Recent Question/Assignment

ASSESSMENT 2: PRACTICAL DEMONSTRATION AND OBSERVATION
Student Instructions
This practical demonstration assessment is in 3 parts. You will need to respond to all tasks satisfactorily in order for this assessment to be completed successfully.
To complete this assessment activity, your assessor will ensure you have access to the following:
• Reference material in regard to meeting venues and technology, catering and transport suppliers
• Organisational policies and procedures for managing meetings
• Office supplies and equipment • Computers and relevant software.
Objective:
To demonstrate that you have the ability to:
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
• Chairing the meeting and following up
• Recording and storing meeting documentation
• Following organisational policies and procedures. *
*Relevant policies and procedures have been included in this assessment and are listed below. It is important that you refer to these and ensure you follow them correctly in all parts of this assessment to be marked as satisfactory.
• Green Tree Meetings Policy and Procedures
• Green Tree Document Management Policy and Procedure
• Green Tree Meeting Suppliers
• Vanilla Blue catalogue
Task 1 Prepare for meetings
Instructions:
Read the scenario below and use the Summary of Customer Feedback provided to prepare for a meeting.
You are required to do the following:
1. Prepare an agenda (template provided below) which sets out:
• Purpose of meeting
• Items for discussion
• Participants and assigned roles
• Decision making process
• Where and when the meeting will be held.
2. Prepare an email inviting participants that includes:
• The agenda
• Details of pre-reading or requests which require preparation in advance of the meeting
3. Complete the Meeting Arrangements Checklist (template provided below). A catering menu has been provided for budgeting purposes.
You will need to check the document format is correct according to the Meeting’s Policy and Procedures.
Scenario:
Your business, Green Tree, a chain of speciality food restaurants, found that it is losing return customers and has surveyed customers in order to identify the potential reasons. The customer experience defined in social media posts revealed that while the table and bar service were efficient, friendly and contributed to enriched experiences, the initial contact, reservation and check-in processes were severely lacking.
Responses showed that: - 58% Will return
- 24% Might return
- 18% Will not return
You have carried out further surveys to identify customer needs and now need to take action to improve service performance in the areas of concern.
You have called a meeting with senior staff to discuss the problem and the customer feedback.
You invite
1. Evelyn – Administration Manager.
2. Francesco – HR and Training Manager
3. Magnus – Restaurant Manager.
4. Scott – Operations Manager.

