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Student Assessment Guide
BSBADM405
Organise Meetings

Table of Contents
Assessment Information 1
Assessment Event 1 – Short Answer Questions 3
Question 1 3
Question 2 3
Question 3 4
Assessment Event 2: My Career Unlimited Simulation 5
Task 1: Plan Meeting Arrangements 5
1.1 Identify the type of meeting being organised and its purpose 5
1.2 Identify and comply with any legal or ethical requirements 5
1.3 Identify requirements for this meeting 6
1.4 Plan for meeting 6
Task 2: Prepare and Distribute Documentation 7
2.1 Prepare notice of meeting 7
2.2 Prepare agenda for meeting 7
2.3 Prepare meeting papers 7
2.4 Check documentation 7
2.5 Distribute documentation 8
Task 3: Record and Produce Minutes of Meeting 9
3.1 Take notes 9
3.2 Produce minutes 9
3.3 Review minutes 9
3.4 Dispatch minutes 9
Appendix A: My Career Unlimited Simulation 10
Simulation Background 10
Simulation Details 10
Your Role in the Simulation 10
Phase 1: 10
Phase 2: 10
Phase 3: 10
Assessment Conditions 11
Phase 1 and Phase 3: 11
Phase 2: 11
Appendix B: Observation Check Sheet 13


Assessment Information
Welcome to your Student Assessment Guide for BSBADM405 Organise Meetings.
This Student Assessment Guide will give you the opportunity to demonstrate your skills in making meeting arrangements, liaising with participants, developing meeting related documentation, and distributing these documentations to relevant stakeholders in the process of organising meetings.
This assessment has the following two events:
Assessment Event 1 – Short Answer Questions
There are three questions that will provide us with evidence on your general knowledge of culturally appropriate communication techniques in meetings, formats for agendas and minutes, and the application of the relevant legislation.
This assessment is completed in your own time and by a submission date provided by your assessor. You may use support material in the development of your answers, but you must indicate the source. In addition, you must not cut and paste answers from your source, rather, use your own words, unless it is a direct quote.
Assessment Event 2 – Simulation: My Career Unlimited
You will complete a number of tasks in organising and supporting a meeting. These tasks will be based on your role of a Meeting Convener in a simulation for My Career Unlimited, an initiative set up by your RTO to prepare students in transition from study to career.
To complete the simulation, you will need to refer to the following resources:
Meeting Policy and Procedures Provides you with information on meeting procedures for Task 1.1, in Assessment Event 2.

Articles on students and their challenges with study Contains additional information to be given to attendees prior to the meeting in Tasks 2.3 to 2.5, in Assessment Event 2.
Remember, you do not type your answers in this Student Assessment Guide, but use the Student Assessment Workbook, which is a separate document. This document is simply a guide to explain what you are required to do, and by doing so, this will assist you to perform at your best.
Please note that your responses for both assessments can (where appropriate) use dot point format. See below for an example of a dot point answers and a full sentence:
Dot point format Presentation Plan includes the following:
• outcomes
• needs of the audience
• context.

Full sentence format When you are preparing for a presentation, there some tasks that must be carried out. These are listing the outcomes that you want to achieve, followed by the identification of the needs of your audience. When you have completed these two tasks, you then check on the room that you will be conducting the presentation.
Note that to be deemed competent for this unit, you must achieve a satisfactory outcome for all of the assessment questions and tasks. This includes meeting the following conditions:
• you must complete all of the tasks outlined in this Student Assessment Guide document to the standard indicated in the performance requirements; these are listed under each of the tasks
• you will then submit your completed workbook to your assessor electronically (note, your assessor may allow you to submit Assessment Event 1 and receive feedback before starting Assessment Event 2)
• you must perform the above two points within the given timeframes by your Assessor
• you must complete both assessment events and submit by the deadline specified by your Assessor
• your work must be your own work and in your own words
• where you use to an external source, you must provide citation.
Please be aware that your Trainer/Assessor is here to provide you with the necessary support throughout the assessment process so that you can achieve the desired outcomes. If you have questions, then contact them for guidance.

