task is _____________________________
Project Detail
ABC Company conducts their annual business planning meeting on Tuesday, 24 November commencing at
9.30am and finishing at 4.30pm.
This meeting is generally conducted at some external venue in Melbourne.
They are expecting 10 participants in the meeting. Two of the participants are coming from interstate (Sydney
and Adelaide), whilst one participant will participate via teleconference from Perth.
The ABC Company meeting policy states that the annual business planning meeting starts with a CEO
presentation followed by discussion on agenda items in the pre-lunch session of the meeting. The CEO will show
a PowerPoint and talk on the achievements of the year and future strategic direction of the company.
Lunch will be catered for by the external venue.
The post lunch session is usually a presentation from a guest speaker. In this year’s meeting, the guest speaker is
from the USA and is expected to show a video and talk on innovative products for two hours followed by
discussion.
In the afternoon, participants will divide into groups to develop ideas and consider their strategic needs for the
upcoming year.
You are working as a Senior Administrative Officer and have been requested to organise the meeting in a
professional manner, to organise the venue, catering, technical and accommodation requirements.
The participants are from diverse cultural backgrounds and have different dietary requirements that include
vegetarian, halal and gluten free. These requirements need to be considered when planning for this meeting.

You need to:
1. Write out a meeting plan to ensure that all the preparations for the meeting will be correctly organised.
(Appendix 6)
2. Develop an invitation to notify participants of the meeting. Use this invitation to notify participants (your
group members) of the meeting
3. Prepare required meeting papers. You must identify at least one meeting paper required for the meeting.
4. Write a reflection explaining the following (Appendix 7):
o Identify meeting participants and detail the reason/s they should attend the meeting
o Identify the format of the meeting and explain why you have chosen this format
o Venue selection and why this venue was chosen
o The format of your invitation and why you chose this format
o When and how would you distribute the agenda?
o Describe the meeting papers you were required to prepare and the distribution method you used
to provide those papers to participants. Why did you choose the distribution method that you
used?
o Describe your approach to delegating activities and managing the completion of those tasks.
Were all activities completed by the person to whom you delegated the task to and on time? Did
you achieve the goals of your action plan?
5. Describe the organisational requirements, conventions and any legal and ethical requirements that are
applicable to your meeting (Appendix 8)

Appendix 1 – Meeting Agenda template
Meeting Title ________________________________________
Logistics
Date
Time
Attendees
Guest Speakers
Please Bring/Read
Teleconference details
Meeting purpose
Agenda
Time Agenda Item Presenter
am/pm Welcome
am/pm Recap and Close
Next Meeting Details
Date: Location: Time:

Appendix 2 – Meeting Minutes Template
Meeting Title:______________________________________________________
Date: Meeting Time: Meeting Location:

Meeting called by
Type of meeting
Facilitator
Note taker
Timekeeper
Attendees Names Signature
Agenda Topic
Time Allotted: Presenter:

Discussion
Conclusions
Action Items Person Responsible Deadline
Agenda Topic
Time Allotted: Presenter:

Discussion
Conclusions
Action Items Action Items Action Items
Agenda Topic
Time Allotted: Time Allotted:
Discussion Discussion
Conclusions
Action Items Action Items Action Items

Appendix 3 - Feedback Template (Minute taker to complete)
Student name:
Strongly Strongly
Agree Neutral Disagree
Agree Disagree
The chairperson clearly explained the meeting purpose
and the expected outcomes.
I was provided with a list of the attendees and their
roles prior to the meeting.
I was provided a copy of a minute template to use to
record the meeting discussions.
The chairperson explained any organisational
requirements/conventions for recording the meeting
minutes.
The chairperson explained the required method for
recording meeting notes and their expectations with
regards to the level of detail of information recorded.
I was provided with examples of previous minutes to
assist me with understanding what was required.
It was clear to me what was expected.
General feedback regarding the information you were provided regarding taking minutes for the meeting.

Appendix 4 - Feedback Template (Participant to complete)
Student name:
Strongly Strongly
Agree Neutral Disagree
Agree Disagree
The meeting started on time.
The meeting purpose was clear.
The chairperson kept discussions focused on achieving
the purpose of the meeting.
The chairperson maintained control of the meeting
throughout the duration.
The chairperson ensured all participants were involved
in discussions.
The chairperson facilitated the problem solving activity
to resolve any issues.
The chairperson facilitated decision making to ensure
required decisions were made.
The meeting followed the agenda.
The desired outcome for the meeting was achieved.
The meeting concluded on time.
General feedback regarding the way in which the meeting was conducted.

