BSBADM502 Manage meetings

25August

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Student Information
Unit Code and name	BSBADM502 Manage meetings
Assessment location and time constraints if any	The assessments are divided in 2 sectionsThe written assessments (17 questions)Project/observation task (2 parts)The written assessment can be completed in your own time and submitted within 2 weeks of completing class for the unit. Your trainer will provide you with a due date. The project/observation task needs to be completed and submitted as per the task instructions. Both parts of the project/observation task will be conducted in the classroom environment.Time has been allocated to each part of the project/ observation task.
How to submit	Type in all the responses and project in a word documentWhen you submit your assessment ensure you have either in the header or footer of each page.your name, unit code and name page number Always ensure that the question answers are numbered properly Projects: You can use the templates provided at the end of this document or create your own. For the projects ensure you write the name and number of the project For e.g.Part A: Formal meeting your meeting agendayour meeting minutes.A hard copy of the meeting notification you sent to each attendee.

Written Questions

Student Instructions:

You are to correctly answer each question below. Use your own words and make sure you reference any source materials you used.
Your assessor will give you a due date for this task.
This is an open book test – students can use their learning materials as reference.
Students need to answer all 16 questions correctly.
Students must answer the questions by writing in the space provided.
If students need more space, they can use extra paper. All additional sheets of paper must include their name and the question number/s they are answering.
Students may prefer to use their computer to type their answers. Advise students if they can email their answers as a Word file, or if they must print and submit hard copies.

What you need for this task

A computer with Microsoft Word to type your answers to each question.
Make sure your answer clearly shows which question it relates to.
Access to text book, internet and other learning material

When do you have to submit the task?

This task may be done in the student’s own time as homework or they may be given time to do this task in class (where applicable).
Provide students with the due date for this assessment so they can write it in their Student Assessment Booklet.

What you have to submit

Your typed-up answers to each question.
When you submit your assessment ensure you have your name, unit name and the page number in the header or footer of each page

Q. No	Written Questions
1	Explain the following terms to ensure meetings are within ethical and legal requirements.
Confidentiality
Duty of Care
Non-discriminatory Practices
Codes of Practice
Privacy laws
Copyright
Occupational Health & Safety
2	Provide examples of two types of legal requirements and one ethical requirement a business would need to consider when conducting meetings.
3	Explain when and how you will document the minutes for different types of meeting given below.
Informal Minutes
Action Minutes
Formal Minutes
4	Explain what you would need to include in an agenda for a meeting.
5	Explain the stages of group development below.
Forming
Storming
Norming
Performing
6	Explain the role of a Chair Person in a meeting.
7	Explain what things you need to consider when you are chairing a group for the first time.
8	Explain the following meeting terminologies.
Agenda
Casting Vote
Minutes
Motion
9	The purpose of the meeting will determine whether it will need to be highly structured, moderated with strict guidelines and protocols, or is friendly and informal. Explain the purpose of below mentioned meeting styles and structure and how they would generally be conducted.
An Annual General Meeting/ Board Meeting
A Staff Meeting
A Web conference, Videoconference, or Teleconference Meeting
A Face-to-Face Meeting
10	Resources required may vary to conduct a meeting. Explain 5 types of resources that you might use and why you would use them.
11	Some meetings are governed by the organisations constitution or in the case of shareholder meetings, by legislation. Explain what information could be included in such meetings.
12	Explain how you would check the accuracy and format of meeting minutes.
13	Explain how time management plays an important role in terms of conducting a successful meeting.
14	Explain how meeting minutes should be stored.
15	Explain how you would provide meeting outcomes to all relevant stakeholders? What would be an appropriate timeline in which to provide the stakeholders with the minutes of meeting?
16	Explain 3 different ways you could communicate with staff about meetings. For each one, explain the positives and negatives (if any) of the contact method.
17	You are planning to run a meeting that will go for the whole day. You need to organise morning tea, lunch and afternoon tea. You have a catering budget of $150. These are the items that you want to buy and how much they cost: Item $ Each Assorted packet of biscuits x 2 packets 4.95 2 litres of orange juice x 2 bottles 4.80 2 litres of lite reduced fat milk x 2 bottles 3.00 2 litres of full cream lite milk x 1 bottle 3.00 Sandwich platter 58.00 Fruit platter 35.00 Jar of coffee x 1 12.50 Box of crackers x 1 3.30 Cheese platter 16.50 Add up the items and write down the total cost below. You will find that your total is over budget. Work out what you can remove form the budget to keep it between $145–$150. Remember to make sure you still have a good range of food and drinks and the item/s you remove make sense.

