BSBADM 502 Sydney Global College Planning and Managing Meeting Report

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Business Finance

BSBADM 502

Sydney global college

BSBADM

Description

OVERVIEW

For this assessment you are to demonstrate that you can plan and manage a meeting. You must demonstrate that you have the skills and knowledge to:

• Prepare for meetings

• Conduct meetings

• Follow up meetings

You are required toconduct a meeting based on a simulated business scenario. You are to first plan and prepare for the meeting. You will then practically demonstrate your ability to chair the same meeting and will then follow up by writing and distributing the minutes and reviewing the meeting in the form of a report.

You must demonstrate that you can:

• apply conventions and procedures for formal and informal meetings including:

• developing and distributing agendas and papers

• identifying and inviting meeting participants

• organising and confirming meeting arrangements

• running the meeting and following up

• organise, take part in and chair a meeting

• record and store meeting documentation

• follow organisational policies and procedures.

There are three (3) stages to this assessment. You must complete them all. Your assessor will advise you when each stage is due.

In Stage One, you are to prepare for the meeting. Your trainer will advise you when it is to take place. In the second stage you will then be required to participate in and chair a section of the meeting. Your assessor will participate in the meeting as an observer. 

The purpose of the meeting is to discuss the issue and develop an action plan.

This assessment is based on the simulated business in AppendixA and the scenario below. Read the scenario and business information and complete the tasks.

INSTRUCTIONS

You are to meet with the other managers to discuss the findings and come up with some ideas to improve your company’s performance on sustainability. 

Lead a discussion with the meeting participants and develop an action plan. 

You may discuss the overall sustainability areas or focus on one or two particular areas.

For ideas, you can use the Sustainable Office Checklist provided by Network for business innovation and sustainability.http://nbis.org/nbisresources/greening_the_office/...

Your task is to organise the meeting of the management team to discuss the report and how the company will act to remedy the situation related to sustainability. You are to manage the group to construct the action plan.

Stage One: Planning and preparing for the meeting

In this stage, you need to plan and prepare for the meeting. You must prepare for and write documents for the whole meeting. In Stage Two, however, you will be required to chair one section of the meeting.

You first need to decide who needs to attend. The attendees will be your classmates and you will need to assign them a role and job title.For the purpose of this assessment, you should invite about six (6) other people. Get into groups and allocate job roles to each member who will attend based on the Adept Owl Games Company Organisational Chart. (You can use their real names for this)

The meeting will be held in the classroom and should go for about three hours. You will be required to chair the meetingfor approximately 30 minutes. Your assessor will observe you. You are then to review and revised the minutes, anddistribute them to the meeting members for comments. 

The purpose of the meeting is to make decisions on how the company can improve its sustainability. You may discuss the overall sustainability areas or focus on one or two particular areas. At the end of the meeting, you are to develop an action plan. Each person is to produce an action plan for the whole meeting.

You will be required to participate in the whole meeting whilstsections are chaired by other students. You will alsotake a turn of being a note taker and writing meeting notes and the minutes for one meeting.

Note: The work completed for this assessment task provides the basis for Stage Two. You will need to retain a copy of the documents this assessment for use. Ensure you keep an electronic and/or hard copy of this completed assessment for future use.

TASKS

Part A: Planning the meeting

1. Study the Adept Owl Games Company simulated business information in Appendix A.

Look at the relevant Policies and Procedures, (Appendix B) and in particular, look at the Sustainability Policy and Meetings Policy and Procedures.

2. Decide who is going to attend. Using the information on the organisational chart in Appendix A identify which staff members listed on the chart will need to attend your meeting

3. Determine the meeting requirements by completing the Meeting Requirements Form in Appendix C making sure you select a meeting style and format appropriate to your meeting’s purpose and participants.

As part of completing this template, ensure that you identify and describe the following as they apply to your meeting:

(a) organisational requirements 

(b) applicable conventions.

4. Now use the Meeting Preparation Action Plan template in Appendix Cto:

(a) detail the tasks required to make the meeting arrangements identified in Meeting Requirements Form in Appendix C and 

(b) decide and state who is responsible for completing them.

Part B: Preparing the documentation

You now need to prepare the required meeting documentation, as per Adept Owl organisational requirements. The documentation will need to include:

(a) meeting invitation to notify required participants of your meeting, including reason for chosen format (Appendix C) 

(b) meeting agenda (Appendix C) 

(c) any required supporting papers

Note: There may be several items on the agenda. However, amongst the items there should be at least one where you need to do a short presentation (4 -5 minutes) to introduce the topic, consult with other participants to seek their views and answer questions. 

1. Prepare the required meeting papers (at least one) and select an appropriate method to distribute these to meeting participants. 

2. Send out the meeting documentation using themeeting invitation template (Appendix C) - and papers, as appropriate, to required meeting participants (the individuals in your group as per their assigned roles).

SUBMISSION REQUIREMENTS

You will need to submit the following for this stage

• a completed Meeting Requirements Form 

• a completed Meeting Preparation Action Plan 

• a meeting invitation – 

• a meeting agenda 

• at least one meeting paper required for your meeting

Stage Two: Conducting and following up the meeting

For this stage you will need to demonstrate the skills and knowledge required to:

• conduct and chair meetings, and 

• ensure that the desired outcomes of the meeting are achieved. 

You are to manage and chair a section of the meeting that you planned in ProjectStage One for the Adept Owl Games Company. You must chair the meeting for at least half an hour. Other students will take turns to chair the rest of the meeting. 

For your section, you are to introduce yourself and present a 5 minute introduction to the section you are chairing. You will then lead a discussion on the topic and reach agreement on the issue. 

After the meeting you will need to review the minutes to ensure they are a true and accurate record of the discussions. 

Note: The work completed for this assessment task provides the basis for Stage Three. You will need to retain a copy of the minutes from this assessment for use. Ensure you keep an electronic and/or hard copy of this completed assessment for future use.

TASKS

Part A: Preparing before the meeting

1. Review the action plan you developed in Stage One.

2. Ensure that all tasks have been completed in preparation for the meeting you are to chair.

3. Designate a minute-taker. Provide the minute-taker with the meeting minutes template and brief them on the organisational requirements for taking meeting minutes.

The documentation you will need isa meeting minutes template (refer to Appendix C)

Part B: Chairing the meeting

1. Conduct and chair the section of the meeting in accordance with the meeting agenda you developed in Stage One.

During the meeting you are required to:

(a) resolve at least one issue using a problem-solving technique

(b) chair the meeting using communication and chairing skills.

2. Collect the minutes from the minute-taker at the end of the meeting.

4. Ask meeting participants to each complete the Meeting Participant Evaluation Form in Appendix D

Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix E.

Part C: Following up

1. Check the minutes to make sure they are complete and accurate, as well as to ensure correct spelling, grammar and use of the template in line with organisationalrequirements.

2. Make corrections to the minutes as required.

3. Distribute the meeting minutes to meeting participants in line with organisational requirements, along with any follow-up documentation required by the meeting outcomes.

4. Submit the required documents for assessment as per the specifications below. Be sure to keep a copy for your records.

5. File meeting documentation logically according to organisation meeting policies.

Unformatted Attachment Preview

BSBADM502 Manage meetings ASSESSMENT GUIDE Student BSBADM502 Manage meetings Student Assessment Guide v 1 June 2019 Page 1 of 53 BSBADM502 Manage meetings UNIT OVERVIEW BSBADM502 Manage meetings This unit describes the skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. It applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace. No licensing, legislative or certification requirements apply to this unit at the time of publication. Elements To achieve competency in this unit students must demonstrate their ability to: 1. Prepare for meetings 2. Conduct meetings 3. Follow up meetings Performance Evidence Evidence of the ability to: • • • • • • • • apply conventions and procedures for formal and informal meetings including: developing and distributing agendas and papers identifying and inviting meeting participants organising and confirming meeting arrangements running the meeting and following up organise, take part in and chair a meeting record and store meeting documentation follow organisational policies and procedures. Note: If a specific volume or frequency is not stated, then evidence must be provided at least once. Knowledge Evidence To complete the unit requirements safely and effectively, the individual must: • • • • outline meeting terminology, structures, arrangements outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings describe options for meetings including face-to-face, teleconferencing, webconferencing and using webcams identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas. Student Assessment Guide v 1 June 2019 Page 2 of 53 BSBADM502 Manage meetings INFORMATION FOR STUDENTS General Assessment Information This information is designed to provide you with a full overview of the tasks you need to successfully complete to be deemed competent in this unit. You must achieve a satisfactory performance in each of the assessment tasks in order to be deemed competent in the relevant unit. Where necessary, the assessment tasks are divided into parts or steps. These are designed to take you through a step by step approach to completing the activities. Instructions First and foremost, please contact your assessor to discuss any necessary adjustments that may need to be made prior to completing these tasks. The instructions for each of the assessment tasks are logically sequenced. If you have any questions, contact your assessor immediately. If there is a practical component to your assessment, you will need to discuss the arrangements for its completion with your assessor in advance. Assessment Cover Sheet Once you have completed all of the tasks, complete the Assessment Cover Sheet, sign the declaration and forward along with your documentation to your assessor. It should be uploaded along with the assessment on to the RTO manager. Submitting Assessment Tasks All written assessment tasks must be typed and submitted with the provided cover sheet. Your trainer/assessor will tell you when assessments are due. It is your responsibility to ensure that assessment tasks are submitted on or before their due date. Extensions for individual assessment tasks may be negotiated with your trainer in specific circumstances. You must request this prior to the due date, and extensions due to illness will require a medical certificate. Extensions will be confirmed by your trainer/assessor. Where assessment tasks are submitted following the conclusion of the unit of competency without a medical certificate or extension, a late submission fee for each assessment task will be charged. Assessment Outcomes There are two outcomes of assessment tasks: S = Satisfactory and NS = Not Satisfactory (requires more training and experience). You will be awarded C = Competent on completion of the unit when you have achieved S for all completed assessment tasks and by meeting all the performance criteria. If you fail to meet this requirement, you will receive the result NYC = Not Yet Competent and will be eligible to be reassessed according to George Brown College policy. If you are deemed Not Competent by your assessor and require re-assessment, you will be informed of the process. A fee may be charged according to George Brown College policy. If all assessment tasks are not completed for a qualification, a certificate will not be awarded. A Statement of Attainment for completed units of competency will be provided Student Assessment Guide v 1 June 2019 Page 3 of 53 BSBADM502 Manage meetings Your Results Your assessor is committed to providing you with detailed feedback on the outcomes of the assessment and will provide guidance on areas for improvement. In most instances, you should only need to complete the sections of the assessment that were deemed not satisfactory. However, it is important to remember that depending on the task, it may be necessary to repeat the whole task (for example presentations or the delivery of a training session). You are entitled to view your results at any time by asking your trainer/assessor. Reasonable Adjustment George Brown College supports individual differences in the learning environment and provides ‘reasonable adjustment’ in training and assessment activities to support every learner. If you have any special needs that make it difficult for you to complete your learning or assessments, you should discuss this with your assessor beforehand and will be provided with reasonable alternatives to assist you to complete the required tasks such as completing tests verbally or using an interpreter. What happens if you do not agree with the assessment result? If you do not think the assessment process is valid, or disagree with the decision once it is made, or believe that you have been treated unfairly, you can appeal. The first step is to discuss the matter with your trainer. If you still do not agree with the results, refer to the GBC Complaints and Appeals Policy and speak to the Student Services Team. Support While we may not be in a position to assist you with language training or specific LLN training, our assessors will work with you to ensure that you are supported throughout your qualification. If you require individual tutoring this may attract an additional fee (see Student Handbook). Support may be offered by your assessor, or for more specialist support you may need to contact GBC administration. A Note on Plagiarism and Referencing Plagiarism is a form of theft where the work, ideas, inventions etc. of other people are presented as your own. Information, ideas etc. quoted or paraphrased from another source such as the Internet, must be acknowledged with “quotation marks” around the relevant words/sentences or ideas and the source listed in brackets. You must also list the sources at the end of your assessment. Sources of information, ideas etc. must be provided in alphabetical order by author’s surname (including author’s full name, name of document/ book / internet etc. and year and place of publishing) or may be included in brackets in the text. As a general rule it is advisable to never copy another person’s work. Should it appear that a student’s work has been copied or does not appear to be authentic, you will be asked to speak to your Course Coordinator and required to re-submit it. A fee may be charged according to George Brown College policy. Contacting the RTO If you should need further support or assistance please do not hesitate to contact The Student Services Team. Student Assessment Guide v 1 June 2019 Page 4 of 53 BSBADM502 Manage meetings ASSESSMENT BSBADM502 Manage meetings There are two assessments for this unit: 1. Written Questions For this assessment, you are to read the questions and respond in writing with the most suitable answer. There are eight questions, all of which must be completed. Most questions require short answers although some questions require a more detailed response. You may use various sources of information including workbooks, internet and other documents, but must list and reference your sources. Your assessor will advise you when this is due. 2. Project Assessment for this unit is in three stages each with a number of parts based around the simulated oranisation, Adept Owl Games Company. Stage One: This consists of two parts. You are required to plan and prepare for a meeting based on the given scenario. This includes developing a meeting plan, writing an agenda, sending out invitations, and organising the meeting details. There are templates for each of the tasks to be completed. You will be allocated a role in the company based on the Adept Owl organisational chart. The scenario is around developing a sustainability action plan for the organisation. You are to select a particular aspect of the topic and lead a discussion following a brief presentation to introduce the topic. Refer to the scenario in Stage One and the appendices. Stage Two: This stage is in three parts. For Part A You are to review previous information about meetings and the scenario. You will then designate a minute taker for the meeting. A minute template is provided. In Part B, you are to conduct the meeting. Your assessor will observe you to assess your chairing skills. You must chair the meeting for at least half an hour. You are to commence the topic for discussion with a short presentation (5 minutes). You will then swap roles with other students who will chair a discussion around their topic. In addition to chairing the meeting, you will need to take the role of minute taker for another student, giving every student a chance to write minutes. The meetings will be held in the classroom. Your assessor will advise you when this assessment will be held. For Part C, you are required to follow up the meeting including reviewing and distributing minutes to participants. Stage Three: For this task you are to review the meeting and write a report on how you planned, prepared, conducted and followed up the meeting. As the report is for distribution to “management’, the report needs to be structured formally and to address the questions provided. The report should be between 800 and 1000 words. Student Assessment Guide v 1 June 2019 Page 5 of 53 BSBADM502 Manage meetings Assessment Schedule Assessment Due Date 1. Written Questions 2. Project:  Part A  Part B  Part B Student Assessment Guide v 1 June 2019 Page 6 of 53 BSBADM502 Manage meetings ASSESSMENT COVER SHEET Student Name: Student ID: Contact Number: Email: Trainer / Assessor Name: Qualification: Unit of Competency: BSBADM502 Manage meetings ☐ Written Questions Assessment: ☐ Project: Stage One ☐ Project: Stage Two ☐ Project: Stage Three Due Date: Date Submitted: If your assessment is being submitted after the due date, please attach a copy of the written confirmation of extension received from your assessor. Declaration: I have read and understood the following information at the beginning of this assessment guide (please tick): ☐ Assessment information ☐ Submitting assessments ☐ Plagiarism and referencing I declare this assessment is my own work and where the work is of others, I have fully referenced that material. Name (please print) Student Assessment Guide v 1 June 2019 Signature Date Page 7 of 53 BSBADM502 Manage meetings ASSESSMENT 1: WRITTEN QUESTIONS Read the questions below and respond in writing with the most suitable answer. There are eight (8) questions. You must complete them all. Most questions require short answers although some questions may require a more detailed response. You may use various sources of information including your workbook, internet and other documents. However, you MUST correctly reference your sources of information. Your assessor will advise when this is due. Question 1. What are the main roles and responsibilities of the chairperson at an informal meeting? List at least six (6) points. 1. 2. 3. 4. 5. 6. Question 2. What is the meaning of the following terms? Term Meaning (a) agenda Agenda is a meeting plan may including list details subject or topics to be discussion, solve the problem and shared to the attendees of the meeting. (b) Standing Orders (c) rules of debate Student Assessment Guide v 1 June 2019 Page 8 of 53 BSBADM502 Manage meetings (d) minutes Minutes of the meeting are notes written by the secretary or taken of the meeting. Minutes of the meeting recorded and highlighted all agenda that was discussed during the meeting. (e) motions Motion is a formal proposal given to the board the meeting would be stated. All the attendees of board are members of the meeting will discussed the proposal will give their final decision. If ever a motion is passed it becomes a resolution that will be recorded and highlighted in the minutes of the meeting. (f) amendments (g) points of order (h) quorum A quorum is a minimum number of attendees or members that attended the meeting. Achieving a minimum of number the attendees in the meeting is important to transact official meeting. i) seconder (j) casting vote Question 3. Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams. Give a brief description and state the advantages and disadvantages of each. Meeting options face-to-face Description Advantages & Disadvantages Face to face meeting may be used where complex issues have to be discussed for instance, the human resource department may conduct a meeting to evaluate potential employees in the from of interviews. Meetings are extremely important activities that call for a certain code of conduct to get may best out of the. Meetings can be conducted in the following ways: Understanding the purpose, agenda setting Before running the meeting being at the truly first point, the person in charge should definitely have alack for the meeting and establish a clear agenda to meet the desired need Timeline setting and integrity This calls for zero patience for meeting duration manipulation. A meeting Student Assessment Guide v 1 June 2019 Page 9 of 53 BSBADM502 Manage meetings shouldn’t more than the stated time to trim off the cases of dissatisfaction. teleconferencing web-conferencing using webcams A webcam is an accessory that is good to share images or videos in real time. The use of webcams is the particular part of virtual meeting on platforms such as Zoom, Messenger and Duo. They facilitate a given from of face to face meeting. Their use sometime disposes the need to need in physical. (a) How is a formal meeting different from an informal or semi-formal meeting? (20 words) The construction of a meeting is allowed mode of members and information organization, Normally support attained the meeting’s objectives. The structure of any formal meeting is generally based on the fact which are pre planed. It’s guided by agenda, filled with already thoughts about the issues. It includes minute talking and control by the meeting manager. (b) Who determines the rules of a formal meeting? (20 words) Student Assessment Guide v 1 June 2019 Page 10 of 53 BSBADM502 Manage meetings Question 5 An organisation is holding a formal, monthly management meeting to review business progress and discuss new project proposals. What items are likely to be on the agenda? List at least eight (8) items. 1. 2. 3. 4. 5. 6. 7. 8. Question 6 What information should minutes of a formal meeting contain? List at least six (6) items Minutes are basically a record of activities of a certain meeting. They show the purpose of meeting through the description of agendas. They facilitate reference specific decisions where necessary. What to include in minutes a. The date, time and location of the meeting, in the title. b. The meeting’s purpose. c. Names of those who attended and those who failed to. d. Agendas. e. The decisions on agendas. f. Chairperson or the highest officer that succor of the meeting. Question 7 Describe how group dynamics might negatively affect the conduct and outcomes of a meeting. Give an example of each of the following, and describe how the chairperson might address it. Student Assessment Guide v 1 June 2019 Page 11 of 53 BSBADM502 Manage meetings Behaviours Examples How the chairperson might address it Conflict Hindering roles Negative group norms Question 8 How can a chairperson encourage active participation by all members at a meeting? List four (4) points. Typically, this can be termed as a function of participation control. It is critical for the chairperson to monitor the attendance to insure he/she picks up all the people’s viewpoint. It’s also key as it allows the chairperson to figure out whether the meeting’s objective are being met or not. Monitoring the participation may also help the chairperson sense the prevailing mood and know where to make necessary adjustments for optimality. Student Assessment Guide v 1 June 2019 Page 12 of 53 BSBADM502 Manage meetings ASSESSMENT 2: PROJECT Overview For this assessment you are to demonstrate that you can plan and manage a meeting. You must demonstrate that you have the skills and knowledge to: • • • Prepare for meetings Conduct meetings Follow up meetings You are required to conduct a meeting based on a simulated business scenario. You are to first plan and prepare for the meeting. You will then practically demonstrate your ability to chair the same meeting and will then follow up by writing and distributing the minutes and reviewing the meeting in the form of a report. You must demonstrate that you can: • • • • apply conventions and procedures for formal and informal meetings including: • developing and distributing agendas and papers • identifying and inviting meeting participants • organising and confirming meeting arrangements • running the meeting and following up organise, take part in and chair a meeting record and store meeting documentation follow organisational policies and procedures. There are three (3) stages to this assessment. You must complete them all. Your assessor will advise you when each stage is due. In Stage One, you are to prepare for the meeting. Your trainer will advise you when it is to take place. In the second stage you will then be required to participate in and chair a section of the meeting. Your assessor will participate in the meeting as an observer. The purpose of the meeting is to discuss the issue and develop an action plan. This assessment is based on the simulated business in Appendix A and the scenario below. Read the scenario and business information and complete the tasks. Scenario: You have been promoted to the position of Manager on the Office Team at Adept Owl Games Company. Adept Owl is an Australian developer, publisher and distributor of dice, card and board games for all ages. The company has just undergone its yearly environmental audit and you have been asked to organise a meeting with the other managers and staff members to discuss the outcomes. Despite Adept Owl’s Sustainability Policy, there have been no improvements in sustainability practices in the last 12 months. Student Assessment Guide v 1 June 2019 Page 13 of 53 BSBADM502 Manage meetings A summary of the audit findings is: Area Goal Outcome Energy To reduce energy bills, including energy efficiency retrofits, energy management and optimisation, demand management, distributed generation or a combination of these types of measures There has been a 4% increase in energy bills over the last 12 months Water Reduce water use in the building Average water usage has remained the same over the last 12 months, both in the shop floor and the office Waste Minimise waste, particularly paper Despite a waste reduction campaign at the beginning of the year, there is an increased amount of waste being produced by the office. Workers are not recycling, except for paper. Clean Air Reduce air pollution in the office and An air quality check found air shop floor pollution from photocopier fumes and cleaning chemicals. The air conditioning unit has not been cleaned in the last year. Instructions You are to meet with the other managers to discuss the findings and come up with some ideas to improve your company’s performance on sustainability. Lead a discussion with the meeting participants and develop an action plan. You may discuss the overall sustainability areas or focus on one or two particular areas. For ideas, you can use the Sustainable Office Checklist provided by Network for business innovation and sustainability. http://nbis.org/nbisresources/greening_the_office/green_office_checklist_nbis.pdf Your task is to organise the meeting of the management team to discuss the report and how the company will act to remedy the situation related to sustainability. You are to manage the group to construct the action plan. Student Assessment Guide v 1 June 2019 Page 14 of 53 BSBADM502 Manage meetings Stage One: Planning and preparing for the meeting In this stage, you need to plan and prepare for the meeting. You must prepare for and write documents for the whole meeting. In Stage Two, however, you will be required to chair one section of the meeting. You first need to decide who needs to attend. The attendees will be your classmates and you will need to assign them a role and job title. For the purpose of this assessment, you should invite about six (6) other people. Get into groups and allocate job roles to each member who will attend based on the Adept Owl Games Company Organisational Chart. (You can use their real names for this) The meeting will be held in the classroom and should go for about three hours. You will be required to chair the meeting for approximately 30 minutes. Your assessor will observe you. You are then to review and revised the minutes, and distribute them to the meeting members for comments. The purpose of the meeting is to make decisions on how the company can improve its sustainability. You may discuss the overall sustainability areas or focus on one or two particular areas. At the end of the meeting, you are to develop an action plan. Each person is to produce an action plan for the whole meeting. You will be required to participate in the whole meeting whilst sections are chaired by other students. You will also take a turn of being a note taker and writing meeting notes and the minutes for one meeting. Note: The work completed for this assessment task provides the basis for Stage Two. You will need to retain a copy of the documents this assessment for use. Ensure you keep an electronic and/or hard copy of this completed assessment for future use. Tasks Part A: Planning the meeting 1. Study the Adept Owl Games Company simulated business information in Appendix A. Look at the relevant Policies and Procedures, (Appendix B) and in particular, look at the Sustainability Policy and Meetings Policy and Procedures. 2. Decide who is going to attend. Using the information on the organisational chart in Appendix A identify which staff members listed on the chart will need to attend your meeting 3. Determine the meeting requirements by completing the Meeting Requirements Form in Appendix C making sure you select a meeting style and format appropriate to your meeting’s purpose and participants. As part of completing this template, ensure that you identify and describe the following as they apply to your meeting: (a) organisational requirements (b) applicable conventions. 4. Now use the Meeting Preparation Action Plan template in Appendix C to: (a) detail the tasks required to make the meeting arrangements identified in Meeting Requirements Form in Appendix C and (b) decide and state who is responsible for completing them. Student Assessment Guide v 1 June 2019 Page 15 of 53 BSBADM502 Manage meetings Part B: Preparing the documentation You now need to prepare the required meeting documentation, as per Adept Owl organisational requirements. The documentation will need to include: (a) meeting invitation to notify required participants of your meeting, including reason for chosen format (Appendix C) (b) meeting agenda (Appendix C) (c) any required supporting papers Note: There may be several items on the agenda. However, amongst the items there should be at least one where you need to do a short presentation (4 -5 minutes) to introduce the topic, consult with other participants to seek their views and answer questions. 1. Prepare the required meeting papers (at least one) and select an appropriate method to distribute these to meeting participants. 2. Send out the meeting documentation using the meeting invitation template (Appendix C) and papers, as appropriate, to required meeting participants (the individuals in your group as per their assigned roles). Assessment Criteria Your assessor will be assessing you against the criteria in the attached Marking Guide for this part of the project. Submission Requirements You will need to submit the following for this stage • a completed Meeting Requirements Form • a completed Meeting Preparation Action Plan • a meeting invitation – • a meeting agenda • at least one meeting paper required for your meeting Student Assessment Guide v 1 June 2019 Page 16 of 53 BSBADM502 Manage meetings ASSESSMENT 2: PROJECT- STAGE ONE MARKING GUIDE & RESULTS Student’s name: Student ID: Assessor’s name: Date of assessment: Unit of competency: BSBADM502 Manage meetings Did the student satisfactorily overall: Yes No Comments Part A: Planning the meeting Choose a meeting style and structure that is appropriate for the purpose of the meeting and which will assist with achieving the goals of the meeting? Identify the meeting participants and notify them in accordance with organisational procedures? Determine the meeting requirements as required and complete a Meeting Requirements Form, including:  date  time  duration  meeting purpose  budget  meeting host or chair person  meeting speakers  agenda  participants (internal and external)  special needs of participants?  location preferences seating arrangements – theatre style, table and chairs Select the documentation for distribution to participants including: Student Assessment Guide v 1 June 2019 Page 17 of 53 BSBADM502 Manage meetings Did the student satisfactorily overall:  Yes No Comments pre-reading materials for attendees documentation requirements for the meeting? Determine the equipment for the meeting, including as required:   video/data projector, microphone, whiteboard? teleconferencing or videoconferencing requirements and equipment? Select the menu for the catering within budget ($10 or less per head)? Identify and interpret organisational requirements for conducting meetings in line with the Adept Owl meetings policy, such as:          limited meeting durations meeting agenda must be documented for all meetings meeting minutes must be captured for all meetings delegates must have the authority to make decisions meetings must start and finish on time all meetings must have a designated chairperson participants must arrive on time mobile phones are to be switched off one person is to speak at a time? Develop an action plan that details all tasks to be completed to prepare for the meeting and identifies who is responsible for completing each task and when the task is due to be completed by, including:  catering requirements and delegation or arrangement ($10 max per head, CoffeeVille preferred supplier, arranged within suitable time)  budget and who is required to manage or approve spending, approval  booking of venue and equipment, meeting space chosen appropriate to meeting attendees  a person responsible for chasing RSVPs? Student Assessment Guide v 1 June 2019 Page 18 of 53 BSBADM502 Manage meetings Did the student satisfactorily overall: Yes No Comments Part B: Preparing the documentation Develop a meeting invitation in line with organisational policy, that details:  start time  end time  date  location  RSVP date if applicable  who is attending  purpose of meeting  overview of agenda  pre-reading requirements  travel and accommodation details if applicable  teleconference details if applicable? Develop a meeting agenda, in line with organisational requirements, including the company’s meetings policy, and template, including:  date, time and location of meeting  statement of the meeting’s purpose  welcome  minutes of the previous meeting  major agenda items  general business  date of next meeting? Provide relevant papers (at least one) to support the meeting section? Feedback to student: Student Assessment Guide v 1 June 2019 Page 19 of 53 BSBADM502 Manage meetings Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory Is re-assessment required? ☐ Yes ☐ No Assessor’s signature: Date: Student’s signature: Date: Student Assessment Guide v 1 June 2019 Page 20 of 53 BSBADM502 Manage meetings Stage Two: Conducting and following up the meeting For this stage you will need to demonstrate the skills and knowledge required to: • conduct and chair meetings, and • ensure that the desired outcomes of the meeting are achieved. You are to manage and chair a section of the meeting that you planned in Project Stage One for the Adept Owl Games Company. You must chair the meeting for at least half an hour. Other students will take turns to chair the rest of the meeting. For your section, you are to introduce yourself and present a 5 minute introduction to the section you are chairing. You will then lead a discussion on the topic and reach agreement on the issue. After the meeting you will need to review the minutes to ensure they are a true and accurate record of the discussions. Note: The work completed for this assessment task provides the basis for Stage Three. You will need to retain a copy of the minutes from this assessment for use. Ensure you keep an electronic and/or hard copy of this completed assessment for future use. Tasks Part A: Preparing before the meeting 1. Review the action plan you developed in Stage One. 2. Ensure that all tasks have been completed in preparation for the meeting you are to chair. 3. Designate a minute-taker. Provide the minute-taker with the meeting minutes template and brief them on the organisational requirements for taking meeting minutes. The documentation you will need is a meeting minutes template (refer to Appendix C) Part B: Chairing the meeting 1. Conduct and chair the section of the meeting in accordance with the meeting agenda you developed in Stage One. During the meeting you are required to: (a) resolve at least one issue using a problem-solving technique (b) chair the meeting using communication and chairing skills. 2. Collect the minutes from the minute-taker at the end of the meeting. 4. Ask meeting participants to each complete the Meeting Participant Evaluation Form in Appendix D Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix E. Part C: Following up 1. Check the minutes to make sure they are complete and accurate, as well as to ensure correct spelling, grammar and use of the template in line with organisational requirements. 2. Make corrections to the minutes as required. Student Assessment Guide v 1 June 2019 Page 21 of 53 BSBADM502 Manage meetings 3. Distribute the meeting minutes to meeting participants in line with organisational requirements, along with any follow-up documentation required by the meeting outcomes. 4. Submit the required documents for assessment as per the specifications below. Be sure to keep a copy for your records. 5. File meeting documentation logically according to organisation meeting policies. Assessment Criteria Your assessor will be assessing you against the criteria in the attached Marking Guide for this part of the project. Submission Requirements You will need to submit the following for this stage: • a completed Meeting Participant Evaluation Form (Appendix D) for each participant • a completed Minute-taker Evaluation Form (Appendix E) • the minutes as completed by the minute-taker – refer Part B • the corrected minutes – refer Part C • a copy of the communication you sent to distribute the meeting minutes and any follow-up documentation required by the outcomes of the meeting – refer Part C. Student Assessment Guide v 1 June 2019 Page 22 of 53 BSBADM502 Manage meetings PARTICIPANT ROLES As a meeting participant you will play the role of one of the staff members at Adept Owl. Your role will be allocated by the Chairperson (You can keep your own name though!). You are expected to join in the discussions about the topic. The aim of the meeting is to discuss ideas to improve Adept Owl’s sustainability performance. Following the meeting you will be asked to fill out a feedback sheet on the Chairperson’s ability to conduct the meeting. You will swap roles with other participants so that each person gets a chance to chair a meeting or a section of the meeting. You need to chair for approximately half an hour. Your assessor will participate as an observer and will assess you on your chairing and communication skills. Read the instructions, the scenario and Adept Owl’s documentation before the meeting. Your assessor will advise you when it is to take place. Student Assessment Guide v 1 June 2019 Page 23 of 53 BSBADM502 Manage meetings ASSESSMENT 2: STAGE TWO - MARKING GUIDE & RESULTS Student’s name: Student ID Assessor’s name: Date of observation: Unit of competency: BSBADM502 Manage meetings Did the student satisfactorily: Yes No Comments Part A: Preparing before the meeting Prepare by reviewing the action plan, agenda and meeting notes? Ensure that all tasks have been completed in preparation for the meeting? Designate and a minute-taker, provide him/her with the meeting minutes template? Brief the minute taker on method for taking notes? Part B: Chairing the meeting Chair the meeting in accordance with:  the agenda  the purpose of the meeting  the style of meeting agreed on  the organisation’s meeting conventions? Communicate a clear understanding of the meeting purpose? Conduct a short oral presentation (approx. 5 minutes) to introduce the key topic to provide adequate information to initiate the discussion? Encourage discussion in an appropriate manner to facilitate outcomes in line with the meeting’s purpose and ensure all participants were involved in the meeting? Student Assessment Guide v 1 June 2019 Page 24 of 53 BSBADM502 Manage meetings Summarise discussions and decisions progressively and at the end of each discussion? Control the meeting, ensuring people stay focussed and outcomes were achieved within allotted timeframes, including allowing times for breaks? Use communication skills to encourage participation of all participants including:  Ask questions and listen to responses to clarify understanding  answer questions  listen to participants  incorporate and encourage feedback? Manage and work with the group to achieve the desired outcomes and to construct an action plan? Ensure that decisions were made fairly and ethically? Resolve at least one issue using a problem-solving technique? Take notes as appropriate? Commence and conclude the meeting section on time? Collect written feedback from participants and minute taker (participant Evaluation Form and Minute taker Evaluation Form)? Part C: Following up Check the minutes to make sure they are complete and accurate, as well as to ensure correct spelling, grammar and use of the template in line with organisational requirements? Make corrections to the minutes as required? Distribute the meeting minutes to meeting participants in line with organisational requirements, along with any follow-up documentation required by the meeting outcomes? File meeting documentation logically according to organisation meeting policies? Student Assessment Guide v 1 June 2019 Page 25 of 53 BSBADM502 Manage meetings Feedback to student: Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory Is re-assessment required? ☐ Yes ☐ No Assessor’s signature: Date: Student’s signature: Date: Student Assessment Guide v 1 June 2019 Page 26 of 53 BSBADM502 Manage meetings Stage Three: Report on the meeting In this stage you will need to demonstrate the knowledge and decisions you applied to: • • • • plan prepare conduct and follow up the meeting you planned and conducted in Stages One and Two. You are now required to prepare a report for the other managers detailing the outcomes of the meeting. Tasks 1. Write a written reflection on how you: planned, prepared, conducted and followed up on your meeting. The report should be 800 – 1000 words in length. Your report should: • • • Be organised under relevant headings to make it easy to read. Start with a brief Introduction in which you give an overview of the purpose of the meeting. End with a Conclusion in which you summarise how you think the meeting went. Your report should discuss the following: (a) Planning and Preparing for the meeting: I. Who you invited to your meeting, why you decided they were required to attend and how you reached that conclusion. II. The style and structure you chose for your invitation and why. III. What conventions you decided were appropriate for your meeting; and what organisational and legislative requirements you needed to follow. IV. What budgetary considerations you made and how they affected the planning and conducting of your meeting. V. The meeting papers you chose to prepare and the distribution method you used to provide those papers to participants and why these were appropriate. VI. Your approach to developing your action plan, including how you decided who should be responsible for which tasks and timeframes for task completion. VII. The implementation of your action plan; if all required tasks were completed, if they were completed by the person responsible, if they were completed on time and, if not, what you did to make sure they were done. (b) Conducting and following up the meeting: I. At least one problem that had to be solved during your meeting, the problemsolving technique you used and why, and how this technique assisted you in solving the problem. II. Your key responsibilities as chairperson for conducting the meeting. Student Assessment Guide v 1 June 2019 Page 27 of 53 BSBADM502 Manage meetings III. IV. V. VI. How you would assess your performance in chairing the meeting (i.e. were you an effective chairperson or are improvements needed?); how well your meeting participants worked together and what group dynamics you needed to manage. The desired outcomes of your meeting, if you achieved them, and the strategies you used to facilitate the outcome. If outcomes were not achieved, or not achieved to satisfactory standards, what you could do to improve in facilitating outcomes. The strategies you used to review the meeting minutes to ensure the information presented a true and accurate record of the discussions that occurred during the meeting. If the minutes were a complete and accurate reflection of the discussions and what, if any, adjustments you made. The method in which you distributed these meeting minutes and why; where and how they should be stored; if any follow-up documentation was required and, if so, how this documentation was or will be distributed. 2. Check your report to ensure that you have correct punctuation, spelling and grammar 3. Submit the report for assessment as per the specifications below. Be sure to keep a copy for your records. The report should be between 800 and1000 words. Assessment Criteria Your assessor will be assessing you against the criteria in the attached Marking Guide for this part of the project. Submission Requirements You will need to submit the following for this stage: • Report (800 – 1000 words). Student Assessment Guide v 1 June 2019 Page 28 of 53 BSBADM502 Manage meetings ASSESSMENT 2: STAGE THREE - MARKING GUIDE & RESULTS Student’s name: Student ID Assessor’s name: Date of observation: Unit of competency: BSBADM502 Manage meetings Did the student satisfactorily: Yes No Comments Identify who they decided was required to attend their meeting and how they reached that conclusion? Describe how they determined an appropriate style, structure and appropriate meeting conventions for their meeting’s purpose? Identify decisions they made regarding meeting papers? Describe the approach they took in developing an action plan? Describe any problem-solving activities they undertook in their meeting to address at least one problem during the meeting? Describe their responsibilities as chairperson, for example:  delegating a minute-taker  facilitating discussion  maintaining a constructive and professional conduct  keeping discussion on track in accordance with agenda  keeping the meeting to time  encouraging input from all participants  coordinating consensus for problem-solving and decision-making  managing group dynamics? Student Assessment Guide v 1 June 2019 Page 29 of 53 BSBADM502 Manage meetings Describe how they would assess their own performance in chairing the meeting? Describe the desired outcomes of their meeting and the strategies used to achieve them? Describe their process for checking the minutes for accuracy? Demonstrate an ability to determine appropriate strategies for distributing and storing meeting minutes, for example?  in accordance with Adept Owl policies and procedures  using file-naming and file location protocols  access requirements  storage space  confidentiality and security requirements? Identify any follow-up documentation required and, if so, when and how this documentation should be distributed, for example:  identified the Adept Owl meeting policies and procedures around distribution requirements  if required follow-up documentation is too large or numerous to distribute via email, student identified alternative method of distribution? Produce a report that:  meets the specified word count  is complete and accurate,  is free from spelling, grammar and punctuation errors  uses an appropriate, business report format? Feedback to student: Student Assessment Guide v 1 June 2019 Page 30 of 53 BSBADM502 Manage meetings Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory Is re-assessment required? ☐ Yes ☐ No Assessor’s signature: Date: Appendix A – Business Scenario Adept Owl is an Australian developer, publisher and distributor of dice, card and board games for all ages. The company has just undergone its yearly environmental audit and is required to discuss the outcomes and determine actions to improve the company’s sustainability. Despite the aim in the Business Plan to operate sustainably, the company has not met its goals and now needs to undertake actions to implement the plan Student Assessment Guide v 1 June 2019 Page 31 of 53 BSBADM502 Manage meetings Adept Owl Business Plan (excerpt) From Adept Owl business plan FY 2012–2013 Mission ● Adept Owl aims to produce high-quality, entertaining board, card and puzzle games for the enjoyment of all ages. Vision ● To establish, within five years, the reputation of Adept Owl as one of the finest, most innovative and entertaining board game developers in Australia. Values ● customer focus ● actively encourage excellence, innovation and continuous improvement ● work collaboratively and consultatively with integrity, professionalism and teamwork ● recognise the diversity and expertise of Adept Owl employees ● sustainable manufacturing practices. Strategic directions The strategic context in which Adept Owl will achieve its mission and vision is through: ● engaging with customers ● developing and improving products and production ● supporting innovative thinking, management and leadership skills ● creating a high-performing organisation ● ensuring sustainable materials and processes are used in manufacture and distribution. Student Assessment Guide v 1 June 2019 Page 32 of 53 BSBADM502 Manage meetings Adept Owl Organisational Chart CEO Tim Davies Personal Assistant to CEO Jayne Dashiell General Manager of Operations Product Development Manager Ruth Crabbe Gareth Singh Personal Assistant to GM of Ops Shannon Grant Office Administrator Tesfaye Tessema Product Development Officer Distribution Manager Manufacturing Manager Jack Macquarie Peter McKenzie Distribution team Manufacturing team Sales Manager Jonathan Redmond Sales team Sarah Callis Product Development Officer Lee Zigomaris IT Officer Aban Rezek Administration team Student Assessment Guide v 1 June 2019 Page 33 of 53 Finance Manager Frank Goudie Human Resources Manager Bae Ahn-Bartle BSBADM502 Manage meetings Student Assessment Guide v 1 June 2019 Page 34 of 53 Appendix B – Adept Owl Policies and Procedures Office Equipment use Policy and Procedures Policy Adept Owl provides staff with access to high quality office equipment in order to complete work tasks to a professional standard. Adept Owl is committed to maintaining the confidentiality of its customers and employees. All documents relating to staff, suppliers and retailers will be shredded before removing to secure bins. Procedures All staff will comply with the following procedures in the use of office equipment. Photocopier and printers All staff must: ● attend a training session in the correct use and basic maintenance of the photocopier ● operate the photocopier in accordance with the manufacturer’s guidelines ● comply with copyright legislation ● check that the machine is working properly and clear any paper jams ● check that there is adequate toner and paper available and inform the Office Administrator if stocks are low ● report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself ● note that high-volume printing (500+ copies) should not be printed on Adept Owl printers but should be completed using Adept Owl’s preferred printing supplier, Pixel Precision ● implement the company’s policy on consumables conservation wherever possible. Binder and laminator All staff must: ● attend a training session in the correct use of the binding and laminating machine ● use the binding and laminating machines only for the formal presentation of Adept Owl documents or as directed by your manager ● check that the contents of documents are in the correct order and meet professional standards before binding ● operate the binder and laminator in accordance with the manufacturer’s guidelines ● ensure binding and laminating machines are turned off after use ● report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. Shredder All staff must: ● attend a training session in the correct use of the shredder machine BSBADM502 Manage meetings ● use the shredder for the destruction of confidential documents or parts of documents which contain sensitive personal or confidential information relating to Adept Owl’s customers, employees, suppliers and franchisees ● operate the shredder in accordance with the manufacturer’s guidelines ● remove all paper clips and staples before shredding documents ● empty shredded material into recycling bins as necessary ● ensure that confidential documents approved for shredding are shredded before placing them in recycling bins ● ensure shredder machine is turned off after use ● report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. Telephones All staff must: ● attend a training session in the correct use and functions of the telephone system ● when making and receiving calls, remember as a representative of Adept Owl to ensure professional conduct at all times; be polite, courteous and clear ● use the options provided by the system efficiently (e.g. call forwarding, voicemail, hold) ● refer to the user manual supplied by the service provider ● avoid use for personal calls ● consider the need for long distance calls – use other modes of communication instead (email, etc.), if appropriate ● seek approval from your manager prior to making any international calls ● report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. Fax machine All staff must: ● attend a training session in the correct use and functions of the fax machine ● operate the fax machine in accordance with the manufacturer’s guidelines ● complete a fax transmittal sheet and attach to all sent documents ● check supply of fax transmittal sheets for all outgoing faxes and plain paper for all incoming faxes and inform the Office Administrator if stocks are low ● check the fax machine for incoming faxes and distribute these immediately ● load the fax machine with paper and leave on at night to receive any incoming out of hours transmissions ● keep the area around the fax machine uncluttered ● report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. Student/Assessor Assessment Guide v 1 May 2019 Page 36 of 53 BSBADM502 Manage meetings Stationery and Consumables Policy and Procedures Policy This policy relates to the purchase and replacement of consumables and general stationery. Note that some pieces of equipment require special training or an external technician for the installation of replacement consumables. Procedures Purchase ● As a general rule, all purchases must be approved by the department manager and processed by the Office Administrator. ● A nominated person in each department will check paper supplies and other general stationery weekly, to ensure stock levels are adequate ● All staff members are to implement Adept Owl’s policy on conservation and use paper and other consumables efficiently. Replacement of consumables ● All staff members are responsible for the replacement of paper in photocopier, fax machine, etc. for their own use. ● All staff members are to ensure that they remove special paper (coloured paper, letterhead, etc.) from the photocopier once they are done and return to supply cupboard. ● Photocopier and printer toner is to be replaced by trained personnel only. Staff members that have not been trained by the Office Administrator to replace toner cartridge are not to attempt it. ● Photocopier drum cartridges are only to be replaced by the Xerox technician. Replacement by someone not authorised by Xerox will void our warranty. ● Notify the Office Administrator as soon as the ‘Drum cartridge is running low’ message appears and they will arrange for a technician to attend as soon as practicable. Maintenance/servicing ● Regular servicing of equipment is to be booked and recorded in the equipment service log by the Office Administrator. ● All equipment is to be serviced according to the manufacturers’ warranty and, at a minimum, once per year. Student/Assessor Assessment Guide v 1 May 2019 Page 37 of 53 BSBADM502 Manage meetings Record Keeping Policy and Procedures Records should be stored securely, being careful to protect privacy, business and personal confidentiality, and maintaining records as required by applicable laws. ● Create a personal subfolder within the server (using your name as the subfolder name) to hold your day-to-day working files. ○ Do not store company data on your computer unless absolutely necessary. Company data should be stored in the appropriate server drive. Unlike the servers which are backed up automatically, data on your own computer is not backed up and your work may be lost if you experience a system crash. ○ If you use a laptop and require access to files offsite, you will be set up with offline files allowing remote access to server files away from the office. ● ‘Move’ completed files to the appropriate folder in your department. ● Filenames: ○ Speak to your Manager regarding the filenaming conventions used in your Department ○ For ease of operator identification, add your initials to the end of each filename. For example, JulyConf-mq.doc (document about July Conference, keyed in by Mary Quinlan) ● Back-ups: ○ Back-up copies of all electronic files on the server are made twice weekly. ○ If you spend an extended time away from the office network using a laptop, it is your responsibility to ensure local copies of company files are backed up. Student/Assessor Assessment Guide v 1 May 2019 Page 38 of 53 BSBADM502 Manage meetings Meetings Policy and Procedures Policy This meetings policy and the procedures below establish guidelines for the expected procedures and conduct expected by Adept Owl staff when conducting and participating in meetings. All staff members have the responsibility conduct themselves in a professional, ethical and lawful manner, as outlined in the Adept Owl Code of Conduct. Such conduct is expected at both internal and external meetings. Procedures Planning meetings Staff who are planning meetings are responsible for ensuring that: ● a chairperson has been designated ● a meeting invitation is sent to all required participants in an appropriate format and a timely fashion: ○ generally via email ○ at least 24 hours prior for standard meetings, at least one week prior where training or extensive preparation is required ● the meeting space is to be booked and confirmed at the earliest opportunity: ○ meeting room 1: fits up to 5 people ○ meeting room 2: fits up to 10 people ○ board room: fits up to 30 people ● AV or teleconferencing equipment is to be booked at the time of booking the meeting space, and collected: ○ no earlier than 24 hours prior to the meeting ○ no later than an hour prior to the meeting ○ if being conducted off-site, make sure arrangements have been made well in advance so as to not inconvenience other staff who may require the equipment ● a meeting agenda is prepared and distributed to participants prior to the meeting, using the Adept Owl Meeting Agenda template ● meeting minutes are to be taken, using the Adept Owl Meeting Minutes template ● meeting duration is limited to an appropriate time for the purpose, generally 30 minutes to an hour ● meeting budgets for catering are to be limited to $10 per head. See procurement policy for details of preferred catering supplier and menu. Conducting/chairing meetings The chairperson is responsible for ensuring these conventions for conducting meetings are followed, where applicable: ● meetings must start and finish on time Student/Assessor Assessment Guide v 1 May 2019 Page 39 of 53 BSBADM502 Manage meetings ● the purpose and goals of the meeting are clear to all participants ● the agenda is followed and items are presented by the assigned speaker and within the allocated duration for discussion ● all participants are encouraged to provide input in the discussions, as appropriate ● discussions are restricted to agenda items only ● discussions are conducted in a constructive and professional manner ● one person is to speak at a time ● time limit on speakers is adhered to, as per meeting agenda ● participants have the authority to make decisions ● conflict of interest provisions are followed ● consensus is required for all decisions ● the chairperson has casting vote ● voting is conducted appropriately. Attending meetings All staff who are attending meetings are responsible for ensuring that: ● they arrive on time ● their mobile phone is switched off ● they behave professionally and appropriately, as per Adept Owl Code of Conduct ● they participate actively, constructively and respectfully in meeting discussions to achieve meeting aims. Following up meetings All staff who are following up meetings (generally the meeting planner or chair) are responsible for ensuring that: ● The agenda filename includes the meeting type and date (e.g. ‘Agenda-StaffMeeting- 22052015.docx’), and is stored in the ‘Meeting Agendas’ folder on the Administration server: Administration > Internal > Staff Meetings > Meeting Agendas ● The meeting minutes filename includes the meeting type and date (e.g. ‘Minutes- StaffMeeting-22052015.docx’), and is stored in the ‘Meeting Minutes’ folder on the Administration server: Administration > Internal > Staff Meetings > Meeting Minutes ● Sending an email to all participants advising them: ○ that the minutes are now available and providing a filepath to the document on the server ○ advising them of the date of any required follow-up meetings and who will be responsible for coordinating that meeting ○ attaching any additional documents that are required by outcomes of the meeting. Student/Assessor Assessment Guide v 1 May 2019 Page 40 of 53 BSBADM502 Manage meetings CoffeeVille Catering Menu Breakfast, lunch, snacks and drinks – we've got you covered! Our menu changes seasonally. Where possible, we source local, organic products. Breakfast Bacon and egg roll $5 A range of freshly baked muffins* $4 Lunch A range of fresh focaccias made daily $9–10 A range of salads* $8–$10 Snacks A selection of cakes, pastries and biscuits* $4–7 Drinks Espresso coffee, leaf teas, hot chocolate $3–4 Milk shakes and iced coffee $5 Bottled drinks $3–4 * Gluten-free, vegetarian and vegan options available Catering orders must be received no later than 24 hours prior to event. Catering orders for more than 30 people must be received one week prior to event. CoffeeVille 3216 Collins Street Melbourne Vic 3000 P: 03 1234 5678 Student/Assessor Assessment Guide v 1 May 2019 Page 41 of 53 BSBADM502 Manage meetings Adept Owl Sustainability Policy Adept Owl takes its commitment to the sustainable and socially responsible use of resources seriously. Sustainability principles Adept Owl adheres to the following six sustainability principles: 1. Taking action now to reduce environmental risk Consider the risk to the environment as part of risk management at Adept Owl. Take action immediately to reduce environmental risk as you would with any other risk such as health and safety or financial risk. 2. Intergenerational fairness Consider whether the actions of Adept Owl deplete or use up resources that could be used by later generations. Is your business or workplace activity fair to people who will live tomorrow as well as those who live today? Ensure the next generation is fairly treated