BSB40215 Certificate IV in Business
Course code BSB40215 Course name Certificate IV in Business Unit code BSBADM405 Unit name Organise Meetings Universal Institute of Technology
Assessment Overview
Unit Description and Application
This unit describes the skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation.
It applies to individuals employed in a range of work environments who are required to organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Pre- Requisites
Not applicable
Co- Requisites
Not applicable
Relevant Legislation
- Australian Human Rights Commission Act 1986
- Age Discrimination Act 2004
- Disability Discrimination Act 1992
- Racial Discrimination Act 1975
- Sex Discrimination Act 1984
- Code of ethics and codes of conduct
- Ethical Principles in the Workplace
- Codes of practice
- The Privacy Act 1988 (Privacy Act) and Australian Privacy Principles (APPs)
- Occupational Health and Safety Act2004 – Applicable in Victoria
- Work Health and Safety Act 2011
Key competencies
The key competencies you will develop and be assessed against in this unit are:
- Make meeting arrangements
- Prepare and distribute documentation for meetings
- Record and produce minutes of meeting
Performance evidence
The assessment tasks for this unit are designed to show evidence of students’ ability to:
- Organise a meeting and advise participants accordingly
- Prepare and distribute all documentation required for the meeting
- Take meeting notes which accurately reflect what was discussed during the meeting
- Produce minutes based on own notes providing an accurate account of the meeting
- Circulate copies of meeting minutes within predetermined timeframes
Knowledge evidence
Students must develop knowledge of the following areas to successfully complete this unit.
- Describe culturally appropriate communication techniques
- Identify the relevant formats for agendas and minutes
- List of key provisions for relevant legislation
- Outline organisational procedures relevant to the task
Unit Pre-Assessment Checklist (UPAC)
UAT 1 – Unit Knowledge Test (UKT)
Purpose of the checklist
The pre-assessment checklist helps students determine if they are ready for assessment. The trainer/assessor must review the checklist with the student before the student attempts the assessment task. If any items on the checklist are incomplete or not clear to the student, the trainer/assessor must provide relevant information to the student to ensure they understand the requirements of the assessment task. The student must ensure they are ready for the assessment task before undertaking it.
Section 1: Information for Students
- Please make sure you have completed the necessary prior learning before attempting this assessment.
- Please make sure your trainer/assessor clearly explained the assessment process and tasks to be completed.
- Please make sure you understand what evidence is required to be collected and how.
- Please make sure you know your rights and the Complaints and Appeal process.
- Please make sure you discuss any special needs or reasonable adjustments to be considered during the assessment (refer to the Reasonable Adjustments Strategy Matrix and negotiate these with your trainer/assessor).
- Please make sure that you have access to a computer and the internet (if you prefer to type the answers).
- Please ensure that you have all the required resources needed to complete this Unit Assessment Task (UAT).
- Due date of this assessment task is according to your timetable.
- In exceptional (compelling and compassionate) circumstances, an extension to submit an assessment can be granted by the trainer/assessor.
- Evidence of the compelling and compassionate circumstances must be provided together with your request for an extension to submit your assessment work.
- Request for an extension to submit your assessment work must be made before the due date of this assessment task.
Assessment Task 1 - Unit Knowledge Test (UKT)
Instructions:
- This is an individual assessment.
- The purpose of this assessment task is to assess the students’ knowledge to develop and apply knowledge of business industry.
- To make full and satisfactory responses you should consult a range of learning resources, other information such as handouts, textbooks, learners’ resources and slides.
- All questions must be answered in order to gain competency for this assessment.
- You may attach a separate sheet if required.
- You must include the following in the footer section of each page of the attached sheets:
- Student ID or Student Name
- Unit ID or Unit Code
- Course ID or Course Code
- Trainer and assessor name
- Page numbers
Resources required to complete the assessment task:
- Computer
- Internet
- MS Word
- Printer or e-printer
- Adobe acrobat/reader
- Learning management system
Question 1: Name three types of meetings, describe their purpose and the different ways that these meetings can be conducted.
Meeting |
Purpose |
Conducted |
Question 2: What does a meeting code of practice cover? Explain how you would comply with these codes of practice when arranging your meetings.
Question 3: What legal requirements should be considered when conducting a meeting? Give at least two examples and explain how you would comply with these requirements for the meeting you are arranging.
Question 4: Based on the types of meetings you outlined in Questions 1, explain which meeting type you will use for your workplace situation or for the Bags About Town scenario. Explain the purpose of your meeting and why you choose this type of meeting.
Question 5: List the requirements that you would need to know prior to organizing your meeting including possible requirements of persons attending.
Question 6: List the resources that will be required for your meeting.
Question 7: Describe two examples of cultural differences and how you might manage these in the context of a meeting using appropriate techniques.
Question 8: Do a Google search for formats of agendas and minutes. List 2 formats of agendas and minutes and give an example and give an example for each of when you would use them.
Question 9: Ba. Based on the meeting you are arranging, produce a to-do list for before and after the meeting. Be sure to include timeframes for the completion of each item on your list. Include consideration of any individual participant requirements (e.g. dietary).
Also list any relevant documents you will need to prepare beforehand and the number of copies that will be required.
Question 10: Assuming that additional documents are required to be distributed prior to your meeting for pre-reading, explain how you would ensure that these documents are accurate.
Question 11: Does your organisation have procedures relating to the conducting of meetings? If so, list and explain what these are.
If not, list the things you think would be important to include in a procedure for conducting meetings.
Assessment Task 2 - Unit Skills Test – Prepare meeting documents
Assessment Task
- Using the information from Assessment Task 1, prepare a timeline of tasks and resources to complete to prepare for your meeting using Appendix 2 of this assessment task. If you used the Bags About Town scenario in Assessment Task 1, you will find further information in Appendix 1.
- Prepare a notice of meeting for your workplace situation or for the Bags About Town scenario.
- Prepare a meeting agenda for your workplace situation or for the Bags About Town scenario.
- Use the following template to identify all of the other documents you will need for your meeting.
Documents for distribution prior to the meeting |
Contact person |
Date required |
No. of copies |
- To plan for the meeting, identify the people you need to contact to get a copy of each document and the date by which you will need each document.
- Compose a draft email to all attendees advising of meeting details and documents that will need to be read prior to the meeting.
Assessment Task 2 - Appendix 1 – Meeting requirements
You are the Administration Assistant for Bags About Town, a handbag manufacturer. You have been asked to prepare the notice of meeting and an agenda for the next monthly directors’ meeting. You are also expected to organise the preparation and distribution of meeting papers.
The CEO’s personal assistant is responsible for making meeting arrangements. She has provided you with the following details for the meeting.
Requirement |
Details |
Date |
14 August |
Time |
9 am to 1 pm |
Duration |
Half day |
Attendees |
Senior Management Team – CEO, General Manager, IT Director, Finance Director, HR Manager, Marketing Manager, Buying Director, Warehouse Manager, Regional Operations Manager |
Meeting structure (e.g. formal or informal) |
Formal |
Meeting purpose |
Regular monthly meeting of senior management team. The meeting is formal and follows a standard format, including minutes, business arising and correspondence. Other standing agenda items include: ● CEO update (15 minutes). ● 10-minute activity reports from the General Manager (Sonia Hurst), Finance Director (Brett Simons), Marketing Manager (Seth Gorman), Buying Director (Vincent Khoo), Warehouse Manager (Chris de Kunder) and Regional Operations Manager (Jeremy Singh). ● 10-minute morning tea break at about 10.30. ● Appropriate time between items for questions, discussion and decision-making. ● CEO concluding remarks. This month’s meeting will also include: ● 30-minute presentation from the IT Director (Jamie Priddle) on progress of the sales terminal upgrade project. |
Meeting purpose (continued) |
● 40-minute question-and-answer discussion on workforce agreements lead by the HR Manager (Maria Angelus). ● 10-minute presentation by the design team, reporting on international fashion trends (five members of the design team will attend for this portion of the meeting only). |
Meeting chair |
CEO – Mark Schofield |
Number of participants (internal and external) |
Nine members of the senior management team and the CEO’s personal assistant, who will act as minute-taker. Five members of the design team will attend only for their meeting item. |
Location |
Boardroom, Bags About Town head office, Level 14, 194 Collins Street, Sydney. |
Pre-reading materials for attendees |
A number of documents need to be distributed in hard copy to meeting participants at least one week in advance of the meeting. They are: ● agenda ● minutes of previous meeting ● sales terminal upgrade progress report ● draft workforce agreement. |
Documentation requirements for the meeting |
The following documents will be distributed in hard copy at the meeting: ● monthly budget report ● correspondence list ● design team summary report. |
Equipment required for the meeting (e.g. video/data projector, microphone, whiteboard) |
Laptop Data/video projector |
Teleconferencing or videoconferencing requirements and equipment |
Nil |
Catering |
Morning tea |
Assessment Task 2 - Appendix 2 – Schedule to prepare for meeting
Goals What do you want to achieve? |
Tasks How will you achieve this? |
Resources needed What will help me get there? |
Timelines When do I need to achieve this by? |
Your task must address the following performance criteria/ performance checklist.
To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence |
S |
N/S |
Trainer/Assessor to complete (Comment and feedback to students) |
A) Complete a notice of meeting using an appropriate template/format. | |||
B) Complete notice of a meeting detailing required information accurately. | |||
C) Complete a meeting agenda using an appropriate template/format. | |||
D) Complete a meeting agenda detailing required information accurately. | |||
E) Identify and list all required meeting documents. |
Assessment Task 3 – Role Play/ Presentation and Unit Project
Assessment Task
- Attend and take notes at a meeting in your workplace, or choose one of the below scenarios to complete.
- Take relevant notes in the meeting you have chosen, ensuring that you ask questions to clarify any points.
- Draft minutes from the meeting,
- Compose an email to the chair of the meeting (or your assessor) requesting they check your draft minutes for accuracy.
- Amend minutes for final distribution based on feedback received.
- Draft an email to all attendees with attached final minutes.
- You must complete the meeting minutes using the correct format that;
- Provides information regarding discussions, decisions and agreed actions
- Provides the appropriate amount of information.
- Submit for assessment:
- Notes from meeting
- Copy of email to chair or assessor requesting check for accuracy
- Any feedback received
- Final version of minutes
- Copy of email distributing minutes to attendees.
Meeting Scenarios
Scenario 1
You are the administration team at Light It Up Electrical Suppliers. You have been asked by management to develop and implement a customer complaints procedure for receiving customer complaints over the telephone.
You have met to discuss and agree on a procedure.
Scenario 2
As the administration team for Think Ahead Financial Planning, you are responsible for organising coverage of annual leave while members of the administration team are away on annual leave. This is to ensure that no area of business is without administration support while members of the administration team are on leave.
The leave schedule is as follows:
Employee Mary Susan Paul David Carol Ben |
Start date 24 December 16 January 2 February 9 February 10 January 19 February |
End date 24 January 31 January 16 February 21 February 16 January 19 March |
Scenario 3
As the administration team at Skills Development Training company, you are responsible for the copying and distribution of student workbooks.
Recently there has been a problem with the stock of paper and you keep running out of paper while copying workbooks. It takes two days to receive an order, and this has meant that many classes have commenced without workbooks. The training manager has told you that this is not acceptable and must not happen again.
You have met to discuss and develop a new procedure for managing paper stocks and to ensure you do not run out of paper in the future.
Scenario 4
You are the administration team for a toy warehouse. You are responsible for organising the staff on-site Christmas lunch. You are having your first meeting to discuss the arrangements and assign responsibilities for organising the lunch.
Your task must address the following performance criteria/ performance checklist.
To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence |
S |
N/S |
Trainer/Assessor to complete (Comment and feedback to students) |
a) Take meeting notes with speed and accuracy. |
q | ||
b) Ask questions during the meeting for clarity of the minutes. |
q |
q | |
c) Seek feedback regarding accuracy minutes. |
q |
q | |
d) Complete meeting minutes using an appropriate template/format. |
q |
q | |
e) Complete meeting minutes information regarding; · Discussions · Decisions · Agreed actions |
q | ||
f) Include the following information in the meeting minutes; · Meeting details (e.g. title, date, time, location) · Details of discussions · Agreed actions · General or other business · Date of next meeting |
q |
q | |
g) Include a short summary of what was discussed under each point. |
q |
q | |
h) Use correct spelling and grammar throughout. |
q |
q | |
i) Provide evidence of how minutes were checked for accuracy. |
q |
q | |
j) Provide evidence of how minutes were circulated and to whom. |
q |
q |