Student Assessment Guide

SIT50416 : Diploma of Hospitality Management

BSBADM502

Manage meetings

STUDENT NAME : ______________________________________________________

nicolas escobar

STUDENT ID : _________________________________________________________
5742
 This page is intentionally left blank

SIT50416 | BSBADM502 – Manage meetings

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 ASSESSMENT RECEIPT FORM
STUDENT NAME: nicolas escobar
STUDENT ID: 5742
COURSE CODE: BSBADM502
COURSE TITLE:
TRAINER’S/ASSESSOR’S NAME: Shashi Bogati
DUE DATE 26-3-23-
UNIT CODE AND DESCRIPTION BSBADM502 - Manage meetings
NOTE:
1. This form must be stapled on top of the Assessment Workbook upon submission.
2. This Assessment Receipt Form must be dated and signed in.
DECLARATION
1. I am aware that penalties exist for plagiarism and academic dishonesty.
2. I am aware of the requirements set by my Trainer/Assessor.
3. I have retained a copy of my Assessment.

Student Signature: Date:

26/3/23

ASSESSMENT RECEIVED BY Altec College Staff

Name:
Date:
Signature:

================================= Tear Here ===========================

Students must retain this as a Record of Submission.

Assessment Handed On:

Unit Code & Description: BSBADM502 - Manage meetings

PASS GLOBAL PTY LTD t/a ALTEC COLLEGE Student

Assessment Received by:
Altec College
Staff Name: Student ID:
_____________________________________ ______________________________________
5742

Signature: Student Signature:

_______________________________________ _____________________________________

SIT50416 | BSBADM502 – Manage meetings

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 ABOUT THIS BOOKLET

This assessment booklet and tools has been designed for students undertaking face to face mode of
study to provide information before students take assessments and contains assessment tools to
assess the skills and knowledge required from students to be deemed competent in this unit.

This booklet might not be suitable for students taking other modes of study e.g., online or work based.

Please read all the information given to you when you receive this assessment booklet. If you do not
understand any part of this booklet, please inform your assessor/trainer.

The assessment booklet contains two (2) parts:

PART 1: Assessment Information: This part contains information on assessments for this unit of
competency and how assessment will be conducted throughout unit to achieve the competency. It
includes:

• Application of the unit of competency

• Purpose of assessment
• Elements, performance evidence and knowledge evidence requirements of the unit
• Conditions, context, required resources and location of the assessment.
• Assessment tasks.
• Outline of evidence to be collected.
• Administration, recording and reporting the requirements including special adjustments,
appeals, reasonable adjustments and assessors’ intervention.

PART 2: Assessment Tasks: This part contains the information to successfully undertake the
assessment task. In each assessment task, students will find the following information:
• Task instructions.
• Role play / Case Study /Practical Demonstration/Project information.
• Information on resources required, where applicable.
• Appendix 1- Resources required for the unit
• Appendix 2- Meeting evaluation checklist’
• Appendix 3- Altec’s Policy and Procedure for meeting

SIT50416 | BSBADM502 – Manage meetings

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 PART 1
Assessment Information

SIT50416 | BSBADM502 – Manage meetings

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Application of the unit of competency:
This unit describes the skills and knowledge required to manage a range of meetings including
overseeing the meeting preparation processes, chairing meetings, organising the minutes and
reporting meeting outcomes.

It applies to individuals employed in a range of work environments who are required to organise and
manage meetings within their workplace, including conducting or managing administrative tasks in
providing agendas and meeting material. They may work as senior administrative staff or may be
individuals with responsibility for conducting and chairing meetings in the workplace.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

Purpose of assessment:
The purpose of assessment is to determine competency in the unit BSBADM502 - Manage meetings.

Elements
1. Prepare for meetings
2. Conduct meetings
3. Follow-up meetings

Performance evidence:

Evidence of 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
 running the meeting and following up
• organise, take part in and chair a meeting
• record and store meeting documentation
• follow organisational policies and procedures

Note: If a specific volume or frequency is not stated, then evidence must be provided at least
once.

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:

• outline meeting terminology, structures, arrangements

• outline responsibilities of the chairperson and explain group dynamics in relation to
managing meetings
• describe options for meetings including face-to-face, teleconferencing, web-conferencing
and using webcams

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 • identify the relevant organisational procedures and policies regarding meetings, chairing
and minutes including identifying organisational formats for minutes and agendas.

Context and conditions for assessments:

To comply with the assessment condition of this unit:
• You must demonstrate adequate skills and knowledge evidence by providing a satisfactory
outcome for each assessment task.
• You will have access to suitable facilities, equipment and resources, including template
documentation, oragnisational policies and procedures for manage meetings, to undertake
the assessment task for this unit of competency (Please refer Appendix1 at the end of this
assessment tool for detailed list of assessment resources)
• Classrooms for the theory component of the course are delivered at Level 8, 620 Bourke
Street Melbourne VIC 3000 / 73-81 Murray Street Hobart TAS 7000.
• Knowledge assessment for this unit will be conducted at Level 8, 620 Bourke Street
Melbourne VIC 3000 / 73-81 Murray Street Hobart TAS 7000.
• All Altec College assessor those are assessing this unit will satisfy the requirements specified
in Standards for Registered Training Organisations’ requirements for assessors.

Resources Required:

The assessor will ensure that assessment is conducted in a safe environment and you have access to
the following resources for the unit.
• Computers with access to internet and printers.
• Learner guide for unit BSBADM502.
• Access to Altec College simulated environment with access to resources defined in Appendix
1.

Clustering/holistic assessment:

There is no provision for clustering of assessments in this unit.

Competency Requirements:

To be judged competent in this unit, you will be required to demonstrate all indicators which are
shown in the Marking Guide (assessor’s document).

You must satisfactorily complete all assessment tasks to be Competent (C) in the unit. Students with
unsatisfactory completion of any of the assignment tasks will be deemed Not Yet Competent (NYC).

Assessors will ensure that the evidence collected meets the requirements of the Rules of Evidence
(authentic, current, sufficient and valid) prior to entering results into the competency record sheet.

Students unsuccessful at achieving “Satisfactory” for any assessment at the first attempt will be
given two opportunities for reassessment. If the student is still deemed Not Yet Competent (NYC)
after two reassessments in a unit of competency student will be required to repeat the unit as per
the scheduled delivery of the course. For further details, refer to Altec College Re-Assessment Policy
and Altec College Course Progress Policy.

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Assessment Task:

To achieve competency in this unit, students must satisfactorily complete all the following
assessment tasks within the date and time specified in the session plan. This will demonstrate that
the student has all the required skills and knowledge for this unit.

Assessment Assessment Description Due Location of

Tasks Date Assessment

Assessment This assessment includes a series of questions you Needs to be

Task 1 (AT1) – are required to answer; they need to answer all completed in
Written questions correctly. the Altec
3/26/23
Knowledge College
You will be given 120 minutes to complete this
Questions classroom
task.

Assessment This assessment requires you to research and plan Needs to be

3-26-23
Task 2 (AT2) – for an upcoming meeting. You are required to completed in
choose a topic (listed in Assessment but not limited the Altec
Project
to) and prepare a meeting agenda. You are College
required to successfully complete this task and classroom
submit all evidence to the assessor to be deemed
competent.

Assessment This is a role play based assessment where you are Needs to be
3-26-23
Task 3 (AT3) – required to conduct and chair the meeting they completed in
Role Play have organised in accordance with Altec’s policies the Altec
and procedures on ‘meetings’. You will need to
College
arrange for some else to take the minutes of the
meeting and brief them on requirements on simulated
conventions for such meetings including meeting environment.
glossary.

Outline of evidence to be collected:

You must submit the following evidence to be marked competent for this unit. Your assessor will
ensure that the evidence submitted meets the Rules of Evidence which are valid, sufficient, current
and authentic.

Assessment Task 1 (AT1) – • Answer all questions correctly in the Written Knowledge
Written Knowledge Questions and submit to your assessor electronically or paper-
based.
Questions
• Complete and sign the cover sheet for assessment task.
Assessment Task 2 (AT2) – • Produce agenda and copy of communication notification.
Project • Any other supporting documents relating to the upcoming
meeting.
• Complete and sign the cover sheet for assessment task.
Assessment Task 3 (AT3) – • Completed meeting evaluation checklists at least by two
Role play attendees, typed meeting minutes with names of absentees,
Agenda, any other supporting document to support successful

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 closure of meeting such as follow up notes, Report/ summary
of outcomes of meeting
• Complete and sign the cover sheet.

Administration, recording and reporting requirements:

You must read and follow this information carefully while completing assessments for this unit of
competency and if you are unsure of any instruction, please contact your assessor to clarify.

The assessments are intended to be equitable, fair and flexible.

Submission of assessment:

You must ensure that the completed assessment tasks are submitted along with the assessment
cover sheet:

• Your assessor will mark the submitted assessment, provide feedback to you and complete the
comments section against each task, where applicable.
• ALL tasks must be completed in legible English. It is preferred that the tasks submitted for
assessments are typed and that they are legible and clear, if handwritten.
• You must submit all assessments on or before the due date specified by the assessor as per
the training plan.
• Extensions for individual assessment tasks may be negotiated in specific circumstances with
your assessor/trainer. However, you need to provide genuine evidence documents when
seeking an extension to due date (e.g. extensions due to illness will require a medical
certificate). To arrange an extension, you must speak to your assessor prior to the due date.
Extensions must be confirmed by the trainer in writing.
• You are permitted to use dictionaries and to seek support (as required) unless it puts in
jeopardy the integrity of the assessment, your assessor will let you know if this is the case.
• Unless the assessment task specifically allows pair work or group activities such as
brainstorming, you must submit your own original work and must not copy the work of other
students. Plagiarism is unacceptable.
• You can submit your assessment tasks through the hand in hard copies in the classroom.

Recording an assessment result:

Once the assessments have been completed, the assessor will record the assessment results on the
student assessment record sheets and all results will be approved by the course coordinator.
Assessors will check that you have completed the student declaration prior to filling out the
assessment sheet.
Retaining assessment records:
Altec College will securely retain all completed student assessment items for each student for a
period of 6 months from the date on which the judgement of competence for the student was made.
Altec College will also retain sufficient data to be able to reissue AQF certification documentation for
a period of 30 years.

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All assessment records submitted to the assessor for marking will be stored and retained properly.
And a hard copy submitted to student administration for filing along with the evidence.
The assessor will ensure that the student records are securely retained in accordance with the Altec
College record control policy accessible by the Student Administration Officer.
Assessment outcomes:
For unit of competency:

There are two outcomes for assessments: C = Competent and NYC = Not Yet Competent (requires
more training and experience).
You will be awarded C = Competent on completion of the unit when the assessor is satisfied that you
have completed all assessments and have provided the appropriate evidence required to meet all
criteria in line with the Rules of Evidence. If you fail to meet this requirement, you will receive the
result NYC = Not Yet Competent and will be eligible to be re-assessed in accordance with the Altec
College Re-Assessment Policy and Altec College Course Progress Policy.

For assessment task:

There are two assessment outcomes for tasks. S = Satisfactory and NS = Not Satisfactory.
On the individual assessment cover sheet for assessment tasks, you will be marked Satisfactory, if you
have completed the task successfully, submitted all evidence and satisfied the assessment criteria and
Not Satisfactory, if you have not completed the task, the evidence is not sufficient or does not meet
the requirements of the assessment criteria.
Re-assessment:
If you are unsuccessful at achieving competency at the first attempt, you will be given two further
opportunities for re-assessment at a mutually agreed time and date. For further details, refer to the
Altec College Re-Assessment Policy and Altec College Course Progress Policy. As this is a competency-
based program, the assessment continues throughout the program until you either achieve
Competency in the assessment tasks or a further training need is identified and addressed.
Student access to records:

You have the right to access current and accurate records of your participation and results at any
time. You can see your results or attendance progress by requesting a copy of your records by
contacting the student administration and the assessor.

Support:
You may seek clarification about the assessment information and the instructions and tasks at any
time from the assessor.

Reasonable adjustments and special learning needs:

Altec College works to ensure that students with recognized disadvantages can access and
participate in education and training on the same basis as other students. Disadvantages may be
based, for example, upon age, cultural background, physical disability, limited or non-current
industry experience, language, numeracy or digital literacy issues.

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Where pre-training interviews and assessments reveal that a student may require special support or
where, after enrolment, it is made apparent that the student requires special support, reasonable
adjustments will be made to the learning environment, training delivery, learning resources and/or
assessment tasks to accommodate the particular needs of the student. An adjustment is reasonable
if it can accommodate the student’s particular needs, while also taking into account factors such as
the student’s views, the potential effect of the adjustment on the student and others and the costs
and benefits of making the adjustment.

Any adjustments made must:

a. Be discussed, agreed and documented in the assessment record

b. Benefit the student.
c. Maintain the integrity of the competency standards and course requirements as stipulated in
the training package.
d. Be reasonable to expect in a workplace.
Reasonable adjustment may consist of:

a. Providing additional time for students to complete learning and assessment tasks.
b. Presenting questions orally for students with literacy issues.
c. Asking questions in a relevant practical context.
d. Using large print material.
e. Extending the course duration.
f. Presenting work instructions in diagrammatic or pictorial form instead of words and sentences.
Complaints and appeals:
If you are dissatisfied with an assessment outcome, you may appeal the assessment decision. In the
first instance, you are encouraged to appeal informally by contacting the assessor and discussing the
matter with them. If you are dissatisfied with the outcome of such discussion, you may appeal
further to either the course coordinator and/or Head of Department. If you are still dissatisfied, you
may appeal formally and in writing to have the result reviewed. For more information, refer to the
Assessment Policy and the Complaints and Appeals Policy and Procedures.

