| The purpose of assessment is to determine competency in:
● BSBADM502 Manage meetings. |
| Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work, and include access to:
● reference material in regard to meeting venues and technology, catering and transport suppliers ● organisational policies and procedures for managing meetings ● office supplies and equipment ● computers and relevant software ● case studies and, where possible, real situations. |
| This unit applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.
The characteristics of the candidates may include: ● people from non-English-speaking backgrounds ● people with little or no work experience ● individuals with some work experience. |
| Element | Through review of the unit of competency, the following evidence has been identified as appropriate for this unit |
| Prepare for meetings | ● develop agenda in line with stated meeting purpose
● ensure style and structure of meeting are appropriate to its purpose ● identify meeting participants and notify them in accordance with organisational procedures ● confirm meeting arrangements in accordance with requirements of meeting ● despatch meeting papers to participants within designated timelines |
| Conduct meetings | ● chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements
● conduct meetings to ensure they are focused, time efficient and achieve the required outcomes ● ensure meeting facilitation enables participation, discussion, problem‑solving and resolution of issues ● brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting |
| Follow up meetings | ● check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions
● distribute and store minutes and other follow‑up documentation within designated timelines, and according to organisational requirements ● report outcomes of meetings as required, within designated timelines |
| Dimension | Requires participant to: |
| Task | ● identify meeting requirements, prepare an action plan and make meeting arrangements
● prepare an agenda ● develop and send invitations and meeting papers ● conduct meeting ● review meeting minutes ● store meeting minutes ● report on meeting outcomes. |
| Task management | ● ensure compliance with organisational policies and procedures, applicable conventions and legal and ethical requirements
● organise and prioritise planning tasks ● delegate meeting preparation tasks and minute-taking responsibilities ● facilitate the resolution of issues ● facilitate group decision-making. |
| Contingency management | ● prepare strategies for managing meeting to keep to time, agenda and to facilitate constructive and professional discussions to achieve planned outcomes. |
| Job role/environment | ● apply organisational policies and procedures, conventions and legal and ethical requirements
● communicate with others ● use organisational systems and technology to record meeting minutes. |
| Methods of assessment | Through consultation with industry, the following assessment methods have been deemed appropriate for this unit. |
| Project work | Assessment Task 1: Candidates are required to prepare for a meeting to be conducted using a simulated business scenario.
Assessment Task 2: Candidates are required to conduct and chair the meeting they planned in Assessment Task 1. They are to review the meeting minutes to ensure they are a true and accurate record, making corrections as required, and then distribute and store these minutes in line with organisational requirements. Candidates are required to prepare a brief report detailing the outcomes of the meeting for management. Assessment Task 3: Candidates are to write a reflection on the processes they followed and decisions made when planning their meeting. |
| Written report | Assessment Task 2: Candidates are required to prepare a brief report detailing the outcomes of the meeting for management.
Assessment Task 3: Candidates are to write a reflection on the processes they followed and decisions made when planning their meeting. |
| Role-play | Assessment Task 2: Candidates are required to conduct and chair a meeting for a simulated business scenario. |
| Performance evidence |
| Evidence of the ability to:
1. Apply conventions and procedures for formal and informal meetings including: a. developing and distributing agendas and papers b. identifying and inviting meeting participants c. organising and confirming meeting arrangements d. running the meeting and following up. 2. Organise, take part in and chair a meeting. 3. Record and store meeting documentation. 4. Follow organisational policies and procedures. Note: If a specific volume or frequency is not stated, then evidence must be provided at least once. |
| Knowledge evidence |
| To complete the unit requirements safely and effectively, the individual must:
1. Outline meeting terminology, structures, and arrangements. 2. Outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings. 3. Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams. 4. Identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas. |
| Assessment Task | Description | Assessment number |
Assessment method/s | Elements/ PCs* |
Performance evidence** |
Knowledge evidence*** |
| Plan and prepare for a meeting | Candidates are required to plan and prepare for a meeting to be conducted using a simulated business scenario. | 1 | Project work | 1.1, 1.2, 1.3, 1.4, 1.5, 2.1 | 1, 2, 3, 4 | 1, 2, 3, 4 |
| Conduct, follow up and report on a meeting | Candidates are required to conduct the meeting they planned in Assessment Task 1, follow up on the meeting and write a brief report to management on the meeting outcomes. | 2 | Project work
Role-play Written report |
2.1, 2.2, 2.3, 2.4, 3.1, 3.2, 3.3 | 1, 2, 3, 4 | 1 |
| Written reflection | Candidates are required to write a self-reflection on the process they went through to plan, prepare, conduct and follow up on their meeting. | 3 | Written report | 1.2, 2.2, 2.3, 3.1, 3.2, 3.3 | 1, 3, 4 | 1, 2, 3, 4 |
* Elements and Performance Criteria are numbered using the Unit of Competency numbering system.
