1bsbadm502 Assessment (1)

BSBADM502 Manage meetings

ASSESSMENT 1 COVER SHEET Details of Assessment Term and Year

Term 3 2016

Time allowed

Assessment No

1

Assessment Weighting

100

2 Meetings Observed, supporting evidence and Written questions and answers

Assessment T!e D"e Date

#lass $oom

St"dent Name% St"dent &D No% Date% '"alifi(ation%

BSB50215 Di Di!loma of B"siness

) n i t # o de %

BSBADM502

)nit Title%

Manage meetings

Assessor*s Name Assessment +"t(ome $es"lts

Satisfa(tor

Not Satisfa(tor

Mar,s

Student Feedback: __________________________________________ ____________________ __________________________________________ __________________________________________ _______________________________ _________ __________________________________________ ____________________ __________________________________________ __________________________________________ _______________________________ _________ __________________________________________ ____________________ __________________________________________ __________________________________________ _______________________________ _________ __________________________________________ ____________________ __________________________________________ __________________________________________ _______________________________ _________ __________________________________________ ____________________ __________________________________________ __________________________________________ _______________________________ _________ __________________________________________ ____________________ __________________________________________ __________________________________________ _______________________________ _________

Student Declaration: I Declaration: I declare that this work has been completed by me honestly and with integrity and that I have been assessed in a fair and flexible manner. I understand that the Institute’s Student ssessment! "eassessment and "epeating #nits of $ompetency $ompetency %uidelines apply to these assessment tasks.

Assessor Declaration: I declare that I have conducted a fair! valid! reliable and flexible assessment with this student! and I have provided appropriate feedback.

&ame: &ame: ____________________________ ________________

Signature: ______________________________

&ame: _________________________________

'ate: ____(_____(_____ Signature: _________________________________________

Student did not attend the feedback session.

'ate: ____(_____(_____

.

BSBADM502 Assessment -ersion 1.1

/age 1 of 25

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Assessmenteiden(e gathering (onditions Each assessment component is recorded as either Satisfactory S! or "ot Satisfactory "S!# $ student can on%y achieve competence when a%% assessment components %isted under &urpose of the assessment section are Satisfactory# Satisfactory# 'our trainer wi%% give you feedbac( after the comp%etion of each assessment# $ student who is assessed as "S "ot Satisfactory! is e%igib%e for re) assessment# $eso"r(es re"ired for this Assessment •

$%% documents must be created using Microsoft Office suites i#e#, MS Word, E*ce%, &ower&oint

•

+pon comp%etion, submit the assessment printed copy t o your trainer a%ong with assessment coversheet#

•

efer the notes on e-earning to answer the tas(s $ny additiona% materia% wi%% be provided by .rainer

&nstr"(tions for St"dents &%ease read the fo%%owing instructions carefu%%y •

.his assessment is to be comp%eted according to the instructions given by your assessor#

•

Students are a%%owed to ta(e this assessment home#

•

•

•

/eedbac( on each tas( wi%% be provided to enab%e you to determine how your wor( cou%d be improved# 'ou wi%% be provided with feedbac( on your wor( within 2 wee(s of the assessment due date# Shou%d you not answer the questions correct%y, you wi%% be given feedbac( on the resu%ts and your gaps in (now%edge# 'ou 'ou wi%% be given another opportunity to demonstrate your (now%edge and s(i%%s to be deemed competent for this unit of competency# 0f you are not sure about any aspect of this assessment, p%ease as( for c%arification from your assessor# &%ease refer to the o%%ege re)assessment and re)enro%ment po%icy for more information#

)his form is to be completed by the assessor and used a final record of student competency. ll student submissions including any associated checklists *outlined below+ are to be attached to this cover sheet before placing on the students file. Student results are not to be entered onto the Student 'atabase unless all relevant paperwork is completed and attached to this form.

dministrative use only ________________



Entered onto Student Management Database

Date

Initials












Assessment












S"mission details St"dents Name St"dent &D 4ro"! Assessor*s Name Assessment Dates .he $ssessment .as( .as( is due on the date specified s pecified by your assessor# $ny variations to this arrangement must be approved in writing by your assessor# Submit this document with any required evidence attached# See specifications be%ow for detai%s#












/erforman(e oe(tie andidates are to demonstrate the s(i%%s and (now%edge necessary to prepare for a meeting in accordance with organisationa% requirements#












Assessment des(ri!tion TASK 1: For this assessment! you will be observed preparing for! conducting and following up on one meeting! with at least four participants. participants. ,hilst you may work with your assessor to discuss the meeting options! it is recommended that you implement this assessment with other units you are studying.

