BSBTWK503 Manage Meetings Assessment Tasks Term 2, 2025 | UTS

BSBTWK503 Authenticity Declaration: 

"I declare that: 

• The material I have submitted is my own work; 
• I have given references for all sources of information that are not my own, including the words, ideas and images of others".

BSBTWK503 Introduction 

The assessment tasks for BSBTWK503 Manage meetings are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course. 

Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.

BSBTWK503 Assessment for this unit 

BSBTWK503 Manage meetings describes the performance outcomes, 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. 

For you to be assessed as competent, you must successfully complete two assessment tasks: 

• Assessment Task 1: Knowle0dge questions -You must answer all questions correctly. 
• Assessment Task 2: Project -You must work through a range of activities and complete a project portfolio.

BSBTWK503 Assessment Task 1: Knowledge questions 

Information for students 

Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:

• review the advice to students regarding answering knowledge questions in the Business Works Student User Guide 
• comply with the due date for assessment which your assessor will provide 
• adhere with your RTO's submission guidelines 
• answer all questions completely and correctly 
• submit work which is original and, where necessary, properly referenced 
• submit a completed cover sheet with your work 
• avoid sharing your answers with other students.

Assessment information 

Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide.Refer to the appendix for information on: 

• where this task should be completed 
• the maximum time allowed for completing this assessment task 
• whether or not this task is open-book. 

Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.

Questions

Provide answers to all of the questions below:

1. Complete the table by providing an explanation of each of the following meetingterminology:

2. Discuss a typical meeting structure for a formal meeting. You may answer using anumbered list that explains the structure or by using a written paragraph. 

Outline a meeting structure for a formal meeting. 

• Introduction 
  oWelcoming by chairperson 
  oNotes taken by the minute taker 
• Apologies for absence oCreating an accurate list of attendees on the day 
• Substituting 
• Not arrived 
• Apologies 
• Present 
• Minutes of the previous meeting 
• Creating an Agenda 
• Maintaining control 
• Follow up

3. Outline a typical meeting structure for an informal meeting.

Before the meeting: 

• Make sure everyone knows where the meeting will be held. 
• Prior to the meeting, the tasks are assigned.

During the meeting: 

• Everyone will be given a copy of the agenda. 
• Important subjects are discussed. 
• Encouraging members to participate, particularly the quiet ones. 
• Assuring that the decision is clear. 
• Before the meeting ends, assign tasks to be completed within the provided timeframes.

After the meeting: 

• Brief notes or minutes should be written and distributed to all attendees. 
• Making people aware of their responsibilities. 
• Planning for the next meeting. 

4. Identify at least three key arrangements that need to be made for a meeting. 

• Time: When the meeting will begin. 
• Venue: The meeting will be held at this location. 
• Agenda: The meeting's agenda lists the topics to be discussed.

5. Outline two responsibilities of a chairperson prior to a meeting. 

• Creating the meeting's agenda. 
• Assuring that the meeting's conventions are followed

6. Identify three important aspects of a chairperson'sjob during a meeting. 

• Assuring that the meeting is progressing smoothly. 
• Ensures that only those who are entitled to attend the meeting are there. 
• That the meeting's quorum is present. 

7. Explain why it is important for a chairperson to monitor the participation of all thoseinvolved in a meeting. 

A chairperson's job is to keep track of the meeting's participants so that all of the attendees and directors feel welcomed and valued.

8. In relation to group dynamics answer the following questions: 

a. Explain how, in the role of a chairperson, you would manage someone who isdominating the meeting. 
b. Explain how, in the role of a chairperson, you would manage someone who is tooshy to contribute to a meeting. 
c. Explain how, in the role of a chairperson, you would manage two people having aprivate conversation within a meeting.

a. answer: In the event that someone refuses to allow others to participate, the chairman can interveneand have someone present an opposing viewpoint. 

b. answer: Putting them in the spotlight and assisting them by matching them with a more communicative individual to explain specific aspects of the meeting during a meeting. 

c. answer: Simply address the two in a calm manner and ask them to express their concerns aloud; if they refuse, instruct them to be watchful during the meeting.

9. Explain group dynamics, including how these are important in relation to conductingmeetings.

The way members in a group interact with one another is referred to as group dynamic. In ameeting, it's critical to keep group dynamics positive because when they're good, the group works well together, and when they're bad, the group's efficacy suffers.

