BSBADM502 Manage Meetings Assessment 2 Practical Project RTO: LET Training and Consultation Services Pty Ltd Document: BSBADM502 Assessment 2 Version: 1.0 Date Effective: 15/07/2015 Review Date: 15/07/2016   Learner Instructions To demonstrate competency for this Unit of Competency, you are required to complete and submit the Learner Workbook. This workbook contains one (1) Practical Project, ALL of which must be answered in full (i.e. all component parts of EACH question must be answered). You MUST: • Answer all parts of all activity questions and tasks in the spaces provided, unless otherwise directed by or negotiated directly with your assessor; • Clearly identify which part of the question your response relates to (where applicable). • Attach required documents at the end of this workbook as specified in the activities. You will be assessed on its effectiveness and accuracy in: • Demonstrating the knowledge and understanding required by the question; • Communicating ideas and information using relevant workplace examples and industry terminology; • Presenting a logical, cohesive, correct and complete response • Answers to all questions and their component parts (i.e. 100% of all questions) must meet the stated assessment criteria to be deemed to have satisfactorily completed this assessment task. Need assistance? Please contact your trainer for learning and assessment support.   Learner Details Assessment – BSBADM502 Manage meetings Please complete the following activities and submit this workbook via your online learning account under the unit of BSBADM502 Manage meetings. Learner Name: Email address: Phone Number: Employer (If applicable): Declaration I declare that no part of this assessment has been copied from another person's work with the exception of where I have listed or referenced documents or work and that no part of this assessment has been written for me by another person. Learner's Signature: Date: Important notes: 1. You must make declaration from above to ensure that the completed assessment is your own work. 2. Assessment submitted without declaration will not forward to the assessor for marking.  Assessment 2: Practical Project Project Task 1: Prepare Meetings Performance objective In this assessment task, you will demonstrate the skills and knowledge necessary to prepare for a meeting in accordance with organisational requirements. Assessment description For this assessment you are required to plan and prepare for a meeting to be conducted for a simulated workplace, the Adept Owl Games Company. Note: The work completed for this assessment task provides the basis for completing Assessment Tasks 2 and 3. Ensure you keep an electronic and/or hard copy of this completed assessment for future use. How to complete this task 1. Read the learning module Section 1 and the Adept Owl Games Company simulated business information provided. Scenario: The Adept Owl Games Company Adept Owl is an Australian developer, publisher and distributor of dice, card and board games for all ages. 2. Identify/choose a topic for your meeting. 3. Using the information and Adept Owl organisational chart provided, identify your meeting participants and the individuals who will fill the roles of these meeting participants. 4. Determine the meeting requirements by completing the Meeting Requirements Form in Appendix 1, making sure you select a meeting style and format appropriate to your meeting's purpose and participants. As part of completing this template, ensure that you include identification and description of the following as they apply to your meeting: a. organisational requirements b. applicable conventions c. legal and ethical requirements. 5. Use the Meeting Preparation Action Plan template in Appendix 2 to detail the tasks required to make the meeting arrangements you have identified in Appendix 1 and who is responsible for completing them. Note: You will need to complete these activities in Assessment Task 2 before you can conduct your meeting. 6. Prepare the required meeting documentation, as per Adept Owl organisational requirements, using templates where required. The documentation will need to include: a. a meeting invitation to notify required participants of your meeting, including reason for chosen format b. a meeting agenda c. a meeting minutes template. 7. Prepare the required meeting papers (at least one) and select an appropriate method to distribute these to meeting participants. 8. Send meeting documentation and papers, as appropriate, to required meeting participants. 9. Submit the required documents for assessment as per the specifications below. Be sure to keep a copy for your records. Submission Checklist and Specifications You must submit a completed: 1. □ a completed Meeting Requirements Form (Appendix 1) 2. □ a completed Meeting Preparation Action Plan (Appendix 2) 3. □ a meeting invitation 4. □ a meeting agenda 5. □ a meeting minutes template 6. □ at least one meeting paper required for your meeting.   