National Diploma in Business L5

ASSESSMENT TASKS
Unit

1164
8

Versio
n

5 Title

Plan, organise, and

record business
meetings

L 5 C 7

Introduction
The tasks in this assessment are designed to show your assessor that
you can:
Identify organisational, cultural, regulatory, and statutory
requirements for business meetings.
Prepare and produce documentation for two business meetings
of different types.
Make meeting arrangements for business meetings
Record activities and outcomes of business meetings.
NOTE: USE SEPARATE SHEETS FOR YOUR ANSWERS.
Task 1: This task requires you to identify the organisational,
cultural,
regulatory and statutory requirements for business
meetings.
INSTRUCTIONS:
Answer the following questions, either in writing or orally to your
assessor. Your assessor may wish to ask further questions to gain
clarification. If you choose to answer orally, your assessor will
make a written record of your answers.
1.1 From the different types of business meetings below,
identify the functions and the source regulations and rules
governing meeting procedures of at least three different types
of meetings including at least one statutory meeting and one
formal committee meeting the meeting. (O1 ER 1.1)
TYPES OF BUSINESS MEETINGS
Statutory Meetings
Formal Committee Meetings

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Board meetings

Executive
committee
Standing
committee
Advisory
committee

Annual general
meetings
Extraordinary general
meetings

Subcommittee
Ad hoc committee
Joint consultative
committee

Meeting
Type 1
Function

Regulation
Meeting
Type 2
Function

Regulation
Meeting
Type 3
Function

Regulation

1.2 Choose a specific formal meeting situation in any

organisation. Using the organisational, regulatory and
statutory rules governing formal meetings, identify at least
two procedures and two protocols for that meeting. Quote
company procedures. (O1 ER 1.2)

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Brief
description of
meeting
situation

Procedures
and protocols

1.3 Choosing a specific formal meeting situation in any

organisation, identify at least two cultural requirements for
planning and organising meetings are that are taken into
account for the following cultures: (O1 ER 1.3)

Maori culture

One other
culture,
specify

1.4 Identify at least two customary procedures in any

organisation has for planning and organising informal
meetings. Use a specific meeting as an example. (O1 ER 1.4)

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Customary
procedure 1

Customary
procedure 2

Task 2: This task requires you to compile a portfolio that

provides evidence illustrating your competency in
preparing documentation for, arranging and recording
two business meetings, one formal and one informal.
Evidence should include organisational, regulatory and
statutory rules governing the formal meeting if your
assessor does not have access to these.
INSTRUCTIONS:
You are required to compile a portfolio that provides evidence
illustrating your competency in preparing documentation for,
arranging and recording two business meetings, one formal an
done informal.
Evidence should include organisational, regulatory and
statutory rules governing the formal meeting if your assessor
does not have access to these.
1.1

Preparing Documentation

You will need to prepare and produce at least four types of

documentation, one of which must be an agenda. The three
other types of documents may include: (O2 ER 2.1)

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notice of meetings
minutes of previous meetings
briefing papers
supplementary papers
chairpersons agenda
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action schedules
resolution register

Ensure that the type and purpose of each meeting are

identified and documentation needs are identified in
accordance with rules, regulations, procedures, and
organisational requirements. (O2 ER 2.1)
Ensure that documentation is distributed in the required
format to meet organisational time frames. (O2 ER 2.2)
Ensure that documentation for the meeting meets
organisational requirements in terms of content and
presentation. (O2 ER 2.3)
1.2

Arranging Meetings

You will need to provide evidence that you have made the
arrangements for at least two business meetings of different
types. At least one meeting must be at a physical venue. The
arrangements may include: (O3 ER 3.1)

Physical venue
Booking, travel, car parking, audio visual aids, electronic
aids, refreshments, telecommunications, seating,
heating, ventilation and lighting. (O3 ER 3.1)

Electronic venue
Booking, telecommunications, presentation aids. (O3 ER
3.1)

1.3 Conducting Meetings

You will need to provide evidence that you have conducted
two business meetings of different types, according to
organisational requirements.
Ensure that you have recorded the minutes for both meetings
at least one of which is formal. (O4 ER 4.1)
Ensure that you have the supporting documents as required
by the organisation and the meeting. Supporting documents
may include:
(O4 ER 4.2)

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Action schedule
Resolution register
Proxy register
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Use the attached Task Sheet per meeting.

TASK SHEET
Instructions:
Complete the following Task Sheet to accompany your portfolio. Use
one per meeting. Your assessor will sign it off upon completion.
All work must be in accordance with the rules, regulations, procedures
and organisational standards governing the meeting.

MEETING DESCRIPTION
Name of Meeting:
Type of the Meeting:
Function/Purpose:
Date

Venue

PART 1 List below the documents required for the meeting and
reasons.
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Documents

Reasons

PART 2 Include the required documents in your portfolio. You must

include four documents, one must be an agenda. Explain below how
they meet the requirements for giving notice and provide the required
information.
Documents
Explanation

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PART 3 Explain how each document meets the required form, content
and presentation required by the organisation. You may wish to
include copies of organisational procedure.
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Documents

Explanation

PART 4 Assess the needs of the participants and the organisation and
make the meeting arrangements in accordance with these needs and
the organisations requirements. Include documentation in your
portfolio.
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Participants
Needs

Arrangements

Documentary
Evidence

PART 5 Enumerate the recording requirements for this meeting. Record,

produce and confirm the required minutes documents and place them
in your portfolio.
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List them below.

Recording Requirements

For Assessor Use

Only
Documents supplied for Part 2

Signed:
Yes

No

Documents supplied for Part 4

Yes

No

Documents supplied for Part 5

Yes

No
Date:

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