Assessment Event 1 – Short Answer Questions
The information contained in this assessment event lists the questions that you will need to develop a written response. These questions are theoretical and provide evidence of your understanding of documents, processes, and legislation in relation to organising and providing support to a meeting. Each question includes a word count to give you an indication of the depth and the performance requirements to achieve a satisfactory result for each answer.
Question 1
Describe culturally appropriate communication techniques.
Performance requirements (PR): to achieve a satisfactory response for this question you will need to:
PR 1. provide a minimum of three techniques:
a. your techniques must be relevant
b. your techniques must be correct
PR 2. word count is approximately 20 words per technique.
Question 2
Using the table below, list the key components of a meeting agenda and a meeting minutes for a formal meeting.
Performance requirements (PR): to achieve a satisfactory response for this question you will need to:
PR 1. include a minimum of seven components for an agenda:
a. these must be correct
b. these must be specific
c. word count for each component of the agenda is approximately five words
PR 2. include a minimum of seven components for minutes:
a. these must be correct
b. these must be specific
c. word count for each component of the meeting minutes is approximately five words.
Document Component
Agenda 1.
2.
3.
4.
5.
6.
7.
Minutes 1.
2.
3.
4.
5.
6.
7.

Question 3
Using the table below, identify three legislations that have impact on meetings and provide an explanation on their key provisions.
Performance requirements (PR): to achieve a satisfactory response for this question you will need to:
PR 1. describe three of the listed legislations:
a. these must be accurate and specific
b. these must be in your own words
PR 2. word count is approximately 15 words for each legislation.
Legislation Explanation of Legislation
1.
2.
3.
4.
5.

Assessment Event 2: My Career Unlimited Simulation
In this assessment, you will undertake a number of tasks associated with supporting a meeting for My Career Unlimited. The focus is on organising a meeting that has its agenda item as the challenges that students face in their study. It contains the following actions:
• make meeting arrangements
• record discussion in the meeting
• produce and distribute minutes of the meeting.
The simulation in Assessment Event 2 has its own set of requirements related to the type of environment, facilities and equipment (where applicable). Please ensure that you familiarise yourself with this comprehensive set of requirements that underpin this simulation. This includes understanding the background of the simulation and the criteria you will be assessed. These are located in the Appendix of this document.
Task 1: Plan Meeting Arrangements
In this task, you will demonstrate your preparation skills in planning a meeting.
1.1 Identify the type of meeting being organised and its purpose
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. state the purpose of the meeting:
a. must be specific
b. must be measurable
c. must be appropriate
PR 2. word count for purpose is approximately 15 words
PR 3. accurately identify the type of meeting in accordance to the simulation context
PR 4. word count is not critical for the type of the meeting.
1.2 Identify and comply with any legal or ethical requirements
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. using the table below, identify two legal requirements:
a. these must be appropriate
b. these must be specific and relevant to the simulation context
PR 2. word count is approximately 5 words
PR 3. explain how you will comply to this legislation:
a. these must be appropriate
b. these must be specific
PR 4. word count is approximately 15 words per legal requirements.
Legal requirements Explain how you will comply


1.3 Identify requirements for this meeting
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. using the table below, list two meeting requirements and provide an explanation for each
PR 2. word count is approximately 10 words for each requirement
PR 3. identify attendees’ requirements:
a. send an email to the two attendees requesting what needs they have for the meeting:
b. the content of this email must be relevant
c. content must be appropriate
PR 5. word count is approximately 40 words
PR 6. on receipt of feedback from the meeting:
a. complete the table below listing the requirements of attendees
b. your responses must be accurate
c. attach your email to your student assessment workbook
PR 7. word count is approximately 10 words per requirement.
meeting requirements explain what is the requirement

attendee requirements explain what is the requirement

1.4 Plan for meeting
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. complete the actions, costs, timeframe and outcomes sections in the meeting plan template:
a. a minimum of seven actions
b. actions must be specific
c. actions must be appropriate
PR 2. word count is approximately five words.

Task 2: Prepare and Distribute Documentation
In this task, you will demonstrate your organisational skills by implementing the actions from your meeting plan.
2.1 Prepare notice of meeting
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. develop a draft email giving notification of the meeting:
a. include clear background
b. include specific description of the attachments
c. summarise essential details that must be accurate
PR 2. word count is approximately 50 words.
2.2 Prepare agenda for meeting
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. complete the agenda template:
a. all sections complete
b. content is relevant
c. content is accurate
d. word count is approximately 100 words.
2.3 Prepare meeting papers
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. table a minimum of three articles:
a. these articles must be appropriate
b. these articles must be relevant
PR 2. the summary of these attachments in your draft email:
a. must be clear
b. provide an explanation of source, contents and why useful
c. word count is approximately 30 words.
2.4 Check documentation
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. If articles are not from the internet but generated locally, then you must identify:
a. formatting errors
b. spelling errors
c. grammar errors
d. punctuation errors
e. content accuracy
f. currency
PR 2. if articles from internet they must be correctly identified:
a. content accuracy
b. currency
PR 3. correct errors:
a. corrected errors with final documentation must be accurate
b. final documentation must be clear.
PR 4. word count is not critical.
2.5 Distribute documentation
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. print article:
a. hand write source on master
b. create a professional copy with clear format
PR 2. send all documents by email:
a. email contains agenda and document attachments
b. must be within designated timelines
PR 3. attach a copy of these email as evidence
PR 4. prepare and store spare set of documents:
a. explain how you would store your documents
b. these must be correct
PR 5. word count is not critical.