Project/Observation

About this task

In this task you will need to show that you can prepare for and conduct meetings.

This task has two parts:

Part A – prepare for and chair a formal meeting, and write a short report about your experience
Part B – run an informal meeting.

Part A: Formal meeting

What you need for this task

A computer that has:
Microsoft Word installed
an Internet connection
an email program (may be Outlook, Gmail, Hotmail etc).
The Meeting Agenda Template Word file (your assessor will give you the file).
The Trucks N Cards Meetings Policy document (your assessor will give you a hard copy).
Some classmates to participate in your meeting (your assessor will divide the class into groups of four of five).

Where you will do this task

You will run your formal meeting in the classroom with your classmates. Your assessor will observe your performance and also participate in the meeting.

You can complete your short report during class time or as homework if time permits.

What you have to submit

A USB drive that has the following documents saved to it:

your meeting agenda
your meeting minutes.
A hard copy of the meeting notification you sent to each attendee.

Instructions:

A messy workplace!

You are the manager of Trucks N Cars a vehicle dealership company. Your workplace has a number of different departments and you all work together in one big building, sharing the kitchen and bathroom facilities.

There have been some housekeeping issues in the past, with so many staff in one place, but sending out an email to everyone used to work and things would be cleaned up.

Lately, with more staff on board and people being so busy, the workplace cleanliness has not been as good as it used to be.

People are leaving their handbags, workbags and jackets on desks and on the floor.

Rubbish bins are overflowing – each person has their own small rubbish bin for food, take away coffee cups and general rubbish. However, people are throwing their printed work documents and other paper rubbish into their bins and they are getting full very quickly.
The fridge sometimes smells if people have left their food in there for too long.
The dishwasher is often not run and is also not emptied when it does get run.
It is summer at the moment and some people are walking around barefoot because they are wearing slip-on shoes.
The bathroom often runs out of toilet paper and paper towel. These are stored in one of the stationery cupboards.
Dishcloths are being left in the kitchen sink.
Some people aren’t cleaning up after themselves in the kitchen – food scraps are being left in the plug hole, crumbs and food spilled on the table aren’t getting wiped away, and dishes are left in the sink when the dishwasher is either full or hasn’t been emptied.
The rubbish bin in the kitchen often smells because it isn’t emptied.
There is no doormat at the foyer and people are bringing in mud, dirt and leaves.
Coffee cups and plates are sometimes left on desks overnight or even for a couple of days.
People keep changing the temperature control of the air conditioning system and tempers are getting short – not everyone likes to be so cold!
Deliveries are often left near the reception desk and not taken care of straight away.

The Administrative Officer has been trying to do as much as they can, but they have their own work to do as well.

You have decided to call a formal meeting with the other department heads of the company. You want to:

talk about each area in the workplace and its problems (one agenda item per office area)
discuss what can be done to fix the problem (you are to talk about resolutions once you have discussed the topic)

come to an agreement for each issue.

Preparing for your meeting

Your assessor will organise you into groups – those in your group will be the attendees of your meeting.

Your assessor will play the role of a department head and will also take the minutes of your meeting.

You need to do the following before you run your meeting:

Read the Trucks N Cars Meeting Policy and familiarise yourself with how the company likes to run its meetings and how it manages its meeting documents.
Use Microsoft Word to fill out the Meeting Agenda Template. Use today’s date as the day you create your agenda. Follow the procedures to help you fill out the template.

Note: your meeting must run between 15–20 minutes at most.

Follow Trucks N Cars file management instructions to save your agenda to a USB drive using their folder structure.
Send an email each of your attendees notifying them of the meeting. Follow the procedure when you do this. Make sure your email is written in a professional manner.
Print copies of each notification email – you will need to submit these.

Running your meeting

Now it is time to run your meeting. Your assessor will have arranged for an area in which you and your group can meet.

You should review the meeting policy and remind yourself of your responsibilities as Chair of the meeting.

Your assessor will take the minutes of the meeting. You must clearly brief them about what the minute taker is required to do will give you a copy afterward.

Bring to the meeting a copy of the agenda for each attendee and yourself. Follow your agenda and make sure that all of your topics are discussed and resolutions are found.

You may like to also bring a pen and notebook to the meeting so you can take some brief notes.

Make sure you demonstrate professional, appropriate practice that meets the requirements set out by Trucks N Cars. For example:

let everyone have a chance to speak
encourage brainstorming of ideas to make the workplace cleaner, safer and healthier for all
get the group to come to an agreement on the best ideas
keep the meeting on track
role model professional and appropriate behaviour
consider how you are communicating with others – do they understand what you are saying, can they hear you, how does your body language come across?

