Assessment Task 2 - BSBADM405

Assessment
Task 2
Organise meetings
BSBADM405
Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and I have not
cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment
Unit Title
Unit Code
Student name
Student ID
number
Student Date
signature
Task Number
BSBADM405 Organise meetings V2 2020 Page 2

RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au
------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Completed successfully Comments
DNS
Did the student satisfactorily:
The following has been satisfactorily completed ☐ ☐ ☐
and submitted:
 Table addressing meeting requirements

 Email – notice of meeting
 Draft Meeting Agenda
 Meeting Agenda
 Meeting calendar invitation -screenshot
 Screenshot of folder with relevant files
 Draft meeting minutes
 Meeting Minutes
 Email – distribution of meeting minutes
Demonstrated ability to: ☐ ☐ ☐

 Identify the type of meeting being
organised and its purpose
 Identify and comply with any legal or
ethical requirements
 Identify requirements of the meeting and
its participants
 Make meeting arrangements in accordance
with meeting and participants requirements
This is evidenced by:

Student liaises with the trainer and assessor ☐ ☐ ☐
(Operations Manager) to clarify the meeting
requirements. (Optional, if needed)
 Advise participants of meeting details
 Prepare notice of meeting

DNS
 Prepare meeting agenda
 Check documentation for accuracy and
correct any errors
 Distribute documentation to participants
within designated timelines
 Prepare spare sets of documents

 Meeting Agenda
 Take notes with the required speed and
accuracy to ensure an accurate record of
the meeting

 Participation in the meeting in week 4 of
class
 Meeting minutes
Note: trainer and assessor to validate student’s

participation in the meeting and provide
feedback in the right column.

 Produce minutes that reflect a true and
accurate account of the meeting
 Check minutes for accuracy and submit for
approval by the nominated person

 Meeting Minutes
Student liaises with the trainer and assessor ☐ ☐ ☐

(Operations Manager) to check the meeting
minutes before saving the final version of the
minutes.
 Dispatch copies of minutes within
designated timelines

DNS

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:

Table of Content
Student Declaration................................................................................................................................................2
Task 2 – Organise meetings..............................................................................................................7
Task 2.1 Make meeting arrangements...........................................................................................................13
Task 2.2 Prepare and distribute documentation for meetings.............................................................15
Task 2.3 Record and produce minutes of meetings..................................................................................17
Appendix 1 – Scenario.......................................................................................................................21
Appendix 2 – Staff Calendar............................................................................................................22
Appendix 3 – Draft Conference Program....................................................................................24
Appendix 4 – Meeting Policy and Procedures...........................................................................26

Task 2 – Organise meetings
Task summary and instructions
What is this You are the Administration and Project Officer at Grow Management
assessment task Consultants; you are responsible for organising all meetings.
about? The Operations Manager has sent an email (Appendix 1) to advise of
the arrangements for the meeting about the draft conference
program in October 2020.
To complete this task, please refer to Appendix 1,2,3 and 4 –

Scenario and Information at the end of this assessment document.
This task comprises of product-based assessment methods and

observation in a simulated work environment.
You are required to:
 Make meeting arrangements

 Prepare and distribute documentation for meetings
 Record and produce minutes of meeting
It has been designed to evaluate your ability to:
 Identify the type of meeting being organised and its purpose

 Identify and comply with any legal or ethical requirements
 Identify requirements of the meeting and its participants
 Make meeting arrangements in accordance with meeting and
participants requirements
 Advise participants of meeting details
 Prepare notice of meeting, agenda and meeting papers in
accordance with meeting requirements
 Check documentation for accuracy and correct any errors
 Distribute documentation to participants within designated
timelines
 Prepare spare sets of documents
 Take notes with the required speed and accuracy to ensure an
accurate record of the meeting
 Produce minutes that reflect a true and accurate account of
the meeting
 Check minutes for accuracy and submit for approval by the
nominated person

 Dispatch copies of minutes within designated timelines
You are required to address the following:

 Task 2.1 Make meeting arrangements
o Determine meeting requirements
o Prepare and distribute the notice of meeting
 Task 2.2 Prepare and distribute documentation for
meetings
o Prepare the meeting agenda
o Distribute the meeting agenda
o Prepare spare sets of documents
 Task 2.3 Record and produce minutes of meetings
o Take meeting minutes
o Finalise the meeting minutes
o Distribute the meeting minutes
What do I need to do  submit the completed assessment tasks, according to instructions,

to complete this task  complete the tasks with sufficient detail and present them in a
satisfactorily? professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this
assessment task you must satisfactorily address all of the
assessment criteria,
 if part of this task is not satisfactorily completed you will be asked
to complete further assessment to demonstrate satisfactory
performance.
Specifications You must deliver/participate in:

 Ask the trainer and assessor (Operations Manager) to clarify the
meeting requirements if needed
 Attend a meeting in week 4 of class
 Ask the trainer and assessor (Operations Manager) to check the
meeting minutes before saving the final version of the document.
You must submit to GOALS



 Meeting Agenda
 Meeting Minutes
Resources and • Computer with Internet access

equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment document
• Relevant policies and procedures provided in a separate folder
• Use of the templates included in this assessment document
What will the Your assessor will be looking for demonstrated evidence of your
assessor be looking ability to:
for?
o Identify the type of meeting being organised, its requirements
and its purpose
o Identify and comply with any legal or ethical requirements
o Make meeting arrangements in accordance with meeting and
participants requirements
o Prepare notice of meeting, agenda and meeting papers in
accordance with meeting requirements
o Check documentation for accuracy and correct any errors
o Distribute meeting documentation to participants within
designated timelines
o Produce minutes that reflect a true and accurate account of the
meeting
Re-submission You will be provided feedback on your performance by the Assessor.

opportunities The feedback will indicate if you have satisfactorily addressed the
requirements of each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain why, and provide
you written feedback along with guidance on what you must
undertake to demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You have the
right to appeal the outcome of assessment decisions if you feel that
you have been dealt with unfairly or have other appropriate grounds
for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task
or if you have any learning issues or needs that may hinder you when

attempting any part of the assessment.
Procedures
1. Review the assessment scenario, the business documentation, including policies and
procedures and the templates provided:
o Appendix 1 – Scenario
o Appendix 2 – Staff Calendar
o Appendix 3 - Draft Conference Program
o Appendix 4 – Meeting Policy and Procedures
at the end of this document
o Policies and Procedures – provided in separate folder
o Templates:
 1 – Email in Task 2.1
 2 – Meeting Agenda in Task 2.2
 3 – Meeting Minutes in Task 2.3
2. Read the scenario in Appendix 1 at the end of this document. Additionally, review the staff
calendar (Appendix 2), the conference program (Appendix 3) and the Meeting Policy and
Procedures (Appendix 4).
3. Address the following:

o Identify the type of meeting being organised and its purpose
o Identify and comply with any legal or ethical requirements
o Identify requirements of the meeting and its participants
o Make meeting arrangements in accordance with meeting and participants requirements
o Ask the trainer and assessor, who will play the role of the Operations Manager at Grow
Management Consultants in a simulated work environment, to clarify the meeting
requirements if needed
4. Complete the table with the meeting requirements
5. Develop a notice of meeting in the form of an email:

o The text of the email should be in grammatically correct English, written in an appropriate
(polite, business-like) style.
o The body of the email will constitute your notice of meeting.
o It should introduce the meeting and give its date, time and place.
o The email text should also give the relevant technology requirements for the meeting.
o Ensure that your notice of meeting is sent within the timeframe as set out in the Meeting

Procedures
Policy and Procedures (Appendix 4)

