Australian Institute of Business and Technology Pty. Ltd.

T/as Sydney International School

RTO Code: 41487 / CRICOS Provider Code: 03714G

Student Assessment Tasks

BSBADM502 Manage meetings

BSBADM502 Manage meetings Student Assessment Tasks

Table of Contents

Table of Contents 2
Assessment Information 3
Assessment Instructions 5
Student Assessment Agreement 6
Assessment Task 1 Cover Sheet 7
Assessment Task 1: Written Questions 8
Assessment Task 1 Instructions 10
Assessment Task 1 Checklist 12
Assessment Task 2 Cover Sheet 13
Assessment Task 2: Formal meeting project 14
Assessment Task 2 Instructions 16
Assessment Task 2 Checklist 22
Assessment Task 3 Cover Sheet 24
Assessment Task 3: Informal meeting project 25
Assessment Task 3 Instructions 26
Assessment Task 3 Checklist 29

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Information

The assessment tasks for BSBADM502 Manage meetingsare included in this Student Assessment Tasks
booklet and outlined in the assessment plan below.

To be assessed as competent for this unit, you must complete all of the assessment tasks satisfactorily.

Assessment Plan

Assessment Task Overview

1. Written questions You must correctly answer all questions.
2. Formal meeting project You must prepare for, and conduct, a formal meeting.
3. Informal meeting project You must prepare for, and conduct, an informal meeting.

Assessment Preparation
Please read through this assessment thoroughly before beginning any tasks. Ask your assessor for
clarification if you have any questions at all.

When you have read and understood this unit’s assessment tasks, print out the Student Assessment
[Link] it out, sign it, and hand it to your assessor, who will countersign it and then keep it on file.

Keep a copy of all of your work, as the work submitted to your assessor will not be returned to you.

Assessment appeals
If you do not agree with an assessment decision, you can make an assessment appeal as per your RTO’s
assessment appeals process.

You have the right to appeal the outcome of assessment decisions if youfeel youhave been dealt with
unfairly or have other appropriate grounds for an appeal.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Naming electronic documents

It is important that you name the documents that you create for this Assessment Task in a logical manner.
Each should include:
 Course identification code
 Assessment Task number
 Document title (if appropriate)
 Student name
 Date it was created
For example, BSBADM502 AT2 Meeting Agenda Joan Smith 20/10/18

Additional Resources
You will be provided with the following resources before you begin each Assessment Task.

Assessment Task 2
 Meeting Policy and Procedures
 Meeting Agenda Template
 Meeting Minutes Template
 Draft Conference Program

Assessment Task 3
 Meeting Policy and Procedures

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Instructions

Each assessment task in this booklet consists of the following:

Assessment Task Cover Sheet

This must be filled out, signed and submitted together with your assessment responses.
If you are submitting hardcopy, the Cover Sheet should be the first page of each task’s submission.
If you are submitting electronically, print out the cover sheet, fill it out and sign it, then scan this and submit
the file.

The Assessment Task Cover Sheet will be returned to you with the outcome of the assessment, which will
be satisfactory (S) or unsatisfactory (U). If your work has been assessed as being not satisfactory, your
assessor will include written feedback in the Assessment Task Cover Sheet giving reasons why. Your
assessor will also discuss this verbally with you and provide advice on re-assessment opportunities as per
your RTO’s re-assessment policy.

Depending on the task, this may include

 resubmitting incorrect answers to questions (such as short answer questions and case studies)
 resubmitting part or all of a project, depending on how the error impacts on the total outcome of the
task
 redoing a role play after being provided with appropriate feedback about your performance
 being observed a second (or third time) undertaking any tasks/activities that were not satisfactorily
completed the first time, after being provided with appropriate feedback.

Assessment Task Information

This gives you:
 a summary of the assessment task
 information on the resources to be used
 submission requirements
 re-submission opportunities if required

Assessment Task Instructions

These give questions to answer or tasks which are to be completed.
Your answers need to be typed up using software as indicated in the Assessment Task Instructions.

Copy and paste each task’s instructions into a new document and use this as the basis for your assessment
task submission. Include this document’s header and footer.

If you are submitting electronically, give the document a file name that includes the unit identification
number, the task number, your name and the date.

Checklist
This will be used by your assessor to mark your assessment. Read through this as part of your preparation
before beginning the assessment task. It will give you a good idea of what your assessor will be looking for
when marking your responses.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Student Assessment Agreement

Make sure you read through the assessments in this booklet before you fill out and sign the agreement
below.

If there is anything that you are unsure of, consult your assessor prior to signing this agreement.

