Manage Meetings

Version 1.0

Table of Contents
PRE-ASSESSMENT CHECKLIST ..................................................................................................................................................... 1
ASSESSMENT SUBMISSION SHEET .............................................................................................................................................. 2
ASSESSMENT INFORMATION...................................................................................................................................................... 3
PORTFOLIO REQUIREMENTS................................................................................................................................................................... 4
ASSESSMENT ACTIVITY 1 – INFORMAL AD-HOC MEETING .......................................................................................................... 5
ASSESSMENT ACTIVITY 2 – BOARD MEETING ............................................................................................................................. 6
ASSESSMENT ACTIVITY 3 – KNOWLEDGE QUESTIONS................................................................................................................ 8
QUESTION 1....................................................................................................................................................................................... 8
QUESTION 2....................................................................................................................................................................................... 8
QUESTION 3....................................................................................................................................................................................... 8
SUBMISSION CHECKLIST ............................................................................................................................................................. 9
ASSESSOR MARKING AND FEEDBACK FORM: ASSESSMENT ACTIVITIES .................................................................................... 10
ASSESSOR MARKING AND FEEDBACK FORM: PERFORMANCE & KNOWLEDGE EVIDENCE......................................................... 11
ASSESSOR MARKING AND FEEDBACK FORM: FOUNDATION SKILLS .......................................................................................... 12
Candidate’s name:
Units of competency: – Manage Meetings
Trainer/Assessor:
Date:
Checklist Comments
• Talked to the candidate about the purpose of the assessment.
• Discussed the assessment environment and the process covering when the
assessment will occur, where the assessment will occur, who will assess the
candidate, and the feedback process.
• Printed the unit outline and explained the unit of competency including each
element, performance criteria, foundation skill, performance evidence, and
knowledge evidence that the candidate will be assessed on.
• Discussed the various methods of assessment, assessment instruments,
submission requirements and the due date.
• Discussed what resources are required to successfully complete this assessment.
• Discussed what performance level is required for each assessment task.
• Organised the necessary arrangements to meet the assessment conditions
essential for the candidate to carry out each assessment task.
• Ensured that the candidate read and understood the Student Assessment
Handbook involving following concepts:
• authenticity of candidate’s work
• re-submission, re-assessment and study plan policy/procedures
• appeals process
• regulatory information
• confidentiality procedures
• Discussed special needs (if any) of the candidate and made the necessary
arrangements.
• Summarised information and allowed candidate to ask questions.
BSBADM502 Version 1.0 Created on September 2015 Page 1

Feedback: Trainer/Assessor’s Comments:
I hereby confirm that I have been given feedback from the Assessor and I agree with the assessment outcome.
Student
Signature Assessor
Signature Date ___/___/______
Student Name Student ID
Course Code & Title BSB50215Diploma of Business Extension Granted Yes ? No ?
Unit Code & Title BSBADM502Manage Meetings Date Received ___/___/____
First Submission ? Re-submission ? Re-assessment ? Received by
Student Name Student ID
Assessor Date Due
Declaration I affirm that all work submitted in this assessment is my own work and does not involve plagiarism or
teamwork other than that authorised for any particular assessment activity. I have been explained and
understood the serious consequences in case this work is found plagiarised.
Course Title Course Code
Unit Title Manage Meetings Unit Code
Version 1.0 Created on
First Submission Date Re-submission Date Re-assessment Date
S NYS ___/___/____ S NYS ___/___/____ S NYS ___/___/____

Student Signature: Date Signed: ____/____/____

Student Feedback on Assessment: Please provide your comments about this assessment for future improvement.

BSBADM502 Version 1.0 Created on September 2015 Page 2

Assessment Information
This assessment tool is designed to gather evidence on your knowledge as well as abilities on managing a range of
meetings including overseeing the meeting preparation process, chairing meetings, organising the minutes and
reporting meeting outcomes. Also, it collects evidence on key foundation skills outlined in unit of competency
details. Your Trainer/Assessor will go through the unit of competency at the very beginning of this unit explaining
each element, performance criteria, foundation skill, performance evidence, and knowledge evidence that you will
be assessed on via this assessment tool. You can find more information at:
https://training.gov.au/Training/Details/BSBADM502.
This assessment has three parts:
Assessment Activity 1 – Informal Ad-Hoc Meeting
You will be preparing, conducting and following up an informal ad-hoc meeting based on a given scenario.
Assessment Activity 2 – Board Meeting
You will be preparing, chairing and following up a board meeting based on the Coffee House business simulation.
You will be provided the Coffee House Board Meeting Policy and Procedures document to carry out each task
outlined in the assessment activity.
Assessment Activity 3 – Knowledge Questions
You will be providing written response for the following:
• responsibilities of the chairperson and explain group dynamics in relation to managing meetings
• description of options for a list of meetings
• discussion of how relevant legislation and ethical principles effect the preparation and conduction of
meetings.
Submission requirements for each task is clearly outlined under each task to give you guidance.
The following document will be provided to you by your Trainer/Assessor to be able to undertake this assessment
tool:
• Coffee House Board Meeting Policy and Procedures document which defines and sets standards in relation
to preparing, conducting and following up board meetings.
In order to be deemed competent in this unit you must obtain satisfactory outcome in each part of this assessment.
You must abide with the rules outlined in the following section “Portfolio Requirements” when submitting your
portfolio to your Trainer/Assessor.
Submission Checklist is provided to you after the assessment activities as a tool to ensure that you are not missing
any document in your portfolio. Please note that it is not compulsory to use but highly recommended.
Remember! Your Trainer/Assessor is your best source of help. If you have any special needs, make sure you check
with your Trainer/Assessor in advance of undertaking this assessment.
BSBADM502 Version 1.0 Created on September 2015 Page 3
Proofreading • Ensure the following in your report:
- appropriate tone, language and grammar
- coherent structure
- visual consistency
- free of spelling and punctuation errors
Headings and
Subheadings • Use ‘Styles’ to ensure consistency (Home ? Styles ? Headings)
• Use the titles in your assessment tool’ e.g.: Assessment Activity 1
Citation and
Reference List Using Harvard Style Guide, provide in-text citation and Bibliography for each external source you
use in your report.
Capitalisation • Use initial capitals for positions, personal names, place names, nationalities, and groups of
people
E.g.; Chief Executive Officer – Bill Gates – Sydney – Australia – Australian
• Write company/brand names as they are commercially used
E.g.; Microsoft - iPhone
Cover Page • Attach your portfolio with a cover page including:
- Course Code & Title
- Unit of Competency Code & Title
- Date of submissions
- Your Student ID and Full Name
- The details of your Trainer/Assessor
- Version number
Portfolio
Structure • Follow a logical and sequential structure in your portfolio preventing ambiguity for your
Trainer/Assessor.
Wording • Do not write the question in your assessment. Simply place appropriate headings and then
your answer.
• Word count for written tasks is given within each task. Your word count does not include
assessment cover page, table of contents, bibliography, table/figure captions, and appendix
(if any).
Lists • Use bullet-lists to list items or summarise content
• Ensure consistent indenting and format
• Use correct punctuation; nothing after each list, only full stop at the end of the last item
• Use two-level spacing for nested lists
- Example 1
- Example 2
Font Ensure readability and legibility in text by using an easy-to-read font colour, type and size.
E.g.: black, Calibri (Body), 11pt
Footer
Insert unit code, date and your full name.
Spacing
Use 1.15 as line spacing.
Printing Use Moderate margins for printing (Page Layout ? Margins ? Moderate).
Print Black/White unless stated otherwise by your Trainer/Assessor.
Plagiarism Always abide with the principles of academic honesty, as we always check assessments for
plagiarism. Provide in-text citation and Bibliography using Harvard Style referencing.

BSBADM502 Version 1.0 Created on September 2015 Page 4

Assessment Activity 1 – Informal Ad-Hoc Meeting
Scenario
You are working as a Human Resources Assistant in a multinational firm where there are employees from various
different cultural backgrounds across the organisation.
Human Resources Manager has verbally told the members of the HR Team to have a 20 minutes ad-hoc meeting by
tomorrow morning commencing at 9:00 am. The purpose of the meeting is to highlight the current communication
issues in the workplace, their impact on workplace productivity and how to ensure effective communication
amongst employees.
Your Trainer/Assessor will form a group of 2-3 students to carry out this task. The meeting is 20 minutes in total. You
are not allowed to record the meeting in an audio or audio-visual format. Your Trainer/Assessor will be playing the
role of the HR Manager and observing you during the activity.
Based on the scenario above, you must do the following:
Stage 1: Prepare for the Meeting
• develop a meeting notice and a draft agenda in line with the stated meeting purpose ensuring an
appropriate document format
• email the meeting notice and the draft agenda to all participants on a timely fashion
• finalise the draft meeting agenda based on the changes made by other participants
• confirm meeting arrangements in accordance with requirements of the meeting and make necessary
arrangements
• plan the meeting with other participants ensuring style and structure of the meeting are appropriate to its
purpose
Stage 2: Conduct the Meeting
• conduct the meeting making sure you take notes during the meeting
• each participant must run the meeting in a circulating order
Stage 3: Follow up the Meeting
• draft a memorandum of meetings (memo) based on your personal notes you took during the meeting
• make sure you clearly outline the action plan
• check your draft memo with other participants, finalise and distribute the memo accordingly
You must submit the following evidence to your Trainer/Assessor:
Stage 1: Prepare for the Meeting
• meeting notice (created by your own)
• meeting agenda
- draft version created by your own
- final version revised and approved by all participants
• printed email communication with all participants including the evidence of confirmation of meeting
arrangements
Stage 2: Conduct the Meeting
• the hand notes you took during the meeting
Stage 3: Follow up the Meeting
• memorandum of meeting
- draft version created by your own
- final version created by your own along with the evidence of distribution
BSBADM502 Version 1.0 Created on September 2015 Page 5
Country Store Count
Australia 442
The United States 642
England 288
China 317
Japan 212
Turkey 160
Canada 386
Others 414
Member Special Needs
Gary Johnson Mobility Assistance
Jamie Raspberry Gluten free meal
Lin Cheng Chinese-English interpreter
Bilal Akbar Halal meal

Assessment Activity 2 – Board Meeting
Coffee House Board Meeting
Coffee House is an Australian coffee company and coffeehouse chain based in Sydney, NSW. Coffee House is one of the largest

El Salvador, Colombia, Kenya, Indonesia, Guatemala, Panama, Brazil, Puerto Rico, and Hawaii. The company has its own coffee
roastery facilities which are equipped with in-house roasting equipment.
Coffee House also sells espresso machines and accessories which are used to brew espresso from coffee capsules. The company
manufactures both machines and capsules they sell which can be purchased through a number of online stores and
supermarkets. The company has never had its own retail store to sell espresso machines and accessories.
It was reported in the previous board meeting that the opening of Nespresso Boutique in Pitt Street, Westfield, Sydney was
extremely successful for Nespr esso which resulted in a substantial decline in Coffee House’s sales of espresso machines and
byproducts in Sydney within the last six months. It was decided to launch a counterattack to Nespresso by opening a Coffee
House Espresso Boutique in Pitt Street across Nespresso with the aim of not just retaining the current customer base, but also to
regain the brand image.
The board requested the following items to be discussed in the next meeting in order to kick start the project in December:
• Human Resource Manager to discuss on staff recruitment, selection, orientation, training, and WHS issues associated
with opening the new store
• Operations Manager to summarise an operational plan including logistics
• Sales & Marketing Manager to discuss on marketing strategies and sales targets
• Finance Manager to present a report on financial viability and resourcing
• Product Development Manager to present a comparative analysis of competitor products and strategies to maximise
return on investment
The board meeting was decided to be held in Shangri-La Hotel Sydney on Friday 25 September starting at 9:30am. There will be

There were no other matters arising from the previous meeting.
BSBADM502 Version 1.0 Created on September 2015 Page 6

Instructions
Your Trainer/Assessor will form a group of five students to carry out this task where each student will play the role
of a key participant as highlighted in the scenario. The meeting is 90 minutes in total. You are not allowed to record
the meeting in an audio or audio-visual format. Your Trainer/Assessor will be observing you during the activity.
Once your Trainer/Assessor forms the groups of five students, discuss with your group members and finalise
selecting the roles. You must note that each student can pick only one role. Once everything is settled, you are
required to have a brainstorming session with your group members on designing the structure of the meeting.
Finally, you must prepare yourself for your role decided for the meeting.
You must refer to the Coffee House Board Meeting Policy & Procedures to prepare, conduct and follow up the
meeting. Your Trainer/Assessor will provide you the document.
Based on the Coffee House Board Meeting scenario, you must do the following:
Stage 1: Prepare for the Meeting
• develop a meeting notice and a draft agenda in line with the stated meeting purpose ensuring an
appropriate document format
• email the draft agenda to all participants on a timely fashion
• finalise the draft meeting agenda based on the changes made by other participants
• confirm meeting arrangements in accordance with meeting requirements and document a meeting plan
• plan the meeting with other participants ensuring style and structure of the meeting are appropriate to its
purpose
Stage 2: Conduct the Meeting
• equally chair the meeting and take notes during the meeting
• brief others on method for recording meeting notes
Stage 3: Follow up the Meeting
• draft the meeting minutes based on your personal notes you took during the meeting
• make sure you clearly outline the action plan
• check your draft meeting minutes with other participants and finalise the minutes accurately
• distribute the final minutes and other documents on a timely fashion
You must submit the following evidence to your Trainer/Assessor:
Stage 1: Prepare for the Meeting
• meeting plan
• meeting notice
• meeting agenda
- draft version created by your own
- final version revised and approved by all participants
• printed email communication with all participants including the evidence of confirmation of meeting
arrangements and dispatching of meeting documents
Stage 2: Conduct the Meeting
• the hand notes you took during the meeting
Stage 3: Follow up the Meeting
• meeting minutes
- draft version created by your own
- final version created by your own which is revised and approved by all participants
- evidence of distribution
BSBADM502 Version 1.0 Created on September 2015 Page 7
Meeting Type Purpose When to Conduct Participants Structure Organiser
AGM
Teleconferencing
Committee
Meeting
Web-
conferencing
Face-to-Face
Meeting
Board Meeting
Regular Staff
Meeting
Project Meeting
Departmental
Meeting
Cross-
Departmental
Impromptu
Meeting
Ad-Hoc Meeting
Assessment Activity 3 – Knowledge Questions
Question 1
Outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings.
The word limit for your response is maximum of 300 words (± 10% rule applies). Make sure you include reference for
each external source you visit and comply with the Portfolio Submission Requirements.
Question 2