o Use the template provided (Template 1)
6. Develop the agenda for the meeting according to the Grow Management Consultants’
Meeting Policy and Procedures (Appendix 4), and as set out in the scenario information.
o The agenda should clearly show the date and time for the meeting, as well as the items
for discussion as per the scenario information and meeting policy and procedures.
o Use the Meeting Agenda Template (Template 2) to guide your work.
7. Once you have completed a draft of your agenda, save it as Draft Meeting Agenda
o Make sure that Track Changes is enabled for the document, then proofread it, tracking all
of your changes.
8. Submit the Draft Meeting Agenda with the tracked changes and your notes (use word
comments) as evidence that you have proofread your Agenda.
9. Once you have thoroughly proof-read your meeting agenda, for spelling, grammar and
formatting, accept the changes, delete the comments and produce your final version of the
Agenda. Save this as Meeting Agenda.
10. Submit the Proofread Meeting Agenda with your assessment.
11. Distribute the Meeting Agenda via Outlook or Gmail Calendar invite:
o The text of the invite should be in grammatically correct English, written in an appropriate
o The body of the invite (called description in Gmail) will constitute your instructions about
reading the Agenda and the Conference Program attached.
o Mention again the meeting date, time and place in the body of the invite.
o Ensure that the agenda is sent within the timeframe as set out in the Meeting Policy and
Procedures (Appendix 4)
o Note: you don’t need to send the invite, but you have to complete all the sections of the
calendar invite and take a screenshot.
o Copy and paste the screenshot in the assessment document where required.
12. Good sustainability practices in business, dictate that the use of paper should be minimised.
However, you should be ready to provide attendees with spare soft copies of the meeting
agenda and the conference program if needed.
Save the Meeting Agenda and the conference program in a folder and take a
screenshot of the folder to evidence that you are prepared to provide spare soft copies of the
documents to the attendees if required. Copy and paste the screenshot in the assessment
document where required.

Procedures
13. Participate in a meeting in week 4 of class:
Before the meeting:

o Organise two other students to play the roles of the management consultants in
attendance (Assume that Bob is attending via Skype).
o Advise participants that you can send them the meeting agenda and the conference
program via email if anyone has not brought theirs along.
o At the meeting, the staff will discuss the proposed conference program and you will need
to take notes of the meeting as per the requirements of the minute’s section of the
meeting policy and procedure, including:
 Using a laptop to record notes in the Meeting Minutes Template (Template 3)
 Taking clear and accurate notes to use to develop the minutes (your assessor will
check this during the meeting)
 Ensuring that you follow the discussion at all times so that nothing is missed.
 Where you are not sure of a point made, asking the meeting participant to repeat
what they said
During the meeting, demonstrate effective communication skills including:

o Speaking clearly and concisely
o Using non-verbal communication to assist with understanding
o Asking questions to identify required information
o Responding to questions as required
o Using active listening techniques to confirm understanding
The trainer and assessor will observe your participation in the meeting and provide feedback in
the marking sheet.
If you are absent from class, it is your responsibility to make alternative arrangements with the
trainer and assessor.
14. After the meeting write up the draft of the meeting minutes:
o Minutes should be written clearly and concisely and reflect key points.
o They must also be saved in the required format as set out in the Meeting Policy and
Procedures.
o Use the Meeting Minutes Template (Template 3) to guide your work.
15. Once you have completed a draft of the minutes, save it as Draft Meeting Minutes
Make sure that Track Changes is enabled for the document, then proofread it, tracking all of your
changes.
16. Submit the Draft Meeting Minutes with the tracked changes and your notes (use word

Procedures
comments) as evidence that you have proofread your Meeting Minutes.
17. Once you have thoroughly proof-read your meeting minutes, for spelling, grammar and
Agenda.
18. Ask the Operations Manager (the trainer and assessor) to quickly review the meeting
minutes before saving them in their final version.
19. Save the final version as Meeting Minutes.
20. Submit the Proofread Meeting Minutes with your assessment.
21. Distribute the meeting minutes via email:

o The text of the email should be in grammatically correct English, written in an appropriate
o The body of the email will inform attendees about the meeting minutes attached.
o Ensure that your email is sent within the timeframe as set out in the Meeting Policy and
o Use the email template provided (Template 1).
Complete the following activities:
Task 2.1 Make meeting arrangements
Read the scenario in Appendix 1 at the end of this document. Additionally, review the staff calendar
(Appendix 2), the conference program (Appendix 3) and the Meeting Policy and Procedures (Appendix
4).
A) Meeting requirements
 Identify the type of meeting being organised and its purpose

 Identify and comply with any legal or ethical requirements
 Identify requirements of the meeting and its participants
 Make meeting arrangements in accordance with meeting and participants requirements

 Ask the trainer and assessor, who will play the role of the Operations Manager at Grow
Management Consultants in a simulated work environment, to clarify the meeting
requirements if needed
Complete the table below:
Type of meeting
Purpose of the meeting
Legal and ethical
requirements
Advice on how to comply
with legal or ethical
requirements
Meeting requirements
Participant requirements
Suitable date and time for
the meeting
Technology requirements
B) Notice of meeting
Develop a notice of meeting in the form of an email:

 The text of the email should be in grammatically correct English, written in an appropriate
 The body of the email will constitute your notice of meeting.
 It should introduce the meeting and give its date, time and place.
 The email text should also give the relevant technology requirements for the meeting.
 Ensure that your notice of meeting is sent within the timeframe as set out in the Meeting
Policy and Procedures (Appendix 4)
Use the email template provided below.
Template 1 -Email template
Email to Attendees
To:
Cc:
Bcc:
Subject:
Date email is sent:

Attachments:
Task 2.2 Prepare and distribute documentation for meetings
A) Meeting Agenda
Develop the agenda for the meeting according to the Grow Management Consultants’ Meeting
Policy and Procedures (Appendix 4), and as set out in the scenario information.
 The agenda should clearly show the date and time for the meeting, as well as the items for
discussion as per the scenario information and meeting policy and procedures.
 Use the Meeting Agenda Template (Template 2) to guide your work.
 Once you have completed a draft of your agenda, save it as Draft Meeting Agenda
 Make sure that Track Changes is enabled for the document, then proofread it, tracking all of
your changes.
 Submit the Draft Meeting Agenda with the tracked changes and your notes (use word
comments) as evidence that you have proofread your Agenda.
 Once you have thoroughly proof-read your meeting agenda, for spelling, grammar and
Agenda. Save this as Meeting Agenda. Submit the Proofread Meeting Agenda with your
assessment.
Use the template provided below.
Template 2 -Meeting Agenda
Meeting Agenda
Meeting Date:

Meeting
Time/duration:
Meeting Location:
Attendees:
Chair:
Please bring &/or

read:
Agenda Items Time Allocated
1 Welcome and apologies
B) Distribute the meeting agenda
Distribute the Meeting Agenda via Outlook or Gmail Calendar invite:

 The text of the invite should be in grammatically correct English, written in an appropriate
 The body of the invite (called description in Gmail) will constitute your instructions about
reading the Agenda and the Conference Program attached.
 Mention again the meeting date, time and place in the body of the invite.
 Ensure that the agenda is sent within the timeframe as set out in the Meeting Policy and
Take a screenshot of the invite and copy it below:
Note: you don’t need to send the invite, but you have to complete all the sections of the calendar
invite and take a screenshot.
C) Prepare spare sets of documents
Good sustainability practices in business, dictate that the use of paper should be minimised.
However, you should be ready to provide attendees with spare soft copies of the meeting agenda
and the conference program if needed.
Save the Meeting Agenda and the conference program in a folder and take a screenshot of the
folder to evidence that you are prepared to provide spare soft copies of the documents to the
attendees if required.
Copy and paste the screenshot below:
Task 2.3 Record and produce minutes of meetings
A) Participate in the meeting
You will be participating in the meeting in the role of minute taker in week 4 of class.

Before the meeting:
 Organise two other students to play the roles of the management consultants in attendance
(Assume that Bob is attending via Skype).
 Advise participants that you can send them the meeting agenda and the conference program via
email if anyone has not brought theirs along.
At the meeting, the staff will discuss the proposed conference program and you will need to take
notes of the meeting as per the requirements of the minute’s section of the meeting policy and
procedure, including:
 Using a laptop to record notes in the Meeting Minutes Template (Template 3)

 Taking clear and accurate notes to use to develop the minutes (your assessor will check this
during the meeting)
 Ensuring that you follow the discussion at all times so that nothing is missed.
 Where you are not sure of a point made, asking the meeting participant to repeat what they said
During the meeting, demonstrate effective communication skills including:
 Speaking clearly and concisely

 Using non-verbal communication to assist with understanding
 Asking questions to identify required information
 Responding to questions as required
 Using active listening techniques to confirm understanding
The trainer and assessor will observe your participation in the meeting and provide feedback in the
marking sheet.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer
and assessor.
After the meeting write up the draft of the meeting minutes:
 Minutes should be written clearly and concisely and reflect key points.
 They must also be saved in the required format as set out in the Meeting Policy and
Procedures.
 Use the Meeting Minutes Template (Template 3) to guide your work.
 Once you have completed a draft of the minutes, save it as Draft Meeting Minutes
 Make sure that Track Changes is enabled for the document, then proofread it, tracking all of
your changes.
 Submit the Draft Meeting Minutes with the tracked changes and your notes (use word
comments) as evidence that you have proofread your Meeting Minutes.
 Once you have thoroughly proof-read your meeting minutes, for spelling, grammar and
Agenda.

 Ask the Operations Manager (the trainer and assessor) to quickly review the meeting minutes
before saving them in their final version.
 Save the final version as Meeting Minutes. Submit the Proofread Meeting Minutes with
your assessment.
Use the templates provided below.
Template 3 -Meeting Minutes
Meeting Minutes
Date:
Time:
Place:
Attendees:
Apologies:
Item Description
1 Meeting purpose
Item discussed
2
Outcomes
Item discussed
3
Outcomes

Item Description
4 Meeting close:
Next meeting:
Time:
5
Date:
Place:
B) Distribute meeting minutes
Distribute the meeting minutes via email:

 The text of the email should be in grammatically correct English, written in an appropriate
 The body of the email will inform attendees about the meeting minutes attached.
 Ensure that your email is sent within the timeframe as set out in the Meeting Policy and
Use the email template provided below.

Template 1 -Email template
Email to Attendees
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
Appendix 1 – Scenario

Grow Management Consultants is a small consultancy company specialising in leadership development
services. Staff include the CEO (Paul Burns), Operations Manager (Sally Smith), two Senior
Management Consultants (Bob Downs and Jack Steel) and an Administration and Project Officer
(you). There are also two management consultant contractors (Jane Simms and Leander Duval)
working from the office at least 2 days a week each. All the management consultants travel
extensively across Australia, visiting clients.
Each year the company runs a Leadership Conference. This year’s conference will be held in October
2020 and planning has commenced. The Operations Manager wants to share ideas about conference
topics and to allocate roles and responsibilities in regard to organizing and running the conference.
As the Administration and Project Officer for the company, you are responsible for organising all
meetings. The Operations Manager has sent you the following email to advise of the arrangements for
the meeting about the draft conference program.
July 1, 2020
Dear Administration/Project Officer
As you know, we will be holding our annual Leadership Conference in October 2019 (Leading in the
twentieth century). I want to organise a meeting during the week commencing July 6th, 2019 to
discuss the conference program. I have a number of ideas I would like to share.
Can you please have a look at Bob and Jack’s calendars and identify a time during that week when we
could all meet as soon as possible. Please consider the opportunity for some attendees to participate
remotely. The meeting will need to be for 1 hour, maximum.
Organise coffee on arrival.
Please send an email to all staff as soon as possible advising them of this meeting in accordance with
our meeting policy and procedures. Please let them know what the meeting is about, and ask them to
come along with ideas for conference topics.
Please also advise them that we will be finalising the conference program at the meeting, as well as
allocating roles and responsibilities for organising the conferences. This will include organising a
suitable venue and the catering, as well as the conference speakers. I would also like to plan a series
of meetings over the upcoming months to ensure that we are keeping on track, and would therefore
like to discuss a schedule for these with staff.
Once all the arrangements have been made, I will need you to prepare an agenda with the draft
conference program attached to send out to staff as per the timelines specified in the meeting policy.
The meeting will mostly focus on the finalising the conference themes and I will also give all staff an
overview of the conference.

