Manage meetings

Manage meetings BSBTWK503

 

 

 

Manage meetings BSBTWK 503

 

 

Assessment

Task 3

Student Declaration

To be filled out and submitted with assessment responses

◻   I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)

◻   I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me

◻   I have correctly referenced all resources and reference texts throughout these assessment tasks.

◻   I have read and understood the assessment requirements for this unit

◻   I understand the rights to re-assessment

◻   I understand the right to appeal the decisions made in the assessment

Management meetings are a big deal. They bring your company’s leaders together to solve all kinds of problems.

 

 

Unit Title

Unit Code

Student name
Student ID number
Student signatureDate
Task Number

 

——OFFICE USE ONLY—–

For Trainer and Assessor to complete:

 

◻   Student requested reasonable adjustment for the assessment

 

 

 

Marking Sheet

 

Completed successfully

 

Did the student satisfactorily:

CommentsYNDNS
The student has satisfactorily completed and submitted the following:

 

·         Observation checklist in Task 3.1

·         Screenshot or picture of draft meeting-minutes x 2 in Task 3.1

·         Finalised meeting minutes x 2 in Task 3.1

·         Email to attendees x 2 in Task 3.2A

·         Email to CEO x 2 in Task 3.2B

·         Screenshot of folders with saved agenda and minutes in Task 3.2C

 

 

 

Demonstrated ability to:

·         Chair meetings according to organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements

·         Promote participation, discussion, problem solving and resolution of issues

·         Brief minute-taker on method for recording meeting notes

·         Review meeting minutes and edit, as required

 

This is evidenced by:

·         Observation checklist in Task 3.1

·         Screenshot or picture of draft meeting-minutes x 2 in Task 3.1

·         Finalised meeting minutes x 2 in Task 3.1

 

 

Demonstrated ability to:

·         Distribute and store minutes and other follow-up documentation within designated timelines, and according to organisational requirements

 

This is evidenced by:

·         Email to attendees x 2 in Task 3.2A

·         Screenshot of folders with saved agenda and minutes in Task 3.2C

 

 

Demonstrated ability to:

·         Report outcomes of meetings, as required, within designated timelines

 

This is evidenced by:

·         Email to CEO x 2 in Task 3.2B

 

 

When collaborating with the group (Task 3.1), the student has actively participated in group work with a substantial contribution that can be assessed individually for all this task’s requirements. 

 

 

Task Outcome:                 Satisfactory  Not Yet Satisfactory

 

Student Name:

 

Assessor Name:

 

Assessor Signature:

 

Date:

 

 

 

 

Table of Content

 

Student Declaration. 2

Task 3 – Conduct and follow-up meetings. 6

Task 3.1 Conduct meetings. 8

Task 3.2 Follow-up meetings. 13

 

 

Task 3 – Conduct and follow-up meetings

 

Task summary and instructions

 

What is this assessment task about?This Task builds on Task 2.

 

Adept Owl is an Australian developer, publisher and distributor of dice, card and board games for all ages.

 

You are required to conduct and follow-up on two meetings as instructed and following relevant organisational policy and procedures.

 

To complete this task, please refer to Appendix 1 – Scenario in Task 2, which includes relevant policies and procedures.

 

Please note that the performance evidence for this unit of competency requires you to provide evidence of the ability to manage a meeting on at least two occasions. This assessment has been designed to meet that requirement.

 

 

This task comprises of the following assessment methods:

o   Product-based

o   Direct observation of Role-Play

o   Case Study

o   Other (specify)

 

It has been designed to evaluate your ability to/competency in:

 

·         Chair meetings according to organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements

·         Promote participation, discussion, problem solving and resolution of issues

·         Brief minute-taker on method for recording meeting notes

·         Review meeting minutes and edit, as required

·         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

 

You are required to address the following:

·         Task 3.1 Conduct meetings:

  • Conduct meeting 1 (Role-Play)
  • Conduct meeting 2 (Role-Play)

·         Task 3.2 Follow up meetings:

  • Conduct follow-up meeting activities as instructed

 

Note: the meeting minutes have been modified from their original format in Appendix 1 (Task 2) for the purpose of this assessment.

 

Although the assessment requires group collaboration (Task 3.1) to simulate a work environment, the assessment submission is individual, and it will be marked as such.

What do I need to do to complete this task satisfactorily?·         submit the completed assessment tasks, according to instructions,

·         complete the tasks with sufficient detail and present them in a professional manner,

·         use your own words and reference sources appropriately,

·         meet the word count where required,

·         use the scenario provided,

·         use the templates provided where required,

·         for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria,

·         if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.

 

SpecificationsYou must deliver/participate in:

 

·         Conduct meeting 1 in week 4 of class

·         Conduct meeting 2 in week 4 of class

 

You must submit to GOALS

 

·         Observation checklist

·         Screenshot or picture of draft meeting-minutes x 2

·         Finalised meeting minutes x 2

·         Email to attendees x 2

·         Email to CEO x 2

·         Screenshot of folders with saved agenda and minutes

Resources and equipment •        Computer with Internet access

•        Access to Microsoft Office suites or similar software

•        Learning material

•        Scenario for assessment as provided

•        Appendices as provided

•        Relevant policies and procedures as provided

•        Templates as provided

 

Re-submission opportunitiesYou will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. Management meetings are a big deal. They bring your company’s leaders together to solve all kinds of problems.

 

 

 

 

Complete the following activities:

 

This assessment task builds on the work completed in Task 2.

You will conduct and follow up on the two meetings you planned for in Task 2.

 

Task 3.1 Conduct meetings

 

Schedule a time with the trainer and assessor in week 4 of class to conduct the two meetings (Role-Play).

For the purpose of the assessment, the meetings will have a duration of 15-20 minutes each, and a group of classmates will play the role of the participants in simulated work conditions.

It is recommended you ask one of the participants (classmate) to be the minute taker and take the minutes using the approved template (Template 1 ).

The trainer and assessor will evaluate your performance during the two Role-Plays.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the two Role-Plays.

Before the meetings

  • Prepare to chair the meeting
  • Prepopulate the Meeting Minutes Template (Template 1) as needed for both meetings
  • Print or provide a soft copy of the meeting minutes template to the minute taker (writing the meeting minutes on blank paper or digitally is also acceptable)

During the meetings

  • Brief the minute-taker on the method for recording notes following organisational requirements and conventions
  • Greet the attendees and explain the purpose and the structure of the meeting
  • Chair the meeting following organisational policy and procedures
  • Facilitate the discussion
  • Ensure that the meeting is focused, time-efficient and that it achieves the required outcomes (all items discussed)
  • Encourage active participation from the attendees
  • Facilitate problem-solving, discussion of ideas and resolution of issues in a professional manner
  • Prepare to provide one example of an issue solved during the meeting
  • Listen for information, ideas, and concerns during the meeting
  • Use a style, tone and vocabulary appropriate to the audience
  • Close the meeting, making sure that action items are minuted

After the meetings

  • Check the meeting minutes and make sure that they are a true and accurate record of the meeting and that they reflect relevant organisational policy and procedures
  • Provide evidence of the draft meeting minutes taken by your classmate (picture or screenshot) in the space below:

Meeting 1:

 

Meeting Minutes of Meeting 1

 

Date – 15-02-2022

Time – 10:30 AM

Location – The Conference Hall

Attendees of Meeting – CEO, Production Manager, Finance Manager, Departmental Manager, Technical Manager, Marketing Manager, Operations Manager, Operations Executive, distribution manager, general manager

 

Discussion Topics in Meeting

1. Introduction will be discussed in the meeting

2. Cards will ne played in the games and there will be accurate record of all the meeting minutes.

3. Digital Marketing Implementation

4. Code of conduct and code of ethics implementation.

5. Historical and sustainability records of the meeting, and history of the products and services, as well as devise the science of children.

6. Code of conduct and ethics will be approved of the organization by the CEO who is the Chief Executive Officer of the meeting.

7. Legislations and key issues will be discussed in the meeting.

 

Action Items

1. New code of conduct, policies and procedures of the organization will be discussed.

2. Identify what are the new policies and procedures that will benefit to the organization.

These action items will be followed to ensure that the policies and procedures of the organization are implemented and the legislations are also discussed in the meeting where the history of products and services are implemented and new policies and procedures are benefiting to the organization.

 

Meeting 2:

 

Meeting Minutes of Meeting 2

 

Date – 18-02-2022

Time – 10:30 AM

Location – The Conference Hall

Attendees of Meeting – CEO, Production Manager, Finance Manager, Departmental Manager, Technical Manager, Marketing Manager, Operations Manager, Operations Executive, distribution manager, general manager. Management meetings are a big deal. They bring your company’s leaders together to solve all kinds of problems.

 

Discussion Topics

 

·         Meeting apologies. The apologies will be given in the meeting that if anyone feel bad then they leads to improve those mistakes properly.

·         Objectives, strategies to achieve objectives, policies and procedures of meeting will be discussed. Objectives will be achieved by following the policies and procedures of the organization and the meeting will be conduct and then it will be informed that the suitable code of ethics policies and procedures are followed, and then they ensure that the consequences are not abide. Management meetings are a big deal. They bring your company’s leaders together to solve all kinds of problems.

·         Suitable code of ethics and policies and procedures.

·         Legislation, and laws of the organization, and what are the consequences of abiding the laws and legislations.

·         Existing code of ethics will be implemented.

 

 

  • Make corrections, adjust and refine the meeting minutes, submitting the final copies using Template 1 in this assessment document.

 

Template 1 –Meeting Minutes

 

Meeting minutes – Meeting 1
DATE:20-02-2022

 

MEETING TITLE:Education Board games will be discussed in the meeting that will be beneficial for the organization
TIME:10:30 – 11:00 AMATTENDEES:

Attendees of the meeting are such as –

1. Production Manager

2. General Manager

3. Senior Manager

4. Operations Manager

5. Operations Executive

6. Finance Manager

7. Marketing Manager

They are the attendees of the meeting in which the timings of the meeting will be between 10:30 AM to 11:00 AM

 

 

 

 

 

 

LOCATION: 

The location decided here is the Conference Hall where the meeting will be conduct.

CHAIR:Chair of the meeting is John Thomas
MINUTE-TAKER:Minute Taker of the meeting is the Chairperson Manager.

 

Open meeting

OBJECTIVE OF MEETING:Objective of Meeting is to discuss the board games; agenda of the meeting is focusing on to develop the board games for different age group that is 8 to 12 years.

Different ideas will be taken from employees, for improving the overall performance of the organization.

Consultation boards will be asked to affordable and reasonable of the meeting and ensure that style of meeting is discussed in the meeting. Consultation boards will be asked to ensure that the meeting will be discussed and minutes of meeting will be shared with the audience.

 

APOLOGIES:There are no apologies except that all have to ensure that meeting will be updated and minutes of meeting will be shared with everyone.
APPROVE MINUTES OF PREVIOUS MEETINGNA

 

Action from the previous meeting

ITEMTOPICRESPONSIBLEDUE DATE
1Tool for technology and brainstorming ideas will be identified. The tool will be the brainstorming ideas which will be identified and meeting records will be ensured that the meeting is recorded properly.Marketing Manager25-02-2022
2Meeting minutes will be recorded and ensure that all the points of meeting are also recordedOperations Manager25-02-2022

 

Agenda

ITEMTOPIC and summary of the discussionPRESENTERDURATION
1Updates made by CEOCEO2 minutes
2Objectives of meeting and strategies to achieve objectivesProduction Manager and Marketing Manager5 minutes
3Budget will be decided for the games.Production Manager and Marketing Manager5 minutes
4Marketing strategies of the Adept Owl.Production Manager and Marketing Manager5 minutes
5New concepts will be added.Production Manager and Marketing Manager5 minutes
6Feedback will be taken for what new games will be added.Production Manager and Marketing Manager5 minutes
7Other BusinessProduction Manager and Marketing Manager3 minutes

Action Items

Action ItemResponsibilityDeadline
Status of games will be updatedProduction Manager and Marketing Manager25-02-2022
Budget will be decided for the meeting and set the targets for the games

 

Finance Manager of the Organization25-02-2022
New ideas will be taken from the employees and attendees of the meeting for brainstormingManufacturing Manager25-02-2022
Training will be given to employees for identifying the marketing strategies.Production Manager and Marketing Manager25-02-2022
Roadmap will be ensured.

 

Production Manager and Marketing Manager25-02-2022

Close meeting

 

Meeting minutes – Meeting 2
DATE:20-02-2022MEETING TITLE:Board games of Meeting
TIME:10:30 AMATTENDEES:

1. Finance Manager

2. Human Resource Manager

3. Marketing Manager

4. Production Manager

5. Finance Manager

6. General manager

 

 

 

 

 

 

LOCATION:The Conference Hall
CHAIR:John Thomas
MINUTE-TAKER:Marketing Manager

 

Open meeting

OBJECTIVE OF MEETING: 

Code of ethics are conduct for the meeting, and policies and procedure of the board games will be discussed.

APOLOGIES:There are no apologies except that all have to ensure that meeting will be updated and minutes of meeting will be shared with everyone (Rollins, 2021).
APPROVE MINUTES OF PREVIOUS MEETINGNA

 

Action from the previous meeting

ITEMTOPICRESPONSIBLEDUE DATE
1Training will be given for the development of board games.Human Resource Manager25-02-2022
2Feedback will be conduct for the development of board games (Rollins, 2021).Production Manager25-02-2022

 

Agenda

ITEMTOPIC and summary of the discussionPRESENTERDURATION
1Code of conduct will be developed for the policies and procedures of the meeting.Marketing Manager5 minutes
2Next meeting time and date will be arranged(Nava, et al., 2018).Marketing Manager5 minutes
3Brainstorming of ideas will be discussed and feedback will be taken from the policies and procedures of the meeting.Marketing Manager5 minutes
4Training will be given to the staff members of the Adept owl.Marketing Manager5 minutes
5Mode of training will be decided and ensure that presenter will be used for presenting the meeting.Marketing Manager5 minutes
6Analysis of the feedback received (Nava, et al., 2018).Marketing Manager5 minutes
7Other BusinessMarketing Manager5 minutes

Action Items

Action ItemResponsibilityDeadline
Code of ethics will be finalized for the organization (Brock, 2021).Operations Manager28-02-2022
New policies and procedures of meeting will be discussed.Operations Manager28-02-2022
Implementation of code of ethics will be implemented.Operations Manager28-02-2022
Analysis of Feedback will also be done properly.Operations Manager28-02-2022
Minutes of the Meeting will also be recorded properly (Brock, 2021).

 

Operations Manager28-02-2022

Close meeting

 

Task 3.2 Follow-up meetings

 

  1. Email to attendees

Write two emails (for meeting 1 and for meeting 2) to the attendees addressing the following:

  • Consider that the email should be sent no later than 48 hours after the meeting
  • Thank them for the participation in the meeting
  • Summarise the meeting outcome
  • Provide information about ‘one’ action item that you have followed up after the meeting
  • Advise that the minutes are now available and providing a file path to the document on the server.

Please note:

The meeting minutes’ filename includes the meeting type and date (e.g. ‘Minutes-StaffMeeting-220520XX.docx’), and is stored in the ‘Meeting Minutes’ folder on the Administration server:

Administration > Internal > Staff Meetings > Meeting Minutes

  • Attach the meeting minutes for external guests who have not access to the company’s internal drive
  • The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Use Template 2 to write the email.

(80-120 words)

Template 2 -Email

Email to Attendees – Meeting 1
To:attendees@au.in
Cc:ceo@au.in
Bcc:
Subject: Regarding the meeting outcomes
Date email is sent: 20-02-2022
Attachments: Meeting Outcomes
Respected Sir,

Herein I am informing you that I have prepared the outcomes of the meeting and ensured that meeting will be conducted, and new successful ethics, policies and procedures of meeting are also discussed. The objective of the meeting was to discuss the board games and its development for the different age groups from 8 to 12 years. From the employee different ideas are taken from the employees, for improving the overall performance of the organization.

Consultation boards will be asked to affordable and reasonable of the meeting and ensure that style of meeting is discussed in the meeting. I have attached the meeting outcomes please have a review.

 

Thank you

Production Manager

 

 

Email to Attendees – Meeting 2
To:attendees@au.in
Cc:ceo@au.in
Bcc:
Subject: Summary of Meeting is also recorded
Date email is sent: 20-02-2022
Attachments: Meeting Minutes
 

Respected all the team members,

This is to inform you that your feedback has been taken for the organization, and it ensure that there is new innovation in the organization. Feedback will be taken and proper analysis will be conduct, and new educational development board games will be discussed. I have attached the meeting minutes with this mail, please have a review.

 

Thank you

Production Manager

 

 

  1. Email to CEO

Write two emails to the CEO informing him about the outcome of the meetings.

The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Use Template 2 to write the email.

(40-80 words)

Template 2 -Email

Email to CEO – Meeting 1
To:ceo@au.in
Subject: Attaching Meeting Minutes
Date email is sent: 20-02-2022
Attachments: Regarding Meeting Outcomes
 

Respected Sir,

Herein I am inform you that meeting outcomes will be attached and you all review it and let me know if any changes are required.

 

Thank You

Production Manager

 

 

Email to CEO – Meeting 2
To:ceo@au.in
Subject: Meeting Summary
Date email is sent: 20-02-2022
Attachments: Meeting Outcomes
 

Respected Sir,

This is to inform you that summary of meeting has been attached and you all review it and let me know if any changes are required.

 

Thank You

Production Manager

 

 

  1. Filing

 

Create a file path in your drive for the Agendas and the Minutes as follows:

  • Administration > Internal > Staff Meetings > Meeting Agendas
  • Administration > Internal > Staff Meetings > Meeting Minutes

saving the two Meeting Agendas and the two Meeting MInutes in the relevant folder.

 

Take a screenshot of the folder to show how the documents were saved and how the folders were set-up.

Copy and paste in the space below.

 

 

References

Brock, A. (2021). December 2021 Meeting Minutes

Nava, M. B., Adams, W. P., Botti, G., Campanale, A., Catanuto, G., Clemens, M. W., … & Rocco, N. (2018). MBN 2016 aesthetic breast meeting BIA-ALCL consensus conference report. Plastic and reconstructive surgery, 141(1), 40-48.

Rollins College Student Government Association. (2021). Meeting Minutes from November 3, 2021.