Have you read the assessment requirements for this unit?  Yes  No
Do you understand the requirements of the assessments for this unit?  Yes  No
Do you agree to the way in which you are being assessed?  Yes  No
Do you have any specific needs that should be considered?  Yes  No
If so, explain these in the space below.

Do you understand your rights to re-assessment?  Yes  No

Do you understand your right to appeal the decisions made in an assessment?  Yes  No

Student name

Student number

Student signature

Date

Assessor name

Assessor signature

Date

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 1 Cover Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this 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.
Student name

Student ID number

Student signature

Date

Assessor declaration
I hereby certify that this student has been assessed by me and that the assessment has been carried out
according to the required assessment procedures.

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

My performance in this assessment task has been discussed and explained to me.
I would like to appeal this assessment decision.
Student signature

Date

A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 1: Written Questions

Task summary
This is an open book test, to be completed in the classroom.
A time limit of 1 hour to answer the questions is provided.
You need to answer all of the written questions correctly.
Your answers must be word processed and sent to the assessor as an email attachment. 

Required
 Access to textbooks/other learning materials
 Computer and Microsoft Office
 Access to the internet

Timing
Your assessor will advise you of the due date of this assessment.

Submit
 Answers to all questions

Assessment criteria
All questions must be answered correctly in order for you to be assessed as having completed the task
satisfactorily.

Re-submission opportunities
You will be provided feedback on yourperformance 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.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Written answer question guidance

The following written questions use a range of “instructional words” such as “identify” or “explain”, which tell
you how you should answer the question. Use the definitions below to assist you to provide the type of
response expected.
Note that the following guidance is the minimum level of response required.

Analyse – when a question asks you to analyse something, you should do so in detail, and identify
important points and key features. Generally, you are expected to write a response one or two paragraphs
long.

Compare – when a question asks you to compare something, you will need to show how two or more things
are similar, ensuring that you also indicate the relevance of the consequences. Generally, you are expected
to write a response one or two paragraphs long.

Contrast – when a question asks you to contrast something, you will need to show how two or more things
are different, ensuring you indicate the relevance or the consequences. Generally, you are expected to write
a response one or two paragraphs long.

Discuss – when a question asks you to discuss something, you are required to point out important issues or
features and express some form of critical judgement. Generally, you are expected to write a response one
or two paragraphs long.

Describe – when a question asks you to describe something, you should state the most noticeable qualities
or features. Generally, you are expected to write a response two or three sentences long.

Evaluate – when a question asks you to evaluate something, you should put forward arguments for and
against something. Generally, you are expected to write a response one or two paragraphs long.

Examine – when a question asks you to examine something, this is similar to “analyse”, where you should
provide a detailed response with key points and features and provide critical analysis. Generally, you are
expected to write a response one or two paragraphs long.

Explain – when a question asks you to explain something, you should make clear how or why something
happened or the way it is. Generally, you are expected to write a response two or three sentences long.

Identify – when a question asks you to identify something, this means that you are asked to briefly describe
the required information. Generally, you are expected to write a response two or three sentences long.

List – when a question asks you to list something, this means that you are asked to briefly state information
in a list format.

Outline – when a question asks you to outline something, this means giving only the main points. Generally,
you are expected to write a response a few sentences long.

Summarise – when a question asks you to summarise something, this means (like “outline”) only giving the
main points. Generally, you are expected to write a response a few sentences long.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 1 Instructions

Provide answers to all of the questions below:

1. Provide an explanation of each of the following meeting terminology:

a. Quorum: A quorum refers to the minimum permissible level of persons with a vested
interest in a corporation required to make the proceedings of a meeting legal under the
corporate charter. This provision or general arrangement means there is adequate
representation available at meetings before any amendments can be made by the
board.
b. Procedural motion: Procedural motions suggest a change to the way the meeting is
conducted or what is going on in it. Except when someone is speaking or a vote is
taking place, procedural motions take precedence over all other business (unless it
relates to that vote)
c. Proxy: A proxy is an agent lawfully allowed to work on behalf of another entity or a
format that allows an individual to vote without being physically present at the
conference.
d. Conflict of interest: A conflict of interest exists where a party's interests or loyalties are
separated as a result of their responsibilities to more than one individual or entity. A
individual with a conflict of interest cannot equally represent both parties' real or
possible competing interests.