Assessor intervention:

Assessors will check if you are ready for the assessment, and defer the assessment if you are not.
Feedback will be given to you at the completion of the assessment. During role play, the assessor
may act as a client or employer, where required, but the assessor will not interfere with the
assessment. If the assessment activities might impact on your safety or that of others, the assessor
will stop the assessment immediately.

Plagiarism, cheating and assessment dishonesty:

Altec College considers plagiarism and cheating as a serious misdemeanour. Evidence of plagiarism
and cheating is treated on a case-by-case basis and the consequences for students engaging in such
practices may include failure of the assessment or unit or exclusion from the course. For more
information, refer to Altec College’s Assessment Policy.

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Assessor feedback:

Assessors will provide feedback on the assessment that you have submitted. This can identify your
strengths and weaknesses or be an overall comment on your submission. A copy of the feedback
along with your submission will be given to you and you must keep a copy of it throughout the
completion of the course.

Student Declaration:
nicolas escobar
I __________________________________________________________ (Student Name) have read
and understand the information provided above and also understand and accept that any act of
plagiarism and academic dishonesty may have penalties including cancellation or suspension of my
enrolment with ALTEC College. I further declare that:
• All assessment work submitted for this unit competency is my own original work and plagiarism
and collusion has not occurred.
• Assessment work has not been copied or submitted for any other unit/course.
• I have taken proper care and effort to ensure my work has not been copied by another person.
• I have retained a copy of this assessment for my own records in the event I have to reproduce
my work.
• I am aware that any assessment deemed unsatisfactory will require me to undergo
reassessment which may be different to the one originally submitted.

26 03 23
Student Signature: _____________________________ Date: _____/______/______

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 PART 2
Assessment Tasks

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Assessment Cover Sheet: Assessment Task 1 (AT1)
Student Detail
Student Name nicolas escobar
Student Id: 5742
Group No (If Applicable):
Assessment Details
Unit of Competency BSBADM502 - Manage meetings
Assessment Task Written Knowledge Questions
Due Date
Date of Submission
Assessment Outcome Satisfactory □ Not Satisfactory □ Not completed □
Date
Assessor name
Assessor Signature and Date
Comments/Feedback

Student Plagiarism Declaration: By submitting this assessment to the college, I declare that this
assessment task is original and has not been copied or taken from another source except where
this work has been correctly acknowledged. I have made a photocopy or electronic copy or
photograph of my assessment task, which I can produce if the original is lost.
Assessor Student
I declare that I have conducted a fair, valid, I have received, discussed and accepted my
reliable and flexible assessment with this student, result as above for this task and I am aware
and I have provided appropriate feedback. I also of my appeal rights.
declare that I have undertaken the indicated
assessment integrity checks

Google check for plagiarism  Yes No

Check for Copying/Collusion  Yes No
Check for Authenticity (own work)  Yes No
Cheating or use of model answers  Yes No

Signature: Signature:
_____________________________________ _________________________________

Date: Date:
_________________________________________ __________________________________
26-3-23

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Assessment task 1: Written Knowledge Questions
Required documents and equipment:

• Computer with internet connection to refer to various resources.

• Student assessment booklet and a pen (organized by the student).
• Altec College Learners’ resources for the unit BSBADM502 - Manage meetings. (Organised by the
trainer).
• Learners’ notes.

Instructions for Student:

This assessment will be conducted in the Altec College classroom with access to the resources listed
above.

You must answer all knowledge questions as part of this assessment and you can submit answers in
paper-based. The assessor will verify the authenticity of your work by asking questions regarding
the answers provided. You must satisfactorily answer all knowledge questions to be deemed
Satisfactory for this assessment.

Planning the assessment

• Recommended date for assessment: [Trainer to provide]

• Access all resources mentioned in required resources either printed copies or access via the
internet
• Time required for assessment: 120 mins
• You must:
 Answer all the questions satisfactorily to be deemed competent
 Complete the assessment and submit in due timelines
 Submit with a completed assessment cover sheet
• Your assessor will set a time to provide feedback

Evidence specifications:
At the end of the assessment, you will be required to submit the following evidence before the due
date specified by the assessor:
• Completed Student Assessment Booklet with all questions answered.

• Completed and signed cover sheet for assessment

Evidence submission:
• Documentation can be submitted electronically or paper-based.
• Assessor will record the assessment outcome on the assessment cover sheet.

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Q1: What is the difference between a General meeting and an Annual General meeting?

General Meeting: General meetings are the meetings that are organized by
the organization to discuss about the day-to-day operations and management of
the organization.
Annual General Meeting: Annual general meeting is the meeting that is organized
by the organization annually means every year to discuss about the business
performance of previous year and to discuss about the strategies of next year.

Q2: What are the meeting requirements for the following types of companies?

Proprietary Company

: Proprietary company is a privately held company that焁is either limited or unlimited. There are no meeting requirements for a proprietary焁company.

Public Company

: Public company is the form of company that depends on the焁jurisdiction and restrictions. The meeting requirements for a public company are焁that the meeting time must be suitable for all who are going to attend the焁meeting and no discrimination should be made against anyone in the group.

Listed Company

Listed company is the form of company who shares are quoted焁on stock exchange. The meeting requirements of a Listed company are that焁purpose of the meeting, meeting structure and specific resources

Q3: In your own words, you are to explain the following terms:

Chairperson

: Chairperson of the organization is a presiding officer who is焁appointed by the members committee or board of the organization.

Secretary

Secretary is the person who is responsible for the organization or焁developing minutes of the meetings.

Treasurer

Treasurer is the person who is responsible for the management and焁oversees of the management of the financial affairs of the organization.

Abstention

: It is the number of people who are not present in the meeting

Adjournment

Adjournment is the term that is used to close the meeting and焁decides the next Date of the meeting
Agenda

Agenda is the term that is used to communicate the meeting activities in焁the order they are to be taken up.

Motion

Motion is the basic term that is a formal proposal to do something

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Casting Vote

Casting vote is the type of vote that is taken up in the meeting

Proxy

Proxy is the term that is used to get attendance of the person not present焁in the meeting
Tabled

Tabled is the term that is used to postpone and suspend consideration of焁a pending motion.

Q4: What documentation is required when organising and managing a formal meeting? Be
sure to include a description of who is responsible for the documentation, and indicate any
timelines required for this documentation.
. Documentation that is required when organizing and managing a formal
meeting are-
΅ Meeting agenda – This document gives a description of what topics are to
be discusses during the meeting. It is normally prepared by the secretary.
΅ Attendance sheet – This is circulated during the meeting to take the
attendance of the people present in the meeting. The Attendance sheet is
circulated by the chairperson in the meeting
΅ Previous minutes – This document is required to see what all was discussed
during the last meeting. This document is given to all the participants by the
secretary
΅ Presentation papers - These are used by the chairperson to present his
ideas in the meeting
΅ Glossary of terms – This gives you the definition of terms which are difficult
to understand.
΅ Minutes of the meeting – These are taken by the secretary to record what
happened during each and every minute of the meeting
Secretary is the person who is responsible for the documentation of the minutes,
and indicates any timelines required for this documentation.

Q5: Explain the role of the minute taker, and the interaction undertaken before, during and
after a meeting.
Roles of the minute taker areBefore
΅ Identify what to be discussed in the meeting
During
΅ Take notes that are accurate
΅ Record the decisions
΅ Write notes with responsibilities and ownership
After
΅ Distribute minutes to all participants
΅ Filing all the legal requirements
Meeting minutes should be prepared at the starting of the meeting and complete
at the time of the meeting and minute taker distribute the meeting minutes to all
the attendees after the meeting.

Q6: ALT International will be holding a meeting of team leaders on the first Wednesday of next
month. The meeting will take place in the board room at ALT Internationals head office – 133
Federal Avenue, Werribee Victoria 3030. This meeting will commence at 10:30 am and will run for
1 hour. Discussions will include Budgets, Timeliness, staff attendance, sales targets, and OHS.

Develop an agenda for this meeting

ALT International
Date: 6-9-2017/ Time: 10:30 am
Venue:ALT Internationals head office
Address:133 Federal Avenue, Werribee Victoria 3030.
Agenda
1.Apologies
2.Order of business
3.Minutes from last meeting
4.Items to be discussed
4.1 Budgets
4.2 Timeliness
4.3 staff attendance
4.4 sales targets
4.5 OHS
5.Date and time of next meeting

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Q7: When planning and managing a meeting, there are a number of tasks that can, and should
be delegated. List the types of tasks that could fall into this category, and the benefits associated
with delegating these tasks to other staff members.

Tasks that are including in the planning and managing of a meeting are-
΅ Identify the purpose of the meeting
΅ Prepare meeting agenda
΅ Prepare meeting minutes
΅ Prepare the outcomes of the meeting
The benefits of delegating the tasks to other staff members is that it reduces the
work load on the chairperson and tasks are done by skilled persons.

Q8: You are to read the following case study, and prepare minutes from the information
provided.

Old Spice Paper Products specialises in party products such as paper plates, serviettes, paper cups
as well as greeting cards and wrapping paper. The national office for Old Spice Paper Products is
located at 199 Tree Ave, Woodend Victoria, where both the administration and manufacturing
operations are housed. Old Spice Paper Products is managed by a board of directors who meet
monthly at the Woodend site. The members of the board are

Jack Stone (Chair) Gillian Collins (Deputy Chair) Albert Brockwook

Silvia Devola Janice Bennett Saul Rickman

Katherine Montigo Joseph Patulio

Old Spice Paper Products held its last board meeting on 15 July at 10:30am. Seven on the eight
members were present, with an apology from Albert Brockwood. The minutes for June were
received; and it was pointed out that the guest speaker’s name was Robinson, not Robertson. The
minutes were then accepted, and no matters arose from the minutes.

A letter from the ATO was received notifying the company of changes to Sales Tax exemption
laws. The chair requested that the General Manager of Old Spice Paper Products write to the ATO
requesting further information regarding tax exemption laws. This information would be reported
on at the next meeting.

SIT50416 | BSBADM502 – Manage meetings

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The HR manager reported that one staff members of the accounts department recently resigned
to take up a similar position closer to home, and Bill Jacobe from manufacturing was soon to retire
after 32 years of service. The chair recognised Bill’s service to the company and asked that the HR
manager draft a letter on behalf of the board recognising and thanking Bill for his contribution to
the company.

The Sales & Marketing manager presented the monthly sales report which included much
discussion about the launch of a new range of party goods from Party Hearty Ltd. Party Hearty
have only a small percentage of the party goods market, and they are now making a big push into
this sector through the release of new products in supermarket chains. Their goods include a
range of strong and durable paper plates in bright florescent colours, as well as matching cups,
serviettes and plastic cutlery. They also have a number of special offers planned over the next
two months. The board requested that the sales team undertake further research into the impact
of Party Hearty into the party goods market and asked that this be presented at the next board
meeting. A report in current performance against sales targets was also presented at the board
highlighting the company’s exceptional sales results for April, May, and June of this year.

An OHS report was tabled by the HR sub-committee, but was deferred to the next meeting to
enable more detailed consideration. A report was provided by the HR manager on negotiations
for phase two if the enterprise bargaining agreement. A motion endorsing the proposed
agreement was put by Saul Rickman and seconded by Kathering Montigo and agreed upon.

The date for the next meeting was scheduled for 15 August.

Montly meeting | woodend site | date: 15 july | 10:30 am

Chair: Jack Stone
Deputy Chair: Gillian Collins
attendance: Silvia Devola, Janice Bennett, Saul Rickman, Katherine Montigo, Joseph Patulio
apologies: Albert Brockwood
discussion conversion:
In this meeting they discuss about the confusion of the guest speakers name, the resigned of one
staff and retirement of Bill Jacobe, the montly sales report and the new competitors in the market.
first they need to correct the guest speaker name as it was write incorrectly, is mean to be robinson
instead of robertson, after, the meeting was directed to the recent changes in the tax exemptions
laws, for this Jack S. asked the GM to collect the necessary information about it from the ATO and
send it by a formal letter to them. After closing this topic they talked about the resignation of one og
the employee and the retirement of another (Bill Jacobe), this last one serve the company for a long
period of time, to thanks, Jack S. ask HR to write a letter in behalf of the board for all the years of
hard work he give. next topic was about the impact in the sales by the expansion in a competitor
(Party Hearty), this make them decide on research in the impact that PH’s new products will have
in the company sales, they also discuss about sales Targets, all members agree with saul and
kathering proporsal.
Next metting will be happening in th 15 of august, for this meeting board meeting will need to bring
info. about sale tax exemption laws, information about the the impact the compatitors means for the
company and a detlailed info about OHS resort.

SIT50416 | BSBADM502 – Manage meetings

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Q9: Describe in detail 6 points you should consider when communicating with culturally
diverse people.

Points to be considered when communicating with culturally diverse people

are-
͵ Use short and simple sentences while communicating
͵ Avoid jargons
͵ Respond to expressed emotions of the attendees
͵ Use different and easiest words to express same idea to make them
understandable
͵ Maintain normal volume
͵ Speak slowly and clearly.

Q10: Describe the process of voting on a motion in a meeting.

Process of voting on a motion in a meeting includes following steps1. Presentation

of the ideas
2. Ask for the vote of the attendees
3. Identify the idea on which we get majority of votes

Q11: Describe how you would sequence a meeting (when writing an agenda). Explain the
reasons for your comments.

We would sequence a meeting by writing the sequence of tasks or actions

that should be taken up in the meeting. By writing this sequence, all the attendees
will get an idea about the topics and its sequence that should be discussed in the
meeting.

SIT50416 | BSBADM502 – Manage meetings

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Q12: Describe the layout you would use for the following meeting types.

Formal presentations to large groups

Theater or an Auditorium with well - equipped audio and visual aids ( Mic ,
Projector , Big screen ) Formal presentations to large groups.

Medium-sized participative meetings

U Shape rooms Medium-sized participative with the chairperson sitting in the

meetingsmiddle and leading the discussion

Small meetings for debate and discussion

Boardroom meeting layout.

Relaxed team meetings for planning and creative sessions

Round Table layout

Q13: Describe in detail 2 different meeting options that are available for use when participants
are unable to be physically present in the meeting room.

- We can do a teleconference or a video conferncing, so everyone can participate

on the meeting.
- Offer everyone a chance to voice their opinion.

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Q14: Describe the role of a chairperson when managing a meeting.

Roles of a chairperson are-

͵ Make sure to plan a meeting in effective manner
͵ Make a team or leading a team
͵ Plan the meeting according to the requirements and organizational policies
It is true that group dynamics affect the quality of a meeting because people in a
group have different psychology and they suggest different ideas for one topic.
The more diversity we have in a meeting the more the number of ideas.

Q15: In your own words, describe how you would run a mediation meeting.

a. To retain focus, direction and discipline

Ans. It is important to retain focus, direction and discipline during a meeting
because if we don’t focus on our topics that we want to discuss then our
meeting is fruitless and discipline is important to complete a work in
efficient manner.
b. To focus on “solutions” and “reach resolutions”
Ans. It is important to focus on “solutions” and” reach solutions” because if
we don’t focus on the ways to find out or reach solutions then we only
discuss about our problems without getting any solution.
c. To discuss all “agenda items”
Ans. It is important to discuss all the “agenda items” because items in the
meeting agenda are all the important topics for which the meeting was
organized to be discussed.
d. To conduct a meeting in an “honest” and” encouraging” manner
Ans. It is important to conduct a meeting in an “honest” and” encouraging”
manner because by conducting meeting in this manner, we will know about
the views of the attendees about the topics.
e. To follow “parliamentary school”
Ans. It is important to follow “parliamentary school” because by following
this, we are able to communicate with attendees in democratic way.

SIT50416 | BSBADM502 – Manage meetings

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Assessment Cover Sheet: Assessment Task 2 (AT2)
Student Detail
Student Name nicolas escobar
Student Id: 5742
Group No (If Applicable):
Assessment Details
Unit of Competency BSBADM502 - Manage meetings
Assessment Task Project
Due Date
Date of Submission
Assessment Outcome Satisfactory □ Not Satisfactory □ Not completed □
Date
Assessor name
Assessor Signature and Date
Comments/Feedback

Student Plagiarism Declaration: By submitting this assessment to the college, I declare that this
assessment task is original and has not been copied or taken from another source except where
this work has been correctly acknowledged. I have made a photocopy or electronic copy or
photograph of my assessment task, which I can produce if the original is lost.
Assessor Student
I declare that I have conducted a fair, valid, I have received, discussed and accepted my
reliable and flexible assessment with this student, result as above for this task and I am aware
and I have provided appropriate feedback. I also of my appeal rights.
declare that I have undertaken the indicated
assessment integrity checks

Google check for plagiarism  Yes No

Check for Copying/Collusion  Yes No
Check for Authenticity (own work)  Yes No
Cheating or use of model answers  Yes No

Signature: Signature:
_____________________________________ _________________________________

Date: Date:
_________________________________________ __________________________________
26-3-23

SIT50416 | BSBADM502 – Manage meetings

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Assessment task 2: Project
Required documents and equipment:
• Computer with internet connection to refer to various resources.
• Student assessment booklet and a pen (organized by the student)
• Altec College resources for the unit BSBADM502 - Manage meetings (organised by the
trainer).
• Learners’ notes.

Instructions for Student:

This assessment will be conducted in the Altec College classroom access to the resources listed
above.
You must satisfactorily perform all tasks to be deemed Satisfactory for this assessment.

Planning the assessment

• Recommended date for assessment: [Trainer to provide]
• Access all resources mentioned in required resources either printed copies or access via the
internet.
• Time required for assessment: 2 hours.
• You must:
 Produce all evidence as required.
 Complete the assessment and submit in due timelines.
 Submit with a completed assessment cover sheet.
• Your assessor will set a time to provide feedback.

Evidence specifications:
At the end of the assessment, you will be required to submit the following evidence before the due
date specified by the assessor:
• Prepare and submit your meeting agenda along with a copy of the communication
notification sent to all attendees.
• Complete and sign the cover sheet for assessment task.

Evidence submission:
• Documentation can be submitted electronically or paper-based.
• Assessor will record the assessment outcome on the assessment cover sheet.

SIT50416 | BSBADM502 – Manage meetings

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AT2 - Project

This is a project based assessment which will be conducted in Altec College classroom. You will be
divided into groups by the assessor and will maintain the same group for the next assessment (AT3-
Role play)
You will also retain a copy of the documentation that will be prepared in this assessment to use it for
the next assessment (AT3- Role play)

In this assessment you are required to research and plan for the upcoming meeting by developing
an agenda, identifying the attendees, organising venue and communicating with the attendees
about the meeting as per Altec’s policies.

This can be completed through the following steps:

1. Discuss and collectively select topic for your upcoming meeting. Some of the topics for
meeting but not limited to are:
• OHS
• Staff movements
• Customer complaints
• Holiday periods
• Staff training and development
2. Prepare a meeting agenda with at least six agenda items to be discussed during the meeting.
Meeting agenda needs to be typed when submitting it.
3. Identify the attendees who will be participating in the meeting and will notify the attendees
of the upcoming meeting ensuring that the attendees are notified if they are required to
bring along any documents. This is an important part of the assignment.
4. Ensure that the meeting arrangements are taken care of by confirming the availability of the
attendees and access to the meeting venue.
5. Despatch meeting papers to the team members (participants) such as agenda, notice of
meeting, reports, etc. in due timelines.

Submission Instructions
Submission of the agenda and copy of communication notification along with any supporting
documents relating to the upcoming meeting are to be submitted to your assessor by the due date
as set out by the assessor.

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Assessment task 3: Role Play
Required documents and equipment required for this assessment:

• Altec College resources for the BSBADM502 - Manage meetings (organised by the trainer).
• Altec College simulated environment.
• Computer with internet connection, projector and MS PowerPoint
• Learner’s notes
• Learner’s Assessment Task 2 –Documentation and notes (learner to bring)

Instructions for Assessor

This assessment will be conducted in the Altec classroom in a simulated environment with access to the
resources listed above.

This assessment forms a part of the Role play. You are required to conduct and chair the meeting they
have organised in accordance with Altec’s policies and procedures on ‘meetings’. You will need to arrange
for someone else (team member) to take the minutes of the meeting and brief them on requirements on
conventions for such meetings including meeting glossary.

