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BSBADM502 Manage Meetings

Activity1A

Estimated Time

25 Minutes

Objective

To provide you with an opportunity to develop agenda in line with stated meeting purpose.

Individual Activity

Why do you have meetings in your work area?

Using the four broad objectives, for a meeting that you have attended, explain whether the meeting succeeded in its aims or not.

Have you ever gone to a meeting that has or heard of a meeting that has failed? Give a few reasons why and explain what should have been done during the meeting?

What is the difference between a formal and informal group?

Use forming, storming, norming and performing stages of team building to explain a meeting that you attended and how the team was formed for the meeting?

Activity1B

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to ensure style and structure of meeting are appropriate to its purpose.

Individual Activity

Using steps 1-5 explain the steps needed to prepare a meeting covered in 1.1 to 1.5 section. (Preparation of Meeting Section)

The steps are:

What type of meetings have you attended?

Activity1C

Estimated Time

10 Minutes

Objective

To provide you with an opportunity to identify meeting participants and notify them in accordance with organizational procedures.

Individual Activity

What is the best way in which to notify participants of a meeting in your workplace? Why?

Activity1D

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to confirm meeting arrangements in accordance with requirements of meeting.

Individual Activity

You receive an email to attend a meeting. What should you do?

What costs would you need to consider for an informal meeting in your workplace? Would they vary if the meeting was formal?

What are the standard documents that you need to bring to your meetings?

Activity1E

Estimated Time

10 Minutes

Objective

To provide you with an opportunity to despatch meeting papers to participants within designated timelines.

Individual Activity

When you develop a timeline, what may you need to consider when you set up a meeting?

Activity2A

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements.

Individual Activity

What leadership skills should a chair have?

In your own words, explain what you believe a good meeting is.

List the role of a chair.

What is the difference between a good chair and a bad chair?

Activity2B

Estimated Time

10 Minutes

Objective

To provide you with an opportunity to conduct meetings to ensure they are focused, time efficient and achieve the required outcomes.

Individual Activity

What do you believe an effective agenda is?

Activity2C

Estimated Time

25 Minutes

Objective

To provide you with an opportunity to ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues.

Individual Activity

What questions can you use to encourage discussion in a meeting? Give an example of a time when you might have used questions. Give one example and five different questions.

What is the purpose of summarising?

What are the steps that you would use to resolve conflict during a meeting?

Tudor Rickards proposes that there are five sets of problems. List them and give an example for each.

Activity2D

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting.

Individual Activity

Why do you think the minute taker should be briefed before a meeting?

Activity3A

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions.

Individual Activity

What should minutes include?

When you write minutes what should you do?

Activity3B

Estimated Time

10 Minutes

Objective

To provide you with an opportunity to distribute and store minutes and other follow-up documentation within designated timelines, and according to organisational requirements.

Individual Activity

What may happen if you cannot meet time frames in meetings?

Activity3C

Estimated Time

10 Minutes

Objective

To provide you with an opportunity to Report outcomes of meetings as required, within designated timelines

Individual Activity

Your email has become choked. In the folders there is a meeting folder. How should you maintain it?

Skills and Knowledge Activity

Estimated Time

60 Minutes

Objective

To provide you with an opportunity to demonstrate your knowledge of the foundation skills, knowledge evidence and performance evidence.

Individual

Activity

Your trainer will let you know whether you will complete it during class or in your own time.

The answers to the following questions will enable you to demonstrate your knowledge of:

Ø Reading

Ø Writing

Ø Oral Communication

Ø Numeracy

Ø Navigate the world of work

Ø Interact with others

Ø Get the work done

Ø Outline meeting terminology, structures, arrangements

Ø Outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings

Ø Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams

Ø Identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas

Complete the following individually:

Please take your workplace example. Assume, last month you managed a formal meeting for your top, mid and line level management from different cities. The purpose of the meeting was to share strategic plans and to take necessary decisions on relevant issues.

You must practically provide detailed answer covering following areas in detail:

A. How did you prepare for meeting?

B. How did you conduct meeting?

C. How did you follow up meeting?

This activity is designed to assess your understanding of the skills and knowledge covered within this unit. You should therefore aim to demonstrate this as much as possible, by focusing on the points above and by adding in any extra details you believe are relevant to the assessment.

Major Activity

Estimated Time

60 – 120 Minutes

Objective

To provide you with an opportunity to demonstrate your knowledge of the entire unit.

Individual Activity

This is a major activity – your trainer will let you know whether you will complete it during class or in your own time.

You must individually, answer the following questions in full to show your competency for entire unit.

Individually complete the following:

The structure of your organisation has changed. You have been asked to assist in developing a procedure for formal meetings. Using your learner guide, write procedures under relevant questions/headings:

1. Develop a standard agenda for a formal meeting.

2. Preparation for the meeting including the purpose of the meeting.

3. What type of meeting this one is going to be?

4. What procedures should you put in place to confirm the meeting arrangements?

5. Despatch meeting papers to participants. How and when?

6. Process of chairing meetings including any recommendations the chair should follow.

7. How to conduct the meeting: Design an agenda.

8. Participation of the meeting, including controlling, encouraging participation, discussion, problem solving and resolution of issues.

9. What conventions should the minute taker follow?

10. How should the meeting should be transcribed?

11. How should the minutes be distributed and stored?

12. What reports should be written regarding the formal meeting and outline what you believe the meeting should contain.