BSBADM405B Organise meetings

Student Name: Liliana Casella

Student Number: 0542167
Assessment Number: 21990B/01

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BSBADM405B Organise meetings

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Getting started
The assessment activities in this booklet are designed to provide evidence that
demonstrates your competence in the unit BSBADM405B Organise meetings.

Assessment submission
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Competency details
This unit describes the performance outcomes, skills and knowledge required to organise
meetings including making arrangements, liaising with participants, and developing and
distributing meeting related documentation.

Grading
To achieve a Pass (PA) grade for this assessment you must, at a minimum, address all the
requirements specified in the assessment instructions to demonstrate your competency. To
achieve a higher grade such as a Credit (CR), Distinction (DN) or High Distinction (HD), your
assessor will be looking for additional details, research, analysis and referencing, where
appropriate. These particulars will demonstrate your in-depth understanding and application
beyond the assessment requirements but within the context of the unit being delivered.
See your Student Handbook further information on grading.

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Assessment Description
To demonstrate competence for BSBADM405B Organise meetings you will need to
successfully complete ach of the following assessment tasks:

Assessment 1: Knowledge of meetings and their purpose

Assessment 2: Prepare for and attend meetings

This document includes instructions for the first assessment activity (21990B/01).

Assessment Task 1 of 2
Demonstrating knowledge of meetings and their purpose - Short answer questions

Instructions
Please provide answers to the short answer questions that demonstrate an
understanding of how to make meeting arrangements for different types of meetings
and their differing requirements. Please provide relevant answers to question 1
through question 14 below:

Questions
1.

Provide three examples of the different types of meetings you can use in the
workplace.

Explain the purpose for each meeting

Explain how you would prepare for each meeting

Identify the resources that may be needed to conduct the meeting

Meeting 1

Details

Meeting type

General Meeting- under this catalogue there is five

different type of meetings

Purpose
Preparation tasks

Discuss topics that is relevant to the members

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Staff team meeting

Client meeting
Vendor meeting
Annual meeting
Board meeting

Gather all the information that is needed for

the meeting. Send out emails (memo) to all
attendee
Where it going to be held

How meeting will

be conducted

Date of the meeting

Time
Duration ( how long the meeting will take)
The host (who will address the meeting)
The meeting speakers (if any)
Agenda
Internal attendees
External attendees
Documentations ready for the meeting
Any equipment required for the meeting
(projector, computer for power point
presentations)
Ensure the equipment is in good working
order set up and tested prior to the meeting
taking place
Seating arrangements

Face-to-face

Resources

Meeting 2

Details

Meeting type

Conference meeting

Purpose

Discussing a particular topic

Preparation tasks

Placing a notice into newspaper given the time and

date. This is set a number of days before the
meeting due to take place.

Reading materials
Notes
Projectors
Computer/ cables etc.

Venue possibly visit first to see if it is

suitable
Catering arrangement
Equipment projector, microphone, cables
Speakers
Host how will be
Documentations
Minutes taken
Budget to be considered

Legislation requirements

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How meeting will

be conducted

Face-to-face

Resources

Reading materials

Meeting 3

Details

Meeting type

Public meeting

Purpose

A purpose that needs to open discussion and

information shared.

Preparation tasks

Give proper notice to public placing notice in

newspaper
Schedule date and time

How meeting will

be conducted

Face-to-face

Resources

Notes

Video conference
Reading materials

2.

Explain how the following legislation and organisation requirements need to be

considered when preparing and conducting meetings. Identify the website or other
information source you used to gather this information.

Legislation

What needs to be
considered

Information source

Antidiscrimination

Human, race, age,

employment, their sex,
religion & criminal records

Humanrights.gov.au

Ethical principles

Universal standards of right Josephson

and wrong prescribing the
institute.org
kind of behaviour a
company or person should
engage in. This helps help
to make some kind of
decision

Codes of Practice

Code of practice is a guide

to achieve the standards of
Health & Safety & welfare
required under Work Health
and Safety Act and the
WHS Regulation in the
jurisdiction. Duty of care to
the employees, contractors,
the public and

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Australian human
rights commission Act
1986

Safework
australia.gov.au
Government Act &
Regulation

subcontractors
Privacy Act

Collecting personal
information and how its
stored. Notify the person
why we need the
information

Humanservices.gov.au

Workplace Health
and Safety Acts
and regulations

First aid location

Safework australia

Public safety when entering

into the premises.
Spot any hazards

3.

What do meeting codes of practice cover, and why do organisations have them?

Code of practice is a guide to achieve the standards of Health & Safety & welfare
required under Work Health and Safety Act and the WHS Regulation in the
jurisdiction. The Duty of care to the employees, contractors, the public and
subcontractors.
4.

Discuss three requirements of public meetings.

The purpose of the meeting, the date and time when it will be held and how the
meeting will be conducted.
Put a public notice out at least 2 weeks before the meeting to be held - like in the
newspaper.
Agenda items and meeting notes/minutes
5.

Explain what you would need to know prior to organising a meeting.

What is the purpose of the meeting so you can prepare the documents, where it will
be held and the date and time of the meeting and who will be attending? Identify and
comply with any legal or ethical requirements, and advise the participants of the
meeting details.
6.

Discuss four (4) strategies you would need to use to improve your communication
skills during a meeting. Within your discussion, take into consideration the following
points:
cultural considerations
clarifying points within the meeting
ensuring required outcomes are met
Effective communication, when we refer to a cultural group, any group in a
society with a distinctive way of life. Communication is a learned skill, which
requires research and practice. Knowing and understanding something about
the other culture you are communication with will help you develop your skills.

Effective Communication skill: Listening

Listening is one of the most important aspects of effective
communication. Successful listening means not just understanding the
words or the information being communicated, but also understanding
how the speaker feels about what theyre communicating.

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Effective Communication skills: Nonverbal Communication

When we communicate things that we care about, we do so mainly
using nonverbal signals. Wordless communication, or body language,
includes facial expressions, body movement and gestures, eye contact,
posture, the tone of your voice, and even your muscle tension and
breathing. The way you look, listen, move, and react to another person
tells them more about how youre feeling than words alone ever can.
You can enhance effective communication by using open body
languagearms uncrossed, standing with an open stance or
sitting on the edge of your seat, and maintaining eye contact with
the person youre talking to.

Effective Communication Skills: Managing Stress

In small doses, stress can help you perform under pressure. However,
when stress becomes constant and overwhelming, it can hamper
effective communication by disrupting your capacity to think clearly and
creatively, and act appropriately. When youre stressed, youre more
likely to misread other people, send confusing or off-putting nonverbal
signals, and lapse into unhealthy knee-jerk patterns of behavior.
Effective Communication Skills: Emotional Awareness
Emotional awareness provides you the tools needed for understanding
both yourself and other people.

7.

a) Outline the steps you would take to ensure meeting documentation is accurate
and correct of any errors
b) If an error was identified what would you do?

Proof read the documents for any errors carefully, every page to the document
must be read to identify any errors.
Have someone else to proof read the documents.
Complete a spell check of all documents.
Send the final draft to the person that has organised the meeting in the first
place.
b) Correct any errors

8.

Who would you need to distribute meeting invitations and necessary documentation
Such, as the agenda to?
Once the meeting requirements and arrangement for the meeting to occur, you
need to advise the participants that are attending the meeting the details of the
meeting.

9.

How would you ensure that meeting invitations and agendas are distributed within
the designated time lines?
It is best to speak with the chairperson of the meeting to understand what is expected
with the regards to format, level of the details and distribution timelines.

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10.

What information should be included within a meeting agenda?

The information should include:
The starting time and the end of the time.
The date of the meeting
The venue
When the participant should respond by date if they are attending the meeting.
Who is attending?
The purpose of the meeting
Have an agenda what topic that will be discuss
If it is a teleconference meeting
What type of meeting will it be?
What equipment is required?

11.

Explain how you would make the following arrangements prior to the meeting being
conducted? Consider the following
booking an appropriate venue
establishing costs and operating within a budget
organising accommodation and transport
organising appropriate communication technology
organising catering
preparing relevant documentation for participants
scheduling the date and time for the meeting
Having a questionnaire prepared
Collect as much information from the requestor
What type of meeting will it be? Public, conference etc.
When the meeting will be held
What time and date the meeting will be held
Who will be the participants?
Do you need to organise audio technology and other equipment microphone,
lighting, speakers, powerpoint presentation etc..
How many participant will be there so can organise catering if required or
refreshments tea/coffee and light snack.
Type of documentation to be handed to participant prior to the meeting (hard
copy).

12.

As a designated minute-taker in a meeting, how can you ensure the notes you are
making are accurate and a true reflection of the meeting discussion?
Use bullet points not sentence when taking notes from the meeting.
Other ways of taking minutes in meeting- using recording devices
Or a laptop which the majority we can type faster than we can write on paper.
For accuracy of the meeting always confirm any points you are unsure about
with the participants during the break or after the meeting for any clarification.

13.

Explain how you would orally present written reports and meeting minutes to the
following people
Your manager
Other meeting participants
Other people who were absent from the meeting
The manager must check the minutes for accuracy before they are distributed.

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After correcting any errors it any the manager will receive a hard copy of the
minutes. Other participants that have attending the meeting they receive a
hard copy. If other decisions made at the meeting had of interest in the
meeting, or any impact, should receive hard copy of the minutes within the few
days of the meeting.
14.

Identify what formats and/or templates can be used when developing agendas and
meetings.

Whatever numbering and headings appear on the agenda must also

appear in the minutes.
Meeting Minutes
Meeting type

Meeting date

Attendees

Meeting time

Location/Dial in

Apologies

Purpose of Meeting
Acceptance of minutes of previous meeting
Business arising
Correspondence
Business arising from correspondence
Items on notice (agenda Items)
No.

Items

Action/motion

who

Action/motion

who

1
2
3
4
5

General business (not on notice)

No.

Items

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Next meeting date, time and location

Checklist
You will need to submit the following:

The completed answers for question 1 14 in word format.

Note: The field boxes above are an optional self-checklist. Double click each check box to

mark as complete.

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