BSB40215 Certificate IV in Business

Course code	BSB40215
Course name	Certificate IV in Business
Unit code	BSBADM405
Unit name	Organise Meetings
Universal Institute of Technology

Assessment Overview

Unit Description and Application

This unit describes the skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation.

It applies to individuals employed in a range of work environments who are required to organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

Pre- Requisites

Not applicable

Co- Requisites

Not applicable

Relevant Legislation

• Australian Human Rights Commission Act 1986
• Age Discrimination Act 2004
• Disability Discrimination Act 1992
• Racial Discrimination Act 1975
• Sex Discrimination Act 1984
• Code of ethics and codes of conduct
• Ethical Principles in the Workplace
• Codes of practice
• The Privacy Act 1988 (Privacy Act) and Australian Privacy Principles (APPs)
• Occupational Health and Safety Act2004 – Applicable in Victoria
• Work Health and Safety Act 2011

Key competencies

The key competencies you will develop and be assessed against in this unit are:

• Make meeting arrangements
• Prepare and distribute documentation for meetings
• Record and produce minutes of meeting

Performance evidence

The assessment tasks for this unit are designed to show evidence of students’ ability to:

• Organise a meeting and advise participants accordingly
• Prepare and distribute all documentation required for the meeting
• Take meeting notes which accurately reflect what was discussed during the meeting
• Produce minutes based on own notes providing an accurate account of the meeting
• Circulate copies of meeting minutes within predetermined timeframes

Knowledge evidence

Students must develop knowledge of the following areas to successfully complete this unit.

• Describe culturally appropriate communication techniques
• Identify the relevant formats for agendas and minutes
• List of key provisions for relevant legislation
• Outline organisational procedures relevant to the task

Unit Pre-Assessment Checklist (UPAC)

UAT 1 – Unit Knowledge Test (UKT)

Purpose of the checklist

The pre-assessment checklist helps students determine if they are ready for assessment. The trainer/assessor must review the checklist with the student before the student attempts the assessment task. If any items on the checklist are incomplete or not clear to the student, the trainer/assessor must provide relevant information to the student to ensure they understand the requirements of the assessment task. The student must ensure they are ready for the assessment task before undertaking it.

Section 1: Information for Students

• Please make sure you have completed the necessary prior learning before attempting this assessment.
• Please make sure your trainer/assessor clearly explained the assessment process and tasks to be completed.
• Please make sure you understand what evidence is required to be collected and how.
• Please make sure you know your rights and the Complaints and Appeal process.
• Please make sure you discuss any special needs or reasonable adjustments to be considered during the assessment (refer to the Reasonable Adjustments Strategy Matrix and negotiate these with your trainer/assessor).
• Please make sure that you have access to a computer and the internet (if you prefer to type the answers).
• Please ensure that you have all the required resources needed to complete this Unit Assessment Task (UAT).
• Due date of this assessment task is according to your timetable.
• In exceptional (compelling and compassionate) circumstances, an extension to submit an assessment can be granted by the trainer/assessor.
• Evidence of the compelling and compassionate circumstances must be provided together with your request for an extension to submit your assessment work.
• Request for an extension to submit your assessment work must be made before the due date of this assessment task.

Assessment Task 1 - Unit Knowledge Test (UKT)

Instructions:

• This is an individual assessment.
• The purpose of this assessment task is to assess the students’ knowledge to develop and apply knowledge of business industry.
• To make full and satisfactory responses you should consult a range of learning resources, other information such as handouts, textbooks, learners’ resources and slides.
• All questions must be answered in order to gain competency for this assessment.
• You may attach a separate sheet if required.
• You must include the following in the footer section of each page of the attached sheets:
  • Student ID or Student Name
  • Unit ID or Unit Code
  • Course ID or Course Code
  • Trainer and assessor name
  • Page numbers

Resources required to complete the assessment task:

• Computer
• Internet
• MS Word
• Printer or e-printer
• Adobe acrobat/reader
• Learning management system

Question 1: Name three types of meetings, describe their purpose and the different ways that these meetings can be conducted.

Question 2: What does a meeting code of practice cover? Explain how you would comply with these codes of practice when arranging your meetings.

Question 3: What legal requirements should be considered when conducting a meeting? Give at least two examples and explain how you would comply with these requirements for the meeting you are arranging.

Question 4: Based on the types of meetings you outlined in Questions 1, explain which meeting type you will use for your workplace situation or for the Bags About Town scenario. Explain the purpose of your meeting and why you choose this type of meeting.

Question 5: List the requirements that you would need to know prior to organizing your meeting including possible requirements of persons attending.

Question 6: List the resources that will be required for your meeting.

Question 7: Describe two examples of cultural differences and how you might manage these in the context of a meeting using appropriate techniques.

Question 8: Do a Google search for formats of agendas and minutes. List 2 formats of agendas and minutes and give an example and give an example for each of when you would use them.

Question 9: Ba. Based on the meeting you are arranging, produce a to-do list for before and after the meeting. Be sure to include timeframes for the completion of each item on your list. Include consideration of any individual participant requirements (e.g. dietary).

Also list any relevant documents you will need to prepare beforehand and the number of copies that will be required.

Question 10: Assuming that additional documents are required to be distributed prior to your meeting for pre-reading, explain how you would ensure that these documents are accurate.

Question 11: Does your organisation have procedures relating to the conducting of meetings? If so, list and explain what these are.

If not, list the things you think would be important to include in a procedure for conducting meetings.

Assessment Task 2 - Unit Skills Test – Prepare meeting documents

Assessment Task

1. Using the information from Assessment Task 1, prepare a timeline of tasks and resources to complete to prepare for your meeting using Appendix 2 of this assessment task. If you used the Bags About Town scenario in Assessment Task 1, you will find further information in Appendix 1.
2. Prepare a notice of meeting for your workplace situation or for the Bags About Town scenario.
3. Prepare a meeting agenda for your workplace situation or for the Bags About Town scenario.
4. Use the following template to identify all of the other documents you will need for your meeting.

5. To plan for the meeting, identify the people you need to contact to get a copy of each document and the date by which you will need each document.
6. Compose a draft email to all attendees advising of meeting details and documents that will need to be read prior to the meeting.

Assessment Task 2 - Appendix 1 – Meeting requirements

You are the Administration Assistant for Bags About Town, a handbag manufacturer. You have been asked to prepare the notice of meeting and an agenda for the next monthly directors’ meeting. You are also expected to organise the preparation and distribution of meeting papers.

The CEO’s personal assistant is responsible for making meeting arrangements. She has provided you with the following details for the meeting.

Assessment Task 2 - Appendix 2 – Schedule to prepare for meeting

Your task must address the following performance criteria/ performance checklist.

Assessment Task 3 – Role Play/ Presentation and Unit Project

Assessment Task

1. Attend and take notes at a meeting in your workplace, or choose one of the below scenarios to complete.
2. Take relevant notes in the meeting you have chosen, ensuring that you ask questions to clarify any points.
3. Draft minutes from the meeting,
4. Compose an email to the chair of the meeting (or your assessor) requesting they check your draft minutes for accuracy.
5. Amend minutes for final distribution based on feedback received.
6. Draft an email to all attendees with attached final minutes.
7. You must complete the meeting minutes using the correct format that;
1. Provides information regarding discussions, decisions and agreed actions
2. Provides the appropriate amount of information.
3. Submit for assessment:
4. Notes from meeting
5. Copy of email to chair or assessor requesting check for accuracy
6. Any feedback received
7. Final version of minutes
8. Copy of email distributing minutes to attendees.

Meeting Scenarios

Scenario 1

You are the administration team at Light It Up Electrical Suppliers. You have been asked by management to develop and implement a customer complaints procedure for receiving customer complaints over the telephone.

You have met to discuss and agree on a procedure.

Scenario 2

As the administration team for Think Ahead Financial Planning, you are responsible for organising coverage of annual leave while members of the administration team are away on annual leave. This is to ensure that no area of business is without administration support while members of the administration team are on leave.

The leave schedule is as follows:

Scenario 3

As the administration team at Skills Development Training company, you are responsible for the copying and distribution of student workbooks.

Recently there has been a problem with the stock of paper and you keep running out of paper while copying workbooks. It takes two days to receive an order, and this has meant that many classes have commenced without workbooks. The training manager has told you that this is not acceptable and must not happen again.

You have met to discuss and develop a new procedure for managing paper stocks and to ensure you do not run out of paper in the future.

Scenario 4

You are the administration team for a toy warehouse. You are responsible for organising the staff on-site Christmas lunch. You are having your first meeting to discuss the arrangements and assign responsibilities for organising the lunch.

Your task must address the following performance criteria/ performance checklist.