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BSBADM502 Manage Meetings Assessment 2

Assessment Task 2: Formal meeting project

Task summary

This assessment task requires you, in the role of Operations Manager, to prepare for and conduct a formal meeting to discuss the program for the upcoming Leadership Conference for Grow Management Consultants. This will include developing an agenda, and then conducting the meeting and checking and distributing the minutes.

This assessment is to be completed in the simulated work environment in the RTO.

Assessment criteria

For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all of the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate competence.

Re-submission opportunities

You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.

If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date.

You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.

You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.

Assessment Task 2 Instructions

Carefully read the following:

Grow Management Consultants is a small consultancy company specialising in leadership development services.

Staff employed at Grow Management Consultants include the CEO (Paul Burns), Operations Manager (you), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel) and an Administration/Project Officer (Sally Smith).

There are also two management consultant contractors (Jane Simms and Leander Duval) who work from the office at least 2 days a week each. All of the management consultants travel extensively across Australia visiting clients.

Each year the company runs a Leadership Conference. This year’s conference will be held in October 2019 and planning has commenced. The theme of the conference this year is Leadership Conference 2019: Leading in the twenty first century and the idea is to have talks and workshops on the latest trends in, and techniques for, leadership.

You (the Operations Manager) have developed a preliminary conference program that shows the overall format and timing for the conference.

However, you have decided to call a formal meeting to:

  • Discuss your own ideas for conference topics.
  • Seek ideas for conference topics from staff for each of the allocated spots in the program.
  • Arrange a suitable schedule of meetings to ensure that plans for the conference are regularly discussed and actioned.
  • Allocate roles and responsibilities in regard to organising and running the conference, including:
  • Identifying and organising a venue for approximately 100 people,
  • Organising catering for approximately 100 people
  • Identifying suitable speakers
  • Organising travel and accommodation for speakers
  • Developing and printing marketing material

Complete the following activities:

Develop a meeting agenda

Meeting Agenda

Meeting Date:

27/07/2020

Meeting Time/duration:

09.00 am to 4.30 pm

Meeting Location:

Hyatt Regency Hotel - Sydney Grand Ballroom

Attendees:

100 People

Chair:

CEO (Paul Burns), Operations Manager (you), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel) and an Administration/Project Officer (Sally Smith).

Please bring &/or read:

NOTE &  MARKER

Agenda Items

Time Allocated

1

Conference welcome

General Welcome CEO Grow Management Consultants

Welcome to the Country : Traditional Custodian

25

2

Leading in the twenty first century and the idea is to have talks and workshops on the latest trends in, and techniques for, leadership by

·  Lead flexibly by receiving feedback from many parties

·  Lead by doing first before giving instructions

·  Leading to use technology as a means of coordination Keynote Speaker:        CEO of Grow Management Consultants

50

3

Morning Tea and Networking Opportunity

20

5

Add rows depending on the number of items

1. Identify leadership topics

Prior to the meeting, you are required to identify potential topics for the leadership conference by reviewing and analysing information from the report Global Human Capital Trends 2017 at:

https://www2.deloitte.com/au/en/pages/human-capital/articles/global-human-capital-trends-2017.html

Based on your interpretation of the information in the report, identify at least two ideas for leadership topics. You should make notes (handwritten or typed) to speak from at the meeting for two proposed conference topics and that include:

  • Proposed conference topic title
  • Summary of the content to be discussed.

When speaking about your ideas at the meeting, as a guide you will speak for 1 to 2 minutes on each topic. Use the following example to guide you in developing your ideas and making notes (this example has not been taken from the above report, it is an example only to help you write down your ideas).

Example topic and information:

Mindful Leadership: Becoming a Mindful Leader by the Application of Acceptance and Commitment Therapy (ACT) Principles.

ACT is an evidence-based approach that has been applied to clinical and organisational settings. When used as a leadership model, the application of ACT principles can assist managers in increasing work performance and innovation while reducing work stress and work errors.

The presentation will introduce basic ACT principles and provide an introduction to the qualities of being and acting as a mindful leader and person. Such qualities include empathy and self-compassion.

This will be a practical session with the focus on teaching and applying mindfulness techniques at work.

During the meeting, you need to be able to demonstrate that you can identify and interpret information from complex texts. That is, that you can identify two topics based on the information in the report, and then summarise the information in your notes for discussion at the meeting. The example above provides an indication of the level of response required.