Planning the assessment

• Recommended date for assessment: [Trainer to provide]
• Access all resources mentioned in required resources either printed copies or access via the
internet
• Time required for assessment: 4 hours
• You must:
 Produce all evidence as required.
 Complete the assessment and submit in due timelines.
 Submit with a completed assessment cover sheet.
• Your assessor will set a time to provide feedback.
Evidence specifications:
At the end of the assessment, you will be required to submit the following evidence before the due date
specified by the assessor:
• Completed meeting evaluation checklists at least by two attendees
• Typed meeting minutes with names of absentees
• Agenda
• Any other supporting document to support successful closure of meeting such as follow up
notes.
• Report/ summary of outcomes of meeting
• Assessor may record the role-plays as you perform them for future reference. (Only after all
students permit for the same)
• Signed cover sheet with dates Completed and signed cover sheet for assessment.

Evidence submission:
• Documentation can be submitted electronically or paper-based ensuring it is typed.
• Assessor will record the assessment outcome on the assessment cover sheet.

SIT50416 | BSBADM502 – Manage meetings

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AT3- Role play

Assessment Method: This assessment forms a part of the Role play.

You are required to conduct and chair the meeting you have organised in accordance with Altec’s policies
and procedures on ‘meetings’. You need to arrange for some else to take the minutes of the meeting and
brief them on requirements on conventions for such meetings including meeting glossary. This
assessment will take place in Classroom in simulated business environment.

Assessment Description:

As part of this assessment, you are required to chair the meeting and ensure its timeliness and efficiency.
They are also required to participate and chair your meeting, facilitate participation among the
participants, close the meeting and follow up meeting.

You need to ensure the meeting facilitates discussion, problem solving.

• You are required to submit typed, but unedited meeting minutes. Include their recommendations
for amendments as tracked changes (ask the assessor if you are unsure how to do this).
• Discuss how you would distribute and store the minutes – in line with organizational policies and
procedures. This can be stated on the same document as the minutes.
• Arrange for at least two people (your team members) at the meeting to complete a ‘Meeting
evaluation checklist’ (Appendix2).
• Conclude the meeting and summarise.
• Verify the meeting minutes to check if true and accurate record of the meeting and distribute
meeting minutes to all attendees by making copies or communicating by email.
• Communicate and report timelines for tasks until the next meeting.
Part A: During the meeting:

This part of the assessment will:

• Assess the candidate against chairing meeting in accordance with organisational requirements
covering the legal and ethical aspects. This will be covered in Altec’s policies.
• Allow the candidate to gain the ability to conduct meetings and ensure it meets the required
outcomes, are focused and timely.
• Enable candidates to ensure the meeting allows for participation, discussion, problem solving and
resolution of issues.
• Allow the candidate to understand and educate the participant the protocol of recording minutes
during meeting in accordance with organisational requirements.
• Identify the minute taker and explain them the protocol which need to be followed as per the
policies and procedures.
• Before the meeting, introduce yourself and your participants.
• All documents will be available to you and your participants. These include, agenda, any policies
and procedures and meeting minute template for your minute taker etc.
• After the meeting is over, please follow up by summarizing and announcing the next meeting
date and time to all participants.

You are required to retain the groups for this task as in AT2- Project.

SIT50416 | BSBADM502 – Manage meetings

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 Role Play Information- Chair person
Role title Chair person
Organization ALTEC
Role played by Student
Is party playing the Yes
role is being
assessed?
Other parties Other Students asper the group allocated from class (2- 3 students) – team
involved in role play members/attendees of which 1 student is the minute taker
and their roles

Are other parties No

involved are being
assessed during
role?
Time allocated 10 mins for each student playing the role of Chair person

Purpose of role You are required to play role of a Chair person for ALTEC where you are
required to conduct a meeting for 20 mins. You are required to ensure that all
the team members discuss on the topic as decided by the group in AT2 and
that there is an outcome at the end of the meeting.
Student will also ensure that the minute taker is briefed correctly on
recording meeting notes.
Role play script
• You will arrange time with your assessor and you will organise the
time to brief the team members/attendees.
• You will ensure to print out spare copies of agenda that will be
distributed to the team members/attendees before the
commencement of the meeting.
• You will also make sure that any other documentation that are
required will be made available before the meeting commences.
• You will start by introducing self and the participants.
• You will chair the meeting keeping in mind the organisational
requirements, agreed conventions such as time limit on speakers,
voting procedures, etc. and legal and ethical requirements such as
codes of practice to be followed during the meeting.
• You will ensure the meetings are timed correctly and it focuses on
the purpose of the meeting.
• You will also ensure the meeting that is conducted achieves the
required outcome.
• You will ensure that the speakers and all attendees of the meeting
participate, discuss and solve the problem at the meeting, finally
reaching an agreed course of action.
• You will also appoint a minute taker and brief the minute taker on
the method for recording the minutes as per the organisation’s
policies and procedures and the usual practice for the type of
meeting.

SIT50416 | BSBADM502 – Manage meetings

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 Role play It is important that you are prepared for this session, ensuring you:
information
• prepare for the session to ensure everything is covered
• develop and provide relevant documentation / supporting
materials to your group
Presentation Context

• Each meeting will consist of yourself (Chairperson) and team

members (other students)- and 1 Minute taker out of the team
Things to consider whilst performing this task:

• Be organized - prepare and plan for the session thoroughly.

• Know your position as Chair person.
• Know your company.
• Arrange access to all required documentation for this process.
• Be prepared to ask questions.
• Be prepared to be asked questions.
Things to consider whilst role-playing a Minutes taker:

• Be prepared
• Act professionally throughout the process
• Be prepared to ask questions when you require more information
• Answer all questions to the best of your ability
• Make sure that by the end of the session, you are fully aware of the
legislative requirements, along with the actions you would need to
perform to implement them.
• Remember, you will be required to both run the meeting as a chair
person, and role-play as a team member/minute taker (during
another student’s assessment), so be sure to perform at your best
at all times. This means you must participate in the session, and ask
questions if you feel they are required (for clarification as needed)

Key outcome • Student chairs meeting in accordance with the organizational

expected from role- requirements, legal and ethical requirements while also ensuring
play they are focused, capable of producing results.
• Student organizes a meeting and advises the team
members/attendees accordingly.
• Student prepares all documentation that is required before the
meeting starts and also organizes for spare set of documents.
• Student appoints a minute taker and briefs the minute taker on
method for recording meeting notes.

SIT50416 | BSBADM502 – Manage meetings

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 Role Play Information- Team member- Minute taker
Role title Minute taker
Organization ALTEC
Role played by Student
Is party playing the No
role is being
assessed?
Other parties Other Students being assessed- Chair person
involved in role play
and their roles

Are other parties Yes

involved are being
assessed during
role?
Time allocated 10 mins for supporting each student playing the role of Chair person

Purpose of role You are required to play role of team member-minute taker where you will be
required to support the Chairperson during the meeting.

Role play script

• Chairperson will explain the protocol of recording minutes to the
minutes taker in accordance with the organizations requirements,
policies and procedures,
• Minutes taker will then read out the agenda of the meeting and
encourage the other students (team members) to start discussion
on the allocated topic.
• Minutes taker will take notes with speed during the meeting which
includes but does not limit to the participants speaking on the
agenda items, and any other useful information. The Minutes taker
must be accurate while taking notes.
Role play It is important that you are prepared for this session, ensuring you:
information
• prepare for the session to ensure everything is covered
• develop and provide relevant documentation / supporting
materials to your group
Presentation Context

• Each meeting will consist of student (Minutes taker), and at least 2

other people (2 students playing the role of Team
members/attendees) and one chair person.
Things to consider whilst performing this task:

• Be organized - prepare and plan for the session thoroughly.

• Know your position as a Minutes Taker.
• Know your company.
• Arrange access to all required documentation for this process.
• Be prepared to ask questions.

SIT50416 | BSBADM502 – Manage meetings

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 • Be prepared to be asked questions.
Things to consider whilst role-playing a team member/attendee:

• Be prepared
• Act professionally throughout the process
• Be prepared to ask questions when you require more information
• Answer all questions to the best of your ability
• Make sure that by the end of the session, you are fully aware of the
legislative requirements, along with the actions you would need to
perform to implement them.
• Remember, you will be required to both run the meeting as a chair
person (during another student’s assessment), and role-play as a
team member/minute taker, so be sure to perform at your best at
all times. This means you must participate in the session, and ask
questions if you feel they are required (for clarification as needed)
Key outcome
• Student attends the meeting which is chaired by the chair person.
expected from role-
• Student understands the discussion taking place in the meeting.
play
• Student is attentive and supportive during the meeting.
• Student understands the method for recording meeting notes in
accordance with organizational procedures and conventions for
type of meeting.

Part B: After the meeting – follow up

You will have an opportunity to:

• Ensure the accuracy of meeting notes as per the meeting and are formatted as per the set
meeting conventions and organisational requirements.
• Gain skills in distribution and storing of minutes and other documentation and meeting the
agreed timelines and organisational requirements.
• Summarise and report outcomes of meetings within timelines.
• The meeting notes will need to be checked against the meeting agenda before typed and
submitted to the assessor.
• Discuss the accessibility and storage of meeting agenda and meeting note for future references
and submitted to the assessor.
• The meeting evaluation checklists (Appendix 2) will need to be completed by at least two
participants (Attached below)
• Prepare a report of meeting with timelines and provide a copy to the assessor.

SIT50416 | BSBADM502 – Manage meetings

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 Role Play Information- Chair person
Role title Chair person
Organization ALTEC
Role played by Student
Is party playing the Yes
role is being
assessed?
Other parties Other Students asper the group allocated from class (2- 3 students) – team
involved in role play members/attendees
and their roles
Assessor
Are other parties No
involved are being
assessed during
role?
Time allocated 10 mins for each student playing the role of Chair person

Purpose of role You are required to play role of a Chair person for ALTEC where you are
required to follow up meeting that has taken place in Part A. You are required
to check meeting notes, distribute and store minutes and any other
documentation. You are also required to prepare a report of the outcome of
the meeting and submit it to the Assessor.

Role play script

• You will play the role of a Chair person where you are required to
ensure the meeting notes reflect a true and accurate record of the
meeting taken place in Part A.
• You will ask 2 of the team members to fill the meeting evaluation
checklist (Attached below) to get an idea of any improvements to
be taken into consideration for future meetings.
• You are also required to ensure the meeting notes are formatted by
the minutes’ taker in accordance with the organizational policies
and procedures and meeting conventions.
• You will distribute and store minutes and any other documentation
within designated timelines and as per the policies and procedures
of the organization.
• You will ensure that the meeting evaluation checklist (Appendix 2)
is completed by 2 team members.
• You will prepare a report considering all the above points and
submit it to the Assessor within timelines.
Role play It is important that you are prepared for this session, ensuring you:
information
• prepare for the session to ensure everything is covered
• develop and provide relevant documentation / supporting
materials to your group
Presentation Context
• Each meeting will consist of yourself (Chairperson) and team
members (other students)
Things to consider whilst performing this task:
• Be organized - prepare and plan for the session thoroughly.
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 • Know your position as Chair person.
• Know your company.
• Arrange access to all required documentation for this process.
• Be prepared to ask questions.
• Be prepared to be asked questions.
Things to consider whilst role-playing a Minutes taker:
• Be prepared
• Act professionally throughout the process
• Be prepared to ask questions when you require more information
• Answer all questions to the best of your ability
• Make sure that by the end of the session, you are fully aware of the
legislative requirements, along with the actions you would need to
perform to implement them.
Key outcome • Student checks meeting notes and ensures it is accurate and is
expected from role- formatted by the minutes’ taker as per the organisation’s policies
play and procedures as well as the meeting conventions.
• Student distributes and stores minutes and any other
documentation within timelines.
• -Student ensures that 2 team members have filled in the meeting
evaluation checklist (appendix 2) accurately.
• Student develops a report mentioning the outcomes of the
meetings.

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 Appendix 1- Assessment resource in Altec College simulated
environment
Altec College will conduct this assessment in simulated environment which experiences typical activities
experienced in in the general administration field of work, where during assessment student will have
access to following resources:
Assessment must ensure access to:
• 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
• case studies and, where possible, real situations.

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 Appendix- 2

MEETING EVALUATION CHECKLIST

Make copies of this sheet and distribute to at least two people at the meeting you chair.

Chairperson’s name _______________________________________________

nicolas escobar

Evaluator’s name _________________________________________________

Shashi

Evaluator’s contact details __________________________________________

[email protected]

MEETING DETAILS

Date and time of meeting ___________________________________________

26-3-23

Place of meeting __________________________________________________

conference room

No. of people attending meeting______________________________________

8

Duration of meeting________________________________________________
2 hours

Please evaluate the chairperson’s effectiveness in running the meeting. Indicate whether you agree or disagree with each statement by marking a box.

Strongly agree Agree Disagree Not

applicable
The meeting started on time. ✔
The meeting kept to the agenda. ✔
The meeting was conducted within appropriate time limits. ✔
The meeting discussion kept to the agenda. ✔
All participants in the meeting were given the opportunity
to express themselves. ✔
The chairperson used appropriate strategies to allow and
encourage all participants to contribute to the discussion. ✔
The chairperson used appropriate strategies for
decision-making. ✔
The degree of formality was appropriate for the context
of the meeting. ✔
The objectives of the meeting were achieved. ✔
Please provide additional comments about the organisation and conduct of the meeting. Include any suggestions for improvement.