Your assessor will be looking for evidence of: • reading skills to identify and interpret information from organisational documentation • writing skills to address context, purpose and audience when creating documents and communications • numeracy skills to recognise and interpret numerical information related to timeframes and budgets • ability to recognise and respond to organisational policies and procedures and legislative requirements • ability to select the appropriate method of communication for your purpose • ability to apply formal processes when planning complex tasks and to produce plans with logically sequenced steps and an awareness of time constraints.   Appendix 1: Meeting Requirements Form Meeting Requirements Form Chairperson Department Meeting name Meeting details Date Time Location Budget Meeting format Purpose Agenda Participants Internal External Speakers Seating arrangements Video or teleconference requirements Supporting materials Pre-reading Meeting documentation Equipment requirements Hospitality requirements Catering requirements Accommodation requirements Other requirements Special needs of attendees Other organisational requirements for conducting meetings Applicable conventions for conducting meetings Legal and ethical requirements for conducting meetings Other specific requirements Appendix 2: Meeting Preparation Action Plan Meeting preparation action plan Meeting name: Meeting date: Chairperson/host: Action required By whom By when Project Task 2: Conduct, Follow up and Report on a Meeting Performance objective In this task you will demonstrate the skills and knowledge required to conduct and chair meetings, and to ensure that the desired outcomes of the meeting are achieved. You are then to demonstrate the skills and knowledge required to review the outcomes of a meeting and to facilitate the follow-up activities that occur afterwards to ensure that agreed actions are completed and discussions from the meeting are recorded and stored correctly. Assessment description This assessment task builds upon the work completed in Assessment Task 1. In this assessment you are required to conduct the meeting that you planned in Assessment Task 1 for the simulated workplace, the Adept Owl Games Company. You will review the minutes to ensure they are a true and accurate record of the discussions. You will then prepare a report for management detailing the outcomes of the meeting. Note: The work completed for this assessment task provides the basis for Assessment Task 3. You will need to retain a copy of the minutes from this assessment for use in Assessment Task 3. Ensure you keep an electronic and/or hard copy of this completed assessment for future use. How to complete this task Part A 1. Prepare to conduct your meeting. Access the action plan you developed in Assessment Task 1. Review this action plan and ensure that all tasks have been completed in preparation for the meeting you are to chair. 2. Where any tasks have not been completed, ensure these are completed before the next step. Part B 1. Conduct and chair the meeting in accordance with the meeting agenda you developed in Assessment Task 1: a. Identify a minute-taker. Provide the minute-taker with the meeting minutes template and brief them on the organisational requirements for taking meeting minutes. b. During the meeting you are required to: i. resolve at least one issue using a problem-solving technique ii. take notes as appropriate. c. Collect the minutes from the minute-taker at the conclusion of the meeting. Note: If you are isolated from other meeting participants (can be your friends, family members, or colleagues in play the role of meeting participants), the meeting part of this task can be varied to take place using Skype conferencing (or any other video conferencing tool available). 2. Ask meeting participants to each complete the Meeting Participant Evaluation Form in Appendix 3. 3. Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix 4. Part C 1. Check the minutes to make sure they are complete and accurate, as well as to ensure correct spelling, grammar and use of the template in line with organisational requirements. 2. Make corrections to the minutes as required. 3. Distribute the meeting minutes to meeting participants in line with organisational requirements, along with any follow-up documentation required by the meeting outcomes. 4. Submit the required documents for assessment as per the specifications below. Be sure to keep a copy for your records. Submission checklist and Specifications You must complete and submit: 1. □ a completed Meeting Participant Evaluation Form (Appendix 3) for each participant 2. □ a completed Minute-taker Evaluation Form (Appendix 4) 3. □ the minutes as completed by the minute-taker 4. □ the corrected minutes 5. □ a copy of the communication you sent to distribute the meeting minutes and any follow-up documentation required by the outcomes of the meeting.   