BSBADM 502 Sydney Global College Planning and Managing Meeting Report
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.
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.
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).
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.
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.