by Adept Owl! Sustainable use of natural resources Consider whether Adept Owl uses natural resources at the rate they are naturally replenished. If not, how will Adept Owl compensate for unsustainable use? Compare like businesses to Adept Owl. Does Adept Owl use resources more sustainably than all other comparable businesses? Maintenance of biological diversity Consider how Adept Owl contributes to or diminishes the variety of life on the planet. Biological diversity is important for maintaining ecosystems that contribute to the overall health of the planet. What ecosystems are disturbed by the location of the manufacturing plant and associated car park? How can this be prevented or offset? What ecosystems are disturbed by production and distribution of purchased products? How can this be prevented or offset? Enhanced economic and social wellbeing Consider how Adept Owl attributes value or cost to business activity. Is wastage considered (and calculated) as a cost to the environment (which has to be paid by someone), or only as a cost in relation to the narrower financial interests of the business (only the cost of disposal)? Consider how Adept Owl’s use of resources contributes to social wellbeing. Are people in your community better-off or happier as a result of Adept Owl business activities? Ensure the community is better off because of Adept Owl! Strengthened community Consider how Adept Owl’s use of resources contributes to community. Are people in your community more connected with their community as a result of Adept Owl’s business activities? Student/Assessor Assessment Guide v 1 May 2019 Page 42 of 53 BSBADM502 Manage meetings Ensure the community is stronger and more cohesive because of Adept Owl! Waste management The waste hierarchy is an effective approach to waste management which should be applied by all employees of Adept Owl with direct or indirect responsibility for waste management. The diagram below demonstrates the stages: • avoid purchasing items with excess packaging • use electronic document storage rather than printing copies of documents Avoidance and minimisation • reuse packaging that supplies arrive in • refil printer cartridges • use blank sides of printed paper Reuse • • • • • Recycle Recovery paper, cardboard glass, aluminium cans printer cartridges office furniture computer equipment • recycle materials into base component parts Disposal • should be the last resort Yearly environmental audit An environmental audit should be performed yearly. General operations and administration staff should use the Sustainable Office Checklist provided by Network for business innovation and sustainability. http://nbis.org/nbisresources/greening_the_office/green_office_checklist_nbis.pdf Student/Assessor Assessment Guide v 1 May 2019 Page 43 of 53 BSBADM502 Manage meetings Appendix C – Business Document Templates Meeting Requirements Form Chairperson Department Meeting name Meeting details Date Time Location Budget Meeting format Purpose Agenda Participants Internal External Speakers Seating arrangements Video or teleconference requirements Supporting materials Pre-reading Meeting documentation Student/Assessor Assessment Guide v 1 May 2019 Page 44 of 53 BSBADM502 Manage meetings Equipment requirements Hospitality requirements Catering requirements Accommodation requirements Other requirements Special needs of attendees Other organisational requirements for conducting meetings Student/Assessor Assessment Guide v 1 May 2019 Page 45 of 53 BSBADM502 Manage meetings Applicable conventions for conducting meetings Legal and ethical requirements for conducting meetings Other specific requirements Student/Assessor Assessment Guide v 1 May 2019 Page 46 of 53 BSBADM502 Manage meetings Meeting preparation action plan Meeting name: Meeting date: Chairperson/host: Action required Student/Assessor Assessment Guide v 1 May 2019 By whom By when Page 47 of 53 BSBADM502 Manage meetings Internal Meeting Invitation To: From: Cc: Date: Subject: Attachments: Page X of Y Student/Assessor Assessment Guide v 1 May 2019 Page 48 of 53 BSBADM502 Manage meetings Meeting Agenda Template Meeting agenda DATE: TIME: MEETING TITLE: ATTENDEES: LOCATION: CHAIR: MINUTE-TAKER: DIAL-IN INFORMATION: Meeting preparation PLEASE READ: PLEASE BRING: Meeting structure ITEM TOPIC PRESENTER 1 Open meeting Chair 2 Objective of meeting Chair 3 Apologies Chair 4 Approve minutes of previous meeting Chair 5 Action from previous meeting Chair DURATION 1 2 6 Agenda items 1 2 3 4 7 Any other business Interested parties 8 Arrange next meeting Chair 9 Close meeting Chair Student/Assessor Assessment Guide v 1 May 2019 Page 49 of 53 BSBADM502 Manage meetings Meeting Minutes Template Meeting minutes DATE: TIME: MEETING TITLE: ATTENDEES: LOCATION: CHAIR: MINUTETAKER: Opening of meeting OBJECTIVE OF MEETING: APOLOGIES: APPROVE MINUTES OF PREVIOUS MEETING Actions from previous meeting ITEM TOPIC RESPONSIBLE DUE DATE 1 2 Items ITEM TOPIC PRESENTER DURATION 1 2 3 Student/Assessor Assessment Guide v 1 May 2019 Page 50 of 53 BSBADM502 Manage meetings 4 5 Any other business TOPIC RAISED ACTION BY Next meeting DATE: ATTENDEES: TIME: LOCATION: CHAIR: MINUTETAKER: Close of meeting TIME: Student/Assessor Assessment Guide v 1 May 2019 Page 51 of 53 BSBADM502 Manage meetings Appendix D – Meeting Participant Evaluation Form Strongly Disagree Disagree Neutral Agree Strongly Agree Student name The meeting started on time. The meeting purpose was clear. The chairperson kept discussions focused on achieving the purpose of the meeting. The chairperson maintained control of the meeting throughout the duration. The chairperson ensured all participants were involved in discussions. The chairperson facilitated the problem-solving activity to resolve any issues. The chairperson facilitated decision-making to ensure required decisions were made. The meeting followed the agenda. The desired outcome for the meeting was achieved. The meeting concluded on time. General feedback regarding the way in which the meeting was conducted: Student/Assessor Assessment Guide v 1 May 2019 Page 52 of 53 BSBADM502 Manage meetings Appendix E – Minute taker evaluation form Strongly Disagree Disagree Neutral Agree Strongly Agree Student name The chairperson clearly explained the meeting purpose and the expected outcomes. I was provided with a list of the attendees and their roles prior to the meeting. I was provided a copy of a minute template to use to record the meeting discussions. The chairperson explained any organisational requirements/conventions for recording the meeting minutes. The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded. I was provided with examples of previous minutes to assist me with understanding what was required. It was clear to me what was expected. General feedback regarding the information you were provided regarding taking minutes for the meeting: Date of meeting: Signature of minute taker: Student/Assessor Assessment Guide v 1 May 2019 Page 53 of 53 BSBADM502 Manage meetings ASSESSMENT GUIDE Student BSBADM502 Manage meetings Student Assessment Guide v 1 June 2019 Page 1 of 60 BSBADM502 Manage meetings UNIT OVERVIEW BSBADM502 Manage meetings This unit describes the skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. It applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace. No licensing, legislative or certification requirements apply to this unit at the time of publication. Elements To achieve competency in this unit students must demonstrate their ability to: 1. Prepare for meetings 2. Conduct meetings 3. Follow up meetings Performance Evidence Evidence of the ability to:         apply conventions and procedures for formal and informal meetings including: developing and distributing agendas and papers identifying and inviting meeting participants organising and confirming meeting arrangements running the meeting and following up organise, take part in and chair a meeting record and store meeting documentation follow organisational policies and procedures. Note: If a specific volume or frequency is not stated, then evidence must be provided at least once. Knowledge Evidence To complete the unit requirements safely and effectively, the individual must:     outline meeting terminology, structures, arrangements outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings describe options for meetings including face-to-face, teleconferencing, webconferencing and using webcams identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas. Student Assessment Guide v 1 June 2019 Page 2 of 60 BSBADM502 Manage meetings INFORMATION FOR STUDENTS General Assessment Information This information is designed to provide you with a full overview of the tasks you need to successfully complete to be deemed competent in this unit. You must achieve a satisfactory performance in each of the assessment tasks in order to be deemed competent in the relevant unit. Where necessary, the assessment tasks are divided into parts or steps. These are designed to take you through a step by step approach to completing the activities. Instructions First and foremost, please contact your assessor to discuss any necessary adjustments that may need to be made prior to completing these tasks. The instructions for each of the assessment tasks are logically sequenced. If you have any questions, contact your assessor immediately. If there is a practical component to your assessment, you will need to discuss the arrangements for its completion with your assessor in advance. Assessment Cover Sheet Once you have completed all of the tasks, complete the Assessment Cover Sheet, sign the declaration and forward along with your documentation to your assessor. It should be uploaded along with the assessment on to the RTO manager. Submitting Assessment Tasks All written assessment tasks must be typed and submitted with the provided cover sheet. Your trainer/assessor will tell you when assessments are due. It is your responsibility to ensure that assessment tasks are submitted on or before their due date. Extensions for individual assessment tasks may be negotiated with your trainer in specific circumstances. You must request this prior to the due date, and extensions due to illness will require a medical certificate. Extensions will be confirmed by your trainer/assessor. Where assessment tasks are submitted following the conclusion of the unit of competency without a medical certificate or extension, a late submission fee for each assessment task will be charged. Assessment Outcomes There are two outcomes of assessment tasks: S = Satisfactory and NS = Not Satisfactory (requires more training and experience). You will be awarded C = Competent on completion of the unit when you have achieved S for all completed assessment tasks and by meeting all the performance criteria. If you fail to meet this requirement, you will receive the result NYC = Not Yet Competent and will be eligible to be reassessed according to George Brown College policy. If you are deemed Not Competent by your assessor and require re-assessment, you will be informed of the process. A fee may be charged according to George Brown College policy. If all assessment tasks are not completed for a qualification, a certificate will not be awarded. A Statement of Attainment for completed units of competency will be provided Student Assessment Guide v 1 June 2019 Page 3 of 60 BSBADM502 Manage meetings Your Results Your assessor is committed to providing you with detailed feedback on the outcomes of the assessment and will provide guidance on areas for improvement. In most instances, you should only need to complete the sections of the assessment that were deemed not satisfactory. However, it is important to remember that depending on the task, it may be necessary to repeat the whole task (for example presentations or the delivery of a training session). You are entitled to view your results at any time by asking your trainer/assessor. Reasonable Adjustment George Brown College supports individual differences in the learning environment and provides ‘reasonable adjustment’ in training and assessment activities to support every learner. If you have any special needs that make it difficult for you to complete your learning or assessments, you should discuss this with your assessor beforehand and will be provided with reasonable alternatives to assist you to complete the required tasks such as completing tests verbally or using an interpreter. What happens if you do not agree with the assessment result? If you do not think the assessment process is valid, or disagree with the decision once it is made, or believe that you have been treated unfairly, you can appeal. The first step is to discuss the matter with your trainer. If you still do not agree with the results, refer to the GBC Complaints and Appeals Policy and speak to the Student Services Team. Support While we may not be in a position to assist you with language training or specific LLN training, our assessors will work with you to ensure that you are supported throughout your qualification. If you require individual tutoring this may attract an additional fee (see Student Handbook). Support may be offered by your assessor, or for more specialist support you may need to contact GBC administration. A Note on Plagiarism and Referencing Plagiarism is a form of theft where the work, ideas, inventions etc. of other people are presented as your own. Information, ideas etc. quoted or paraphrased from another source such as the Internet, must be acknowledged with “quotation marks” around the relevant words/sentences or ideas and the source listed in brackets. You must also list the sources at the end of your assessment. Sources of information, ideas etc. must be provided in alphabetical order by author’s surname (including author’s full name, name of document/ book / internet etc. and year and place of publishing) or may be included in brackets in the text. As a general rule it is advisable to never copy another person’s work. Should it appear that a student’s work has been copied or does not appear to be authentic, you will be asked to speak to your Course Coordinator and required to re-submit it. A fee may be charged according to George Brown College policy. Contacting the RTO If you should need further support or assistance please do not hesitate to contact The Student Services Team. Student Assessment Guide v 1 June 2019 Page 4 of 60 BSBADM502 Manage meetings ASSESSMENT BSBADM502 Manage meetings There are two assessments for this unit: 1. Written Questions For this assessment, you are to read the questions and respond in writing with the most suitable answer. There are eight questions, all of which must be completed. Most questions require short answers although some questions require a more detailed response. You may use various sources of information including workbooks, internet and other documents, but must list and reference your sources. Your assessor will advise you when this is due. 2. Project Assessment for this unit is in three stages each with a number of parts based around the simulated oranisation, Adept Owl Games Company. Stage One: This consists of two parts. You are required to plan and prepare for a meeting based on the given scenario. This includes developing a meeting plan, writing an agenda, sending out invitations, and organising the meeting details. There are templates for each of the tasks to be completed. You will be allocated a role in the company based on the Adept Owl organisational chart. The scenario is around developing a sustainability action plan for the organisation. You are to select a particular aspect of the topic and lead a discussion following a brief presentation to introduce the topic. Refer to the scenario in Stage One and the appendices. Stage Two: This stage is in three parts. For Part A You are to review previous information about meetings and the scenario. You will then designate a minute taker for the meeting. A minute template is provided. In Part B, you are to conduct the meeting. Your assessor will observe you to assess your chairing skills. You must chair the meeting for at least half an hour. You are to commence the topic for discussion with a short presentation (5 minutes). You will then swap roles with other students who will chair a discussion around their topic. In addition to chairing the meeting, you will need to take the role of minute taker for another student, giving every student a chance to write minutes. The meetings will be held in the classroom. Your assessor will advise you when this assessment will be held. For Part C, you are required to follow up the meeting including reviewing and distributing minutes to participants. Stage Three: For this task you are to review the meeting and write a report on how you planned, prepared, conducted and followed up the meeting. As the report is for distribution to “management’, the report needs to be structured formally and to address the questions provided. The report should be between 800 and 1000 words. Student Assessment Guide v 1 June 2019 Page 5 of 60 BSBADM502 Manage meetings Assessment Schedule Assessment Due Date 1. Written Questions 2. Project:  Part A  Part B  Part B Student Assessment Guide v 1 June 2019 Page 6 of 60 BSBADM502 Manage meetings ASSESSMENT COVER SHEET Student Name: Student ID: Contact Number: Email: Trainer / Assessor Name: Qualification: Unit of Competency: BSBADM502 Manage meetings ☐ Written Questions Assessment: ☐ Project: Stage One ☐ Project: Stage Two ☐ Project: Stage Three Due Date: Date Submitted: If your assessment is being submitted after the due date, please attach a copy of the written confirmation of extension received from your assessor. Declaration: I have read and understood the following information at the beginning of this assessment guide (please tick): ☐ Assessment information ☐ Submitting assessments ☐ Plagiarism and referencing I declare this assessment is my own work and where the work is of others, I have fully referenced that material. Name (please print) Student Assessment Guide v 1 June 2019 Signature Date Page 7 of 60 BSBADM502 Manage meetings ASSESSMENT 1: WRITTEN QUESTIONS Read the questions below and respond in writing with the most suitable answer. There are eight (8) questions. You must complete them all. Most questions require short answers although some questions may require a more detailed response. You may use various sources of information including your workbook, internet and other documents. However, you MUST correctly reference your sources of information. Your assessor will advise when this is due. Question 1 What are the main roles and responsibilities of the chairperson at an informal meeting? List at least six (6) points. 1. Planning meetings and oversees the agenda and meeting paper 2. Sets goals and keeps the group focussed on those goals 3. Checking that all necessary information is made available to committee members 4. Keep the meeting organized and smooth 5. Encourage all attendees participate in the discussion 6. Supporting all members in their various roles Question 2. What is the meaning of the following terms? Term Meaning (a) agenda A list of items to be discussed at a formal meeting. And is a list of meeting activities in the order in which they are to be taken up. (b) Standing Orders Standing orders are the permanent rules for all general meetings and the rules for the regulation of the business and proceedings at an organization’s meeting. (c) rules of debate The rules and procedures set down by a parliament, business or association for conducting. (d) minutes Minutes are the detailed notes that serve as an official written record of a meeting. Student Assessment Guide v 1 June 2019 Page 8 of 60 BSBADM502 Manage meetings (e) motions A statement of policy or a formal recommendation put by a member to a meeting for debate and consideration. (f) amendments When members cannot support or reject a motion unless it is altered slightly, then a member other than the mover or seconder of a motion, can propose an amendment. (g) points of order A term of parliamentary law and procedure which refers to an interjection during a meeting by a member, who does not have the floor, to call the attention of the chair to an alleged violation or breach of the assembly's or meeting's rules of order. (h) quorum It is the minimum number of persons who need to be present to constitute a valid formal meeting. i) seconder Someone who makes a formal statement of support for a suggestion made by someone else during a meeting, so that there can be a discussion or vote. (j) casting vote A casting vote is a vote that someone may exercise to resolve a deadlock. A casting vote is typically by the presiding officer of a council, legislative body, committee. Question 3. Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams. Give a brief description and state the advantages and disadvantages of each. Meeting options Description Advantages & Disadvantages face-to-face Face to face meetings are the meetings in which all the participants meet each other in person in the same meeting room. You can see body language and communication is effective as it includes facial expressions as well. Then Face to face communication is very useful to handle delicate. Face-to-face communication can be disadvantages in situations where a large organization needs to convoke leaders from all branches. Finding common time for such leaders to meet for a face-to-face meeting may be too challenging, especially given the tight itinerary that each leader or manager has. teleconferencing It is a telephone meeting among two or more participants involving technology. Advantages:  Saves time  Save on travel expenses  Efficient record keeping Disadvantages: Student Assessment Guide v 1 June 2019 Page 9 of 60 BSBADM502 Manage meetings  Ambiguous communication  Susceptible to electrical failures Space limitation web-conferencing using webcams Setting up a meeting with two or more parties and linking them together via video Can see the other people and is formal so is quite effective when there is distance between parties. Webcams are small video cameras you can use to transmit your picture to somebody in an online conversation or meeting. Able to interact with people across long distances. Becoming more and more easy to use Is less expensive than flying in people to attend Discourages people to interact face-toface. Hackers can enable webcams even when the owner is not aware (a) How is a formal meeting different from an informal or semi-formal meeting? (20 words) A formal meeting is a pre-planned event where two or more people come together to discuss specific matters for the purposes of achieving a specific goal. An informal meeting is more casual, and less planning is involved. (b) Who determines the rules of a formal meeting? (20 words) The rule and regulations of meetings are set down by corporate bodies of any specific company or an organization. Question 5 An organisation is holding a formal, monthly management meeting to review business progress and discuss new project proposals. What items are likely to be on the agenda? List at least eight (8) items. 1. 2. 3. 4. 5. 6. 7. 8. Welcome/open meeting Objective of meeting Minutes of previous meeting Agenda items Question and answer Any other business Arrange next meeting Close meeting Question 6 What information should minutes of a formal meeting contain? List at least six (6) items Student Assessment Guide v 1 June 2019 Page 10 of 60 BSBADM502 Manage meetings 1. 2. 3. 4. 5. 6. Meeting detail (date, time, location) Names of participants Agenda items covered Decisions made by participants Follow-up actions completed by participants Due dates for the completion of commitments Question 7 Describe how group dynamics might negatively affect the conduct and outcomes of a meeting. Give an example of each of the following, and describe how the chairperson might address it. Behaviours Examples How the chairperson might address it Conflict When members are unable to reach consensus and become aggressive The chair should diffuse the conflict before it escalates by asking question. Hindering roles Dominating, clowning, attacking others, withdrawing, blocking The chair should recognise behaviours that are blocking the progress of the meeting. Negative group norms Not engaging, wasting time, leaving early The chair should set example, set down the rules and encourage members to follow them Question 8 How can a chairperson encourage active participation by all members at a meeting? List four (4) points. 1. Be smart about how to schedule and prepare to keep meeting participants focused and get their buy-in. 2. Use tools of engagement to spark attendees’ commentary. 3. Use powers of persuasion to make meeting participants feel excited and agreeable. 4. Plan to negotiate so people join in on the back and forth. 5. Drive to the final decision or outcome smoothly so meeting participants are on board. Student Assessment Guide v 1 June 2019 Page 11 of 60 BSBADM502 Manage meetings Student Assessment Guide v 1 June 2019 Page 12 of 60 BSBADM502 Manage meetings ASSESSMENT 2: PROJECT Overview For this assessment you are to demonstrate that you can plan and manage a meeting. You must demonstrate that you have the skills and knowledge to:    Prepare for meetings Conduct meetings Follow up meetings You are required to conduct a meeting based on a simulated business scenario. You are to first plan and prepare for the meeting. You will then practically demonstrate your ability to chair the same meeting and will then follow up by writing and distributing the minutes and reviewing the meeting in the form of a report. You must demonstrate that you can:   apply conventions and procedures for formal and informal meetings including:  developing and distributing agendas and papers  identifying and inviting meeting participants  organising and confirming meeting arrangements  running the meeting and following up organise, take part in and chair a meeting record and store meeting documentation  follow organisational policies and procedures.  There are three (3) stages to this assessment. You must complete them all. Your assessor will advise you when each stage is due. In Stage One, you are to prepare for the meeting. Your trainer will advise you when it is to take place. In the second stage you will then be required to participate in and chair a section of the meeting. Your assessor will participate in the meeting as an observer. The purpose of the meeting is to discuss the issue and develop an action plan. This assessment is based on the simulated business in Appendix A and the scenario below. Read the scenario and business information and complete the tasks. Scenario: You have been promoted to the position of Manager on the Office Team at Adept Owl Games Company. Adept Owl is an Australian developer, publisher and distributor of dice, card and board games for all ages. The company has just undergone its yearly environmental audit and you have been asked to organise a meeting with the other managers and staff members to discuss the outcomes. Despite Adept Owl’s Sustainability Policy, there have been no improvements in sustainability practices in the last 12 months. Student Assessment Guide v 1 June 2019 Page 13 of 60 BSBADM502 Manage meetings A summary of the audit findings is: Area Goal Outcome Energy To reduce energy bills, including energy efficiency retrofits, energy management and optimisation, demand management, distributed generation or a combination of these types of measures There has been a 4% increase in energy bills over the last 12 months Water Reduce water use in the building Average water usage has remained the same over the last 12 months, both in the shop floor and the office Waste Minimise waste, particularly paper Despite a waste reduction campaign at the beginning of the year, there is an increased amount of waste being produced by the office. Workers are not recycling, except for paper. Clean Air Reduce air pollution in the office and shop floor An air quality check found air pollution from photocopier fumes and cleaning chemicals. The air conditioning unit has not been cleaned in the last year. Instructions You are to meet with the other managers to discuss the findings and come up with some ideas to improve your company’s performance on sustainability. Lead a discussion with the meeting participants and develop an action plan. You may discuss the overall sustainability areas or focus on one or two particular areas. For ideas, you can use the Sustainable Office Checklist provided by Network for business innovation and sustainability. http://nbis.org/nbisresources/greening_the_office/green_office_checklist_nbis.pdf Your task is to organise the meeting of the management team to discuss the report and how the company will act to remedy the situation related to sustainability. You are to manage the group to construct the action plan. Student Assessment Guide v 1 June 2019 Page 14 of 60 BSBADM502 Manage meetings Stage One: Planning and preparing for the meeting In this stage, you need to plan and prepare for the meeting. You must prepare for and write documents for the whole meeting. In Stage Two, however, you will be required to chair one section of the meeting. You first need to decide who needs to attend. The attendees will be your classmates and you will need to assign them a role and job title. For the purpose of this assessment, you should invite about six (6) other people. Get into groups and allocate job roles to each member who will attend based on the Adept Owl Games Company Organisational Chart. (You can use their real names for this) The meeting will be held in the classroom and should go for about three hours. You will be required to chair the meeting for approximately 30 minutes. Your assessor will observe you. You are then to review and revised the minutes, and distribute them to the meeting members for comments. The purpose of the meeting is to make decisions on how the company can improve its sustainability. You may discuss the overall sustainability areas or focus on one or two particular areas. At the end of the meeting, you are to develop an action plan. Each person is to produce an action plan for the whole meeting. You will be required to participate in the whole meeting whilst sections are chaired by other students. You will also take a turn of being a note taker and writing meeting notes and the minutes for one meeting. Note: The work completed for this assessment task provides the basis for Stage Two. You will need to retain a copy of the documents this assessment for use. Ensure you keep an electronic and/or hard copy of this completed assessment for future use. Tasks Part A: Planning the meeting 1. Study the Adept Owl Games Company simulated business information in Appendix A. Look at the relevant Policies and Procedures, (Appendix B) and in particular, look at the Sustainability Policy and Meetings Policy and Procedures. 2. Decide who is going to attend. Using the information on the organisational chart in Appendix A identify which staff members listed on the chart will need to attend your meeting 3. Determine the meeting requirements by completing the Meeting Requirements Form in Appendix C making sure you select a meeting style and format appropriate to your meeting’s purpose and participants. As part of completing this template, ensure that you identify and describe the following as they apply to your meeting: (a) organisational requirements (b) applicable conventions. 4. Now use the Meeting Preparation Action Plan template in Appendix C to: (a) detail the tasks required to make the meeting arrangements identified in Meeting Requirements Form in Appendix C and (b) decide and state who is responsible for completing them. Student Assessment Guide v 1 June 2019 Page 15 of 60 BSBADM502 Manage meetings Part B: Preparing the documentation You now need to prepare the required meeting documentation, as per Adept Owl organisational requirements. The documentation will need to include: (a) meeting invitation to notify required participants of your meeting, including reason for chosen format (Appendix C) (b) meeting agenda (Appendix C) (c) any required supporting papers Note: There may be several items on the agenda. However, amongst the items there should be at least one where you need to do a short presentation (4 -5 minutes) to introduce the topic, consult with other participants to seek their views and answer questions. 1. Prepare the required meeting papers (at least one) and select an appropriate method to distribute these to meeting participants. 2. Send out the meeting documentation using the meeting invitation template (Appendix C) and papers, as appropriate, to required meeting participants (the individuals in your group as per their assigned roles). Assessment Criteria Your assessor will be assessing you against the criteria in the attached Marking Guide for this part of the project. Submission Requirements You will need to submit the following for this stage  a completed Meeting Requirements Form  a completed Meeting Preparation Action Plan  a meeting invitation –  a meeting agenda  at least one meeting paper required for your meeting ASSESSMENT 2: PROJECT- STAGE ONE MARKING GUIDE & RESULTS Student’s name: Student ID: Assessor’s name: Date of assessment: Unit of competency: Student Assessment Guide v 1 June 2019 BSBADM502 Manage meetings Page 16 of 60 BSBADM502 Manage meetings Did the student satisfactorily overall: Yes No Comments Part A: Planning the meeting Choose a meeting style and structure that is appropriate for the purpose of the meeting and which will assist with achieving the goals of the meeting? Identify the meeting participants and notify them in accordance with organisational procedures? Determine the meeting requirements as required and complete a Meeting Requirements Form, including:  date  time  duration  meeting purpose  budget  meeting host or chair person  meeting speakers  agenda  participants (internal and external)  special needs of participants?  location preferences seating arrangements – theatre style, table and chairs Select the documentation for distribution to participants including:  pre-reading materials for attendees documentation requirements for the meeting? Determine the equipment for the meeting, including as required:  video/data projector, microphone, whiteboard?  teleconferencing or videoconferencing requirements and equipment? Select the menu for the catering within budget ($10 or less per head)? Identify and interpret organisational requirements for conducting meetings in line with the Adept Owl Student Assessment Guide v 1 June 2019 Page 17 of 60 BSBADM502 Manage meetings Did the student satisfactorily overall: Yes No Comments meetings policy, such as:  limited meeting durations  meeting agenda must be documented for all meetings  meeting minutes must be captured for all meetings  delegates must have the authority to make decisions  meetings must start and finish on time  all meetings must have a designated chairperson  participants must arrive on time  mobile phones are to be switched off  one person is to speak at a time? Develop an action plan that details all tasks to be completed to prepare for the meeting and identifies who is responsible for completing each task and when the task is due to be completed by, including:  catering requirements and delegation or arrangement ($10 max per head, CoffeeVille preferred supplier, arranged within suitable time)  budget and who is required to manage or approve spending, approval  booking of venue and equipment, meeting space chosen appropriate to meeting attendees  a person responsible for chasing RSVPs? Part B: Preparing the documentation Develop a meeting invitation in line with organisational policy, that details:  start time  end time  date  location  RSVP date if applicable  who is attending  purpose of meeting  overview of agenda Student Assessment Guide v 1 June 2019 Page 18 of 60 BSBADM502 Manage meetings Did the student satisfactorily overall: Yes No Comments  pre-reading requirements  travel and accommodation details if applicable  teleconference details if applicable? Develop a meeting agenda, in line with organisational requirements, including the company’s meetings policy, and template, including:  date, time and location of meeting  statement of the meeting’s purpose  welcome  minutes of the previous meeting  major agenda items  general business  date of next meeting? Provide relevant papers (at least one) to support the meeting section? Feedback to student: Student’s overall performance is: ☐ Satisfactory ☐ Not Satisfactory Is re-assessment required? ☐ Yes ☐ No Assessor’s signature: Student Assessment Guide v 1 June 2019 Date: Page 19 of 60 BSBADM502 Manage meetings Student’s signature: Student Assessment Guide v 1 June 2019 Date: Page 20 of 60 BSBADM502 Manage meetings Stage Two: Conducting and following up the meeting For this stage you will need to demonstrate the skills and knowledge required to:  conduct and chair meetings, and  ensure that the desired outcomes of the meeting are achieved. You are to manage and chair a section of the meeting that you planned in Project Stage One for the Adept Owl Games Company. You must chair the meeting for at least half an hour. Other students will take turns to chair the rest of the meeting. For your section, you are to introduce yourself and present a 5 minute introduction to the section you are chairing. You will then lead a discussion on the topic and reach agreement on the issue. After the meeting you will need to review the minutes to ensure they are a true and accurate record of the discussions. Note: The work completed for this assessment task provides the basis for Stage Three. You will need to retain a copy of the minutes from this assessment for use. Ensure you keep an electronic and/or hard copy of this completed assessment for future use. Tasks Part A: Preparing before the meeting 1. Review the action plan you developed in Stage One. 2. Ensure that all tasks have been completed in preparation for the meeting you are to chair. 3. Designate a minute-tak...
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Explanation & Answer

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PLANNING AND MANAGING MEETING
Outline:
Introduction:
The assessment demonstrates how to plan and manage a meeting. It demonstrates the skills to
prepare for meetings conduct meetings and follow up meetings based on a simulated business
scenario.
Body essay topic statements
Planning the meeting:
The section identifies and describes the organizational requirements, applicable conventions,
tasks required to make the meeting arrangements, deciding and stating who is responsible for
completing the tasks.
Preparing the documentation:
The section prepares the needed meeting documentation guided by Adept Owl Games Company
organizational requirements. The documentation includes meeting invitation, meeting agenda
and supporting papers.
Following up:
The section prepares a completed meeting participant evaluation form, minute-taker evaluation
form, the minutes as completed by the minute-taker and a copy of the communication sent to
distribute the meeting minutes.
Report on the meeting:
The section demonstrates the knowledge and decisions applied to plan, prepare, conduct and
follow up the meeting.
Conclusion:
The section provides the outcomes on improving the sustainability practices on energy, water,
waste and clean air.
References:
The page provides sources that were used for the assessment.


1

Planning and Managing Meeting
Student’s name
Institutional Affiliation

2
Planning and Managing the Meeting
The assessment demonstrates how to plan and manage a meeting. It demonstrates the
skills to prepare for meetings conduct meetings and follow up meetings based on a simulated
business scenario based on Adept Owl Games Company.
Part A: Planning the Meeting
Chairperson
Department
Meeting name
Meeting Details
Date
Location
Meeting Format
Purpose
Agenda

Participants

Speakers
Seating arrangements
Video or teleconference
requirements
Supporting materials
Pre-reading
Meeting documentation
Equipment requirements
Hospitality requirements

Meeting Requirements Form
George General Manager
Manufacturing, Finance, Operations, Product Development,
Distribution, Sales
Improving Company’s Performance on Sustainability
29/09/2021
Classroom 5

Time
Budget

08:00am
$100

The purpose of the proposed meeting is to deliberate on the issue
and design an action plan.
Reducing environmental risk
Prudent use of natural resources
Reducing air pollution
Proper waste management
Internal
External
General Manager of Operations Community member
Manufacturing Manager
Advocacy member
Finance Manager
NGO member
Product Development Manager
Government agent
Sales Manager
Recreational interest member
Distribution Manager
Business partner
Personal Assistant of General
Manager
General Manager
Tables and seats
Video

Reading the summary of the findings of the sustainability audit.
Waste management
Sustainability policy
Video projector
Laptop

3
Catering requirements

BestKlas Catering Services
- Coffee, tea, mango juice and pineapple juice.
- Snacks menu – Biscuits, cakes, sausages and pastries
For both the external and internal attendees.

Accommodation
requirements
Other requirements
Organizational for holding
meetings

Conventions for holding
the meeting

A classroom preserved for the meeting with tables, seats and a
video projector.
Attendees have to switch off their phones during a meeting
The meeting will last for 3 hours
The meeting agenda is made and disseminated to the participants
before the meeting, employing the Company's template.
The minutes will follow the Company’s template.
The meeting will be within the set time.
The participants are expected to be punctual.
One speaker speaks at a time.
Discussions are within the agenda.
Participants have the freedom of making decisions.
The agreement is needed for the entire decisions
Voting is done correctly.

