Organise Meetings Assessment

BSBADM405
Organise Meetings
Assessment 2 - Practical Project
RTO: LET Training and Consultation Services Pty Ltd
Document: BSBADM405 Assessment 2 Version: 1.1
Date Effective: 26/11/2018 Review Date: 26/11/2019

LET Training and Consultation Services
Table of Contents
Learner Instructions ............................................................................................................................. 3
Learner Details ..................................................................................................................................... 4
Competency Record............................................................................................................................. 5
Assessment 2: Practical Project ......................................................................................................... 6
Project Task 1: Make arrangements and prepare for meeting ........................................................... 6
Performance objective..................................................................................................................... 6
Assessment description .................................................................................................................. 6
How to complete this task ............................................................................................................... 6
Submission checklist and specifications.......................................................................................... 7
Appendix 1 - Simulated workplace scenario #1 ................................................................................. 8
Appendix 2 - Meeting agenda ............................................................................................................ 9
Appendix 3 - Draft email to meeting participants .............................................................................. 11
Appendix 4 - Meeting notification ..................................................................................................... 12
Appendix 5 - Draft email to office administrator ............................................................................... 13
Project Task 2: Record and produce meeting minutes ..................................................................... 14
Performance objective................................................................................................................... 14
Assessment description ................................................................................................................ 14
How to complete this task ............................................................................................................. 14
Submission checklist and specifications........................................................................................ 14
Appendix 6 - Simulated workplace scenario #2 ............................................................................... 16
Appendix 7 - Meeting minutes .......................................................................................................... 18
Appendix 8 - Draft email to meeting attendees ................................................................................ 22
Appendix 9 - Draft email to the chairperson ..................................................................................... 23
Project Task 3: Standard operational procedure .............................................................................. 24
Performance objective................................................................................................................... 24
Assessment description ................................................................................................................ 24
How to complete this task ............................................................................................................. 24
Submission checklist and specifications........................................................................................ 24
Appendix 10 - Standard operational procedure ................................................................................ 25
Project Assessment Summary .......................................................................................................... 35
Uncontrolled document when printed

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Learner Instructions
To demonstrate competency for this Unit of Competency, you are required to complete and submit the
Learner Workbook.
You MUST:
 Answer all parts of all tasks and questions in the spaces provided, unless otherwise directed
by or negotiated directly with your assessor.
 Clearly identify which part of the question your response relates to (where applicable).
 Attach required documents at the end of this workbook as specified in the activities.
You will be assessed on its effectiveness and accuracy in:
 Demonstrating the knowledge and understanding required by the question.

 Communicating ideas and information using relevant workplace examples and industry
terminology.
 Presenting a logical, cohesive, correct and complete response.
 Answers to all questions and their component parts (i.e. 100% of all questions) must meet the
stated assessment criteria to be deemed to have satisfactorily completed this assessment
task.
Need assistance?
Please contact your trainer for learning and assessment support.

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Learner Details
Assessment 2 - Practical Project

BSBADM405 Organise Meetings
Please complete the following activities and submit this workbook via your online learning account
under the unit of BSBADM405 Organise Meetings.
Learner Name:
Email address:
Phone Number:
Employer (if applicable):
Declaration
I declare that no part of this assessment has been copied from another person’s work with the
exception of where I have listed or referenced documents or work and that no part of this assessment
has been written for me by another person.
Learner’s Signature:
26/8/2019
Date:
Important Notes:
1. You must sign the declaration above to confirm that the completed assessment is your own
work.
2. Assessments submitted without a signed declaration will not be forwarded to the assessor for
marking.

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Competency Record
To be completed by Assessor
Learner Name:
Assessor Name:
Date of Assessment:
The learner has been assessed in BSBADM405 Organise Meetings as competent in the elements
and performance criteria and the evidence has been presented as:
Assessor Initials
Authentic
Valid
Reliable
Current
Sufficient
Learner is deemed: (please tick)

 COMPETENT
 NOT YET COMPETENT
If not yet competent, date for re-assessment: ____________________________________
Comments from Assessor:
Assessor Signature: Date:

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Assessment 2: Practical Project
Project Task 1: Make arrangements and prepare for meeting
Performance objective
In this assessment task, you will need to demonstrate the ability to make meeting arrangements, and
prepare and distribute documentation for meetings.
Assessment description
Using the information provided in the simulated workplace scenario, you are required to identify the
type of meeting to be organised, and make relevant meeting arrangements.
You are also required to prepare a meeting agenda and meeting notice using the information provided
in the simulated workplace scenario. You will need to ensure the meeting documentation is correct,
and draft an email which will be sent to meeting participants prior to the meeting.
How to complete this task
1. Read Sections 1 and 2 of the Learning Module.
2. Read the Simulated Workplace Scenario #1 provided in Appendix 1 in this Learner workbook,
and identify the type of meeting to be organised.
3. Using information gathered from the workplace scenario, develop a meeting agenda (using
the template located in Appendix 2) for the working party’s first formal meeting. Ensure the
agenda addresses all matters raised in the scenario.
4. Draft an email (using the space provided in Appendix 3) to meeting participants. Your email
must:
a. notify members about the meeting
b. ask members to review and provide feedback on the meeting agenda you have
prepared
c. request confirmation of attendance.
5. Complete a meeting notice (using the template provided in Appendix 4) which will be placed
on all workplace noticeboards inviting staff to attend as observers.
6. Draft an email (using the space provided in Appendix 5) to the office Administrator to book
the boardroom. Ensure you also specify any other requirements (e.g. room/facility
requirements, equipment requirements, catering etc.).
7. Prepare your documents for submission. Ensure you keep a copy for your records.

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Submission checklist and specifications
You must submit:
1.  A meeting agenda (using the template located in Appendix 2).
 An email to meeting participants regarding the meeting details, agenda, and

2.
attendance (using the space provided in Appendix 3).
3.  A meeting notice (using the template provided in Appendix 4).
 An email to the office administrator to book the boardroom (using the space
4
provided in Appendix 5).
Your assessor will be looking for evidence of:
 your ability to identify the type of meeting

 your ability to produce meeting a meeting agenda with accurate and relevant information
 your understanding of key legislation and ethical requirements
 appropriate format and writing style in the meeting agenda and related correspondence
 your ability to communicate to relevant stakeholders
 your demonstrate the skills to identify the relevant formats for meeting agendas
 your ability to develop meeting notices with accurate and relevant information
 your understanding of the process in advice meeting arrangements.

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Appendix 1 - Simulated workplace scenario #1
You are the Secretary of a 12-person working party, recently established to implement and monitor
environmentally-sustainable work practices in your workplace. The working party also consists of:
 Amanda Wong (Chairperson)  Anita Fredericks
 Mary Masters  Rod Farrelly
 Fred Prince  Barry Roberts
 Todd Williamson  Sue Peterson
 Adrienne Watson  Rob Majors.
 Bill Samuels
A preliminary meeting of the party was held on 23/06/XX (not minuted), where it was agreed that the
priority discussion points for the first formal meeting needed to include:
 An analysis and assessment of current organisational environmental practices;
 A review of the organisation's existing key performance indicators (KPIs) for environmental
sustainability efforts;
 The importance of implementing an Environmental Management System (EMS) in the
organisation.
At the preliminary meeting, the following tasks were also assigned for completion before the party next
convened:
 Consultation with employees on environmental initiatives implemented at their specific
worksites (Fred, Barry, and Rob).
 Review of Federal and State legislative provisions governing environmental issues (Mary, and
Sue).
 Review of the organisation’s existing environmental policies and procedures (Anita).
 Identification and review of best practice energy efficiency programs and practices (Todd,
Adrienne, and Rod).
The Chairperson was requested to brief the company’s General Manager, Fran Zhang, of the role and
responsibilities of the working party. So, she arranges for Fran to attend its first formal meeting as a
guest speaker to commence proceedings with an overview of her strategic vision for environmental
sustainability across the organisation.
Matters that have not yet been resolved by the working party (and still require discussion and
consideration) include:
 Formal methods for consultation and communication with employees on proposals, ideas and
initiatives.
 Budget allocation.
 Reporting and communication lines with management.
It was agreed that all future meetings would be held on the last Thursday of every month (in the
morning, preferably after 10:00am); and meetings would be held in the Boardroom (subject to
availability) and at an external venue on an alternative monthly basis.
Everyone committed to spending two (2) hours at the monthly meeting, with a request for catering at
each event. Everyone agreed that the Secretary would make all necessary plans and arrangements
for all meetings.

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Appendix 2 - Meeting agenda
Using the template below, develop a meeting agenda for the working party’s first formal meeting.
Ensure the agenda addresses all matters raised in the simulated workplace scenario. Extend the
space as required.
Meeting Information
Objective: Implement and monitor environmentally-sustainable work practices in our

organisation
Date: Thursday 25/07/2019 Location: Boardroom
Time 10.30 am – 12.30 pm Meeting type: Formal meeting
Called by: Amanda Wong Facilitator: Fran Zhang (G.M.)
Timekeeper: Note taker:
Mary Masters, Fred Prince, Todd Williamson, Adrienne Watson, Bill Samuels,
Attendees:
Anita Fredericks, Rod Farrelly, Barry Roberts, Sue Peterson, Rob Majors.
Meeting Preparation
Please read: Organisation’s environmental policies and procedures
Please bring: Materials and presentations you have gathered
Action items from previous meeting Responsible Due date
An analysis and assessment of current

1 All party members 25/07/2019
organisational environmental practices
A review of the organisation's existing key

2 performance indicators (KPIs) for environmental All party members 25/07/2019
sustainability efforts
The importance of implementing an Environmental

Management System (EMS) in the organisation
Agenda items Presenter Time allowed
1 Welcome Amanda Wong 2 min
2 Apologies Maria Makarona 10 sec

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3 Introduction Fran Zhang 20 min
Fred Prince
Consultation with employees on environmental Barry Roberts
4 25 min
initiatives implemented at their specific worksites
Rob Majors
Review of Federal and State legislative provisions Mary Masters

5 20 min
governing environmental issues Sue Peterson
Review of the organisation’s existing environmental

6 Anita Fredericks 20 min
policies and procedures
Rod Farrelly
Identification and review of best practice energy
7 Adrienne Watson 30 min
efficiency programs and practices
Todd Williamson
8 Schedule for next meeting Amanda Wong 30 sec
9 Close Amanda Wong 10 sec
10
New action items Responsible Due date
1 Budget allocation All party members 25/07/2019
Reporting and communication lines with

management
Formal methods for consultation and communication

with employees on proposals, ideas and initiatives.
Other notes or information
Next meeting 29/08/2019 (last Thursday of the month), Boardroom (subject to availability).
Catering will be provided.

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Appendix 3 - Draft email to meeting participants
Draft an email (using the space below) to working party members regarding the meeting. Your email
must:
a. notify members of the meeting arrangements
b. ask members to review and provide feedback on the meeting agenda you have prepared
c. request confirmation of attendance.
Date: 04/07/2019
Amanda Wong; Mary Masters; Fred Prince; Todd Williamson; Adrienne Watson;
To:
Bill Samuels; Anita Fredericks; Rod Farrelly; Barry Roberts; Sue Peterson; Rob
Majors
Subject: Invitation for the first formal meeting of working party members
Dear working party members,
You are invited at the first monthly meeting of the environmental sustainability working party
members to discuss:
 current organisational environmental practices

 existing key performance indicators (KPIs) for environmental sustainability efforts
 implementing an Environmental Management System (EMS).
The event will take place on Thursday 25/07/2019 starting at 10.30 am and finishing at 12.30 pm. It
will be held at the Boardroom.
I have attached the meeting agenda for you to review and provide feedback until tomorrow.
Catering will be provided, therefore should you have any special dietary requirements or allergies
could you please notify me by Thursday 11/07 at noon?
I would also like to confirm your attendance to this meeting by Monday noon on 08/07/2019.
I look forward to hearing from you.
Kind regards,
Secretary
Attachments: Meeting agenda

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Appendix 4 - Meeting notification
Notice of Meeting
Date: 08/07/2019
Time: 10.30 am
Duration: 2 hours
Location: Boardroom of our organisation
Notice is officially given that the meeting of: Environmental working party members
which will be held at: Boardroom
on 25/07/2019 at 10.30 am
The purpose of this meeting is to:
(List the purpose/s of the meeting)

Implement and monitor environmentally-sustainable work practices in our workplace.
Notice of this meeting will be posted/filed:
 All workplace noticeboards

 E-mail to all stuff


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Appendix 5 - Draft email to office administrator
Draft an email to the office Administrator (using the space below) to book the boardroom. Ensure you
also specify any facility requirements.
Date: 25/06/2019
To: Office Administrator
Subject: Boardroom for formal meeting
Dear Office Administrator,
I would like to book the boardroom on 25/07/2019 from 10.15 am until 12.45 pm for the first formal
meeting of the environmental working party members. The board style table with 13 chairs will do.
The organisation’s stuff is invited, therefore 10 extra chairs should be placed around the room.
Also, if you could provide us with a projector would be highly appreciate it.
Should you have any enquiries concerning the booking, please do not hesitate to contact me.
Kind regards,
Secretary
Attachments: (List any documents or other files to be attached)

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Project Task 2: Record and produce meeting minutes
In this assessment task, you will need to demonstrate the ability to record and produce meeting
minutes.
Using the simulated workplace scenario provided, you are required to prepare meeting minutes, and
distribute and seek feedback from meeting attendees on the meeting minutes. You are also required
to seek approval from the Chairperson.
1. Read Section 3 of the Learning Module, and the Simulated Workplace Scenario #2 provided in
Appendix 6 in this Learner Workbook.
2. Prepare meeting minutes based on the information given in the simulated workplace scenario.
Use the meeting minutes template located in Appendix 7).
3. Draft an email (using the space provided in Appendix 8) to the meeting attendees to seek
further clarification and feedback on the meeting minutes. Request the feedback to be sent to
you within five (5) working days for amendment, and ensure you use a formal and clear writing
style in your email.
4. Draft an email (using the space provided in Appendix 9) to the Chairperson for review and
seek approval of the meeting minutes. Ensure you use a formal and clear writing style in your
email.
5. Prepare your documents for submission. Ensure you keep a copy for your records.
You must submit:
1.  Meeting minutes (using the template located in Appendix 7).
2.  An email to meeting attendees seeking clarification and feedback on the meeting

minutes (using the space provided in Appendix 8).
3.  An email to the Chairperson for review and approval of the meeting minutes (using
the space provided in Appendix 9).
 appropriate format and writing style in the meeting minutes and related correspondence
 your ability to produce meeting notes and meeting minutes reflect what was discussed
during the meeting

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 your ability to provide an accurate account of the meeting

 copies of meeting minutes circulated within predetermined timeframes.

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Appendix 6 - Simulated workplace scenario #2
The first formal meeting of the working party was held on the published date, in accordance with the
pre-distributed meeting agenda. Unfortunately, due to appointment conflicts, Anita and Barry were
unable to attend; Anita was the only person to send her apologies in advance. The meeting
commenced 15 minutes later than the published commencement time due to the late arrival of 2
attendees.
Fran Zhang, General Manager, spent 30 minutes briefing the working party on her strategic vision for
environmental sustainability across the organisation, discussing key aspects of the company’s
strategic plan and commitments.
The issue of budget allocation was put to Fran, who undertook to work on a budget proposal with the
Financial Controller in the next week and confirm final details with the Chairperson at the earliest
opportunity. Fran indicated that she would like to meet with Amanda after each future meeting to
discuss outcomes and recommendations; Amanda would provide input and feedback from these
discussions to the working party at its subsequent meeting. In the meantime, she would provide all
party members with a copy of her presentation and briefing document to drive future discussion.
Amanda requested to include ‘Budget Status Update’ as a standing item on all future meeting
agendas.
The planned review of the organisation’s existing environmental policies and procedures was
adjourned to the next meeting due to Anita’s absence. It was agreed that in the meantime Anita
prepare a written report on her findings and distribute it to all party members within the next two (2)
weeks. Party members are to provide written feedback and comments to Anita for collation and
discussion at the next meeting.
Todd provided a 10 minute overview of key best practice energy efficiency programs and practices,
referring members to the Energy Efficiency Best Practices Project accessible online at:
http://www.eebestpractices.com/index.asp. Todd suggested that everyone review the benchmarking
tool available from this site, so that discussion could take place at the next meeting as to its suitability
for use across the workplace.
Mary apologised that she was unable to finalise research on the environmental legislative framework,
asking that the matter be adjourned to the next meeting; in the meantime, she would distribute to
everyone by e-mail the information that had been gathered to date. On the subject of e-mails, Fred
asked if new e-mail accounts could be set up for all party members to be used purely for working on
environmental projects; Amanda undertook to raise the issue with the IT Manager.
The concept of an Environmental Management System (EMS) was discussed for 20 minutes, but it
was apparent that party members did not have a clear understanding of exactly what it was and what
it could do for the organisation. It was agreed that Mary liaise with the company’s Chief Engineer to
provide briefing notes for the party; Bill suggested that a guest speaker on the topic be arranged for
the next meeting.
Regarding employee consultation and communication, it was agreed after 15 minutes of discussion
that:
 Amanda, Sue and Rob would develop and distribute a monthly newsletter to all employees, with a
draft of the first edition available for review by the working party at the next meeting.
 A suggestion box would be placed in the staff canteen. Todd accepted responsibility for developing,
implementing and managing the system, and designing a promotional campaign around it. Sue
suggested that Amanda should approach the General Manager to arrange a monthly prize for the
‘best ideas and initiatives’.

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 Todd would provide an overview of environmental issues raised through consultation as a regular
update item at all future working party meetings.
The working party spent 20 minutes drafting a ‘Management Reporting and Communication Procedure
and Flowchart’, which Amanda undertook to finalise and present to the Executive Committee at the
organisation’s month-end Department Head Meeting; a copy of the finalised document would be
distributed to all party members for final approval before the month-end meeting.
Due to time restrictions, all other planned discussion points and agenda items were adjourned to the
next meeting. Amanda spent the last 5 minutes of meeting time expressing her concern that some
party members had not completed the tasks previously assigned to them, therefore jeopardising the
success and effectiveness of the working party. It was agreed that one (1) week prior to each meeting,
the Secretary would personally contact each party member and confirm the status of their tasks and
projects. Rod suggested that the party spend time at the next meeting to develop meeting guidelines
to ensure the working party remained on track to achieve its objectives.
It was agreed that the next meeting would be held at the same time and place in exactly four (4)
weeks’ time.

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Appendix 7 - Meeting minutes
Complete the meeting minutes template below for using the information provided in the simulated
workplace scenario #2.
Meeting Information
Chairperson: Amanda Wong
Date: 25/07/2019 Location: Boardroom
Time: 10.45 am – 12.30 pm Note Taker:
Meeting type: Formal meeting
Attendees:  Fran Zhang – General Manager

 Mary Masters
 Fred Prince
 Todd Williamson
 Adrienne Watson
 Bill Samuels
 Rod Farrelly
 Sue Peterson
 Rob Majors
Apologies: Anita Fredericks
Absences: Barry Roberts
Meeting files and support documents
Organisation’s policy and procedures

Whatever material may have been brought by the attendees like PowerPoint slides etc.
Tabled papers: The meeting agenda
Standing Agenda Items
Introductions: Fran’s strategic vision for environmental sustainability across the organisation
(30 min)
Discussions: Key aspects of the company’s strategic plan and commitments

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Conclusions:  Budget allocation to Fran who undertook to work on a budget proposal

with the Financial Controller in the next week and confirm final details
with Amanda at the earliest opportunity. Amanda requested to include
‘Budget Status Update’ on all future meeting agendas
 Fran and Amanda would meet after each future meeting to discuss
outcomes and recommendations. Amanda would send input and
feedback from these discussions to the working party at its subsequent
meeting.
 Fran would provide all party members with her presentation and
briefing document to drive future discussions
Agenda items Presenter
1 Review of the organisation’s existing environmental

Anita Fredericks
policies and procedures
Discussion: No discussion due to her absence
Conclusions: Adjourned to the next meeting
Action items arising: Person Deadline

(List any actions to be completed following the discussion) responsible
Written report on her findings and distribution of it to all Anita Fredericks 8/8/2019
party members
Written feedback and comments to Anita for collation All party members 28/8/2019
and discussion at the next meeting
2 Rod Farrelly
Identification and review of best practice energy
Adrienne Watson
efficiency programs and practices (10 min)
Todd Williamson
Discussion: Overview of key best energy efficiency programs and practices
Conclusions: For energy efficiency programs and practices visit website

http://www.eebestpractices.com/index.asp

Todd suggested that everyone review the benchmarking All party members 27/8/2019
tool available from the above site
Is the tool suitable for use across the workplace? All party members 28/8/2019
3 Review of Federal and State legislative provisions Mary Masters

governing environmental issues Sue Peterson

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Discussion: Apologies from Mary for not finalising her research
Conclusions: Adjourned to the next meeting

Distribution of gathered to date information by email to Mary Masters 28/8/2019

all party members
4 The importance of implementing an Environmental All party members

Management System (EMS) in the organisation (20 min)
Discussion: The party members did not have a clear understanding of what it was and
what it could do.
Conclusions: Mary would liaise with the company’s Chief Engineer to provide briefing
notes to the party.

Guest speaker for EMS topic at the next meeting, ‘Chairperson’ for 29/8/2019
suggested by Bill. allocation
5 Fred Prince
Consultation with employees on environmental initiatives Barry Roberts
implemented at their specific worksites (15 min)
Rob Majors
Discussion: Monthly newsletter and suggestion box
Conclusions: 1. Develop and distribute a monthly newsletter

2. Preparation and promotion of suggestion box which will be put in the
staff canteen
3. Overview of environmental issues raised through consultation

Draft of the monthly newsletter for review by the working Amanda Wong 29/8/2019
party at the next meeting Sue Peterson
Rob Majors
Develop, implement and manage the suggestion box, Todd Williamson 29/8/2019
and design a promotional campaign around it.

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Overview of environmental issues raised through Todd Williamson 29/8/2019

consultation as a regular update item at all future and all
working party meetings meetings
Other notes or information discussed in this meeting
 New email accounts for the party only for environmental projects, asked by Fred. Amanda
would raise the issue with IT manager
 Monthly prize for the ‘best ideas and initiatives’, suggested by Sue. Amanda should
approach the General Manager to arrange it.
 Amanda should finalise the ‘Management Reporting and Communication Procedure and
Flowchart’ draft and present it to the Executive Committee at the organisation’s month-end
Department Head Meeting. A copy should be distributed to the party members for final
approval before the month-end meeting. (20 min)
 All other planned discussion points and agenda items were adjourned to the next meeting.
 Amanda expressed her concern that some party members had not completed the tasks
previously assigned to them, therefore jeopardising the success and effectiveness of the
working party (5 min)
 A week prior each meeting the Secretary would personally contact each party member and
confirm the status of their tasks and projects
 At the next meeting, the party should develop meeting guidelines to ensure they remained
on track, suggested by Rod
Next meeting arrangements Date: 29/8/2019 Time: 10.30 am
Meeting closed at (time): 12.30 pm

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Appendix 8 - Draft email to meeting attendees
Draft an email (using the space below) to the meeting attendees to seek further clarification and
feedback on the meeting minutes. Request the feedback to be sent to you within five (5) working days
for amendment, and ensure you use a formal and clear writing style in your email.
Date: 25/07/2019
Mary Masters; Fred Prince; Todd Williamson; Adrienne Watson; Bill Samuels; Rod
To:
Farrelly; Sue Peterson; Rob Majors
Subject: Clarification and feedback on the meeting minutes
Dear meeting attendees,
I’m sending you an attached file of today’s meeting minutes for further clarification if needed.
Please, send me your feedback within five (5) working days for amendment.
Thank you in advance.
Kind regards,
Secretary
Attachments: Meeting minutes

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Appendix 9 - Draft email to the chairperson
Draft an email (using the space provided below) to the Chairperson for review and seek approval of
the meeting minutes. Ensure you use a formal and clear writing style in your email.
Date: 30/07/2019
To: Amanda Wong
Subject: Review of meeting minutes
Dear Chairperson,
Please see attached files of Meeting Minutes for review, approval and signature along with the
Meeting Notice and Agenda for the subsequent meeting.
Should you have any enquiries, do not hesitate to contact me.
Kind regards,
Maria Makarona
Secretary
Attachments: Meeting Minutes, next meeting’s Agenda and Meeting Notice

