BSBTWK503 Manage Meetings

BSBTWK503 Manage Meetings
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Task:
Adept Owl is an Australian developer, publisher and distributor of dice, card and board games for all ages.
 
You are required to conduct and follow-up on two meetings as instructed and following relevant organisational policy and procedures.
 
To complete this task, please refer to Appendix 1 – Scenario in Task 2, which includes relevant policies and procedures. 
 
Please note that the performance evidence for this unit of competency requires you to provide evidence of the ability to manage a meeting on at least two occasions. This assessment has been designed to meet that requirement.

This task comprises of the following assessment methods:

o Product-based

o Direct observation of Role-Play

o Case Study

o Other (specify)
 
It has been designed to evaluate your ability to/competency in:
 
• Chair meetings according to organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements

• Promote participation, discussion, problem solving and resolution of issues

• Brief minute-taker on method for recording meeting notes

• Review meeting minutes and edit, as required

• Distribute and store minutes and other follow-up documentation within designated timelines, and according to organisational requirements

• Report outcomes of meetings, as required, within designated timelines
 
You are required to address the following:
 
• Task 3.1 Conduct meetings:

o Conduct meeting 1 (Role-Play)

o Conduct meeting 2 (Role-Play)

• Task 3.2 Follow up meetings:

o Conduct follow-up meeting activities as instructed
 
Note: the meeting minutes have been modified from their original format in Appendix 1 (Task 2) for the purpose of this assessment.
Although the assessment requires group collaboration (Task 3.1) to simulate a work environment, the assessment submission is individual, and it will be marked as such.
 
• Submit the completed assessment tasks, according to instructions,

• Complete the tasks with sufficient detail and present them in a professional manner,

• Use your own words and reference sources appropriately,

• Meet the word count where required,

• Use the scenario provided,

• Use the templates provided where required,

• For your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria,

• If part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
 
Task 3.1 Conduct meetings
 
Schedule a time with the trainer and assessor in week 4 of class to conduct the two meetings (Role-Play).

For the purpose of the assessment, the meetings will have a duration of 15-20 minutes each, and a group of classmates will play the role of the participants in simulated work conditions.

It is recommended you ask one of the participants (classmate) to be the minute taker and take the minutes using the approved template.
 
The trainer and assessor will evaluate your performance during the two Role-Plays.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the two Role-Plays.

Before the meetings

• Prepare to chair the meeting

• Prepopulate the Meeting Minutes Template (Template 1) as needed for both meetings

• Print or provide a soft copy of the meeting minutes template to the minute taker (writing the meeting minutes on blank paper or digitally is also acceptable)

During the meetings

• Brief the minute-taker on the method for recording notes following organisational requirements and conventions

• Greet the attendees and explain the purpose and the structure of the meeting

• Chair the meeting following organisational policy and procedures

• Facilitate the discussion 

• Ensure that the meeting is focused, time-efficient and that it achieves the required outcomes (all items discussed)

• Encourage active participation from the attendees

• Facilitate problem-solving, discussion of ideas and resolution of issues in a professional manner

• Prepare to provide one example of an issue solved during the meeting

• Listen for information, ideas, and concerns during the meeting

• Use a style, tone and vocabulary appropriate to the audience 

• Close the meeting, making sure that action items are minuted.