2. Outline a meeting structure for a formal meeting.

The meeting structure of a formal meeting is as follows:
 Set meeting objectives
 Assemble attendees
 Create an agenda
 Maintain control
 Follow up

3. Outline a meeting structure for an informal meeting.

An informal meeting is one that is less structured and supervised than a formal business meeting, and
therefore lacks all of the characteristics of a formal business meeting, such as minutes, a chairperson, and a
fixed agenda. The structure for an informal meeting is s follows:
 Gather all the facts before inviting all the participants of the meeting
 Identify specific examples to draw upon within the meeting
 Choose a private location and provide adequate time to discuss/explore the issues

4. Outline at least three key arrangements that need to be made for a meeting.
The key arrangements that need to be made for a meeting are as follows:
 Purpose and aim of the meeting
 Agenda for the meeting
 Meeting schedule and list of attendees
 Room arrangements
Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

 Recorders

5. Outline two responsibilities of a Chairperson prior to a meeting.

The two responsibilities of a Chairperson prior to a meeting are as follows:
 To set the agenda for the meeting
 To lead the meeting

6. Outline three important aspects of a Chairperson’s job during a meeting.

The important aspects of a Chairperson’s job during a meeting are:
 managing and giving leadership to the Board of Directors,
 serving as a formal contact between the Board and the Company's executives, through the Chief
Executive,
 setting meeting agendas in collaboration with the Company Secretary

7. Explain why it is important for a Chairperson to monitor the participation of all those involved in
a meeting.
The Chairperson needs to monitor the participation of all those involved in a meeting. The Chairperson is in
charge of ensuring that each meeting is well-planned, held in accordance with the constitution, and that
business is handled in a timely and productive manner. In order to create and direct the squad, the
Chairperson must make the best of all of his or her committee members. It also includes assessing the
Committee's results on a daily basis and determining and overseeing the mechanism for the Committee's
renewal by new member induction.

8. In relation group dynamics answer the following questions:

a. explain how, in the role of a Chairperson, you would manage someone who is
dominating the meeting.
To control someone who is dominating the meeting, I would try to break the dominator’s
train of thought or encourage others by name to enter the discussion.
b. Explain how in the role of a Chairperson you would manage someone who is too shy to
contribute to a meeting.
I would provide the employee with the meeting agenda a day before and ask them to
write down the suggestions. I would pair the shy employee with their close mentor or
colleague during the meeting.
c. Explain how in the role of a Chairperson you would manage two people having a private
conversation within a meeting.
I would create a compelling focus in the meeting. Or else I would call on one of the
offenders or call out the behaviour.

9. What are group dynamics and how would you describe this in relation to meetings?
The expression "group dynamics" refers to how members of a group communicate with each other. The
group fits well together when the interactions are constructive. When group dynamics are negative, the
group's efficacy suffers. It is necessary to maintain the group dynamics during meetings to enhance
effective communication among the attendees and to make the meeting lucrative.
Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

10. Provide a definition for each of the following roles within meeting dynamics:
a. Initiator: suggests an action—a mission or goal—as the meeting begins, or as it reaches
a plateau and needs to be re-energized.
b. Clarifier: determines whether or not participants need more information or clarification
on a specific topic or presentation.
c. Dominator: asks too many questions (out of sync with the meeting's overall flow) and/or
speaking too long at the microphone
d. Degrader: Other members or their points of view are attacked. Tension is created,
confidence is lost, and the desire to collaborate is lost.
e. Distractor: has off-the-cuff exchanges that not only interrupt the meeting for everyone,
but also keep the distractees from participating fully in the party.
f. Supporter: provides supportive comments during the meeting that motivates other
attendees.
g. Gate Keeper: Someone who will step up if someone is monopolizing the conversation or
if someone is too shy to talk up and wants encouragement. It's likely that the meeting's
ground rules, or at least the ones that refer to the issue at hand, can be restated.

11. Describe two ways of conducting meetings.

The two ways of conducting meetings are:
 Formal meetings: A formal meeting is a pre-arranged meeting of two or more individuals who have
met for the purpose of orally pursuing a shared goal. Predetermined subjects, a list of priorities, and
formal notices distinguish formal meetings.
 Informal meetings: An informal meeting is one that is less structured and supervised than a formal
business meeting, and therefore lacks all of the characteristics of a formal business meeting, such
as minutes, a chairperson, and a fixed agenda.

12. Describe three advantages of face to face meetings and give an example of a workplace
situation where this type of meeting may be used.
The three advantages of face to face meetings are:
1. It helps to understand the body language of the participants. You will learn a lot about a person's
body language and the small signs he or she gives through facial expressions and hand signals if
you pay attention to his or her body language and the small signs he or she gives through facial
expressions and hand gestures.
2. It helps to make the participants focus easier. Multitasking is exceedingly rare in face-to-face
meetings, and this is one of the most significant face-to-face meeting advantages. Since such
meetings are more interactive, and since people are afraid of being heard if they want to do
something else, complete or partial attention is almost guaranteed in such meetings.
3. Face to face meetings enhances the development of trust and transparency effortlessly. When it
comes to establishing good corporate ties, this can be immensely valuable. Furthermore, it is easier
to reassure someone when you see them face to face, so if you intend to influence or tell someone
about something important, it is better to visit them in person.
The example of a workplace situation where this type of meeting may be used: Sales meetings with clients
or stakeholders must be held face to face. It will help to develop trust and transparency. Furthermore, these
meetings are proven to be more effective as all parties remain focused.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

13. Describe three advantages of meetings held by teleconference or web conferencing and give an
example of a workplace situation where this type of meeting may be used.
The three advantages of teleconferences or web conferences are as follows:
1. Reduced time wasting: The amount of preparation and organizational faff from both sides of each
conference appears to be greatly minimized for simulated meetings. You won't have to stress about
finding a bed or whether it'll be spacious enough for all of your guests if they show up. You don't
have to consider why those people are still in the workplace on that particular day.
2. Easier to cost: When all of the meetings are digital, it's much easier to track how much time the
organization spends on various catch-ups and workshops – whether for internal productivity or to
accurately bill customers. You will immediately see which meetings cost you the most money
thanks to a perfect digital archive of all meeting time (both in time and money).
3. Easy to leave: About all of us have been frustrated with being seated in a meeting that we don't
need to be in. It's still difficult to get up in front of our friends and physically leave the meeting, no
matter how annoying it is – no matter how good our justification. It's much simpler and less socially
uncomfortable to leave a simulated conference if it's not important to you.

14. Describe the use of webcams for meetings, including a brief description of how to use a web
cam.
Webcams are miniature video cameras that you can use to send your image to others in an online meeting
or chat. Webcams are relatively cheap, and most computers still have them built into the lids. A webcam
can be used for applications like Skype to make Internet calls or other apps to hold face-to-face live
meetings. Even when separated by an ocean, webcam meetings enable users to meet face to face. Both for
company or leisure, these comfortable, eco-friendly video chats offer a more intimate alternative to audio-
only calls. Webcam meetings save money on airfares and long-distance charges.
Webcams come with applications that must be downloaded on the device in order for users to capture or
view video over the Internet. Webcams can take photos as well as high-definition images, but the video
quality is always inferior to that of other camera types.

15. Explain the purpose of an agenda and identify five items that should be included in an agenda.
An agenda is a conference schedule that allows both necessary and appropriate topics to be addressed in a
timely and orderly manner. An agenda is also a form of politeness. It reminds the chairperson and attendees
of the meeting's distilled intent. An successful plan provides specific rules for what can happen before and
after a conference. It assists team members in planning, allocating time strategically, easily get everyone to
the same page, and determining when the conversation is over.
The five things that should be included in an agenda are:
1. The participants required in the meeting.
2. The topics for discussion and suggested actions to be taken.
3. The discussion period for each topic.
4. Meeting venue, date and time
5. Review of documentation, data and prior meeting minutes that may be necessary.

16. Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes.
Minutes are an official document of the decisions taken by the board or committee at a conference, not a
summary of anything said. They have a historical function, but they also serve a legal purpose by reporting
the group's compliance with the correct procedures and bylaws of the organisation.
The five things that must be included in meeting minutes are:

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

1. Meeting name and place

2. Date and Time of meeting
3. List of meeting participants
4. Purpose of the meeting
5. Agendas of the meeting

17. Explain the difference between informal meeting minutes and formal meeting minutes.
For broad organizations and governmental bodies, formal, conventional minutes are prepared. In most
cases, the following elements are included in the sequence shown:
 Name of the party, date, period, and venue of the meeting
 Names of those in attendance; names of those who are unable to attend, if applicable
 Acceptance of the previous meeting's minutes
 Old enterprise, new company, updates, and presentations are all on the table.
 Motions (who proposed them and who seconded them) and the referendum on them
 Individual's name and signature (you) taking minutes (or, in the case of electronic submission,
initials after name as in memos).
Small associations, committees, and sub-committees may compose informal minutes. Unlike formal
minutes, these minutes are normally shorter and easier to learn. Informal minutes put less focus on
reporting conventions and do not seek to document individual comments in their entirety. Informal minutes,
on the other hand, reflect on the following:
 Detailed summaries of key debates
 The group's decisions
 People who will be held accountable and due dates are among the items on which steps will be
taken.

18. Access the Corporations Act 2001 from the Internet and identify the information from the Act
that relates to notices of meetings. Now answer the following questions:
a. To whom must a notice of meeting be provided?
The notice of the meeting must be provided individually to each member entitled to vote at the
meeting and to each director.

b. How must the notice of the meeting be provided? Indicate at least two ways.
The company can provide the notice of the meeting through following ways:
 Personally
 Sending a post mail
 Sending notice to fax number
 By other means available in the company

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 1 Checklist

Student’s name:

Completed
Did the student provide a sufficient and
successfully Comments
clear answer that addresses the
suggested answer for the following? Yes No
Question 1 a
Question 1 b
Question 1 c
Question 1 d

Question 2
Question 3
Question 4
Question 5
Question 6
Question 7
Question 8 a
Question 8 b
Question 8 c
Question 9
Question 10
Question 11
Question 12
Question 13
Question 14
Question 15
Question 16
Question 17
Question 18a
Question 18b

Task Outcome: Satisfactory  Not Satisfactory 

Assessor signature

Assessor name

Date

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 2 Cover Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this 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.
Student name

Student ID number

Student signature

Date

Assessor declaration
I hereby certify that this student has been assessed by me and that the assessment has been carried out
according to the required assessment procedures.

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

My performance in this assessment task has been discussed and explained to me.
I would like to appeal this assessment decision.
Student signature

Date

A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 2: Formal meeting project

Task summary
This assessment task requires you, in the role of Operations Manager, to prepare for and conduct a formal
meeting to discuss the program for the upcoming Leadership Conference for Grow Management
Consultants. This will include developing an agenda, and then conducting the meeting and checking and
distributing the minutes.

This assessment is to be completed in the simulated work environment in the RTO.

Required
 Access to textbooks/other learning materials
 `Computer with Microsoft Office and internet access
 Meeting Policy and Procedures
 Meeting Agenda Template
 Draft Conference Program
 Meeting Minutes Template
 Space for a meeting and roleplay participants

Timing
Your assessor will advise you of the due date of these submissions.

Submit
 Email with Draft Conference Program and Meeting Agenda attached.
 Email to your assessor with the following attached:
o Meeting Minutes
o Revised Conference Program
o Screen shot

Assessment criteria
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 competence.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Re-submission opportunities
You will be provided feedback on yourperformance 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.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 2 Instructions

Carefully read the following:

Grow Management Consultants is a small consultancy company specialising in leadership development

services.

Staff employed at Grow Management Consultants include the CEO (Paul Burns), Operations Manager
(you), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel) and an
Administration/Project Officer (Sally Smith).

There are also two management consultant contractors (Jane Simms and Leander Duval) who work from
the office at least 2 days a week each. All of the management consultants travel extensively across Australia
visiting clients.

Each year the company runs a Leadership Conference. This year’s conference will be held in October 2019
and planning has commenced. The theme of the conference this year is Leadership Conference 2019:
Leading in the twenty first century and the idea is to have talks and workshops on the latest trends in, and
techniques for, leadership.

You (the Operations Manager) have developed a preliminary conference program that shows the overall
format and timing for the conference.

However, you have decided to call a formal meeting to:

 Discuss your own ideas for conference topics.
 Seek ideas for conference topics from staff for each of the allocated spots in the program.
 Arrange a suitable schedule of meetings to ensure that plans for the conference are regularly
discussed and actioned.
 Allocate roles and responsibilities in regard to organising and running the conference, including:
o Identifying and organising a venue for approximately 100 people,
o Organising catering for approximately 100 people
o Identifying suitable speakers
o Organising travel and accommodation for speakers
o Developing and printing marketing material

Complete the following activities:

1. Develop a meeting agenda

Based on your review of the case study information above, as well as the Grow Management
Consultants Meeting Policy and Procedures and the Draft Conference Program, you are
required to develop an agenda for the meeting.

Use the Meeting Agenda Template to guide your work.

The agenda must:

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

 Clearly show the date, time and location for the meeting.
 Include the duration of the meeting (30 minutes).
 Clearly identify the names of staff who will attend the meeting as per the meeting
policy and procedure.
 Include items for discussion as per the scenario information and meeting policy and
procedure.

The Administration and Project Officer will be roleplayed by the assessor, who will take notes at
the meeting.

The other staff will be roleplayed by other students. Each student roleplaying a staff member will
be briefed by the assessor to research and make notes on a topic for the conference for
discussion.

Before attending the meeting, consider to whom you should allocate each of the required roles
and responsibilities for the conference (There is no right or wrong answer for this. You only need
to advise each staff member of their roles and responsibilities).

Save this document as Meeting Agenda.

Meeting Agenda
A meeting is called upon at below mentioned location and time to discuss various issues that are mentioned
below.
Meeting Date/Time: 29th September, 2019/ 02.30 PM
Meeting Location: Meeting Hall-1, Block-A
Meeting Duration: 30 minutes
Attendees:
 CEO (Paul Burns),
 Operations Manager,
 Senior Management Consultant (Bob Downs),
 Marketing Manager (Jack Steel)
 Administration/Project Officer (Sally Smith).
 management consultant contractors (Jane Simms and Leander Duval)
Discussion Topics:
 The date for the meeting: The proposed date is 7th October.
 The participants in the Leadership Conference
 The Speakers and Demonstrators for the Conference
 Special guests to be invited for the Conference

19. Identify leadership topics

Prior to the meeting, you are required to identify potential topics for the leadership conference by
reviewing and analysing information from the report Global Human Capital Trends 2017 at:
[Link]
[Link]

Based on your interpretation of the information in the report, identify at least two ideas for
leadership topics. You should make notes (handwritten or typed) to speak from at the meeting
for two proposed conference topics and that include:
 Proposed conference topic title

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

The proposed conference topic title is:

“ Leadership Conference 2019, Leading in the 21 st Century”
 Summary of the content to be discussed.
The summary of the content to be decided are:
1. Date, time and period of the conference.
2. Conference venue
3. Speakers and demonstrators for the Conference
4. Participants and attendees of the conference.
5. Volunteers
When speaking about your ideas at the meeting, as a guide you will speak for 1 to 2 minutes on
each topic. Use the following example to guide you in developing your ideas and making notes
(this example has not been taken from the above report, it is an example only to help you write
down your ideas).

Example topic and information:

Mindful Leadership: Becoming a Mindful Leader by the Application of

Acceptance and Commitment Therapy (ACT) Principles.
ACT is an evidence-based approach that has been applied to clinical and
organisational settings. When used as a leadership model, the application of
ACT principles can assist managers in increasing work performance and
innovation while reducing work stress and work errors.
The presentation will introduce basic ACT principles and provide an introduction
to the qualities of being and acting as a mindful leader and person. Such
qualities include empathy and self-compassion.
This will be a practical session with the focus on teaching and applying
mindfulness techniques at work.

During the meeting, you need to be able to demonstrate that you can identify and interpret
information from complex texts. That is, that you can identify two topics based on the information
in the report, and then summarise the information in your notes for discussion at the meeting.
The example above provides an indication of the level of response required.

20. Confirm the meeting arrangements

Send an email or calendar appointment to the meeting participants in accordance with the
timeframes as set out in the Meeting Policy and Procedures. Send these emails out to your
classmates and your assessor who are role playing the meeting participants.
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 attachments. Ensure
that your email includes the date of the meeting within the body of the email to show that you
understand the designated timelines as set out in the Meeting Policy and Procedures. Attach
the Draft Conference Program and your meeting agenda to the email. Your email needs to
request confirmation of attendance.

Confirm meeting attendance with all participants and send any emails or calendar invite
acceptance emails to your assessor as evidence of this.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Send the Administration and Project Officer an email to request that they book Meeting Room 1
for the required date and time and advise of any other necessary arrangements as per the
meeting policy and procedure.
Mail to Meeting attendees.
Subject: Notice for Meeting
Dear Sir,
I am writing this mail to inform you about the meeting that is going to be held on 29 th September,
2019. I have attached the meeting agenda along with the mail. Please find the attachment.
Your participation is most valued in the meeting. Under unfortunate circumstances, if you cannot
attend the meeting, please inform me as soon as possible. Thank You
With Regards,
XYZ MNO
Operation Manager
Grow Management Consultants

Mail to Senior Administration and Project Officer

Subject: Book meeting hall for a meeting
Dear Sir/Madam,
I am writing this letter to request you to book the Meeting Hall-1 of Block-A on 29 th September.
The meeting will be held from 2.30PM and will last for approximately half an hour. I would also
like to request you to manage the projectors, laptops, audio settings and drinking water and
lunch managed for the attendees. I have attached the date, time, location and list of attendees
along with the mail. Please find the attachment. Thank you.
With Reagrds
XYZ MNO
Operation Manager
Grow Management Consultants

21. Conduct the meeting

You are required to conduct the meeting in the role of the Chair.

Review the Meeting Policy and Procedures to make sure that you understand and can apply the
Chair’s role and responsibilities.

Prior to the commencement of the meeting, ask the Administration and Project Officer (your
assessor) to take notes of the meeting so that you can prepare the minutes following the
meeting. Provide instructions for note taking as per the meeting policy and procedure. You will
be assessed on this. The Administration and Project Officer will write up their notes and provide
them to you following the meeting. Note that you should also take your own brief notes so that
you can check that all the meeting content was covered.

Chair the meeting in accordance with the company’s meeting policy and procedures for face to
face meetings, as well as meeting legal and ethical requirements. This is to include the
following:

Prior to the meeting

 Checking that the meeting space meets health and safety requirements as per
health and safety legislation. Your assessor will set up at least two hazards in the room
which you will be required to identify and then rectify.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

At the outset of the meeting

 Introducing yourself and welcoming everyone.
 Making sure everyone has a copy of the agenda and draft conference program.
 Stating the purpose of the meeting.
 Advising the timeframe for the meeting.
 Encouraging all team members to contribute.

Chairing the meeting including

 Keeping to the time frame as set out in the agenda e.g. wrapping up the discussion
when the time limit for the agenda item is reached.
 Going through each of the agenda items in order.
 Keeping on track by ensuring everyone sticks to the agenda.
 Respecting everyone’s views and using active listening techniques.
 Making sure the meeting starts and ends according to the time in the agenda.
 Promoting ethical behaviour – at the meeting a staff member will raise an ethical
issue which you will need to respond to appropriately.

Leading the meeting according to your agenda, ensuring that:

 You share your own ideas for conference topics.
 You seek the ideas from the staff team, encouraging everyone to contribute.
 All ideas are discussed, and the conference program is agreed on. Note as there
will be one more idea than there are spaces in the conference program, you will need to
discuss this issue and facilitate a consensus.
 You achieve the meeting outcomes desired i.e. to finalise the conference program.
 You facilitate a consensus on the best day and time for conference meetings.
 You explain that the minutes of the meeting and a finalised conference program will
be sent to staff following the meeting.

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

 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

At the end of the meeting, notify the note taker that the notes of the meeting will need to be
provided to you within the timelines specified in the meeting policy and procedure.

Conducting the Meeting

(All the participants were seated on their respective places and the seats were placed at appropriate space
meeting health and safety requirements.)
Good afternoon, everyone. I would like to welcome everyone in this meeting and I would like to thank
everyone for their time. I would like to make sure everyone has a copy of meeting agenda and draft for
conference program with them.
The summary of the content to be decided are:
1. Date, time and period of the conference.
2. Conference venue
3. Speakers and demonstrators for the Conference
4. Participants and attendees of the conference.
5. Volunteers
Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

The timeframe for this meeting is 30 minutes. So, I would like every attendees to actively participate and
provide their views and opinions.

The meeting discussion topics were discussed by equally respecting and acknowledging everybody’s views
and comments.
Conclusions of the meetings:
1. The meeting will be held on 10th October.
2. The external people will not be invited. Limited staffs and participants will be called for Conference.
3. Two speakers and a demonstrator will be called upon by the Executive Director.
4. Special guests will be invited by the Operation Manager.
The meeting was completed in the estimated time. Proper use of non-verbal and verbal communication
skills was demonstrated. The meeting was interactive and active listening techniques were used for active
participation.

22. Prepare meeting minutes

Review the notes of the meeting provided by the minute taker (your assessor) and then prepare
detailed meeting minutes based on the notes provided.

Use the Meeting Minutes Template to guide your work.

You are required to check that the minute taker has taken a true and accurate record of the
meeting, as well as proof reading for any spelling and grammar mistakes.

Save this document as Meeting Minutes.

Meeting Minute
Date: 29th September, 2019
The meeting was held under the chairmanship of the CEO of Grow Management Consultants. The meeting
was held at Meeting Hall-1 at 2.30 PM The following members were present and the following points were
discussed:
Attendees:
 CEO (Paul Burns),
 Operations Manager (Me)
 Senior Management Consultant (Bob Downs),
 Marketing Manager (Jack Steel)
 Administration/Project Officer (Sally Smith).
 management consultant contractors (Jane Simms and Leander Duval)
Discussion Topics:
1. The date for the meeting: The proposed date is 7 th October.
2. The participants in the Leadership Conference
3. The Speakers and Demonstrators for the Conference
4. Special guests to be invited for the Conference
Conclusion of discussion topics:
5. The meeting will be held on 10th October.
6. The external people will not be invited. Limited staffs and participants will be called for Conference.
7. Two speakers and a demonstrator will be called upon by the Executive Director.
8. Special guests weill be invited by the Operation Manager.
Signature of all attendees:

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

23. Update the conference program

Write the conference program according to the ideas finalised at the meeting. This will show that
you have correctly reported on the outcomes of the meeting.

Use the Draft Conference Program to guide your work.

Save this document as Revised Conference Program.

The draft for conference program was made. The Leadership Conference 2019 will be held on
10th October, 2019. The Conference will start from 10.00 AM and last until 4.00 PM. The
Conference will be started by speakers and demonstrators. Participants will also get to involve
in various extra activities. The Conference will run smoothly. Various guests and chief guests
are invited. They will be honoured and will be allowed to put their words among the participants.
Finally, the Conference will be closed by the CEO of Grows Management Consultants.

24. Take a screen shot of your folder and files.

You should create a folder and save all documents associated with the meeting in this folder.
This will demonstrate that you can save meeting documents according to requirements.