AT3- Role play焁Assessment Method: This assessment forms a part of the Role play.焁You are required to
AT3- Role play焁Assessment Method: This assessment forms a part of the Role play.焁You are required to c
Thank you for your assistance in evaluating the chairperson. Please sign and return this sheet to the person who chaired the meeting.

Signature _________________________________

SIT50416 | BSBADM502 – Manage meetings

Student Assessment Guide | Version 1.1
Pass Global Pty Ltd t/a ALTEC College |Provider Code: 22034 | CRICOS Code: 02926D
Approved by: CEO | Next Review: January 2023 P a g e 36 | 39
Appendix 3:
ALTEC: MEETING POLICY AND PROCEDURES

Objective
To ensure management and staff engage in effective meetings, and records of said meetings are stored
and maintained.

Overview
Meetings in the workplace can take two forms:
• Formal meetings
• Informal meetings.
Formal meetings will be chaired by a departmental manager.
Informal workplace meetings can and do often occur at short notice. These types of meetings will often
not require (or have time) for an agenda to be prepared and disseminated. Meeting minutes do not need
to be developed for informal meetings – an email from the Chair that provides a summary of the
discussion and outcomes/action to be taken is sufficient.
Informal meetings do not need to be held in our conference rooms and may take place at a person’s desk,
in a manager’s office or even off site (such as a during lunch or an extended coffee break).
This document provides guidance for formal workplace meetings.

Scope
This document applies to all management staff. In the event that any non-management staff wish to hold
a formal meeting, they must obtain permission from their supervisor.

Agenda
It is the responsibility of the Chair to develop the meeting agenda.
All matters requiring discussion must be added to the agenda. Agenda items must be numbered
consecutively.
Appropriate time must be scheduled for each agenda item. Ensure timeframes are provided, for example:
10.00am–10.30am.
Each item in the agenda must have a summary of what will be discussed. Agendas must be saved in the
following format: Topic of meeting date of meeting. For example: Marketing Meeting_11-06-2016.
Agendas must be formatted in Verdana 10 pt.

Notice to attendees
Meeting attendees must be provided with at least one week’s notice.
Attendees will receive notification of the meeting via an email message. The agenda and any supporting
documentation (where relevant) will be attached to this email.
The Chair will send out the meeting notification.

Attendance
All meeting attendees must respond via email to the Chair within two days. Should leave, other business
appointments or other circumstances deem it impossible for a staff member to attend, they must
respond immediately and provide a short reason as to why they cannot come to the meeting.
Declined invitations will be noted in the apologies.

Venue
The venue for all meetings will depend of number of attendees. There are two meeting rooms onsite,
each one has different levels of accommodation.
• Conference Room A: this room can accommodate up to six people.
SIT50416 | BSBADM502 – Manage meetings
Student Assessment Guide | Version 1.1
Pass Global Pty Ltd t/a ALTEC College |Provider Code: 22034 | CRICOS Code: 02926D
Approved by: CEO | Next Review: January 2023 P a g e 37 | 39
 • Conference Room B: this room can accommodate up to 18 people.
If there are six or less attendees and Conference Room A is booked, the Chair may book Conference
Room B if it is free.
Conference room bookings can be checked and scheduled via the email program’s calendar system.
The Chair should ensure that the venue is safe to use prior to the meeting and address any hazards.

Chair’s responsibilities during the meeting

During the meeting, the Chair is required to:
• start the meeting on time
• welcome all attendees
• list apologies
• ensure the meeting proceeds according to the items on the agenda
• maintain order and keep discussion on track
• encourage all attendees to put forth their opinions and participate actively in discussion
• ensure one person is not dominating the discussion or intimidating others
• encourage ‘healthy debate’ where appropriate
• ensure future actions are made clear to all attendees
• role model respectful, professional behaviour and communication – avoid making inflammatory
statements, avoid making derogatory statements (ie putting down) about other staff members
and the company and its directors, demonstrate respectful and sensitive practice when
communicating with or discussing others who may have different backgrounds, race, religion,
abilities and so on
• value the opinions of attendees and do not belittle their ideas/suggestions
• attendees have the right to feel safe at all times during the meeting – any bullying or abuse from
others must be dealt with immediately
• inform all attendees when the minutes will be disseminated
• end the meeting on time.

Minute taking
Minutes must record:
• start time
• attendees (including late arrivals or early departures)
• outcomes of each agenda item
• any motions or recommendations
• end time.
The minutes, while reflecting a true and accurate record of the meeting, will not be a word-for-word
transcript.

Draft and review of meeting minutes

Minutes will be documented and must be saved as: Minutes_Meeting topic_date of meeting. For
example: Minutes_Marketing Meeting_11-06-2016.

SIT50416 | BSBADM502 – Manage meetings

Student Assessment Guide | Version 1.1
Pass Global Pty Ltd t/a ALTEC College |Provider Code: 22034 | CRICOS Code: 02926D
Approved by: CEO | Next Review: January 2023 P a g e 38 | 39
 Guidance to the minute taker Include:

• Date and time of the meeting.

• Venue of meeting.
• Chair
• Names of the meeting attendees and those unable to attend (if all attendees are present, state
‘Nil’). Check off attendees as they arrive.
• Each agenda item and a brief summary of what is discussed – take notes as discussion occurs, the
minutes do not have to be a word-for-word account.
• Actions taken or agreed to be taken for each agenda item – do this as soon as the
resolution/outcome is agreed.

Do not:

• Use people’s names or use statements such as ‘Gerda said…’

• Use insulting statements or inflammatory comments.

Add your own opinions – this is a formal business document.

Minutes must be formatted in Calibari (Body) 11 pt.
Draft minutes must be submitted to the Chair for edit and approval within one week of the meeting.
The Chair must review the minutes to ensure they reflect a true and accurate record of the meeting’s
discussions and outcomes.

The Chair will have two days in which approved the minutes. This document must be saved as Approved
Minutes_Meeting topic_date of meeting.
For example: Approved Minutes_Marketing Meeting_11-06-2016.
This document will be saved on the organisation’s server under the following folder structure:
Department name>Administration>Meeting minutes.

Dissemination of meeting minutes

Minutes must be disseminated to all attendees within two weeks of the meeting being held.
The Chair must send the Word file to all attendees via email.

Summary of timeframes
Distribution of agenda and notice of meeting 1 week prior to meeting
Attendance confirmation 2 days after notification
Draft of meeting minutes to Chair for approval 1 week after meeting is held
Dissemination of meeting minutes to attendees 2 weeks after meeting is held

Copyright: Instructions in this tool have been developed by NTA and Altec College for sole purpose of use by Pass Global Pty Ltd t/a ALTEC College. Any part of these
assessment instructions cannot be reproduced in full or part for without approval of Altec College and NTA which holds authorship right.

SIT50416 | BSBADM502 – Manage meetings

Student Assessment Guide | Version 1.1
Pass Global Pty Ltd t/a ALTEC College |Provider Code: 22034 | CRICOS Code: 02926D
Approved by: CEO | Next Review: January 2023 P a g e 39 | 39