SUMMARY OF CUSTOMER SURVEY AND FEEDBACK
Customer Feedback
Venue Contact
Phone often engaged
Poor response /confirmation from internet bookings
People queuing out of the door waiting to be seated
Staff Skill
Questions about ingredients cannot always be answered
Food/drinks good quality
Generally, no problems with bills
Environment
Attractive surroundings
Good environment and clean
Customer Experience
Great customer experience once seated at the table.
Friendly table and bar staff
Staff have good communication skills
Responsiveness
Poor, as wait too long to get seated
Your assessor will want to see that you can:
• Develop agenda in line with stated meeting purpose
• Ensure style and structure of meeting are appropriate to its purpose
• Identify meeting participants and notify them in accordance with organisational procedures
• Confirm meeting arrangements in accordance with requirements of meeting
• Despatch meeting papers to participants within designated timelines.
1. Prepare an agenda
AGENDA
Meeting:
Date: Time:
Venue:
Participants and roles:
Purpose:
Decision making process:
Items for Dis cussion:
1 .
2 .
3 .
4 .
5 .
6 .
7 .
2. Prepare an email
3. Complete Meeting Arrangements Checklist
MEETING ARRANGEMENTS CHECKLIST
Name of Meeting:
Date: Number of Participants:
Location & Accessibility (include parking arrangements)
Venue contact details
Meeting room capacity
Any participant special needs
Name: Requirements:
Name: Requirements:
Layout of room
Equipment required
Room flexibility (will breakout sessions be included)
Budget
Details Cost
Room Hire
Equipment Hire
Food (whichever is relevant)
Arrival drinks
Table refreshments
Morning Tea
Lunch
Afternoon Tea
Pre-dinner
Dinner
Catering information https://www.vanillablue.com.au/
https://www.vanillablue.com.au/images/library/VBIfiles/catalogues/VB%20Catalogue%202018F.pdf
Task 2 Conduct the meeting
Instructions:
You are to participate in two (2) role plays. One for a formal meeting and one for an informal meeting.
Role Play 1: Formal Meeting
You are to chair a formal meeting with relevant people in the organisation to discuss the situation described in the scenario given in Task 1.
Use the documents produced in Task 1 of this assessment as the basis for your meeting.
The meeting should take 15 – 20 minutes. Your assessor will advise you which item or items on the agenda should be used for you to demonstrate your skills.
The role play will be observed by your assessor and they will complete the Observation Checklist below.
1. Prior to the meeting
Before the meeting, you must check the meeting area has no work health and safety issues and appropriately brief Evelyn who will be the Minute taker.
2. Open the meeting
• Introduce yourself and welcome everyone.
• Ensure everyone has a copy of the agenda.
• State the purpose of the meeting and the time
3. Chair the meeting
• Monitor the time – start and end the meeting on time
• Go through the agenda items in order.
• Ensure discussion sticks to the agenda.
• Respect all views and use active listening techniques
• Ask questions and listen to responses to clarify understanding
• Promote ethical behaviour by responding appropriately to any ethical issue that arises
• Advise meeting members that minutes of the meeting will be sent to each of them
• Advise the minute taker that the notes of the meeting will need to be provided to you within the timelines specified in Green Tree Meetings Policy and Procedure
4. During facilitation of the meeting you must ensure that the following occur:
• Participation of all meeting members
• Discussion of issues – encourage everyone to give their view and explore the issues
• Seek to gain a resolution of issues and problem solve using a consensus approach
• Address any legal or ethical matters should they arise
• You should also take your own brief notes so that you can check that all the meeting content was covered. These can just be handwritten dot points. You will be required to submit a copy of the minutes taken by Evelyn and your dot point notes to the assessor in Task 3.
Your assessor will take the part of Scott in the role play and will arrange for two fellow class members to participate in the role play. Each student roleplaying a staff member will have been briefed by the assessor to research and make notes on the actions needed to improve service
performance in the initial contact, reservation and check-in processes
? Evelyn – Administration Manager. She will be the minute taker for this meeting ? Francesco – HR and Training Manager.
? Magnus – Restaurant Manager.
? Scott – Operations Manager.
Observation checklist
In carrying out role play 1 (the formal meeting), the student:
? Briefed minute-taker on method for recording meeting notes in accordance with Green Tree requirements and conventions for type of meeting
? Checked the meeting area to ensure the area has no work health and safety issues
Chaired the meeting in accordance with
? Agenda
? Green Tree requirements
? Agreed conventions for type of meeting
? Legal and ethical requirements
Conducted the meeting and ensured it
? Was focused
? Was time efficient
? Achieved the required outcomes
Ensured meeting facilitation enabled
? Participation
? Discussion
? Problem solving
? Resolution of issues
?
Participated in verbal exchanges using appropriate
? Style
? Tone
? Vocabulary for audience, context and purpose
? Listened for specific information
? Asked questions and listened to responses to clarify understanding
Role Play 2: Informal Meeting
It is 3 days after the formal meeting and you are to have an informal meeting with Scott (Operations Manager) and Francesco (Restaurant Manager) in 2 days to discuss the outcomes of Monday’s meeting and to discuss what assistance might be needed to action the outcomes.
Your assessor will play the part of Scott and the student who played the part of Francesco will continue in that role. This informal meeting is to be regarded as a continuation from the formal meeting and as such use the results of the formal meeting role play as the basis for this informal meeting. The meeting should take 15 minutes.
The role play will be observed by your assessor and they will complete the Observation Checklist below.
You are to:
1. Draft an email message to Scott and Francesco advising them of the meeting to be held in your office. The email should include the date, time and duration of the meeting, as well as a brief summary of the meeting and key items that will be discussed
2. Chair the meeting. As you are the meeting organiser you will be the informal chair
• Introduce the purpose of the meeting and the time allocated for it
• Monitor the time – start and end on time
• Go through the key items to be discussed in order.
• Ensure discussion sticks to the point
• Respect all views and use active listening techniques and open questioning to encourage discussion and problem solving
• Develop an action plan
• Identify the assistance that is required for the implementation of the action plan
3. Document the outcome. As this is an informal meeting, no minutes are required but after the meeting, you need to send an email to Scott and Francesco confirming what you discussed and confirm the assistance required. Send the email to your assessor. Ensure that you format the email as directed in the Green Tree Document Management Policy and Procedure.
Your assessor will document this activity and use the list below as a checklist.
Your assessor will want to see that you can:
• Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements
• Conduct meetings to ensure they are focused, time efficient and achieve the required outcomes
• Ensure meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting
• Participate in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose
• Listen for specific information during the meetings
• Ask questions and listen to responses to clarify understanding
• Select the appropriate form, channel and mode of communication for a specific purpose relevant to own role
• Co-operate with others as part of familiar activities, playing an active role in facilitating group interaction
Observation checklist
In carrying out role play 2 (the informal meeting), the student:
Conducted the meeting and ensured it
? Was focused
? Was time efficient
? Achieved the required outcomes
Ensured informal meeting facilitation enabled
? Participation
? Discussion
? Problem solving
Participated in verbal exchanges using appropriate
? Style
? Tone
? Vocabulary for audience, context and purpose
? Listened for specific information
? Asked questions and listened to responses to clarify understanding
Task 3 Meeting follow-up
Instructions:
You are to:
1. Check the notes taken by ‘Evelyn’ during the meeting role play in Task 2 against the dot point notes you took as a way of checking for any errors. Submit a copy of the minutes taken by Evelyn and your dot point notes to the assessor with the final minutes.
2. Transcribe them and produce a set of meeting minutes (template provided below) which:
a. Reflects a true and accurate record of the meeting
b. Are formatted appropriately
c. Show the name of your document in the footer of the minutes
3. Distribute a copy of the completed minutes to the meeting members and your manager (your assessor) within 3 days of the meeting (performing the role play). Your manager will accept responsibility for storing the minutes according to Green Tree’s requirements.
Remember you will need to ensure the document format is correct (as detailed in Document Management Policy and Procedure).
Your assessor will want to see that you can:
? Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions
? Distribute and store minutes and follow up documentation within designated timelines and according to organisation requirements
? Report outcomes of meetings as required, within designated timelines
ASSESSMENT SUMMARY & FEEDBACK
Student Name: Student ID:
Trainer/Assessor’s Name: Date of
Completion:
Unit of Competency: BSBADM502 Manage meetings
Assessments Student Results
Satisfactory Not Satisfactory Not Completed
1. Written Questions
? ? ?
2. Practical Demonstration & Observation ? ? ?
Feedback to Student:
Result: ? Competent ? Not Competent
Is re-assessment required: ? Yes ? No
Trainer/Assessor Signature:
Date:
Student Signature:
Date:
Assessment Cover Sheet
Student Name:
Student ID:
Contact Number:
Email:
Trainer/Assessor Name:
Qualification:
Unit of Competency: BSBADM502 Manage meetings
Assessment: ? 1. Written Questions
? 2. Practical Demonstration and Observation
Due Date: Date Submitted:
If your assessment is being submitted after the due date, please attach a copy of the written confirmation of extension received from the Trainer/Assessor.
Declaration: I have read and understood the following information at the beginning of this assessment (please tick):
? General assessment information
? Submitting assessments
? Assessment results
? Plagiarism and referencing
I declare this assessment is my own work and where the work is by others, I have fully referenced that material.
Name (please print) Signature Date

Looking for answers ?


Recent Questions

Given the 5 Data mining functionalities:1. Association: it’s the connection between two objects.2. Classification: if you’re a bank manager, you have to classify customers then only you can able to take...• Five moral dimensions of theinformation age: 1.Information rights and obligations 2.Property rights and obligations 3.Accountability and control 4.System quality 5.Quality of lifeQ: which do you think...Assessment detailsAssessment task 1 Practice scenarioTask Description This assessment provides opportunity to reflect on your practice with your fellow students through an online discussion group before...STAFFORDSHIRE UNIVERSITYSchool of Law, Policing & ForensicsSession: 2020/2021Semester: 01Module Code: LAWS40501Module Title: TORT LAW & CIVIL REMEDIESCredits: 30 Credits (50% Weighting)Due Date:...School of Law, Policing and ForensicsDepartment of LawSession 2021Semester: 1Stoke United, a local football club, wished to promote its image and so the Marketing Manager placed an advertisement in The...Module Title: Level 4: English Legal System and Legal SkillsAssignment: Written Assignment – Assessment 1 (Re-sit)Title:‘The sources of a law are those facts by virtue of which it is valid and which identify...My dissertation is about Image caption generator by means of deep learning.Below is the link what I want to make it as a project using flikr 8K dataset which is given there in the link:https://data-flair.training/blogs/python-based-project-image-caption-generator-cnn/Also...Show All Questions