Task 2 - Conduct the meeting
Instructions for the role plays:
You are to carry out two (2) role plays. One for a formal meeting and one for an informal meeting.
Role Play 1
You chair a formal meeting with relevant people in the organisation to discuss the situation of 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 minutes. Your assessor will advise you which item or items on the agenda should be used for you to demonstrate your skills.
Before the meeting, you must appropriately brief Evelyn who will be the Minute taker.
During facilitation of the meeting you must ensure that the following occurs:
• Participation
• Discussion
• Problem solving and resolution of issues.
Your assessor will take a part in the role play and will assist you to arrange another three people to participate in the role play. These people will each have a character to play as follows.
The Roles
1. Evelyn – Administration Manager. Evelyn is quiet and only contributes in meetings when asked to. She will be the minute taker for this meeting and take notes.
2. Francesco – HR and Training Manager. Francesco can dominate meetings, if not brought into line,
3. Magnus – Sales and Marketing Manager. Magnus is upset about not achieving his set targets and blames the outcomes on poor recruitment and training as well as the lack of good policies and procedures.
4. Scott – Operations Manager. Scott is new to Green Tree and is keen to do whatever needs to be done in order to achieve organisational goals.
Role Play 2:
1. After the formal meeting, you have an informal meeting with Scott (Operations Manager) to discuss how he is settling into the company and what assistance he needs. Your assessor will play the part of Scott who is settling in really well and is happy to tell you what assistance he needs.
2. As this is an informal meeting, no minutes are required but after the meeting, you need to send an email to Scott confirming what you discussed and confirm the assistance you will provide. Send the email to your assessor. Ensure that you format the email as directed in the Document Style Guide.
Your assessor will document this activity and use the observation checklist below to record your performance.
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 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
• Cooperate with others as part of familiar activities, playing an active role in facilitating group interaction
• Conduct appropriate informal meeting
Role play 1
OBSERVATION CHECKLIST
Did the student satisfactorily: Status Comments
Brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting? ? Yes ? No
Chaired the meeting in accordance with the following:
• Organisational requirements? ? Yes ? No
• Agreed conventions for type of meeting? ? Yes ? No
• Legal and ethical requirements? ? Yes ? No
Conducted the meeting and ensured it
• Was focused? ? Yes ? No
• Was time efficient? ? Yes ? No
• Achieved the required outcomes? ? Yes ? No
Ensured meeting facilitation enabled:
• Participation? ? Yes ? No
• Discussion? ? Yes ? No
• Problem solving? ? Yes ? No
Participated in verbal exchanges using audience, context and purpose appropriate style, tone and vocabulary? ? Yes ? No
Listened for specific information? ? Yes ? No
Asked questions and listened to responses to clarify understanding? ? Yes ? No
Feedback:
Role play 2
OBSERVATION CHECKLIST – informal meeting
Did the student satisfactorily: Status Comments
Conducted the meeting and ensured it:
Was focused? ? Yes ? No
Was time efficient? ? Yes ? No
Achieved the required outcomes? ? Yes ? No
Ensured meeting facilitation enabled
Participation? ? Yes ? No
Discussion? ? Yes ? No
Participated in verbal exchanges using audience, context and purpose appropriate style, tone and vocabulary? ? Yes ? No
Listened for specific information? ? Yes ? No
Asked questions and listened to responses to clarify understanding ? Yes ? No
Feedback:
Task 3 Meeting follow-up
Instructions:
Using the notes taken by ‘Evelyn’ during the meeting role play in Task 2:
• Transcribe them and produce a set of meeting minutes (template provided below) which:
o Reflect a true and accurate record of the meeting
o Are formatted appropriately
• Show the name of your document in the footer of the minutes
• Distribute a copy of the completed minutes to your assessor within 3 days of performing the role play
You will need to check the document format is correct (as detailed in Green Tree Document Management Policy and Procedures).

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 other follow up documentation within designated timelines and according to organisation requirements
• Report outcomes of meetings as required, within designated timelines.
MEETING MINUTE
Date: Time:
Venue:
Meeting organiser/ Chair person
Participants and roles:
Apologies:
Purpose:
Decision making process:
Items for Discussion:
1.
2.
3.
4.
5.
6.
7.
Follow Up Meeting
Date:
Time:
Place:
Minute Taker: