BSBADM502: Manage Meetings - AQF Qualifications And Foundation Skills - Report Writing Assignment Help

Internal code: 1ABFHF

Manage Meetings Report Writing Assignment Help

Assignment Task: Task 1:

1. Identify six (6) responsibilities of the chairperson at a meeting. (10-150 words)
2. How is a formal meeting different from an informal or semi-formal meeting? Who determines the rules of a formal meeting? (80-150 words)
3. What is the meaning of each of the following terms? (1 sentence each)

• a) Agenda
• b) Standing orders
• c) Minutes
• d) Motions
• e) Amendments
• f) Points of order
• g) Quorum
• h) Seconder
• i) Casting vote

4. Name and describe the two (2) main methods of reaching a decision and give one advantage and one disadvantage of each. (100-200 words)
5. What information should formal meeting minutes include? (50-100 words)
6.  Outline the importance of policies and procedures in relation to meetings
7. The behaviour of individuals within a group and the behaviour of the group itself can have an impact upon the meeting.
8. Identify the reasons it is important to distribute meeting minutes promptly and within designated timelines.
9. Design a checklist for planning and preparing a meeting
10. Explain four (4) considerations when filing meeting minutes.
11. Identify eight (8) factors to take into account when choosing the venue for a meeting.  Provide a brief explanation for each factor.
12. Why should the Chairperson brief the Minute Taker and what should be included in the brief?

Task 2: 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

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: 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.

Prepare an email inviting participants that includes:

• The agenda
• Details of pre-reading or requests which require preparation in advance of the meeting

Complete the Meeting Arrangements Checklist (template provided below).  A catering menu has been provided for budgeting purposes. 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. 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 : 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. 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. 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

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

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

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

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:
   1. Reflects a true and accurate record of the meeting
   2. Are formatted appropriately
   3. 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

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