** Obtain number from previous table ‘Performance Evidence’
*** Obtain number from previous table ‘Knowledge Evidence’
| Unit code and title: BSBADM502 Manage meetings | Candidate name: |
| Unit requirements | Outcomes and Performance Indicators | Summary Outcome | |||||
| Assessment Task 1 | Assessment Task 2 | Assessment Task 3 | |||||
| Performance indicator | S/ NYS | Performance indicator | S/ NYS | Performance indicator | S/ NYS | S/ NYS |
|
| Element 1: Prepare for meetings | |||||||
| 1.1 Develop agenda in line with stated meeting purpose | Candidate develops a meeting agenda using template required by simulated business. | ||||||
| 1.2 Ensure style and structure of meeting are appropriate to its purpose | Candidate chooses a meeting format that is appropriate for the purpose and goals of the meeting and notes choice in invitation. | Candidate describes in reflection how they determined their meeting style and structure. | |||||
| 1.3 Identify meeting participants and notify them in accordance with organisational procedures | Candidate uses an appropriate format to the send meeting invitations to participants. | ||||||
| 1.4 Confirm meeting arrangements in accordance with requirements of meeting | Candidate completes Meeting Requirements Form to identify all required elements of the meeting arrangements. | ||||||
| 1.5 Despatch meeting papers to participants within designated timelines | Candidate develops Meeting Preparation Action Plan and assigns and completes tasks as per required timelines. | ||||||
| Element 2: Conduct meetings | |||||||
| 2.1 Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements | Candidate identifies conventions, organisational and legal requirements for conducting their meeting. | Candidate conducts meeting in line with conventions, organisational and legal requirements. | |||||
| 2.2 Conduct meetings to ensure they are focused, time efficient and achieve outcomes | Candidate chairs meeting ensuring it follows agenda and provides evaluation forms from participants and minute-taker to confirm. | Candidate describes in reflection methods used to focus discussion, achieve outcomes and keep to time during meeting. | |||||
| 2.3 Ensure meeting facilitation enables participation, discussion, problem solving and resolution of issues | Candidate chairs meeting ensuring it follows agenda and provides evaluation forms from participants and minute-taker, as well as reflection, to confirm. | Candidate describes in reflection methods used to facilitate discussion, problem-solve and resolve issues during meeting. | |||||
| 2.4 Brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting | Candidate explains requirements to minute taker prior to conducting meeting and provides evaluation form from minute taker to confirm. | ||||||
| Element 3: Follow up meetings | |||||||
| 3.1 Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting | Candidate checks meeting minutes for accuracy and makes corrections as required. | Candidate describes in reflection approach used to check minutes were complete and accurate record of meeting. | |||||
| 3.2 Distribute and store minutes and other follow-up documentation within designated timelines | Candidate distributes and explains storage of meeting minutes and any follow-up documentation in line with organisational requirements. | Candidate describes in reflection required distribution and storage methods for minutes and follow-up documentation. | |||||
| 3.3 Report outcomes of meetings as required, within designated timelines | Candidate distributes meeting minutes and any follow-up documentation as required by meeting outcomes in line with organisational requirements. | Candidate describes in reflection the distribution and storage of minutes and any follow-up documentation in line with organisational requirements. | |||||
| Foundation Skills | |||||||
| Reading:
● Identifies and interprets information from complex texts including legislation, organisational policies and procedures |
Candidate plans and organises meeting in accordance with simulated business policies, procedures and using required documentation. | Candidate identifies organisational and legislative and ethical requirements for conducting meetings. Candidate checks meeting minutes against meeting agenda and organisational requirements for accuracy and compliance. | |||||
| ● Compares final output with original notes to check for accuracy | Candidate checks minutes and compares against meeting agenda and own notes for accuracy. | ||||||
| Writing:
● Addresses the context, purpose and audience when generating a range of texts |
Candidate writes invitation with audience and simulated business requirements in mind. | Candidate writes report to management on meeting outcomes with purpose, audience and simulated business requirements in mind. | Candidate writes reflection for assessor on their meeting project with purpose, audience and simulated business requirements in mind. | ||||