Task 3: Record and Produce Minutes of Meeting
In this task you will demonstrate your skills in supporting the efficient running of the meeting. You will not chair this meeting, but assist the chair in the organisation of this meeting. Your assessor will observe your actions in this meeting.
3.1 Take notes
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. set up the meeting at the venue
PR 2. Prepare the chairperson prior to the meeting
PR 3. make notes during the running of the meeting:
a. take notes that aligns to ‘Meeting Minutes Template'
b. demonstrate actions that meet all the requirements of the Observation Check Sheet.
3.2 Produce minutes
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. use the notes from the meeting, complete the ‘Meeting Minutes Template':
a. these minutes are accurate record of the meeting
b. these minutes are comprehensive
PR 2. word count is not critical.
3.3 Review minutes
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. check minutes for accuracy:
a. appropriate structure
b. accurate spelling
c. appropriate grammar
d. appropriate punctuation
PR 2. make corrections as required
a. email the attached minutes to the chair of the meeting for sign off
b. this must be within the required timelines
c. on receipt, make adjustments to the minutes if necessary
d. keep original version and save new version
e. the final version of the minutes must be accurate
PR 3. word count is not critical.
3.4 Dispatch minutes
Performance requirements (PR): to achieve a satisfactory response for this subtask you must:
PR 1. distribute approved minutes by email to attendees:
a. these must align to policy and procedure for meetings
b. these must be correct
c. keep a copy and attach to your Student Assessment Workbook
PR 2. word count is not critical.

Appendix A: My Career Unlimited Simulation
Simulation Background
My Career Unlimited is a support initiative by the RTO to assist the transition of students from full time study to career placement. It is not intended to have an employment focus in terms of finding jobs, but a group of people sharing strategies on how students can be assisted in transferring all their newly acquired skills to a suitable career.
Simulation Details
This simulation is divided into the following phases:
Phase 1: Make meeting arrangements – is where you prepare for the meeting.

Phase 2: Participate and record discussion in the meeting – is where you set up the meeting and take notes.

Phase 3: Produce and distribute minutes of the meeting – is where you transcribe your meeting notes into a formal set of minutes and then have them signed off before dispatch.
Your Role in the Simulation
You will be the Meeting Convener of My Career Unlimited in the simulation. Your roles and responsibilities in the simulation are as follows:
Phase 1:
Phase 1 occurs from Task 1.1 to Task 2.5. In Phase 1, your main duties in the organisation are as follows:
• review the policies and procedures for meetings
• identify needs of attendees
• develop an action plan for organising the meeting
• prepare and distribute notice, agenda and other documents.
Phase 2:
Phase 2 occurs in Task 3.1. This session will have a duration of 30 minutes where you will physically set up the meeting then participate in the running of the meeting by supporting the chairperson and taking notes of meeting processes and outcomes. Note that your assessor will not be engaged in this observation activity and their role will be limited to observing your interaction with these stakeholders and documenting evidence on the Observation Check Sheet provided in Appendix B. In Phase 2, your main duties in the organisation are as follows:
• set up the meeting environment
• ensure all documentation is ready for attendees
• support the chair as required
• take accurate notes of the meeting.
Phase 3:
Phase 3 occurs from Tasks 3.2 to 3.4. In Phase 3, your main duties in the organisation are as follows:
• review notes
• develop draft minutes
• see approval of accuracy of minutes from chairperson
• dispatch to attendees.
Assessment Conditions
The information in this section outlines the type of environment, facilities and equipment for the simulation. Please ensure that you familiarise yourself with the comprehensive set of requirements that underpin the simulations. This includes understanding the background of the simulation and the criteria you will be assessed.
Phase 1 and Phase 3:
Remember that you will undertake Phase 1 in 1.1 to 2.5 and Phase 3 in 3.2 to 3.4. Note the following prior to undertaking Phase 1 and 3:
Before the simulation:
• you must ensure that you have read and understood the policies and procedures for meetings and the documentation for distribution with the agenda
• your assessor will provide you the resources required to undertake the simulation tasks
• you must ensure that you have read and understood all performance requirements listed under each task
• where you are unclear with the three points above, you must clarify these with your assessor
• your Assessor will inform you of the deadline for your submission of each phase.
During the simulation:
• you will type your responses to the simulation tasks in your ‘Student Assessment Workbook’
• your assessor will interact with you via email in the capacity of the Manager; this interaction will be limited to exchanging emails where they will supply you with the contact details of the chairperson and attendee so that you can identify each of their meeting needs in Phase 1
• you will be undertaking each task individually, by yourself, without giving or receiving assistance from your peers
• you must satisfactorily demonstrate all the performance requirements (PR) under each task to achieve a satisfactory result for this assessment.
If you are not successful, after the simulation, the Assessor will:
• provide written feedback on the ‘Task Outcome Sheets’ in your ‘Student Assessment Workbook’ explaining their justification in detail
• communicate this feedback to you via verbally or email
• confirm that you have understood their feedback
• negotiate another suitable time to assess your second attempt (which will be on the specific NYS area(s)).
Phase 2:
Remember that you will undertake Phase 2 in Task 3.1. Note the following before undertaking Phase 2:
Before the observation session:
• you must ensure that you have read and understood the any documents required to undertake the observation
• you must ensure that you have read and understood all performance requirements listed under each task
• you must ensure that you have read the requirements listed in the Observation Check Sheet as your performance will be judged based on these criteria (see Appendix B)
• your Assessor will inform you prior to the date of your observation session
• your Assessor will inform you of the deadline for your submission.

During the observation session:
• this meeting with the chairperson and project officer and has a total duration of 30 minutes
• other students will not be observers during the session as this will give them an unfair advantage
• these stakeholders will be role played by staff from the RTO
• your assessor will brief them on your topic so that they can carry out their duties in an appropriate manner
• you cannot refer to the Observation Check Sheet while undertaking the demonstration
• your assessor will:
­ not participate in the simulation and their role as an assessor will be only observing the simulation
­ observe you individually based on the criteria written on the Observation Check Sheet
­ document their observations in detail on the Observation Check Sheet
­ provide extensive written feedback using the Observation Check Sheet in case you do not meet a criterion to a satisfactory level
­ ensure that the session will be free from distractions
• you must comply with WHS requirements; that is acting in a safe way
• you must demonstrate all the actions in the Observation Check Sheet to achieve a satisfactory result for the task.
If you are not successful, after the observation session, the Assessor will:
• provide the written feedback on the Observation Check Sheet explaining their justification in detail
• communicate this feedback to you via verbally or email
• confirm that you have understood their feedback
• negotiate another suitable time to observe your second attempt (which must be in full, not just on the specific NYS area(s)).

Appendix B: Observation Check Sheet
We have provided the observation check sheet for you to prepare for your assessment with the Assessor. Remember, you will not be able to use this check sheet at the time you will be observed. However, we strongly urge you to use this as a planning tool so that you are fully prepared for the assessment task.
Note that you must demonstrate all the performance requirements listed in the following Observation Check Sheet to be deemed satisfactory.
Performance requirements:
1. Introduction
• ensure venue is appropriate:
­ seating
­ air temperature
­ equipment operational
• discuss accurately and concisely the arrangements with the chair prior to the start of the meeting:
­ documentation to be used
­ meeting procedures
­ potential issues that may arise
2. Body
• welcome attendees appropriately:
­ friendly tone
­ volume is appropriate
­ facial expressions are appropriate
• distribute documents professionally:
­ documents are complete
­ documents are in order
­ documents are clear
• verbalise the meeting procedures clearly and concisely:
­ state the purpose of the meeting
­ apologies
­ agenda items
­ explain documentation
­ explain accurately the voting procedures
• take notes accurately:
­ record issues raised and by whom
­ seek clarification when required
­ verbalise clearly and concisely the decisions made
­ record decisions taken
­ keep pace with the discussion and record the essential content of the meeting
3. Conclusion
• review arrangements for the next meeting:
­ summarise concisely and accurately actions required by next meeting
­ provide the venue, time and date for next meeting
• complete the meeting within time frame of 30 minutes
4. Appropriate Communication Skills
• body language skills:
­ give eye contact to attendees
­ display appropriate facial expressions
­ posture is appropriate
­ gestures have fit with the message
• actively listen to chair and attendees:
­ paraphrase
­ seek clarification by asking questions
­ tone is pleasant
• monitor non-verbal and verbal cues of attendees:
­ adjust delivery accordingly to ensure understanding
­ share insight with chair when appropriate
• is sensitive to the needs of the audience:
­ does not use jargon
­ engage with all
­ does not exclude any attendees

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