Conduct, follow up and report on a meeting
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment date/s Time/s
The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.
You will demonstrate the skills and knowledge required to conduct and chair meetings, and to ensure that the desired outcomes of the meeting are achieved. You are then to demonstrate the skills and knowledge required to review the outcomes of a meeting and to facilitate the follow-up activities that occur afterwards to ensure that agreed actions are completed and discussions from the meeting are recorded and stored correctly.
This assessment task builds upon the work completed in Assessment Task 1. In this assessment you are required to conduct the meeting that you planned in Assessment Task 1 for the simulated workplace, the Adept Owl Games Company. You will review the minutes to ensure they are a true and accurate record of the discussions. You will then prepare a report for management detailing the outcomes of the meeting.
Note: The work completed for this assessment task provides the basis for Assessment
Task 3. You will need to retain a copy of the minutes from this assessment for use in Assessment Task 3. Ensure you keep an electronic and/or hard copy of this completed assessment for future use.
1. Prepare to conduct your meeting. Access the action plan you developed in Assessment Task 1. Review this action plan and ensure that all tasks have been completed in preparation for the meeting you are to chair.
2. Where any tasks have not been completed, ensure these are completed before the next step.
1. Conduct and chair the meeting in accordance with the meeting agenda you developed in Assessment Task 1:
a. Identify a minute-taker. Provide the minute-taker with the meeting minutes template and brief them on the organisational requirements for taking meeting minutes.
b. During the meeting you are required to:
i. resolve at least one issue using a problem-solving technique ii. take notes as appropriate.
c. Collect the minutes from the minute-taker at the conclusion of the meeting.
2. Ask meeting participants to each complete the Meeting Participant Evaluation Form in Appendix 1.
3. Ask the minute-taker to complete the Minute-taker Evaluation Form in Appendix 2.
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 organisational requirements.
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.
You must submit:
? a completed Meeting Participant Evaluation Form (Appendix 1) for each participant
? a completed Minute-taker Evaluation Form (Appendix 2)
? the minutes as completed by the minute-taker
? the corrected minutes
? a copy of the communication you sent to distribute the meeting minutes and any follow-up documentation required by the outcomes of the meeting.
Your assessor will be looking for evidence of:
? reading skills to identify and interpret information from organisational documentation, and to compare final minutes with original notes to ensure they are complete and accurate
? writing skills to:
? address context, purpose and audience when creating documents
? prepare and edit documents using appropriate structure and accurate spelling, grammar and punctuation
? take notes as appropriate
? oral communication skills to use appropriate style, tone and vocabulary for audience, context and purpose when participating in meeting; listen for specific information; and to ask questions to clarify understanding
? numeracy skills to conduct meeting in line with required timeframes
? ability to recognise and respond to organisational policies and procedures and legislative requirements
? ability to cooperate with others and facilitate group interaction, discussion, problem-solving and decision-making
? ability to recognise and take responsibility for addressing problems.
Adjustment for distance-based learners
? No variation of the task is required.
? If you are isolated from other meeting participants, the meeting part of this task can be varied to take place using Skype conferencing (or any other video conferencing tool available to both you and the assessor).
? You may also negotiate with the assessor to choose to video the role-play and submit it electronically.
? A follow-up interview may be required (at the discretion of the assessor).
? Documentation can be submitted electronically or posted in the mail.
Appendix 1: Meeting participant evaluation form
The meeting started on time.
The meeting purpose was clear.
The chairperson kept discussions focused on achieving the purpose of the meeting.
The chairperson maintained control of the meeting throughout the duration.
The chairperson ensured all participants were involved in discussions.
The chairperson facilitated the problem-solving activity to resolve any issues.
The chairperson facilitated decision-making to ensure required decisions were made.
The meeting followed the agenda.
The desired outcome for the meeting was achieved.
The meeting concluded on time.
General feedback regarding the way in which the meeting was conducted:
Appendix 2: Minute-taker evaluation form
The chairperson clearly explained the meeting purpose and the expected outcomes.
I was provided with a list of the attendees and their roles prior to the meeting.
I was provided a copy of a minute template to use to record the meeting discussions.
The chairperson explained any organisational requirements/conventions for recording the meeting minutes.
The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded.
I was provided with examples of previous minutes to assist me with understanding what was required.
It was clear to me what was expected.
General feedback regarding the information you were provided regarding taking minutes for the meeting: