BSBADM502 Manage Meetings Assessment 3

Carefully read the following:

Grow Management Consultants has recently implemented a work-life balance policy.

The policy includes a new initiative to hold a quarterly social event for all staff.

As the Operations Manager for Grow Management Consultants, you have decided to have an informal meeting with your staff to seek their ideas on social activities and to discuss timing (e.g. which days of the week work best, what time). Note that the policy states that a maximum budget of $500 per activity may be allocated and that activities may be held on Friday afternoons or after 5 pm on any other day of the week.

You should follow the Grow Management Consultants Meetings Policy and Procedures for informal meetings.

Complete the following activities:

1. Develop a meeting agenda.

The agenda should conform to the Meeting Policy and Procedures.  

It should clearly show the date and time for the meeting, as well as who is to attend the meeting and items for discussion as per the scenario information and meeting policy and procedure. Note that the meeting will last for about 15 minutes.

Your assessor will advise you of the date and time for the meeting.

Prior to the meeting, you will also be required to make notes on your own ideas for social activities. Research and make notes on at least two ideas to take to the meeting.

2. Send an email to the staff who will attend the meeting.

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

It should introduce and summarise the contents of the attachment.

Attach the meeting agenda to an email to the relevant staff members. The email should confirm the meeting arrangements and include an outline of the agenda.

3. Conduct the meeting

You are required to run an informal meeting with the staff (roleplayed by your assessor and two other students). Review the Meeting Policy and Procedures to make sure that you understand the role and responsibilities of the Chair for an informal meeting, as well as the requirements for minutes.

The Administration/Project Officer will be roleplayed by your assessor and the other two staff will be roleplayed by two other students. Each student roleplaying a staff member will be briefed by the assessor to research and make notes on their ideas for social activities to share at the meeting.

Chair the meeting in accordance with the meeting policy and procedures. This includes:

• Introducing the meeting by stating the purpose of the meeting and encouraging all team members to contribute
• Ensuring that the meeting follows the requirements of the Chairperson as outlined in the meeting policy and procedure
• Ensuring that the meeting is kept to time and focused on the specified purpose

Conduct the meeting according to the agenda in the email ensuring that:

• You share your own ideas for social activities
• You seek the ideas from the staff team
• All ideas are discussed and at least four ideas are agreed on
• You facilitate a consensus on the best day and time for the social activities
• Explain that you will send an email to report on outcomes.

During the meeting, you are required to demonstrate effective communication skills as follows:

• Speaking clearly and concisely
• Using non-verbal communication to assist with understanding
• Asking questions to identify required information
• Responding to questions as required
• Using active listening techniques to confirm understanding.

4. Send an email to your team (your assessor).

You are required to demonstrate that you able to review and revise text, so this email will be the draft version, and the next will be the revised version.

Assume that you have agreed on all of the social activities discussed at the meeting, as well as the time that the activities will be conducted.

Draft an email to be sent to the team that briefly details the meeting outcomes and lists the social activities agreed on, as well as the agreed times.

Finish the text with a note that you will be correcting the email and sending the corrected version shortly.

This email should have the word “Draft” in its title.

Send the draft email to your assessor. 

5. Send an email to your assessor.

Re-open the sent email and carefully check it for spelling and grammar and ensure that it is a true and accurate record of the meeting. This email gives you the opportunity to demonstrate to your assessor that you are able to correct your own work accurately, so this email needs to contain text that is an improvement on the previous one.

When finished, send this revised draft of the email to your assessor.

This email should have the word “Revised” in its title.

It should be sent within the timeframes set out in the Meeting Policy and Procedures.