Appendix 5 – Follow up meeting template
Review meeting minutes

What strategies did you use to review the meeting minutes to ensure the information presented a true and
accurate record of the discussions that occurred during the meeting?
Detail the outcomes of your review regarding the accuracy of the information, spelling and grammar and the
correct use of the template.
Area Review summary
Accuracy of information
Spelling and grammar
Correct use of template

Distributing meeting minutes
Describe how you will distribute these meeting minutes and why you have chosen this method.
Storing meeting minutes

Describe how you will store these meeting minutes and why you have chosen this method.

Appendix 6 – Meeting Plan template
Meeting Plan
Chairperson: Department:
Meeting name:
Meeting Details
Date: Start and finish time:
Location (internal): Budget:
Venue name:
Location (external): Room:
Address:
Meeting Format
Purpose
Agenda
Local Interstate
Participants (names and location if
interstate)
Guest speakers
Secretary or minute taker
Seating arrangements
Video or teleconference
requirements
Hospitality requirements
Catering requirements (refreshments,

lunch, dinner, dietary requirements)
Accommodation arrangements
(interstate/international participants)

Supporting materials
Stationery requirements
Pre-reading
Meeting documentation
(agenda, papers)
Equipment requirements (e.g.

PPT, video, laptops)
Procedures for processing,
checking and distributing
agenda, papers and minutes
Post meeting documentation
(e.g. minutes, thank you)
Other requirements
Special needs of attendees
Other specific requirements
Actions
Actions Required By Whom By When

Appendix 7 – Reflection
Meeting Participants
Participant name/positions Reason for participation
Venue Selection
Where would you conduct the meeting and why?

Meeting format
In what format will the meeting be held? Why did you select this format?
Invitation
What format did you use for your invitation and why did you choose this format?
Agenda
When and how would you distribute the agenda?

Meeting papers
Describe the meeting papers you were required to prepare and the distribution method you used to
provide those papers to participants. Why did you choose the distribution method that you used?
Delegation
Describe your approach to delegating activities and managing the completion of those tasks. Were all
activities completed by the person to whom you delegated the task to and on time? Did you achieve the
goals of your action plan?

Appendix 8 – Organisational, legal and ethical requirements
Describe the organisational requirements, conventions and legal and ethical requirements that are applicable to
your meeting.
Organisational requirements
Conventions
Legal requirements
Ethical requirements


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BSBADM502 Manage meetings

BSB50215 Diploma of Business

Record of Assessment Outcome

Summary of evidence gathering techniques used for this assessment:

O Questioning O Role play/ Scenario O Project

O Valid O Sufficient O Authentic O Current

Assessor name: Date assessed:

RTO contact info@scei.edu.au

Student declaration on feedback:

Student name: Date:

BSBADM502 – Student Assessment 1

If yes, tick which assessment task(s) it was applied to.

O Questioning O Role play/ Scenario O Project

Name of assessor: Assessor signature:

Student signature: .......................................................... Date: ......../........../................

BSBADM502 – Student Assessment 2

Assessment Task 1 – Questioning

Assessment Task 2 – Role play / Scenario

BSBADM502 – Student Assessment 3

BSBADM502 – Student Assessment 4

BSBADM502 – Student Assessment 5

Record of assessment outcome

Information for the Student

BSBADM502 – Student Assessment 6

The due date is _____________________________

BSBADM502 – Student Assessment 7

The due date for this task is _____________________________

BSBADM502 – Student Assessment 8

What to submit for assessment

What to submit for assessment

BSBADM502 – Student Assessment 9

The due date for this task is _____________________________

This meeting is generally conducted at some external venue in Melbourne.

Lunch will be catered for by the external venue.

BSBADM502 – Student Assessment 10

BSBADM502 – Student Assessment 11

Meeting Title ________________________________________

am/pm Recap and Close

Next Meeting Details

Date: Location: Time:

BSBADM502 – Student Assessment 12

Date: Meeting Time: Meeting Location:

Time Allotted: Presenter:

Action Items Person Responsible Deadline

Time Allotted: Presenter:

Action Items Action Items Action Items

Time Allotted: Time Allotted:

Action Items Action Items Action Items

BSBADM502 – Student Assessment 13

BSBADM502 – Student Assessment 14

BSBADM502 – Student Assessment 15

Review meeting minutes

Area Review summary

Spelling and grammar

Correct use of template

BSBADM502 – Student Assessment 16

Storing meeting minutes

BSBADM502 – Student Assessment 17

Secretary or minute taker

Catering requirements (refreshments,

BSBADM502 – Student Assessment 18

Equipment requirements (e.g.

Other specific requirements