Reference no: EM132222180

Procedures and Specifications of the Assessment

Task 1

Candidates are to demonstrate the skills and knowledge necessary to prepare for a meeting in accordance with organisational requirements.

There are 4 sections:

• Preparation
• Conducting the first meeting
• Following up
• Conducting the follow-up meeting
• Please read the following instructions carefully

This assessment is to be completed according to the instructions given by your assessor.
• Students are allowed to take this assessment home.
• Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within 2 weeks of the assessment due date.
• Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.For this assessment, you will be observed by your trainer in preparing for, conducting and following up on two (2) meetings, with at least two (2) participants.

A. PREPARATION
In your preparation, you are to ensure that:
• Purpose of meeting is clarified and the agenda developed in line with stated purpose
• The style and structure of the meeting is appropriate to the meeting's purpose
• Meeting participants are identified and notified in accordance with organisational procedures
• Meeting arrangements are confirmed in accordance with requirements of meeting
• Meeting papers are dispatched to participants within designated timelines

1. Meeting objective
2. Attendees
3. Meeting agenda
4. Pre-work/ preparation (documents/ handouts to bring, reading material, etc.)

B. CONDUCTING THE FIRST MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting

FIRST MEETING MINUTES
1. Meeting objective
2. Attendees
3. Meeting minutes

C. FOLLOWING UP
• After each meeting, you are to follow up, ensuring that:
• Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions
• Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organisational requirements
• Outcomes of meetings are reported as required, within designated timelines

D. CONDUCTING THE FOLLOW-UP MEETING
Whilst conducting your meetings, you are to ensure that:
• Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements
• Meetings are conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting

Task 2
Please read the following questions carefully and provide an appropriate answer that is sufficient to include a practical example in your discussion.

Answer all questions with the space provided herein.

1. What is the difference between a General meeting and an Annual General meeting?

2. In your own words, explain the following terms:
a. Chairperson
b. Secretary
c. Treasurer
d. Abstention
e. Adjournment
a. Agenda
b. Motion
c. Casting vote
d. Proxy
e. Tabled

3. 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.

4. Explain the role of the minute taker, and the interaction undertaken before, during and after a meeting..

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

6. Describe the process of voting on a motion in a meeting.

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

8. Describe the layout you would use for the following meeting types
a. Formal presentations to large groups
b. Small meetings for debate and discussions
c. Relaxed team meetings for planning and creative sessions
9. In your own words, describe how you would run a mediation meeting.

10. Describe in detail the following legislation / codes of practice and how it affects business operations
a. Anti-discrimination legislation
b. Ethical principles
c. Codes of Practice
d. Privacy laws
e. Copyright
f. Occupational Health & Safety (either OHS or WHS)

11. In reference to the Good Governance Guide by the Governance Institute of Australia, explain the following:
a. Board confidentiality
b. The purpose of establishing Good Governance policy
c. Circulating meeting of minutes
d. Storing meeting of minutes
e. Maintaining consistency between meeting minutes and support materials
f. In compliance with Corporations Act 2000

Attachment:- ASSESSMENT TASK.rar