&E&$$.0O" 0n your preparation, you are to ensure that4 • • • • •

&urpose of meeting is c%arified and the agenda deve%oped in %ine with stated purpose .he sty%e and structure of the meeting is appropriate to the meetings purpose Meeting participants are identified and notified in accordance with organisationa% procedures Meeting arrangements are confirmed in accordance with requirements of meeting Meeting papers are dispatched to participants within designated time%ines

'ou must provide your agendas to your assessor at the time of your assessment

O"6+.0"7 Whi%st conducting your meetings, you are to ensure that4 •

• • •

Meetings are chaired in accordance with organisationa% requirements, agreed conventions for the type of meeting and %ega% and ethica% requirements Meetings are conducted to ensure they are focused and time efficient Meeting faci%itation enab%es participation, discussion, prob%em so%ving and reso%ution of issues Minute ta(er is briefed on recording meeting notes in accordance with organisationa% requirements and conventions for the type of meeting

.his wi%% be observed by your assessor during each of your meetings

/O--OW0"7 +& $fter each meeting, you are to fo%%ow up, ensuring that4 •

.ranscribed meeting notes are chec(ed to ensure they ref%ect a true and accurate record of the














#andidate% 0 dec%are that this wor( has been comp%eted comp%eted by me honest%y and with integrity and that 0 have been assessed in a fair and f%e*ib%e manner# 0 understand that the 0nstitutes Student $ssessment, eassessment and epeating +nits of ompetency 7uide%ines app%y to these assessment tas(s#

Signature4 9999999999999999999 9999999999999999999

6ate4 9999:99999:99999 9999:99999:99999

ASSSS+$*S #7#89&ST #7#89&ST :for assessor*s assessor *s "se onl; Satisfa(tor Did the (andidate% Yes

No











BSBADM502 Manage meetings Satisfa(tor Did the (andidate% Yes dvise the participants participants of: of: •

/eeting time

•

/eeting location

•

/eeting purpose

•

0articipant 0articipant expectations expectations

$onfirm attendance for each participant nsure meeting area set up appropriately

#7A&$&N4 T7 MT&N4% 1egin on time Introduce self and welcome all *especially new members+ Facilitate discussion and group interaction *encouraging diversity of views ( opinions+ 0rovide supporting environment to encourage complex discussions $ommunicate effectively with both groups and individuals as re2uired nsure participants comments and actions are non3discriminatory through effective facilitation Summaries key points as appropriate

No











BSBADM502 Manage meetings Satisfa(tor Did the (andidate% Yes #se open and approachable body language /ake direct eye contact to create direct pathway between participants and self *may be culturally inappropriate for some groups+ $ommunicate with confidence stablish a trusting environment Stay impartial nsure participants comments and actions are non3discriminatory through effective facilitation

CONFLICT RESOLUTION / NEGOTIATION SKILLS Identify participant concerns that arise and respond appropriately Identify any critical issues )alk )alk through concerns Identify options for changing behaviors /anage discussions between parties /oved parties forward through presenting of solutions and ensuring e2uitable outcomes

No











BSBADM502 Manage meetings Satisfa(tor Did the (andidate% Yes /inutes attached to checklist

#omments

$es"lt% Satisfa(tor  Not Yet Satisfa(tor

No












TASK 2: WRTTEN !"ESTONS AND ANSWERS

!uestions 1

,hat is the difference between a %eneral meeting and an nnual %eneral meeting4

)he difference between nnual general meeting and %eneral meeting is that! %/ is the meeting which is usually held by an organi5ation once a year while %eneral meeting is the meeting which can be held even more than once when need comes. )he general meetings usually make discussion of issues which are affecting the company or organi5ation and are dealt with while %/ deals with long time issues in an organi5ation













BSBADM502 Manage meetings 6. 0urp 0urpos ose e of of the the mee meeti ting ng 7. /eet /eetin ing g struc structu ture re #ro$rietar% Co&$an%

8. 9oting ting prot protoc ocol ols s . Spec Specif ific ic reso resour urce ces s ;. &eed &eeds s of par parti tici cipa pati tion on 6. 0urp 0urpos ose e of of the the mee meeti ting ng 7. /eet /eetin ing g struc structu ture re

#u'lic Co&$an%

8. 9oting ting prot protoc ocol ols s . Spec Specif ific ic reso resour urce ces s ;. &eed &eeds s of par parti tici cipa pati tion on 6. 0urp 0urpos ose e of of the the mee meeti ting ng 7. /eet /eetin ing g struc structu ture re

(isted Co&$an%

8. 9oting ting prot protoc ocol ols s . Spec Specif ific ic reso resour urce ces s ;. &eed &eeds s of par parti tici cipa pati tion on

)

In your own words! you are to explain the following terms:












A'stention

Ad+ourn&ent

A,enda

It can be described as the total number of people who are not present in a meeting.

In general ad
In a more compact way agenda can be defined as the main purpose of the meeting.

/otion can be described as the key issues which are discussed












Ta'led

.

In a more descriptive way this are the issues which are raised and have been discussed in the meeting.

,hat documentation is re2uired when organi5ing and managing a formal meeting4 1e sure to include a description of who is responsible for the documentation! and indicate any timelines re2uired for this documentation.

In general! these are the documents which are written by the secretary. In a more vivid way they contain meeting notices which notify the given members about the upcoming meeting as well as the agenda! it will imply that the meeting will have specific areas to make discussions about. )he other document is the report which is the submissions on various activities which are undertaken by the business.












)he role of a minute taker is general is channeled to the secretary who has the sole responsibility responsibility to take notes and thus anticipated to be having good listening skills as well as writing skills. )he nature of actively participating on the meetings discussions gives it a good art in making t he meeting a success. )he minute taker should make good record and accurate information of the meeting which are in discussion which will later be passed t o the members for verification.

=) International will be holding holding a meeting of of team leaders on the the first ,ednesday ,ednesday of next month. )he meeting will take place in the board room at =) =) Internationals Internat ionals head office > 688 Federal venue! ,erribee 9ictoria 8?8?. )his meeting will commence at












genda for =) =) international international meeting meeting held on Aanuary Aanuary !7?6B at the =) =) international international head offices! 688 federal avenue! ,eribee 9ictoria 8?8? in the boardroom from 6?8? to 668?. $all to order )he meeting was called to order by the chairperson and all the members present confirmed attendance. /inutes In the meeting! budgets were discussed and changes were made on the initial budget with three t hree 2uarters of the members acknowledging acknowledging the budget. Staff attendance In the verge of staff attendance! the members of the staff should be accounted for by the members which implies that the present members are to be responsible. pologies are confirmed and the meeting from the absent members are availed. Sales target )he sales target for the business were put into determination determination and all members made an agreement to set a new target.














The tasks which are are to be delegated when planning a meeting have an an inclusion of;














Cou are to read the following case study! and prepare minutes from the information provided.











BSBADM502 Manage meetings -ld Spice 0aper 0roducts speciali5es in party products such as paper plates! serviettes! paper cups as well as greeting cards and wrapping paper. )he national office for -ld Spice 0aper 0roducts is located at 6DD )ree ve! ,oodend 9ictoria! where both the administration and manufacturing operations are housed. -ld Spice 0aper 0aper 0roducts is managed managed by a board of of directors who meet meet monthly at the ,oodend site. )he members of the board are

Aack Stone *$hair+

%illian $ollins *'eputy $hair+

lbert 1rockwook

Silvia 'evola

Aanice 1ennett

Saul "ickman

Eatherine /ontigo

Aoseph 0atulio

-ld Spice 0aper 0roducts 0roducts held its last board meeting on 6; Auly at 6?:8?am. 6?:8?am. Seven on the eight members were present! with an apology from lbert lbert 1rockwood. )he minutes for Aune were received and it was pointed out that the guest speaker’s speaker’s name was "obinson! "obinson! not "obertson. )he minutes were then accepted! and no matters arose from the minutes.












Minutes for meeting hel on !" th #ul$% &'!" (t the n(tion(l o)*e of ol s+i*e +(+er +rou*ts% !,, tree A-e% .ooen i*tori( from !'01' (m2 Mem3ers +resent !2 &2 12 82 "2 :2 ;2

#(*4 #(*4 Stones Stones 5*h(ir 5*h(ir+er +erso son6 n6 Gilli(n Gilli(n Collin Collins s 5e+ut$ 5e+ut$ *h(ir+e *h(ir+erson rson66 SilSil-i( i( 7e-o 7e-ol( l( #(ni #(ni*e *e 9en 9enne nett tt S(ul S(ul Ri*4 Ri*4m( m(n n K(the K(therin rine e Monti Montigo go #ose #ose+h +h P(t P(tul ulio io

A3sent











3

'escribe in detail H points you should consider when communicating communicating with culturally diverse people

6. dopti dopting ng a flexi flexible ble attitu attitude de )he need to make this step is to have an eventual action in the need of the parties to be communicated to with ease. )he essence of having a flexible attitude is to give room to any expectation of concern which will come an inclusion of outraged or rather mild action can be expected. 7. $omm $ommun unic icat atin ing g verb verbal ally ly )here is need to have a verbal communication which reduces the chances of having a situation where the party involved are unable to comply to the nature of communication communication employed. )he actual essence is avoiding slang and other practices which will alter the original version of the language. 8. #sing #sing non3v non3verb erbal al commu communi nicat cation ion It is a vital part of communication as it comes handy with the need to supplement the verbal have an alternative explanation to facts














11

'escribe how you would would se2uence a meeting *when writing an agenda+. xplain the reasons for your comments.












/edium3si5ed participative meetings

#se of flyers to pass information would be effective as many who might be unable to have access to the main spot cane can give their contributions












)o have success in this type of meeting! one must develop the art of patience as well as a good skill of giving











Co$%ri,*t this are the laws which will protect the original inventor or the original business from being counterfeited by individuals. individuals.

1bsbadm502 Assessment (1)

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