You are required to demonstrate that you can file all of your records in a logical structure.
Ensure that you have an overall folder for your work, as well as sub folders if necessary.
All of the documents you have submitted for this assessment task should be correctly named
and filed.

The screen shot should show all the folders and documents.
The screenshots of all folders and documents were taken and saved by correctly naming them
and filing them.

25. Send an email to staff (your assessor)

The text of the email should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
It should include a brief summary of the outcomes of the meeting (3 to 4 points) and direct the
recipient to read the attached minutes and conference program.

Attach the following to the email:

 Meeting Minutes
 Revised Conference Program
 Screen shot

The minutes must be sent to staff within the designated timelines as specified in the Meeting
Policy and Procedures.
Mail to staffs
Dear Sir,
I am writing this mail to you to provide you with the brief summary of the meeting. The meeting held
to discuss the Leadership Conference 2019. I have attached the meeting minutes, revised
conference program drafts and screenshots of all folders and documents. Please find the
attachment with this mail. Thank You.
With Regards,

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

XYZ MNO
Operation Manager
Grows Management Consultants

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 2 Checklist

Student’s name:
Completed
Did the student: successfully Comments
Yes No
Develop an agenda that includes the purpose of the
meeting using the Grow Management Consultant’s
Agenda Template?
Follow the Meeting Policy and Procedures regarding
developing the agenda?
Send agenda and conference program via email to
each required meeting participant at least three
working days prior to the meeting?
Identify and interpret information from the report Global
Human Capital Trends 2017 so as to inform possible
conference topics?
Brief the minute taker on taking of meeting notes
according to the meeting policy and procedure?
Check that the meeting space is safe so as to conform
with health and safety legislation and remove hazards
identified?
At the outset of the meeting, perform the
responsibilities of the chair?
Chair the meeting as set out in the Meeting Policy and
Procedures?
Lead the meeting according to the agenda?
During the meeting, demonstrate effective
communication skills including:
 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

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
Page 28
BSBADM502 Manage meetings Student Assessment Tasks

Develop formal minutes of meeting from transcribed

notes?
Check that transcribed notes represent a true and
accurate record of the meeting and update accordingly
in the final minutes?
Save the meeting minutes according to the subject of
the meeting and the date of the meeting and under
Conference meetings folder?
Correctly reflect meeting discussion in finalised
conference program?
Send minutes and final conference program via email
within required timelines?
Include in the final email a summary of the outcomes of
the meeting?
Store all meeting documents in relevant folders?

Task Outcome: Satisfactory  Not Satisfactory 

Assessor signature

Assessor name

Date

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 3 Cover Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this 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.
Student name

Student ID number

Student signature

Date

Assessor declaration
I hereby certify that this student has been assessed by me and that the assessment has been carried out
according to the required assessment procedures.

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

My performance in this assessment task has been discussed and explained to me.
I would like to appeal this assessment decision.
Student signature

Date

A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 3: Informal meeting project

Task summary
This assessment task requires you, in the role of Operations Manager, to prepare for and conduct an
informal meeting with your team to discuss social activities for the team.

This assessment is to be completed in the simulated work environment in the RTO.

Required
 Access to textbooks/other learning materials
 Computer with Microsoft Office and internet access
 Meeting Policy and Procedures
 Space for a meeting and meeting roleplay participants

Timing
Your assessor will advise you of the due date of these submissions.

Submit
 Email regarding meeting arrangements
 Email with draft summary of the meeting outcomes
 Email with revised summary of the meeting outcomes

Assessment criteria
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 competence.

Re-submission opportunities
You will be provided feedback on yourperformance 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.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 3 Instructions

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 confirm 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
meetingand 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.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
Page 32
BSBADM502 Manage meetings Student Assessment Tasks

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.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

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.

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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BSBADM502 Manage meetings Student Assessment Tasks

Assessment Task 3 Checklist

Student’s name:

Completed
Did the student: successfully Comments
Yes No
Develop a notice for an informal meeting according to
the Meeting Policy and Procedures?
Send the email to each identified meeting participant
at least two working days prior to the meeting?
Chair the meeting as required?
Conduct the meeting according to the agenda?
Include in the email a summary of the outcomes of
the meeting?
Correctly reflect meeting discussion in email
summarising meeting outcomes?
Check email for spelling and grammar and to ensure
that it is a true and accurate record of the meeting?
Make changes to email as required?

Task Outcome: Satisfactory  Not Satisfactory 

Assessor signature

Assessor name

Date

Australian Institute of Business and Technology Pty. Ltd. T/A Sydney International School
ABN No: 33 601 730 278 / RTO Code: 41487 / CRICOS Code: 03714G
[Link] / Email: info@[Link] / Tel: (02) 8073 0797
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