Reference no: EM131196424 , Length: word count:1000
To be assessed for this competency, you must demonstrate your 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.
The following Assessment Tasks must be completed by you to enable you to demonstrate these skills. These must be conducted.
Using the simulated business Bounce Fitness Or
In your own workplace if you are able to access all the documents and conduct all of the activities.
Ensure that you gain the approval of your choice with your Assessor before commencing.
The documents you will require can be found on Bounce Fitness website:
Documents / Administrative folder Various Meeting Templates
You may also need to conduct further research on the Bounce Fitness website and/ or conduct external research.
This assessment is designed to give you the opportunity to show you have the skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organizing the minutes and reporting meeting outcomes.
Case Study:
Bully Gully Pre-School is a bit short of funds and it is planned to hold a meeting to raise some money for the school. There are 30 sets of parents enrolled with the pre-school, 20 businesses in town and a total population of 8,000.
There has been much talk among some of the older women regarding raffle, pie stall and bake sale. The younger women however, want to try something new and maybe even a little more commercial.
You have been asked to organise this meeting which will be the inaugural meeting for the newly formed 'Friends of Bully Gully Kids'. How you commence is how the group will continue.
If there are financial reports or other papers which you believe should be tabled, simply list them on a page, you do not have to complete each, just nominate what should be included.
Task 1: Theory
Task 1 requires you to demonstrate your knowledge of meeting management. To enable you to do this, answer the following questions on your own paper placing your name and group identifier at the top and the question number beside your answer.
1 a Describe each of the following:
- Agenda
- Chairman's role and responsibilities
- Secretary's role
- Participant's role
- Quorum
- Minutes
- Motion
- Amendment
- Substantive motion
- Resolution
- Voting
b Describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams
Task 2 - Practical: Prepare Meeting Papers
Task 2 requires you to plan and organise a meeting for the Case Study meeting in your workplace.
You must prepare and submit:
- An agenda
- Invitations to participants
- Emails to confirm meeting arrangements
- Emails to accompany dispatch of pre-meeting papers.
Print and include any documents you use from the Bounce Fitness wbe site and reference any other information for your Assessor.
Task 3 requires you to complete the planning and follow up for the Case Study or the meeting that you used from your workplace.
On your own paper, answer the following questions
3a How do you ensure that the meetings you hold are legal?
3b What three things do you do to ensure the meeting stays focussed?
3C What will you do if the meeting gets 'stuck'?
3d What is the most appropriate style of agenda and minutes for your minute taker to use?
3e With whom did you confirm the accuracy of the draft minutes? Why did you choose them?
3f How would you recommend that the minutes for each be stored?
3g What timeline would you recommend for dispatch of reporting outcomes of the meetings?