10. As a chairperson, you need to be aware of the different roles that may be present duringa meeting. Provide a definition for each role listed below.

11. Describe two ways of conducting meetings.

A scripted meeting, in which all agendas are explicitly written, is one technique to hold meetings. It is critical for the organizer to write out all of the topics ahead of time and to begin the meeting with clear objectives. The meetings will also have a clear direction and aseamless flow as a result of this. Another option is to hold casual gatherings over the internet. These types of meetings are appropriate for the current situation, such as the COVID-19 pandemic.

12. Identify three advantages of face-to-face meetings and give an example of a workplace situation where this type of meeting may be used. 

Notably, one of the most important benefits linked with the concept of a face-to-face meeting is that it aids in the resolution of disagreements and improves employee interpersonal relationships. Third, it enables senior leaders to deliver their messages directly to team members. Some information at work, for example, is confidential and hence cannot be transmitted through an insecure connection. 

In this situation, it is thought that face-to-face meetings are extremely successful at disseminating confidential information.

13. Describe three advantages of virtual meetings and give an example of a workplacesituation where this type of meeting may be used. 

The virtual meeting has three primary advantages: it saves time, it is convenient, and, most significantly, it looks to be original and creative, which attracts team members. One importantexample of a workplace where virtual meetings are more productive is the COVID-19, when staff were unable to have face-to-face meetings.

14. Describe the use of webcams for meetings, including a brief description of how to usevideo conferencing software and common features. 

Webcams are extremely important for meetings since they are necessary tools for virtual meetings because they initiate video-based meetings. The webcam and its driver must be installed on the laptop/computer by the management team. Teammates participating in themeeting will be able to use the webcam to initiate virtual meetings or video conferencing inthis manner.

15. List three different applications you can use to communicate with someone using webconferencing. The following are three applications that can be used for online conferencing: 

• Microsoft Team 
• Zoom
• Google Meet

16. Explain the purpose of an agenda and identify five items that should be included in anagenda. 

The whole list of meeting activities in appropriate sequence is referred to as an agenda. Itmainly consists of:

• Meeting Execution - The fundamental edifice of meeting
• Meeting Design - Techniques for arranging the meeting with teammates
• Meeting Points - Main points, which are needed to be covered in the meeting
• Strategic Plan - The solution or strategic plan, which has been derived from the meetingoutcome
• Feedback - The crucial feedback of individuals regarding the proposed solution in themeeting. 

17. Explain the purpose of meeting minutes and list five items that should be included inmeeting minutes.

Meeting minutes are physical recordings of a conference or meeting that are used to keep track of what happened. These include, among other things, the names of the attendees, theimportant conversations that took place, the time and location of the meeting, and the key figures mentioned.

18. Explain the difference between informal meeting minutes and formal meeting minutes. 

The primary distinction between the two types of minutes is the terminology used. The focusof the minutes is on formal and colloquial language.

19. Access the Corporations Act 2001 from the Internet and identify the information from theAct that relates to notices of meetings. Now answer the following questions: 

a. To whom must a notice of meeting be provided? 
The company members, as well as each of the directors, must be given notice of the meeting.
b. How must the notice of the meeting be provided? 
Indicate at least two ways. Each individual member must receive the notice separately.

20. Identify two organisational policies and procedures relevant to conducting meetings. Foreach one, explain why it would be important to follow.

As is the case with the Corporations Act 2001, there are certain legal criteria for holding a meeting. Second, there are organizational criteria that are spelled out in the company's charter. Both of these policies/procedures must be followed since they give important standards for meeting conduct.

BSBTWK503 Assessment Task 2: Project Portfolio 

Information for students 

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio. 

You will need access to: 

• a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access 
• your learning resources and other information for reference 
• Project Portfolio template 
• Simulation Pack (if you need a case study). 

Ensure that you: 

• review the advice to students regarding responding to written tasks in the Business Works Student User Guide •comply with the due date for assessment which your assessor will provide 
• adhere with your RTO's submission guidelines 
• answer all questions completely and correctly 
• submit work which is original and, where necessary, properly referenced 
• submit a completed cover sheet with your work 
• avoid sharing your answers with other students.  

Activities

Complete the following activities: 

1. Carefully read the following: This project requires you to manage a meeting on two different occasions. You can engage in meetings with friends, colleagues or classmates to discuss a topic related to your college -or you may have the opportunity to manage a real meeting/s in your workplace. This will depend on the way you are participating in this course. These meetings can be virtual meetings or they may be face-to-face meetings -you can decide along with your assessor what will work best for you. Your meetings must each run for a minimum of 30 mins but must not exceed 1 hour.

Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, conducting real meetings will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way! 

Although these meetings can be simulated in the sense that they are not being held in an actual workplace -they need to be based on a real need with each meeting attendee contributing from their own ideas and opinions -not staged or scripted as this would never happen in the real world.

If you are basing this assessment on your college, ideas for meetings you can arrange include: 

• WHS meeting in your classroom to discuss your college's WHS procedures 
• A physical or virtual meeting between classmates to arrange and discuss the plans for an event or gathering (e.g. end of year workplace dinner) 
• A meeting to discuss and plan for a charity or sports sponsorship or event 
• A creative meeting to discuss concept development for a new project or idea 
• A meeting to review the emergency procedures of the college. 
• A meeting to brainstorm ideas for student well-being initiatives. 
• A meeting to discuss potential work opportunities once the students have completed their courses. 
• A meeting to discuss and design a new mural for a wall on the college grounds.

You will be collecting evidence for this unit in a Project Portfolio. 

The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.

Speak to your assessor to get approval for the meetings you want to manage prior to beginning your portfolio. You need access to a meeting policy and procedure as well as agenda and minutes templates. Use the ones provided in the Simulation Packfor this unit if not basing this on a real workplace. If your real workplace does not have policies and procedures or templates already developed, you may use those in the Simulation Pack.

2. Plan your two meetings and verify requirements. 

Plan out the two meetings you are going to manage. This includes summarising organisational and legal requirements and describing the meeting requirements and details for each meeting. 

During this stage you will need to access your organisation's meeting policy and any associated procedures. If using the case study, you will find these documents in the Simulation Packfor this unit.

Verify the meeting requirements for each meeting with relevant individuals. Do this by drafting an email to at least one other person who is your superior (such as your supervisor) to: 

• verify the planned meeting requirements and details 
• agree on the conventions relevant to the type of meeting being planned 
• request a timeline from the individual to report on the outcomes of the meeting back to them.

Separate emails are required for each meeting. Your emails should use appropriate structure and implicit communication conventions suitable for email. Make sure you use accurate grammar and spelling. 

3. Finalise meeting arrangements for both meetings. 

Assume that your meeting requirements, details and conventions have been approved/verified/agreed to by your supervisor. 

Finalise the arrangements for your two meetings. During this step, you need to: 

• develop an agenda and at least one other supporting meeting paper (e.g. fact sheet) for each meeting. The meeting agenda and supporting document should align with the purpose and context of the meeting and be written in a way that suits the audience for whom it is intended. Make sure you use accurate grammar and spelling. 
• Draft out meeting invites for each meeting. 
• confirm attendance of all attendees for each meeting. 
• distribute the agenda and meeting papers for each meeting. Attach the relevant attachments in Section 1of your Project Portfolio.

When you are happy with your planning, have checked and edited your work for accuracy, spelling and grammar, submit to your assessor for approval before proceeding to the next activity step.

4. Conduct your meetings. 

Prior to the meetings, you are required to brief the minute-taker on the method for recording the meeting notes (you have already planned for this in Section 1). Do this verbally just before the meeting takes place. 

If you are basing this assessment on a workplace of your choice, make sure that during your meetings, you encounter, address and resolve at least one problem. Ask your assessor for further guidance if necessary -they can provide you with example problems.

If you are using your college and meeting with other students, your assessor will prompt meeting participants to raise a relevant problem for you to address. 

Use the work you've done in Section 1 to chair your meeting. 

It's now time to chair your meetings. 

Your assessor will be looking to see that you:

• chair the meetings according to your organisational requirements and any agreed-upon conventions for the types of meetings you have organised (refer back to Section 1in your Project Portfolioto refresh your memory). 
• follow all legal, regulatory and ethical requirements (refer back to Section 1in your Project Portfolioto refresh your memory). 
• promote participation, discussion, problem solving and resolution of issues during the meeting. 
• keep the meeting on track and within the allocated timeframes for each scheduled agenda item.
• communicate effectively during the meeting, including:
• using relevant communication style, tone and vocabulary suited to the meeting context and participants oasking questions to identify required information and listening to the response. 
• asking questions to clarify understanding oresponding to questions as required.