Your assessor will be looking for evidence of: ● reading skills to identify and interpret information from organisational documentation, and to compare final minutes with original notes to ensure they are complete and accurate ● writing skills to: ○ address context, purpose and audience when creating documents ○ prepare and edit documents using appropriate structure and accurate spelling, grammar and punctuation ○ take notes as appropriate ● oral communication skills to use appropriate style, tone and vocabulary for audience, context and purpose when participating in meeting; listen for specific information; and to ask questions to clarify understanding ● numeracy skills to conduct meeting in line with required timeframes ● ability to recognise and respond to organisational policies and procedures and legislative requirements ● ability to cooperate with others and facilitate group interaction, discussion, problem-solving and decision-making ● ability to recognise and take responsibility for addressing problems.   Appendix 3: Meeting Participant Evaluation Form Candidate name Strongly Agree Agree Neutral Disagree Strongly 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 4: Minute-taker Evaluation Form Candidate name Strongly Agree Agree Neutral Disagree Strongly 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:    Project Task 3: Follow up Meetings Performance objective In this task you will demonstrate the knowledge and decisions you applied to plan, prepare, conduct and follow up the meeting you planned and conducted in Assessment Tasks 1 and 2. Assessment description This assessment continues from Assessment Tasks 1 and 2. You are required to write a reflection on the process you went through to plan, prepare, conduct and follow up on your meeting. How to complete this task 1. Write a written reflection on how you planned, prepared, conducted and followed up on your meeting. Your reflection should discuss the following: a. Preparing for your meeting: i. Who you invited to your meeting, why you decided they were required to attend and how you reached that conclusion. ii. The style and structure you chose for your invitation and why. iii. What conventions you decided were appropriate for your meeting; and what organisational and legislative requirements you needed to follow. iv. What budgetary considerations you made and how they affected the planning and conducting of your meeting. v. The meeting papers you chose to prepare and the distribution method you used to provide those papers to participants and why these were appropriate. vi. Your approach to developing your action plan, including how you decided who should be responsible for which tasks and timeframes for task completion. vii. The implementation of your action plan; if all required tasks were completed, if they were completed by the person responsible, if they were completed on time and, if not, what you did to make sure they were done. b. Conducting and following up your meeting: i. At least one problem that had to be solved during your meeting, the problem-solving technique you used and why, and how this technique assisted you in solving the problem. ii. Your key responsibilities as chairperson for conducting the meeting. iii. How you would assess your performance in chairing the meeting (i.e. were you an effective chairperson or are improvements needed?); how well your meeting participants worked together and what group dynamics you needed to manage. iv. The desired outcomes of your meeting, if you achieved them, and the strategies you used to facilitate the outcome. If outcomes were not achieved, or not achieved to satisfactory standards, what you could do to improve in facilitating outcomes. v. The strategies you used to review the meeting minutes to ensure the information presented a true and accurate record of the discussions that occurred during the meeting. If the minutes were a complete and accurate reflection of the discussions and what, if any, adjustments you made. vi. The method in which you distributed these meeting minutes and why; where and how they should be stored; if any follow-up documentation was required and, if so, how this documentation was or will be distributed. 2. Submit the required documents for assessment as per the specifications below. Be sure to keep a copy for your records. Submission Checklist and Specifications You must complete and submit: 1. □ A written reflection – Appendix 5 Your assessor will assess your ability to follow organisational policies and your: writing skills to: o address context, purpose and audience when creating documents o prepare and edit documents using appropriate structure and accurate spelling, grammar and punctuation • discussion of numeracy skills to plan and chair the meeting in line with required timeframes and budgets • discussion of ability to select the appropriate form, channel and mode of communication for your purpose • discussion of ability to cooperate with others and description of methods to facilitate group interaction, discussion, problem-solving and decision-making • discussion of ability to recognise and take responsibility for addressing predictable problems.   Appendix 5: Written Reflection Sheet Task 3 Written Reflection Sheet A. Prepare for your meeting: B. Conducting and follow up your meeting:   Practical Project Assessment Summary Task Assessment Outcome Assessor Comments Task 1 口 Satisfactory 口 Not Yet Satisfactory Task 2 口 Satisfactory 口 Not Yet Satisfactory Task 3 口 Satisfactory 口 Not Yet Satisfactory Assessor Name: Assessor Signature: Date: