BSBTWK503 Manage Meetings

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Discuss and accomplish this section with your assessor before commencing then sign the confirmation at the end of this Agreement.

I understand that if there is any doubt of the authenticity of any piece of my assessment, I can be orally examined, and the signatory of evidence records may be contacted.

Identify the benefit of face to face and virtual meetings in relation to the categories listed below.

To be assessed for this unit of competency, you must demonstrate your skills and knowledge to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minute’s and reporting meeting outcomes.

This unit applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace. These individuals may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.

The Practical Assessments in this workbook include:

1.       Workplace Project Assessment

A series of written practical tests assessing the learner’s practical knowledge and skills underpinning of the unit of competency. This includes the learner completing workplace documents or similar as evidence of competent performance.

2.       Workplace Practical Observation

A set of assessment tasks where the learner must demonstrate practical skills relevant to the unit of competency. These skills are to be demonstrated while being observed by the assessor.

IMPORTANT!

§  All signatures/initials in your submissions, including yours, must be handwritten and dated. Submissions with signatures/initials must be scanned.

§  The supervisor/observer who completes and signs your evidence submissions must provide their real name, contact number, and email address for your assessor’s reference.

§  Should you encounter issue or concerns regarding your assessment, contact your assessor.

This assessment is divided into four tasks:

§  Task 1: Establish and Verify Meeting Requirements

§  Task 2: Develop and Distribute Meeting Agendas

§  Task 3: Conduct Meetings

§  Task 4: Meeting Follow Up Actions

This project requires you to complete the assessment tasks in a real workplace, or in an environment with conditions similar to that of a workplace in this industry.

This includes access to:

§  Organisational policies and procedures for managing meetings

§  Computers and relevant software

Each task comes with a set of instructions. You are to follow and perform these instructions while being observed by the assessor and/or submit any required documentation.

Before starting this assessment, your assessor will discuss with you these tasks, including instructions and guidance for satisfactorily completing them.

Forms and Templates

Generic forms and templates are provided in the project tasks, unless otherwise specified. These can be accessed from the following link:

BSBTWK503 Forms and Templates

If you are currently in a workplace, use similar workplace templates and forms used by your organisation to complete each assessment task. Discuss with your supervisor and your assessor first to ensure that the forms/templates you will use from your organisation cover all criteria required by each assessment task.

Review these forms and templates with your assessor before starting the task.

Identified information will be used to develop meeting agendas for Workplace Project Task 2

Use your workplace/organisation’s Meetings preparation Checklist and Policies and Procedures for meetings to complete this task or use the Meeting Preparation Checklist from Bounce Fitness site.

http://bouncefitness.precisiongroup.com.au

Username: spencercollegelearner

Password: spencer@123

You are to Develop two Meeting Preparation Checklists for each meeting to be conducted, which will be used in Task 2 and submitted as evidence for this assessment.

To complete this task, you must:

§  Obtain information that you need to identify the scope and objectives of the workplace sustainability policy you will develop. This will require you to access and research information relevant to sustainability, including:

o   Federal and/or state/territory legislation, regulation, or best practice related to conducting business meetings

o   Organisational policies and procedures for managing meetings

o   Ethical requirements in line with managing and conducting meetings

§  Establish and confirm information for each meeting with relevant individuals. These refer to individuals or groups who are directly involved with the meeting to be conducted. 

o   Meeting requirements, which must include:

·         Purpose of the meeting

·         Structure of the meeting

·         Type of meeting to conducted (state either be face to face or virtual meeting)

·         Outcome of meeting

·         Participants of meeting (state the essential conditions that must be arranged based on the type and purpose of the meeting to be conducted)

o   Organisational requirements based on relevant policies and procedures, which must include requirements for:

·         Recording meeting minutes

·         Chairing meetings

·         Completing meeting minutes

o   Legal and ethical requirements for conducting meetings

§  Submit the Meeting Preparation Checklists developed, one each for physical and virtual meeting to your assessor. Include any supplementary documents/sources used to create these, such as:

o   Organisational documents such as policies and procedures for meetings

o   Printed or online sources relevant meeting preparations

§  Submit evidence of communication/consultation with at least two relevant individuals of the organisation on their input about the meetings. Evidence must be at least one of the following:

o   Email correspondence

o   Meeting minutes

You are to Develop two Meeting Preparation Checklists for each meeting (Physical meeting and Virtual meeting) to be conducted, which will be used in Task 2 and submitted as evidence for this assessment.

Review Workplace Project Task 1 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task.
• All criteria your submission must address to satisfactorily complete this task.

Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Use your workplace/organisation’s template to complete this task or use the Meeting Minutes template provided at the Bounce Fitness site and attach it.

minutes-of-meeting-fillable-template.pdf (precisiongroup.com.au)

To complete this task, you must:

§  Brief the minute-taker on methods for completing meeting minutes as specified in the policies and procedures outlined in Workplace Project Task 1.

This must be done before conducting each meeting.

To complete this task will be assessed on your practical skills to:

§  Chair the two meetings with the participants you invited from Workplace Project Task 2.  During each meeting, you must:

o   Promote participation

o   Promotes discussion

o   Facilitates problem-solving

o   Provides resolution

o   Use appropriate style, tone, vocabulary for audience, context and purpose

o   Asks questions and listens to responses to clarify understanding

§  Implement organisational, legal and ethical requirements identified from:

o   Meeting Preparation Checklists in Workplace Project Task 1

o   Policies and Procedures for Meetings from Workplace Project Task 1.

§  Discuss the timeframe details for the following:

o   Providing meeting minutes

o   Providing outcomes of meetings

o   Follow-up documentation

§   Submit two completed meeting minutes, completed by assigned meeting minute taker – one for each business meeting conducted.

§  Submit evidence that you have briefed the meeting minute taker on requirements for completing the meeting minutes. Evidence must be at least one of the following:

o   Email correspondence

Review the following before starting this task:

• Workplace Project Task 3 – Assessor’s Checklist
• Workplace Project Task 3 – Observation Form

These forms outline the following:

• Resources you are required to access to complete the task.
• All criteria your submission must address to satisfactorily complete this task.
• All practical skills you need to demonstrate to satisfactorily complete the observation task.

You assessor will discuss these resources with you, and the criteria outlined in these forms prior to this assessment.

§  Reviewing meeting minutes for accuracy and correctness

§  Reporting meeting outcomes

§  Distribution and storage of meeting documents

You will need to access

1.       Meeting Minutes from Workplace Project Task 3 and

2.       Policies and Procedures for Meetings from Workplace Project 2.  policies-and-procedures-for-meetings-v1.1.pdf (precisiongroup.com.au)

To complete this task, you must:

§  Proofread each meeting minutes completed from Workplace Project Task 3 to check for accuracy against organisational procedures

This must be reviewed and rectified for the following:

o   Accuracy of information recorded in the Meeting Minutes to information discussed during meeting conducted in Workplace Project Task 3.

o   Use of appropriate structure, spelling, grammar and punctuation.

§  Report meeting outcomes and distribute final meeting minute copies to participants of meeting

§  Store meeting documentation based on organisational requirements. This refers to policies and procedures for filing, saving, registering, retaining documentation in storage folders that is safe, secure and accessible.

§  Submit the updated meeting minutes to your assessor.

§  Submit evidence of storing and reporting used for minutes and follow up documentation. Evidence must be at least one of the following:

o   Email correspondence

o   Electronic folders on organisation database

o   Meeting Minute Register

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• Resources you are required to access to complete the task.
• All criteria your submission must address to satisfactorily complete this task.

Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Review the template you will use to complete this task. If you are using a template from your workplace/organisation, discuss with your assessor to ensure that the template covers all requirements that apply to this task. Otherwise, use the Meeting Minutes template provided at the Bounce Fitness site.

Your assessor will review your submissions against the checklist below. This section is to be completed by your assessor.

Specify evidence submitted:

Specify evidence submitted:

Specify evidence submitted:

Specify evidence submitted:

Only if direct observation is not possible.

Specify evidence submitted:

Specify evidence submitted:

This section is to be completed by your assessor.

You have the right to appeal the outcome of your assessment.

¨ Not Yet Competent