Assessment Information Welcome to your Student Assessment Workbook for BSBADM502 Manage Meetings. This Student Assessment Workbook is where you will write all your answers for the knowledge questions...

Assessment Information
Welcome to your Student Assessment Workbook for BSBADM502Manage Meetings.
This Student Assessment Workbook is where you will write all your answers for the knowledge questions and simulation tasks. Please refer to the Student Assessment Guide for more information.
This assessment has the following two events:
    Assessment Event 1 – Knowledge Questions
    There are six questions that will provide us with evidence of your general knowledge of the concepts ofmeeting formats, legislation and communication techniques.
    
    Assessment Event 2 – Simulation: My Career Unlimited
    You will complete a number of tasks that will provide us with evidence of your skills with organising and chairing two meetings. These tasks will be based on your role as aProject Officer and the challenges that students experience in their study.
To complete the Simulation, you will need to refer to the following resource:
    Meeting Policy and Procedures
    A policy and procedures document that specifies the procedures for planning and running and documenting meetings.
    
    
Please note that your responses for both assessment events can (where appropriate) use dot point format. See below for an example of a dot point response and a full sentence response.
    Dot point format
    Presentation Plan includes the following:
· outcomes
· needs of the audience
· context.
    
    
    Full sentence format
    When you are preparing for a Presentation, there area number of tasks that must be carried out. These are; listing the outcomes that you want to achieve, followed by the identification of the needs of your audience. When you have completed these two tasks, you then check on the room you will be conducting the simulation in etc.
Performance required
· complete all of the questions and tasks listed in the Student Assessment Workbook
· meet all the requirements listed in this Student Assessment Guide
· your responses to the questions and tasks must be relevant, accurate and specific
· submit your completed Student Assessment Workbook to your Assessor within the set timeframes
· your work must be in your own words
· where you use an external source of information, you must provide citation.
Please be aware that your Assessor is here to provide you with the necessary support throughout the assessment process. If you have questions, then contact them for guidance.
Assessment Event 1 – KnowledgeQuestions
The information contained in this assessment eventlists the questions that you will need to develop a written response. These questions are theoretical and provide evidence of your understanding of the legislation, basic communication for cultural diversity and key components of meeting structure.
Note you must answer these questions in your own words. Remember, you must get a satisfactory result with each question to be deemed satisfactory for the whole of Assessment Event 1.
Question 1
Describe five terms used in meetings.
Write your response here:
Agenda
    This shows the plan of a meeting and list of items that has discussed in the same order.
Amendment
    The modification of motion was proposed that is not in conflict with general thrust. If the amendment is adopted then it becomes the part of the original motion.
Apologies
This is a formal announcement of helplessness to be present at a meeting.
Minutes
    This is formal records of the meeting that are written and the copies were circulated to all the members who were attending and to the peoples who not able to attend. This also formally confirmed of the next meeting as being a true record.
Point of for
    This is a formal complaint to the chief or higher official person at the meeting that a speaker being irrelevant, violating orders, unduly repetitive etc.
Question 2
Describe three structures with meetings.
Write your response here:
A structure in meeting important as it depends on the nature of the meeting and level of meeting i.e. it is formal meeting or informal meeting.
Structure in meeting,
· Explain the purpose or aim of the meeting session
· facilitate the meeting session
· Discuss the ideas
· Seek consensus on the best of action
The purpose or aim of the meeting session has to introduced by the chairperson. A welcome speech like about the topic of the discussion is addressed by the chairperson and they will ask about the ideas and actions to taken.
Facilitate the meeting session by addressing and providing brief about the session. Meeting requirements were explained to all with refreshments.
Discussion about the give ideas or action for the events was discussed among the members and teams. Get possible results from all and records the details.
Once the ideas were got by the teams then it is taken for agreement to continue further. If the member not agreed with the consensus then they will conduct a voting whether to take them or not.
Question 3
Describe four arrangements often used for meetings.
Write your response here:
Four arrangements used in meeting
· Time
· Estimated duration
· Venue
· Number of participants
· Catering
· Agenda
Time
This has the meeting conducting time and what time the meeting will be at and when to start.
Estimated duration
This show the exact duration of time that a meeting should held.
Venue
The venue details where a meeting should held.
Number of participants
This shows how many members were expected to attend the meeting that held by chairperson order.
Catering
Drinks, foods or refreshments needed for the meeting.
Agenda
This shows the full meeting details and what is discussed at the meeting.