| ● Prepares complex texts from notes using appropriate structure, and accurate spelling, grammar and punctuation | Candidate checks meeting minutes for accuracy against own notes in comparison with meeting agenda and makes corrections as required. Candidate checks and corrects spelling, grammar and punctuation as required. | Candidate writes reflection for assessor on their meeting project with purpose, audience and simulated business requirements in mind, based on variety of meeting documentation and own notes. | |||||
| ● Records notes of meeting proceedings according to organisational requirements | Candidate prepares Meeting Minutes Template as per simulated business requirements. | Candidate selects and briefs meeting minute-taker and provides them with copy of meeting minutes template.
Candidate checks meeting minutes are complete, accurate and adhere to simulated business requirements. |
|||||
| ● Edits and corrects own work to ensure accuracy | Candidate checks and edits meeting minutes to ensure minutes are complete and accurate. | Candidate describes in reflection process used to check meeting minutes and corrections required. | |||||
| Oral communication:
● Participates in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose |
Candidate chairs meeting using communication skills in a manner appropriate to simulated business requirements for meetings. | ||||||
| ● Listens for specific information during meetings | Candidate facilitates input in discussion from all participants during meeting. | ||||||
| ● Asks questions and listens to responses to clarify understanding | Candidate facilitates input in discussion from all participants during meeting. | ||||||
| Numeracy:
● Recognises and interprets numerical information related to timeframes and budgets |
Candidate prepares meeting agenda, allocating time segments to items and identifies budgetary requirements in meeting requirements form. | Candidate chairs meeting and keeps participants to scheduled time allowances run meeting to time. | Candidate describes in reflection any budgetary or time requirements for planning and conducting their meeting. | ||||
| Navigate the world of work:
● Recognises and responds to both explicit and implicit organisational procedures and protocols and legislative/ regulatory requirements |
Candidate plans and organises meeting in line with conventions, organisational, legislative and ethical requirements. | Candidate conducts meeting in line with conventions, organisational, legislative and ethical requirements as per those identified in task 1. |
|||||
| Interact with others:
● Selects the appropriate form, channel and mode of communication for a specific purpose relevant to own role |
Candidate selects appropriate form of distribution to provide meeting papers to participants. | Candidate describes in reflection approach to selecting appropriate mode of communication for sending invites and meeting documentation. | |||||
| ● Cooperates with others as part of familiar activities, playing an active role in facilitating group interaction | Candidate facilitates group discussion in chairing meeting; encourages input in discussion from all meeting participants. | Candidate describes in reflection how they facilitated group discussion participation. | |||||
| Get the work done:
● Applies formal processes when planning complex tasks, producing plans with logically sequenced steps, reflecting an awareness of time constraints |
Candidate develops action plan for arranging and preparing for meeting. | Candidate describes approaches used for planning, preparing and conducting their meeting in reflection. | |||||
| ● Recognises and takes responsibility for addressing predictable problems in familiar work contexts | Candidate solves problems related to agenda outcomes and meeting participation when chairing meeting. | Candidate describes problem-solving techniques used in their meeting in reflection. | |||||
| Performance Evidence | |||||||
| 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. |
Candidate prepares invitations, agenda and meeting papers and identifies meeting arrangements in line with action plan and simulated business requirements. | Candidate conducts meeting in line with conventions, organisational, legal and ethical requirements. | Candidate describes in reflection the process, conventions and required procedures for planning, preparing, conducting and following up their meeting. | ||||
| Organise, take part in and chair a meeting. | Candidate plans and organises meeting. | Candidate chairs and participates in meeting. | |||||
| Record and store meeting documentation. | Candidate prepares Meeting Minutes Agenda and Meeting Minutes Template. | Candidate selects and briefs meeting minute-taker and provides them with copy of Meeting Minutes Template.
Candidate identifies appropriate storage and distribution of meeting documentation as per simulated business requirements. |
Candidate describes appropriate storage and distribution of meeting documentation in reflection. | ||||
| Follow organisational policies and procedures. | Candidate plans and organises meeting in accordance with simulated business policies, procedures and using required documentation. | Candidate follows simulated business policies and procedures when chairing meeting.
Candidate identifies appropriate storage and distribution of meeting documentation as per simulated business requirements. |
Candidate describes appropriate storage and distribution of meeting documentation in reflection. | ||||
| Knowledge Evidence | |||||||
| Outline meeting terminology, structures, and arrangements. | Candidate develops Meeting Agenda and Meeting Minutes Template, and Meeting Requirements form and Meeting Preparation Action Plan to prepare for meeting. | Candidate opens meeting with outline of meeting purpose, agenda and desired outcomes. | Candidate describes meeting purpose, agenda and desired outcomes in reflection. | ||||
| Outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings. | Candidate identifies in agenda self as chair and allocates presentation responsibilities and duration for agenda items between self and participants. | Candidate describes own responsibilities as chair and group dynamics of participants in reflection. | |||||
| Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams. | Candidate notes reasons for chosen format in meeting invitation. | Candidate explains options and choice of meeting format in reflection. | |||||
| Identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas. | Candidate plans and organises meeting in accordance with simulated business policies, procedures and using required documentation. | Candidate identifies simulated business requirements, conventions and protocols for conducting and recording proceedings from meetings in reflection. | |||||
| Other requirements | |||||
| Pre-requisite unit/s (Confirm from student records) |
Unit code and title: | C/NYC | |||
| Competency outcome (Competent only if all competency requirements have been demonstrated) |
C/NYC | Assessor’s signature
Date: |
Candidate’s signature
Date: |
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| Additional notes: | |||||
| To be judged competent in this unit the participant will be required to demonstrate all indicators which are shown in the Marking Guide. |
| Developer’s Name | Phone No. | ||
| Project Manager’s Name | Phone No. |
| Name | Title | Date | Outcomes |
| Michelle Walker | Administration Assistant | 10 March 2010 | Provided feedback regarding assessments and learning activities which has been incorporated into the materials. |
Nil.
| Assessment Task | Learning Activities | Student Workbook |
| Prepare meetings | ● Identifying meeting requirements
● Meeting agenda ● Meeting formats ● Make meeting arrangements ● Organisational procedures ● Notifying participants ● Delegation ● Action planning. |
Section 1 |
| Conduct meetings | ● Chairing meetings
● Meeting set up ● Opening the meeting ● Controlling the meeting ● Summarising discussions ● Achieving meeting goals ● Problem-solving ● Problem-solving techniques ● Recording meeting minutes. |
Section 2 |
| Follow up meetings | ● Checking for accuracy
● Checking the format ● Storing meeting minutes ● Reporting meeting outcomes. |
Section 3 |
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