Meeting Preparation Action Plan
Meeting name:
Improving Company’s Performance on Sustainability
Meeting date:
29/09/2021
Chairperson/host
George-General Manager
Action required
By whom
By when
Preparing meeting documents and
The personal assistant 22/09/2021
disseminating them to the participants
of General Manager
Sending agenda and confirming with all George- General
23/09/2021
participants
Manager
Preparing meeting document
George-General
24/09/2021
Manager
Ensuring all attendees attend the
George-General
27/09/2021
meeting
Manager
Ensuring meeting classroom is
The personal assistant 27/09/2021
confirmed
of General Manager
Arranging media tool for meeting
The personal assistant 28/09/2021
of General Manager
Preparing the catering service
BestKlas Catering
28/09/2021
Services

4

Part B: Preparing the Documentation
Meeting Invitation
To: Manufacturing Manager, Finance Manager, Product Development Manager, Sales Manager,
Distribution Manager, Personal Assistant of General Manager
From: General Manager of Operations
Cc: CEO-Tim Davies
Date: 25th August 2021
Subject: Improving Company’s Performance on Sustainability
Dear All,
I hope you are all well and providing your services to the Company. You are all aware
that the Company has just carried out its annual environmental audit. In this regard, I would like
we meet to deliberate on improving our Company’s performance on sustainability.
The meeting will be held on 29th September 2021, starting at 8:00 am and ending at 11:00
am. It will be in classroom 5, Adept Owl Games Company, Level 12, 84-88, Lock Ville Street,
Sydney, Australia.
Kindly confirm whether you will be attending the meetings by responding to this
electronic mail. I have attached the following documents: (1) agenda and (2) a summary of the
audit findings. in addition, during the meeting, the following documents will be disseminated in
hard copies: (1) sustainability policy, (2) waste management, and monthly budget report.
Best regards,
George
General Manager of Operations

5

Meeting Minutes
29 September 2021
MEETING Improving Company’s
TITLE
Performance on
Sustainability
08:00am – 11:00am
ATTENDEES:
General Manager of Operations
Manufacturing Manager
Classroom 5
Finance Manager
Product Development Manager
Sales Manager
George-General Manager
Distribution Manager
Personal Assistant of General
Personal assistant of General
Manager
Manager of operations
th

DATE:

TIME:

LOCATION:

CHAIR:
MINUTETAKER
DIAL-IN
INFORMATION:

Meeting Preparation
KINDLY READ:

KINDLY
BRING:
ITEM
1
2
3
4
5

6

-

Agenda
Summary of the findings of the sustainability audit.

Pen and writing material
Meeting Structure
TOPIC
PRESENTER
Open meeting
George General Manager of Ops
Objective of meeting
George General Manager of Ops
Apologies
George General Manager of Ops
Approve minutes of previous George General Manager of Ops
meeting
Action from previous
George General Manager of Ops
meeting
1
No action
Agenda items
1
A summary of the
George General Manager of Ops
findings of audit
2
Sustainability policy
George General Manager of Ops
3
Finding solutions from All attendees
the annual
environmental audit
findings and
developing
sustainability
approaches
4
Morning tea break
All attendees

DURATION
08:00-08:05
08:05-08:15
08:15-08:20
08:20-08:30

08:30-08:45
08:45-09:00
09:00-09:30

09:30-09.45

6
5
6

Waste management
Expenses of each
department in the
previous year
Any other business
Schedule next meeting
Close meeting

7
8
9

DATE:

TIME:

LOCATION:

CHAIR:
MINUTETAKER

APOLOGIES:
APPROVE MINUTES
OF PREVIOUS
MEETING

ITEM
1

09:45-10:15
10:15-10:35

Interested attendees
George General Manager of Ops
George General Manager of Ops

10:50-10:55
10:55-11:00

Meeting Agenda
29th September 2021
MEETING Improving Company’s
TITLE
Performance on
Sustainability
08:00am – 11:00am
ATTENDEES:
General Manager of Operations
Manufacturing Manager
Classroom 5
Finance Manager
Product Development Manager
Sales Manager
George-General Manager
Distribution Manager
Personal Assistant of General
Personal assistant of General
Manager
Manager of operations
Opening of Meeting

OBJECTIVE OF
MEETING:

ITEM
1
2

All attendees
Finance manager

The organization has carried out its annual environmental audit.
However, it has not experienced an improvement in sustainability
practices for the past year in the face of Adept Owl's Sustainability
Policy. Therefore, we need to convene a meeting to deliberate on the
outcomes and implement strategies for workers to observe.
None
Not Applicable

Actions from the Previous Meeting
TOPIC
RESPONSIBLE
George proposed the meeting
George

TOPIC

DUE DATE

Items
PRESENTER

Summary of the audit’s findings
Energy bills have increased by 4% for the past
year.
There has been no change in average water use for
the past year.

DURATION
15 minutes

7

2

3

There has been an increase in the amount of waste
produced in the offices.
An air quality assessment established air pollution
from photocopier fumes and cleaning chemicals.
Adept Owl Sustainability Policy:
- The Company undertakes the following six
sustainability strategies:
- Taking precautions now to minimize
environmental risk
- Intergenerational fairness
- Sustainable utilization of natural resources
- Maintaining biological diversity
- Improved economic as well as social
wellbeing
- Reinforced community
Finding solutions to the problem from the annual
environmental audit findings:
Reducing energy bills
- Switching off lights when not needed
- Installing power saving bulbs
- Installing insulation

15 minutes

All attendees

30 minutes

Reducing water usage
- Installing water-saving gadgets
- Treating water, recycling and reusing
Minimizing paper wastage
- Reusing boxes
- Reusing unwanted paper
- Using both sides of the paper
Reducing air pollution in the offices
- Smoking outside the offices
- Cleaning air conditioning after every six
months.
- Using environment-friendly photocopiers
- Increasing green areas in the compound
4

Waste Management:
- Recycling cardboard, papers, aluminium
cans and computer equipment.
- Avoiding buying products with excessive
packaging

15 minutes

8
-

Storing documents in soft copies rather
than printing and storing in hard copies
Refilling printer cartridges, using blank
sides of printing papers
Disposing of as the last option.

5

Expenses of the departments
For the last one year, the expenses of every
department were high. Therefore, it is essential
that all the departments minimize their costs by
following the guidelines discussed in this meeting
Any other Business
TOPIC
RAISED BY
Community activity
George

DATE:
TIME:
LOCATION:
CHAIR:
MINUTE TAKER:

Next Meeting
7 October 2021
10:00am
Meeting room 2
George- General Manager
Personal assistant to General
manager of operations
th

20 minutes

ACTION
It is the Company's policy to
be socially responsible. In this
regard, we intend to plant trees
in our nearby mountain and in
the approved places along the
busy highways.
ATTENDEES:
General manager of operations
Personal assistant of GM of
Ops
Sales manager
Finance manager
Product development manager

Close of Meeting
TIME:

11:00 am

Part C: Following up
Meeting Participant Evaluation Form
Student Name

The meeting started on time.
The meeting purpose was clear.
The chairperson kept discussions focused
on achieving the purpose of the meeting.
The chairperson maintained control of the
meeting throughout the duration.
The chairperson ensured all participants
were involved in discussions.

George
Strongly Agree
Agree
+
+
+
+
+

Neutral Disagree Strongly
Disagree

9
The chairperson facilitated the problem+
solving activity to resolve any issues.
The chairperson facilitated decision+
making to ensure critical decisions were
made.
The meeting followed the agenda.
+
The desired outcome for the meeting was
+
achieved.
The meeting concluded on time.
+
General feedback regarding the way in which the meeting was conducted:
In my opinion, the meeting was well conducted.
Minute Taker Evaluation Form
Student Name

The chairperson clearly explained the
meeting purpose and the expected
outcomes.
I was provided with a list of the attendees
and their roles prior to the meeting.
I was provided a copy of a minute
template to use to record the meeting
discussions.
The chairperson explained any
organizational requirements/conventions
for recording the meeting minutes.
I was provided with examples of previous
minutes to assist me with understanding
what was required.

George
Strongly Agree
Agree
+

Neutral Disagree Strongly
Disagree

+
+

+

+

It was clear to me what was expected
+
The chairperson explained the required
+
method for recording meeting notes and
their expectations with regards to the level
of detail of information recorded
General feedback regarding the information you were provided regarding taking minutes for the
meeting:
From my point of view, the chairperson should give enough time for the participants to
brainstorm ideas for the agenda.
Date of meeting
29th September 2021
Signature of minute taker
George
The minutes as completed by the minute-taker

10
Summary of the audit’s findings:
4% increase in energy bills, average water use remaining the same for the last one year,
Increment in the amount of waste produced by the offices and air pollution from the photocopier

Adept Owl sustainability Policy:
To reduce environmental risk, intergenerational fairness, sustainable use of natural
resources, and maintenance of biological diversity enhanced economic and social wellbeing and
strengthened community (Adept Owl Business Plan 2012-2013).
Waste Management:
Avoidance and minimization, reuse, recycle, recovery, and disposal.
Expenses of the departments:

The corrected minutes
Summary of the audit’s findings:
Energy bills have increased by 4% for the past year. There has been no change in average
water use for the past year. However, there has been an increase in the amount of waste produced
in the offices. In addition, an air quality assessment established air pollution from photocopier
fumes and cleaning chemicals.
Adept Owl Sustainability Policy:
The Company undertakes the following six sustainability strategies: Taking precautions
to minimize environmental risk, intergenerational fairness, sustainable utilization of natural

11
resources, maintaining biological diversity, improved economic and social wellbeing, and
reinforced community (Adept Owl Business Plan 2012-2013).
Finding solutions to the problem from the annual environmental audit findings:
Reducing energy bills
Switching off lights when not needed, installing power saving bulbs and installing insulation
Reducing water usage
Installing water-saving gadgets, treating water, recycling and reusing
Minimizing paper wastage
Reusing boxes, reusing unwanted paper and using both sides of the paper
Reducing air pollution in the offices
Smoking outside the offices, cleaning air conditioning after every six months, using
environment-friendly photocopiers, and increasing green areas in the compound
Expenses of the departments
For the last one year, the expenses of every department were high. Therefore, all the
departments must minimize their costs by following the guidelines discussed in this meeting.
A copy of the communication was sent to distribute the meeting minutes
To: Manufacturing Manager, Finance Manager, Product Development Manager, Sales Manager,
Distribution Manager, Personal Assistant of General Manager
From: General Manager of Operations
Cc: CEO-Tim Davies
Date: 1st October 2021
Subject: Improving Company’s Performance on Sustainability
Dear All,

12
I would like to share with you the minutes of the meeting held on 29th September 2021. The
minutes are in the following attached document:
Best regards,
George.
General Manager of Operations
Attachment: Meeting minutes document.
REPORT ON THE MEETING
Overview of the purpose of the meeting
Adept Owls Company has carried out its annual environmental audit. However, the
Company has not seen improvement in its sustainability practices for the past year despite its
sustainability policy. Therefore, the meeting was arranged to deliberate on the outcomes and put
guidelines for the workers to follow. The following report reflects on how I planned, prepared,
conducted and followed up on the meeting.
Planning and preparing for the meeting
The internal participants involved the general manager of operations, manufacturing
manager, finance manager, product development manager, sales manager, distribution manager
and personal assistant. The internal participants were involved in the meeting because they play a
significant role in implementing the sustainability policy. In addition, the external stakeholders
gave some insights on how the Company can improve its sustainability practices.
I chose electronic mail for the invitation in the sense that it was convenient. It was fast,
and the attendees had an opportunity to find the proposed date for the meeting, the duration of
the forum and the venue for the meeting. In addition, the participants were able to confirm their
attendance by replying on the mail, making it easy for me to arrange the meeting.

13
I put in place some conventions for conducting the meeting, including one speaker
speaking at a time, holding discussions within the agenda, giving freedom to the participants to
make decisions, providing for consensus for all the decisions and ensuring that voting was done
correctly. The conventions were meant to maintain order during the meeting.
There were some budgetary considerations for the meeting. The meeting budget for
catering was limited to $10 per person (Adept Owl Business Plan 2012-2013) and estimated total
cost at $100. The amount allocated for catering was necessary to keep the participants refreshed
during the meeting and appreciate the attendees.
The meeting papers were the meeting requirements form, meeting preparation action
plan, meeting agenda template, meeting minutes template, meeting participant evaluation form,
and minute-taker evaluation form. The Adept Owl templates were convenient as they efficiently
guided the participants on the meeting procedures. Some of the materials were distributed
through electronic mail, while others were provided during and after the meeting.
I employed a participatory approach to develop the action plan where some participants
took key roles to organize the meeting. I assigned some responsibilities to the participants and
gave them timeframes. Guided by the timeframes, the involved parties were able to share their
reports on time before the meeting date, which made everything convenient.
From my point of view, the implementation of my action plan was successful in the sense
that all the scheduled tasks were effectively carried out by the persons responsible. The persons
felt that they were actively involved and they completed their duties on time. Their commitment
to the entire implementation process was an indication of teamwork in the organization.
Conducting and following up the meeting

14
One problem that was to be resolved during the meeting was reducing paper wastage in
the offices. Brainstorming was employed as the problem-solving technique. The approach is
based on a non-threatening and accessible atmosphere (Furnham, 2003). The method was
influential because the problem was explained to the participants where each member was
encouraged to give as many solutions as possible to the problem. Then, based on the participants
understanding of the effectiveness of the ideas, the best ones were selected, including using
papers on...


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