Question 4
Describe three responsibilities for the chairperson.
Write your response here:
A chairperson is considered as a presiding officer to all the members in an organization including committees, board of directors, advocates, legislative body and parliamentary bodies. They were elected by the board peoples to serve terms. They were considered as a high official or a president of the organization.
Responsibilities for a chairperson
· Leadership
· Conducting meeting
· Organization management and staff support
Leadership
A chairperson should have a leadership quality by conducting committee and meeting and acts as a president. A chairperson will moderate the business of the organization to make sure that all the parties were heard fairly and equally.
Conducting meeting
They have a set a structure about meeting from meeting called order to final minutes records about the end of meeting.
Meeting is called to order
Roll is called for the meeting, a chairperson will decide if the quorum for performing business is present
Set agenda and each section of the agenda in the meeting is introduced.
Under the chairperson moderating the discussion is held
A proposed plan of action should be prepared
Aims to agree by all members on a plan of action
If the members no reach for agreement then chairperson will conduct a vote
They have to recognize the discussion and decide and record the details formally
All the above steps were repeated for each agenda
The meeting is called to end (Adjourn, delay, postpone, etc) by chairperson approval
The chairperson will approve the minutes of the meeting.
Organization management and staff support
A chairperson runs an organization with all committee and board members and by their united decision and they will take the decisions by united decision making body. He/ she have an authority to enforce to use some appropriate procedures and policies and if it is needed then he can ask to use new technology. The powers of the chairperson is differ from different field organization and they were assigned to work or power assigned to them in favour of their business.
Some powers assigned to them is like recruiting staffs, making financial decisions, making recommendations to the board of directors, report submission, sometimes act as a facilitator for the organization.
The chairperson will report the minutes to the higher officials inside organization like CEO or president. They were considered as the direct line of command in the organization and in-charge of enforcing policies.
Question 5
Describe three group dynamics, in the table below, that could occur in meetings and with each dynamic provide a technique on how it could be managed by the chairperson:
Write your response into the table:
    Group dynamic
    Technique to manage
    Conformity
    Develop an environment were a people want to work and can succeed.
Nurture the team culture where the people classically behave in some ways that gives the positive impact on the wellbeing and the success of them and one another in the organization. This should shows the value of a culture where a person feels free to share their ideas, thinking, challenges on one another and contribute to the success of the organization.
    Group polarization
    Understand and educate the team members for the success about the power of diversity. The desired objectives of the business success is achieved through the diverse team effect by understand and educate the teams members on the team. Appreciate the team members when worked in collaboration with their colleagues, particularly when a person bring a different view or solution to the workfor the better result of the success in an organization.
    Obedience to authority
    Clearly communicative to the core value and behaviour that are expected from the teams members. Ensure the appropriate focus on the behaviour that enables the success to all team members. Like this an individual objectives is also consider for the success but the committing people on team with all these individual works together will achieve the organization objective soon.
Question 6
In the table below, provide an explanation to each of the meeting options:
Write your response into the table:
    Options For Meetings
    Explanation
    1. face to face meeting
    Face to face meeting is something when you meet the person in personal. This helps them to analysis the person by their behaviour. This allows reading the body language of the person and how they behave with others in the room. A non-verbal communication is considered far better than the words that are being said and being able to see this on live and personal. This allows to find them how easily they engage with other peoples and how the person listening and observing to the interviewer.
    2. Teleconferencing
    This is considered to be more effective for sharing the information. This used to make possible for communication with more of people with team members. Teleconference is considering more efficient than the written communication and allows having a listeners and provides chance to response, provide suggestion and seek clarification if needed. Internet teleconferencing like video conferencing, web conferencing, AR conferencing and internet phone calling conferencing.
    3. web conferencing
    This allows real time sharing of information on computer screen, single application or web based content on more computers or on mobile device. This supports voice and video conference. This allows a team to arrange meeting with other team member to share, clarify and suggest their opinion to other anywhere. This allows them to check the behaviour and confident each and other members in team.
    4. web cams
    This comes under teleconferencing that allows seeing other person in video conference from anywhere. Webcams is considered as the cheaper conference method than other that provides a face-to-face communication through computer screen. Webcams can be used in home and office as simple as phone calls.
Assessment Event 2 – My Career Unlimited Simulation
In this simulation,you will prepare and chair two meetings as part of your activities in developing strategies to support students in their studies. The first meeting will be to have an informal discussion about the issues impacting on students in their course of studies. The second meeting will be formal to develop a set of strategies to assist students in their course of study. Both meetings are observed by the assessor.
In this simulation, you will perform the following actions:
· brief Minute Taker at the start of the meeting
· conduct meetings to ensure that they are focused, time efficient and achieve the required outcomes
· ensure your meeting facilitation enables participation, discussion, problem solving and auctioning of items in the meetings.
Task 1: Prepare for Meetings
In this task, you will demonstrate your preparation skills in planning for two meetings. The first meeting is informal and prepares you for the formal meeting.
1.1 Identify the type of meetings being organised and their purpose
Insert your response here:
Type of meeting can be differing from different organization. For example, if a student meeting there will a regular features that are in calendar of the institution while a manufacturing there will be meeting with different teams with different views.
Two types of meeting formal and informal meeting.
Purpose of the formal meeting
Formal meeting is a pre-planned meeting and the purpose of formal meeting is to discuss the pre-determined ideas and address their aim and make the discuss about then to decide the decision related the ideas. Formal meeting is conducted when discussing the requirement of some other company. To promote their company transparency and accountability. This meeting permits to have a proper discussion and solution that are taken for the issues.
Purpose of informal meeting
The purpose of the informal meeting is to discuss about the issues that are discussed on a formal meeting which does not have a place in formal meeting. During this informal meeting one can feel free to express their ideas to their team member that could not be done in formal meeting. This provides a great degree of flexibility and spontaneity.
Policy and procedure
Every person who are participating in the meeting should follow the procedures and policies enclosed by the government and organizational operational practices and ensure that should meet all the process. This is followed to enforce all the member to achieve the ethical practices in both oeganization and government legislation.
1.2 Develop a plan for conducting meetings
Insert your responses into the Meeting Plan template below:
    Actions
    Costs
    When Will It Be Done
    Outcomes Planned
    Stress management
    $1000
    Dec 9, 2019
    In process
    Time management challenges
    $500
    Dec 14, 2019
    In process
    Financial hardships
    $500
    Dec 14, 2019
    In process
    Accommodation issue
    $500
    Dec 17, 2019
    In process
    Group Dynamic issues
    $500
    Dec 17, 2019
    In process
    
    
    
    
    
    
    
    
1.3 Develop agendas for the meetings
Attach your agendas below:
Agenda for formal and informal meeting
    AGENDA
    Called by:
    Mr Oliver, Dean
    Attendees:
    Mr John, facilitator
Mr Charles, secretary.
Miss Greta, people leader.
Mr James, department head.
Mr Oliver, Dean.
Miss Emily, 1st year student counsellor.
Mrs Sophia James, 1st year department head.
Mr Williams, student counsellor
    Time:
    10.00 AM
    Date:
    Dec 6, 2019
    Duration:
    3 hours
    Location:
    My Career Unlimited office conference room
    Purpose:
    Students welfare meet to solve students issue
    Apologies:
    Mr Agatha Kay, student officer
    Minutes of previous meeting:
    Motion to accept last meeting by Mr Oliver, Dean and succussed by James department head
    Business arising from the previous minutes:
    Same issues suggested by all department staff
    Next meeting:
    The meeting was adjournment at 3.00 pm by Oliver. The next meeting for the discussion will be held at Dec 20, 2019 in same conference room.
    Open discussion of the Meeting
    Motion to accept meeting by Mr Oliver, Dean and succussed by student counsellor Williams
    Time
    Business
    Presenter
    10.00 AM
    Address issues and introduction
    Mr Oliver, Dean
    10.15 AM
    Stress With Assessments
    Miss Emily, 1st year student counsellor.
    10.40 AM
    Time Management Challenges
    Mr James, department head.
    11.00 AM
    Group Dynamic Issues That May Impact On Their Studies
    Mrs Sophia James, 1st year department head.
    11.45 AM
    Financial Hardship
    Miss Greta, people leader.
    12.15 PM
    Accommodation Issues
    Mr John, facilitator
    12.45 PM
    Suggestion from all
    All
    
    
    
    Time
    General Business
    Presenter
    
    
    
    
    
    
    Time
    Other Business
    Presenter
    
    
    
    
    
    
1.4 Notify meeting participants.
Insert your emails and attachments here:
To     All the members of My Career Unlimited
From My Career Unlimited- managing director
Subject Notification about Meeting announcement
Meeting notification for the participants
Dear All,
This mail is to notify that a formal meeting for the student’s welfare has been scheduled on [6.12.2019] to discuss about student personal and academic issues. We shall meet at the office conference hall on 10:00 am. The list of peoples mentioned was requested to attend the meeting.
Mr John, facilitator
Mr Charles, secretary.
Miss Greta, people leader.
Mr James, department head.
Mr Oliver, Dean.
Miss Emily, 1st year student counsellor.
Mrs Sophia James, 1st year department head.
Mr Williams, student counsellor
Mr Agatha kay, student officer
Please make sure to be present on time.
With regards,
Dean office
My Career Unlimited.
1.5 Confirm meeting arrangements.
Insert your emails here:
To     All the members of My Career Unlimited
From My Career Unlimited- managing director
Subject Meeting announcement
Meeting announcement
Dear All,
Please be informed that a formal meeting has been scheduled on [6.12.2019] to discuss about student personal and academic issues. We shall meet at the office conference hall on 10:00 am. The list of peoples mentioned was requested to attend the meeting.
Mr John, facilitator.
Mr Charles, secretary.
Miss Greta, people leader.
Mr James, department head.
Mr Oliver, Dean.
Miss Emily, 1st year student counsellor.
Mrs Sophia James, 1st year department head.
Mr Agatha kay, student officer
Also we will be joined by Mr Williams from the student counsellor.
The following points will be discussed:
1. students personal and academic issues
2. supportive measures during course
3. managing issues
4. strategy and approaches used to help
Please, feel free inform me is anything additional can be added to the about discussing list. Any suggestion and questions...