Remember to thank your meeting attendees when you adjourn the meeting!

Reviewing the minutes

Your assessor will email you the Word file of the meeting minutes.

Your job is to review the meeting minutes and ensure that the minute taker has documented a true and accurate record of your meeting, and that Trucks N Cars procedures have been followed.

If you identify any issues with the minutes, you will need to make the appropriate changes. Use the Track Changes feature in Word or use a different font colour to show what you have done.

When you have finished reviewing your minutes and are satisfied that it accurately reflects your meeting and its outcomes, proofread the document and make sure it makes sense and is free of errors.

You must save a copy of the file to your USB drive – follow Trucks N Cars file management requirements.

Make sure that you submit your minutes to your assessor within timeframe.

Reflection

You are required to write a short report about your experiences during Part A of this task.

Your report is to be typed in Microsoft Word and be no more than 500 words. You will need to email your assessor this report.

In your report, you should write about the following:

Is there anything would improve/change for next time you have to chair a meeting? Was there anything you found challenging in your responsibilities as a chair?
What types of meeting-specific terminology did you use?
Identify the different stages your group went through during the meeting. Describe any strategies you used to guide the meeting back on track, defuse disagreements or arguments, and encourage participation and problem solving to come to a resolution.

Part B: Informal meeting

What you need for this task

Two classmates to play the role of your team members (your assessor will choose).
Your assessor, who will also play the role of a team member.
A quiet area where you can have your meeting.
A pen and notebook to take notes.

Where you will do this task

You will run your informal meeting in the classroom with your classmates. Your assessor will observe your performance and also participate in the meeting.

What you have to submit

You do not need to submit anything for this task. Instructions

A social calendar

As the manager of Trucks N Carsdealership, you like to make sure your staff are happy and work well as a team.

You have decided that you want to set up a social calendar so your team can do some fun things out of work hours to build team morale.

You have told your team that you want to meet today and get some ideas. They should be inexpensive (under $30 per person) and not too far away from your local area. You have decided that each social activity will be held on the last Friday of the month. You want to trial this for the next three months to see how it goes.

Running the meeting

You are required to run an informal meeting with two of your classmates and your assessor, who will play the role of your team members.

The purpose of this meeting is to set up a social calendar for your team. You will need to research the Internet and find two social activities that might be fun for your team to do after work. Print out copies of your suggested activities so you can distribute them at the meeting to each of your team members.

During the meeting you will need to:

Explain the purpose of the meeting
Put forth your findings and hand out your copies
Encourage your team to brainstorm a range of different ideas (try to get at least two ideas from each person)

Take note of each idea that is put forth
Take a vote of the three best ideas
Take note of the three chosen activities
Be professional and respectful at all times
Keep the meeting on track (even though you don’t have an agenda, it is important not waste time!)
Adjourn the meeting.

Note: Even though this is an informal meeting and you do not need to run to an agenda or have someone take minutes, you should still stick to your responsibilities as the Chair. Remember to use good communication strategies, such as clarifying anything that is not clear, giving your team your full attention, encouraging people to contribute and being positive and supportive of your team’s suggestions.

Notifying attendees of the outcome

You are really happy with the three activities your team has chosen. Now it is time to make sure everyone knows when each activity will be held.

Draft an informal email to your assessor that briefly details what happened at your meeting. Make sure you list each date of your social activity and what your team will be doing. Proofread your email and make sure it is free of errors and accurately reflects your discussions and outcomes, then send it to your assessor.

‘Trucks N Cars’: Meeting POLICY AND Procedures

Objective

To ensure management and staff engage in effective meetings, and records of said meetings are stored and maintained.

Overview

Meetings in the workplace can take two forms:

Formal meetings
Informal meetings.

Formal meetings will be chaired by a departmental manager.

Informal workplace meetings can and do often occur at short notice. These types of meetings will often not require (or have time) for an agenda to be prepared and disseminated. Meeting minutes do not need to be developed for informal meetings – an email from the Chair that provides a summary of the discussion and outcomes/action to be taken is sufficient.

Informal meetings do not need to be held in our conference rooms and may take place at a person’s desk, in a manager’s office or even off site (such as a during lunch or an extended coffee break).

This document provides guidance for formal workplace meetings.

Scope

This document applies to all management staff. In the event that any non-management staff wish to hold a formal meeting, they must obtain permission from their supervisor.

Agenda

It is the responsibility of the Chair to develop the meeting agenda.

The Meeting Agenda Template V1.0 must be used.

All matters requiring discussion must be added to the agenda.

Agenda items must be numbered consecutively.

Appropriate time must be scheduled for each agenda item. Ensure timeframes are provided, for example: 10.00am–10.30am.

Each item in the agenda must have a summary of what will be discussed.

Agendas must be saved in the following format: Topic of meeting_date of meeting.

For example: Marketing Meeting_11-06-2016.

Agendas must be formatted in Verdana 10 pt.

Notice to attendees

Meeting attendees must be provided with at least one week’s notice.

Attendees will receive notification of the meeting via an email message. The agenda and any supporting documentation (where relevant) will be attached to this email.

The Chair will send out the meeting notification.

Attendance

All meeting attendees must respond via email to the Chair within two days. Should leave, other business appointments or other circumstances deem it impossible for a staff member to attend, they must respond immediately and provide a short reason as to why they cannot come to the meeting.

Declined invitations will be noted in the apologies.

Venue

The venue for all meetings will depend of number of attendees. There are two meeting rooms onsite, each one has different levels of accommodation.

Conference Room A: this room can accommodate up to six people.
Conference Room B: this room can accommodate up to 18 people.

If there are six or less attendees and Conference Room A is booked, the Chair may book Conference Room B if it is free.

Conference room bookings can be checked and scheduled via the email program’s calendar system.

The Chair should ensure that the venue is safe to use prior to the meeting and address any hazards.

Chair’s responsibilities during the meeting

During the meeting, the Chair is required to:

start the meeting on time
welcome all attendees
list apologies
ensure the meeting proceeds according to the items on the agenda
maintain order and keep discussion on track
encourage all attendees to put forth their opinions and participate actively in discussion
ensure one person is not dominating the discussion or intimidating others
encourage ‘healthy debate’ where appropriate
ensure future actions are made clear to all attendees
role model respectful, professional behaviour and communication – avoid making inflammatory statements, avoid making derogatory statements (ie putting down) about other staff members and the company and its directors, demonstrate respectful and sensitive practice when communicating with or discussing others who may have different backgrounds, race, religion, abilities and so on
value the opinions of attendees and do not belittle their ideas/suggestions
attendees have the right to feel safe at all times during the meeting – any bullying or abuse from others must be dealt with immediately
inform all attendees when the minutes will be disseminated
end the meeting on time.

Minute taking

Minutes must record:

start time
attendees (including late arrivals or early departures)
outcomes of each agenda item
any motions or recommendations
end time.

The minutes, while reflecting a true and accurate record of the meeting, will not be a word-for-word transcript.

Draft and review of meeting minutes

Minutes will be documented using the Meeting Minutes Template V1.0.

Meeting minutes must be saved as: Minutes_Meetingtopic_date of meeting.

For example: Minutes_Marketing Meeting_11-06-2016.

Guidance to the minute taker

Include:

Date and time of the meeting.
Venue of meeting.
Chair
Names of the meeting attendees and those unable to attend (if all attendees are present, state ‘Nil’). Check off attendees as they arrive.
Each agenda item and a brief summary of what is discussed – take notes as discussion occurs, the minutes do not have to be a word-for-word account.
Actions taken or agreed to be taken for each agenda item – do this as soon as the resolution/outcome is agreed.

Do not:

Use people’s names or use statements such as ‘Gerda said…’
Use insulting statements or inflammatory comments.

Add your own opinions – this is a formal business document.

Minutes must be formatted in Verdana 10 pt.

Draft minutes must be submitted to the Chair for edit and approval within one week of the meeting.

The Chair must review the minutes to ensure they reflect a true and accurate record of the meeting’s discussions and outcomes.

The Chair will have two days in which approved the minutes. This document must be saved as Approved Minutes_Meetingtopic_date of meeting.

For example: Approved Minutes_Marketing Meeting_11-06-2016.

This document will be saved on the organisation’s server under the following folder structure:

Department name>Administration>Meeting minutes.

Dissemination of meeting minutes

Minutes must be disseminated to all attendees withintwo weeks of the meeting being held.

The Chair must send the Word file to all attendees via email.

Summary of timeframes

Distribution of agenda and notice of meeting 1 week prior to meeting

Attendance confirmation 2 days after notification

Draft of meeting minutes to Chair for approval 1 week after meeting is held Dissemination of meeting minutes to attendees 2 weeks after meeting is held

Minutes must be formatted in Verdana 10 pt.