Make sure you include reference for each external source you visit and comply with the Portfolio Submission
Requirements.
Question 3
Write a summary on how relevant legislation and ethical principles effect the preparation and conduction of
meetings. You must include the following in your response:
• Corporations Act 2001 • Anti-discrimination legislation • Ethical principles
• Company Law Review Act 1998 • Privacy laws • Copyright
• Workplace health and safety
The word limit for your response is maximum of 500 words (± 10% rule applies). Make sure you include reference for
each external source you visit and comply with the Portfolio Submission Requirements.
BSBADM502 Version 1.0 Created on September 2015 Page 8

Assessment Activity To be submitted in your portfolio Check
Assessment Activity 1
Meeting notice (created by your own) •
Meeting agenda
• draft version created by your own
• final version revised and approved by all participants
•
Printed email communication with all participants including the evidence
of confirmation of meeting arrangements •

Hand notes taken during the meeting
Memorandum of meeting
• draft version created by your own
• final version created by your own
• evidence of distribution of the final version to other participants
•
Assessment Activity 2
Meeting plan
Meeting notice •
Meeting agenda
• draft version created by your own
• final version revised and approved by all participants
•
Printed email communication with all participants including the evidence
of confirmation of meeting arrangements •

Hand notes taken during the meeting
Meeting minutes
• draft version created by your own
• final version created by your own
• evidence of distribution of the final version to other participants
•
Assessment Activity 3
Knowledge question 1 •

Knowledge question 2 •

Knowledge question 3 •

Submission Checklist

BSBADM502 Version 1.0 Created on September 2015 Page 9

Assessment Task S NYS Comments
Assessment Activity 1 – Informal Ad-Hoc Meeting

Assessment Activity 2 – Board Meeting

Assessment Activity 3 – Knowledge Questions
Question 1
Question 2
Question 3
Final Result: S / NYS Final Comments:
Assessor Initials: Date:

Assessor Marking and Feedback Form: Assessment Activities

BSBADM502 Version 1.0 Created on September 2015 Page 10

Did the candidate perform the following skills and demonstrate the knowledge: Yes No
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 • •

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, web-conferencing and
using webcams • •
identify the relevant organisational procedures and policies regarding meetings, chairing and
minutes including identifying organisational formats for minutes and agendas. • •
The candidate’s performance was: • Not satisfactory • Satisfactory
Feedback to candidate:

Assessor Marking and Feedback Form: Performance & Knowledge Evidence

BSBADM502 Version 1.0 Created on September 2015 Page 11

Did the candidate demonstrate the following foundation skills: Yes No
Reading • Identifies and interprets information from complex texts including
legislation, organisational policies and procedures
• Compares final output with original notes to check for accuracy
•
•
Writing • Addresses the context, purpose and audience when generating a
range of texts
• Prepares complex texts from notes using appropriate structure, and
accurate spelling, grammar and punctuation
• Records notes of meeting proceedings according to organisational
requirements
• Edits and corrects own work to ensure accuracy
•
•
Oral Communication • Participates in verbal exchanges using appropriate style, tone and
vocabulary for audience, context and purpose
• Listens for specific information during meetings
• Asks questions and listens to responses to clarify understanding
•
•
Numeracy • Recognises and interprets numerical information related to
timeframes and budgets • •
Navigate the world of
work • Recognises and responds to both explicit and implicit organisational
procedures and protocols and legislative/regulatory requirements • •
Interact with others • Selects the appropriate form, channel and mode of communication
for a specific purpose relevant to own role
• Cooperates with others as part of familiar activities, playing an active
role in facilitating group interaction
•
•
Get the work done • Applies formal processes when planning complex tasks, producing
plans with logically sequenced steps, reflecting an awareness of time
constraints
• Recognises and takes responsibility for addressing predictable
problems in familiar work contexts
•
•
The candidate’s performance was: • Not satisfactory • Satisfactory
Feedback to candidate:

Assessor Marking and Feedback Form: Foundation Skills

BSBADM502 Version 1.0 Created on September 2015 Page 12