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Project Task 3: Standard operational procedure
In this assessment task, you will need to demonstrate your knowledge regarding organising meetings.
Considering the simulated workplace scenarios from Project Task 1 and 2, you are required to prepare
a Standard Operational Procedure (SOP) for organising meetings.
1. You have been asked by the Chairperson to prepare a Standard Operational Procedure
(SOP) on how to organise meetings for the working party. Develop an SOP for organising
meetings (using the SOP template provided in Appendix 10). Ensure your SOP includes the
steps involved in making meeting arrangements, preparing meeting documentation, and
recording and producing meeting minutes.
Note: You may wish to refer back to Appendix 1 and Appendix 6 from the previous project
tasks for any organisation specific requirements.
2. Submit all documents as per the submission checklist and specifications. Ensure you keep a
copy for your records.
You must submit:
 A standard operational procedure for organising meetings (using the SOP

1.
template provided in Appendix 10).
 your understanding regarding the process of organising a meeting.

 appropriate format and writing style in the SOP
 an SOP that:
o outlines the organisation’s procedures for organising meetings.
o includes the steps involved in making meeting arrangements, preparing meeting
documentation, and recording and producing meeting minutes.

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Appendix 10 - Standard operational procedure
Complete the Standard Operational Procedure (SOP) template below for organising meetings.
Ensure your SOP includes the steps involved in making meeting arrangements, preparing meeting
documentation, and recording and producing meeting minutes.
Procedure title: Organising meetings
Implementation date: 25/07/2017 Review date: 25/10/2019
Purpose: How to organise meetings for the environmental working party step- by -step
Scope: (List organisational policy and legislative requirements)

This SOP applies to administrative processes concerning meeting agendas
and meeting minutes in accordance with:
 Australian Corporations Act 2001 (Cth)
- Part 2G
 Australian Securities & Investments Commission (ASIC)
 Work Health and Safety Act 2011
 Privacy Act 1988
 Age Discrimination Act 2004
 Racial Discrimination Act 1975
 Sex Discrimination Act 1984
 Disability Discrimination Act 1992
 Australian Human Rights Commission Act 1986

Person(s) Secretary –
responsible: Chairperson – Amanda Wong
Materials and (List any materials or equipment required to complete this procedure)
equipment required:  Meeting agenda, notice of meeting, chairperson reports, correspondence,
previous meeting minutes, committee reports and any papers, reports or
proposals to be presented in the meeting.
 Any documentation for pre-reading should be distributed electronically
within timeframes.
 Any meeting documentation should be prepared for distribution at the
meeting
 Computer compatibility specifications may be required.
 Recording device for meeting

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Safety concerns and (List any safety concerns related to this procedure)
precautions: All members should notify the Secretary or the person responsible handling
the catering, for any food allergies and dietary requirements.
Ensure the location is free of hazards and risks, e.g. torn carpet, electrical
cords, wet floors.
Procedure
Steps Points to remember Performance standard

(List the tasks step-by-step in correct (Outline the key issues to (Define the quality
sequence) consider) expectations, e.g. error-free)
1. Identify the type of meeting and its Ensure the type of meeting Error-free
purpose (formal or informal) is
appropriate for the meeting
purpose
2. Identify and comply with any legal or  Comply with legislation Honesty, integrity, good
ethical requirements governing companies - faith, responsibly,
Corporations Act 2001 competence, diligence,
 Comply with legislation fair and unbiased,
governing association, respecting the
councils and other such confidentiality and others,
bodies promoting ethical
 Comply with other behaviour, no interruption
meeting-related legislative or intimidation, never
provisions speaking on behalf the
 Comply with ethical organisation unless
requirements authorised
3. Identify requirements of meeting and Meeting requirements: Error-free

participants  Preferred date and time
(last Thursday of the
month at 10.30 am)
 Proposed duration (2
hours)
 Facilitators, hosts, and/ or
speakers (Chairperson)
 Participants (all the
environmental party
members)
 Agenda (prepared and
distributed by Secretary)
 Location (Boardroom if it
is available and at an
external venue on an
alternative monthly basis)
 Venue requirements
(board style for 12 people
with 10 extra chairs
around the room)
 Catering (arrangements
for every event)

Page 26 of 35
 Equipment requirements
(compatible for computer,
recording device)
 Pre-reading
documentation (meeting
agenda, chairperson
reports, previous meeting
minutes, budget status,
Fran’s presentation)
Participants requirements:
 Identify and select
meeting participants
(members of the working
party)
 Obtain help from others
 Contact the members
directly by email or phone
4. Make meeting arrangements in Some considerations from Within budget and error-
accordance with meeting and financial perspective: free especially on dietary
 Consider all available
participants requirements requirements and
internal resources before
allergies
considering external
resources that have
expenses and costs
attached (is the
boardroom available?)
 Email and phone for
communication purposes
 Ensure all suppliers are
promptly paid
 Record all expenses and
keep receipts / invoices
 Comply with
organisational financial
and accounting policies
and procedures
Meeting date and time

 Allow sufficient time for
meeting preparation
 Maximise the number of
participants available to
attend
 Eliminate indirect
discrimination in the
selection and invitation of
attendees
 Choose the most suitable
date and time
Booking and confirming the

meeting venue

Page 27 of 35
 Agreed Room Hire

charges
 Room set-up and layout
(Boardroom style of 13
chairs and 10 extra chairs
around the room)
 Day, date, and times (last
Thursday of the month at
10:30am)
 Access to venue prior to
meeting commencement
(at least 10 min)
 Meeting pull-down time
(12:30pm)
Catering (small – scale

catering)
 Match the food type to the
allocated break or food
service time on the
agenda
 Determine and
accommodate special
dietary requirements of
participants
 Identify whether or not
there will be additional
people who are not be
attending the meeting but
will need to be catered for
 Identify and account for all
additional costs
associated with the
catering
 Ensure the meeting
budget is not exceeded in
the provision of catering
 Comply at all times with
organisational policies
and procedures regarding
meeting and event
catering
Required equipment and/or

communication technology
 Digital or data projectors
and screens
 Computer compatibility
 Factors that can directly
affect the quality an AV
presentation, including:
ceiling height,
obstructions, windows,

Page 28 of 35
lighting, equipment
positioning (based on floor
space availability) and fire
exits
 The costing structure for
equipment hire
 Availability and cost of AV
technicians at external
venues for set-up,
breakdown, and
contingency requirements.
Preparation of relevant
meeting documentation.
 Whether the materials are
to be distributed: in hard
or soft copy; and prior to,
or at, the meeting or event
 Where the materials are
to be sourced from
 How many hard copies of
each document are
required (as applicable),
including additional
‘contingency’ copies and
copies for other relevant
stakeholders who might
not necessarily be invited
to or participating in the
meeting
 Deadlines for submission
of materials to external
printers or publishers to
ensure completion and
availability of copies in a
timely manner
 Resource conservation
guidelines in respect of
publication
5. Advise participants of meeting Consult with the Chairperson Within timeframe
details of the meeting to agree on
when and how invitations
should be sent (at least 21
days prior the meeting
according the Corporations
Act 2001)
6. Prepare and arrange meeting Notice of Meeting Short, efficient, error-free
documentation in accordance with  Name of organisation /
meeting body / convenor or
meeting type
 Meeting date, start time,
duration and confirmed
venue or location

Page 29 of 35
 Meeting purpose
 Participation requirements
 Teleconference details, as
applicable
 RSVP date, as applicable
 Convenor's details
Meeting agenda
 Meeting Header
 Agenda Items
 Involve meeting
participants in the
agenda-writing process
 Place urgent and other
important items towards
the beginning of the
agenda
 Keep agendas short and
succinct
 Start agenda items with
‘verbs’
 Ensure the agenda is
divided up by topics and
timeframes
 Avoid attempting to
achieve too much in a
meeting
For recurring meetings:

 Standing items
(review of previous
meeting minutes,
budget status
update)
 Business arising
(subjects that were
not discussed or
completed in the
previous meeting
and assigned tasks
that need update)
 New business
 Ending items
(announcements,
meeting summary,
next meeting)
Meeting documentation and

papers (agenda, notice of
meeting, input and feedback
from discussions, previous

Page 30 of 35
minutes, general manager’s

presentation, any papers,
reports, or proposals)
7. Check documentation for accuracy No spelling errors, not only Error-free

and correct any errors one proof reading and
should be easy to read them
8. Distributing documentation to the Distribution via email Timely, seamless, and

meeting participants within professional manner
designated timelines
9. Prepare spare set of documents  Some might forget their Error-free

copies
 Have extra uninvited
people at the meeting.
 Make sure that your copy
is the same as everyone
else’s
10. Take notes with required speed and  Obtain a copy of the Error-free, speed,
accuracy to ensure an accurate agenda or relevant accuracy
record of meeting documents (preferably
prior to the meeting)
 Study the issues
 Prepare an
outline/template
 Give each item a separate
heading
 Arrive early on meeting
day
 Circulate an attendance
sheet for signature
whenever possible
 Make an audio recording
 Focus on what is being
decided and who has
agreed to a particular
action
 Minutes are factual and
not conjecture
 Minutes are best written in
an abbreviated style
and/or in third-person
 Minutes may become a
legal record/public
document subject to
subpoena by a court of
law
 Promptly notify the Chair
of any minute-taking
impediments
 Promptly seek clarification
to ensure accuracy

Page 31 of 35
 If necessary, arrange for

another to minute take
during specific
discussions in which they
are materially involved.
 Promptly review the notes
after the meeting
It should include:
 Action items
 Arrangements for the next
meeting
 Decisions taken at the
meeting
 Formal motions
 Future actions
 Issues raised at the
meeting
 Points discussed at the
meeting
 Records of participants
who were present at or
absent from the meeting
(attendees and apologies)
 Suggestions made at the
meeting
Minute-taking toolkit:
 Meeting agenda and other
relevant documentation
 An optimal vantage point
or other preferred seating
 A recording device
 Plenty of pens, pencils,
and notepads or a laptop
computer with a fully-
charged battery and
backup media
 A minute-taking template
or other protocol to ensure
the continuity and similar
appearance for each set
of documents
11 Produce minutes that reflect a true Narrative minutes which they Truth, accuracy, error-
and accurate account of the meeting include: free
 Attendees, apologies,
absences
 Reference to minutes
from the previous

Page 32 of 35
meeting, meeting
discussions
 Motions, amendments
and resolutions
 Required action including
timeframes and persons
responsible
12 Check minutes for accuracy and Formalise the Minutes as Clear, concise, accurate,
submit for approval by nominated soon as possible by: relevant to the audience,
person  Provide a copy of your error-free, within
proofread and edited draft timeframe
minutes to the
Chairperson for review
and authorisation
 Amend the Minutes in line
with recommendations by
the Chairperson
 Submit the finalised
Minutes for final approval
and signature
 Distribute the Minutes to
the relevant stakeholders
Considerations for finalising

the minutes:
 If you need to refer to
other documents, attach
them in an appendix
 Use bolding and italicising
sparingly and consistently
 Refer ‘unallocated’ actions
to the Chairperson
 Write in an objective but
positive / constructive
tone
 Avoid unnecessary jargon
 Proofread the final copy
 Refer the final copy to the
chairperson for review
 Maintain a copy of your
meeting notes
13 Dispatch copies of minutes within Meeting minutes and other Speed, error-free
designated timelines follow up documentation
need to be distributed to
meeting attendees (including
those who sent their
‘apologies’ and /or
‘absences’) as soon as
practicable after the
meeting.
Definitions of terms and acronyms used

Page 33 of 35
(Identify and define terms or acronyms used in this procedure. If required, provide additional and/or
relevant information needed to understand it)
SOP: Standard operating procedure
RSVP: ‘répondez s'il vous plait’ in French meaning ‘please respond’
Forms/Documents to be used: Meeting agenda, Notice of meeting, Chairperson’s report,

General Manager’s presentation, Budget status update
Records to be kept: Meeting Minutes

OR
In 2 different hard drives

Page 34 of 35
Project Assessment Summary
To be completed by Assessor
Task Assessment Outcome Assessor Comments
 Satisfactory
Task 1
 Not Yet Satisfactory
 Satisfactory
Task 2
 Satisfactory
Task 3
Assessor
Name:
Assessor Date
Signature: Assessed:

Page 35 of 35

Organise Meetings Assessment

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Organise Meetings Assessment

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BSBADM405

RTO: LET Training and Consultation Services Pty Ltd

Document: BSBADM405 Assessment 2 Version: 1.1

Date Effective: 26/11/2018 Review Date: 26/11/2019

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You will be assessed on its effectiveness and accuracy in:

 Demonstrating the knowledge and understanding required by the question.

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Assessment 2 - Practical Project

Employer (if applicable):

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Learner is deemed: (please tick)

Comments from Assessor:

Assessor Signature: Date:

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Assessment 2: Practical Project

Project Task 1: Make arrangements and prepare for meeting

How to complete this task

1. Read Sections 1 and 2 of the Learning Module.

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Submission checklist and specifications

You must submit:

1.  A meeting agenda (using the template located in Appendix 2).

 An email to meeting participants regarding the meeting details, agenda, and

3.  A meeting notice (using the template provided in Appendix 4).

Your assessor will be looking for evidence of:

 your ability to identify the type of meeting

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Appendix 1 - Simulated workplace scenario #1

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Appendix 2 - Meeting agenda

Objective: Implement and monitor environmentally-sustainable work practices in our

Date: Thursday 25/07/2019 Location: Boardroom

Time 10.30 am – 12.30 pm Meeting type: Formal meeting

Called by: Amanda Wong Facilitator: Fran Zhang (G.M.)

Timekeeper: Note taker:

Please read: Organisation’s environmental policies and procedures

Please bring: Materials and presentations you have gathered

Action items from previous meeting Responsible Due date

An analysis and assessment of current

A review of the organisation's existing key

The importance of implementing an Environmental

Agenda items Presenter Time allowed

1 Welcome Amanda Wong 2 min

2 Apologies Maria Makarona 10 sec

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3 Introduction Fran Zhang 20 min

Review of Federal and State legislative provisions Mary Masters

Review of the organisation’s existing environmental

8 Schedule for next meeting Amanda Wong 30 sec

9 Close Amanda Wong 10 sec

New action items Responsible Due date

1 Budget allocation All party members 25/07/2019

Reporting and communication lines with

Formal methods for consultation and communication

Other notes or information

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Appendix 3 - Draft email to meeting participants

Dear working party members,

 current organisational environmental practices

 implementing an Environmental Management System (EMS).

Attachments: Meeting agenda

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