2. Confirm the meeting arrangements

Send an email or calendar appointment to the meeting participants in accordance with the timeframes as set out in the Meeting Policy and Procedures.  Send these emails out to your classmates and your assessor who are role playing the meeting participants.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. It should introduce and summarise the contents of the attachments. Ensure that your email includes the date of the meeting within the body of the email to show that you understand the designated timelines as set out in the Meeting Policy and Procedures.   Attach the Draft Conference Program and your meeting agenda to the email. Your email needs to request confirmation of attendance.

Confirm meeting attendance with all participants and send any emails or calendar invite acceptance emails to your assessor as evidence of this.

Send the Administration and Project Officer an email to request that they book Meeting Room 1 for the required date and time and advise of any other necessary arrangements as per the meeting policy and procedure.

3. Conduct the meeting

You are required to conduct the meeting in the role of the Chair.

Review the Meeting Policy and Procedures to make sure that you understand and can apply the Chair’s role and responsibilities.

Prior to the commencement of the meeting, ask the Administration and Project Officer (your assessor) to take notes of the meeting so that you can prepare the minutes following the meeting. Provide instructions for note taking as per the meeting policy and procedure. You will be assessed on this. The Administration and Project Officer will write up their notes and provide them to you following the meeting. Note that you should also take your own brief notes so that you can check that all the meeting content was covered.

Chair the meeting in accordance with the company’s meeting policy and procedures for face to face meetings, as well as meeting legal and ethical requirements. This is to include the following:

Prior to the meeting

  • Checking that the meeting space meets health and safety requirements as per health and safety legislation. Your assessor will set up at least two hazards in the room which you will be required to identify and then rectify.

At the outset of the meeting

  • Introducing yourself and welcoming everyone.
  • Making sure everyone has a copy of the agenda and draft conference program.
  • Stating the purpose of the meeting.
  • Advising the timeframe for the meeting.
  • Encouraging all team members to contribute.

Chairing the meeting including

  • Keeping to the time frame as set out in the agenda e.g. wrapping up the discussion when the time limit for the agenda item is reached.
  • Going through each of the agenda items in order.
  • Keeping on track by ensuring everyone sticks to the agenda.
  • Respecting everyone’s views and using active listening techniques.
  • Making sure the meeting starts and ends according to the time in the agenda.
  • Promoting ethical behaviour – at the meeting a staff member will raise an ethical issue which you will need to respond to appropriately.

Leading the meeting according to your agenda, ensuring that:

  • You share your own ideas for conference topics.
  • You seek the ideas from the staff team, encouraging everyone to contribute.
  • All ideas are discussed, and the conference program is agreed on. Note as there will be one more idea than there are spaces in the conference program, you will need to discuss this issue and facilitate a consensus.
  • You achieve the meeting outcomes desired i.e. to finalise the conference program.
  • You facilitate a consensus on the best day and time for conference meetings.
  • You explain that the minutes of the meeting and a finalised conference program will be sent to staff following the meeting.

During the meeting, you are required to demonstrate effective communication skills including:

  • Speaking clearly and concisely
  • Using non-verbal communication to assist with understanding
  • Asking questions to identify required information
  • Responding to questions as required
  • Using active listening techniques to confirm understanding

At the end of the meeting, notify the note taker that the notes of the meeting will need to be provided to you within the timelines specified in the meeting policy and procedure.

4. Prepare meeting minutes

Review the notes of the meeting provided by the minute taker (your assessor) and then prepare detailed meeting minutes based on the notes provided.

Use the Meeting Minutes Template to guide your work.

You are required to check that the minute taker has taken a true and accurate record of the meeting, as well as proof reading for any spelling and grammar mistakes.

Save this document as Meeting Minutes.

5. Update the conference program

Write the conference program according to the ideas finalised at the meeting. This will show that you have correctly reported on the outcomes of the meeting.

Use the Draft Conference Program to guide your work.

Save this document as Revised Conference Program.

6. Take a screen shot of your folder and files.

You should create a folder and save all documents associated with the meeting in this folder. This will demonstrate that you can save meeting documents according to requirements.

You are required to demonstrate that you can file all of your records in a logical structure.

Ensure that you have an overall folder for your work, as well as sub folders if necessary.

All of the documents you have submitted for this assessment task should be correctly named and filed.

The screen shot should show all the folders and documents.

7. Send an email to staff (your assessor)

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should include a brief summary of the outcomes of the meeting (3 to 4 points) and direct the recipient to read the attached minutes and conference program.

Attach the following to the email:

  • Meeting Minutes
  • Revised Conference Program
  • Screen shot

The minutes must be sent to staff within the designated timelines as specified in the Meeting Policy and Procedures.

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