Please cc me into all correspondence with staff.
I’ve attached the draft conference program for you to send the agenda.
Thanks
Operations Manager
Appendix 2 – Staff Calendar
Grow Management Consultants
Staff calendars
Bob - July 2020
Mon Tue Wed Thurs Fri Sat Sun

1 2 3
6 7 8 9 10
Interstate Interstate Interstate Interstate Interstate

travel travel travel travel travel
13 14 15 16 17
Interstate Interstate
Interstate Interstate Interstate
travel travel

travel travel travel
20 21 22 23 24
10 am
staff
meeting
27 28
Jack - July 2020
Mon Tue Wed Thurs Fri Sat Sun

1 2 3
6 7 8 9 10
10 am
staff
meeting

13 14 15 16 17
20 21 22 23 24
10 am
staff
meeting
27 28
Appendix 3 – Draft Conference Program

Leadership Conference 2018: Leading in the twenty-first century
4 October 2020
9.30 am – 5.00 pm
9 – 9.30 am: Conference welcome

General Welcome: Grow Management Consultants’ CEO
Welcome to Country: Traditional Custodian

9.30 – 10.30 Keynote Speaker:
Grow Management Consultants’ CEO
LEADERSHIP TOPIC TO BE CONFIRMED
10.30 – 11 am: Morning Tea and networking opportunity
11 am – 12.30 pm: Presenter: TBA

12.30 to 1.30: Lunch
1.30 – 3.00 pm: Presenter: TBA

3 – 3.30 pm: Afternoon Tea and Networking opportunity
3.30 – 5.00 pm: Presenter: TBA

Appendix 4 – Meeting Policy and Procedures
Meeting Policy and Procedures

CG21: Meeting policy and procedures
Purpose
The purpose of these policy and procedures is to ensure that all meetings are organized and
conducted effectively according to established protocols.

Scope
Grow Management Consultants convenes a range of meetings, including regular staff meetings,
meetings to discuss specific projects or issues, management meetings and client meetings. Such
meetings are considered
to be formal meetings. This policy covers formal meetings only.
This policy and procedure applies to all staff with responsibility for organizing meetings at Grow
Management Consultants.
Notice of meetings
A notice of meeting must be sent to all staff at least ten working days prior to the meeting except in the
case of emergency meetings.
This notice must be sent by the person organizing the meeting.
The notice is to be sent via email, addressed to participating staff members.

It must identify:
 The type of meeting (for example, face to face or teleconference)
 The purpose of the meeting and any additional requirements
 The place, date and time of the meeting.
 Advice that the agenda will be forwarded within three working days of the meeting.
Where a staff member is required to attend a meeting but is interstate visiting clients, teleconference
arrangements should be made for that staff member in order that they can attend the meeting.
These staff members are to be advised that they will be contacted via Skype and they are to ensure
they are available on Skype at the appointed time.
Staff members who are unable to attend are expected to respond via email advising that they are
unable to attend.
The notice of the meeting should also be used to remind staff of the Grow Management Consultants
meeting code of conduct as follows:
 Everyone is expected to be on time for the meeting.
 Meetings must be entered into all staff calendars to ensure that they are not forgotten.

 Mobile phones must be turned off in meetings.
 Laptops may only be used during the meeting to make notes or to refer to relevant sources of
information.
 Everyone’s point of view must be respected.

Every notice does not need to refer to each of the above points but staff should be reminded to review
this code regularly.
Meeting agenda
The purpose of an agenda is to inform the staff of when and where the meeting will be, as well as
what will be discussed and done at the meeting.
The person organizing the meeting must develop an agenda.
The Grow Consultants Meeting Agenda template must be used, ensuring that:
 Each agenda item is numbered
 Each agenda item is allocated an amount of time e.g. 9.00 am – 9.15 am and that this is
enough time for the item to be discussed.
 There is a short summary of what will be discussed under each agenda item.
Agendas must be saved according to the subject of the meeting and the date of the meeting. The
agenda will be saved in a specific project file or under a general file, such as “staff meetings”.
Agendas must be sent by email to each meeting participant at least three working days prior to the
meeting.
Meeting arrangements
Regular staff meetings are to be held in the Boardroom, which can seat up to 10 people.
Meetings will generally be up to around an hour. However, for longer meetings, those expected to last
longer than 2 hours, refreshments should be organised. Depending on the time of day this might be
breakfast, morning tea, lunch or afternoon tea.
A maximum cost of $10 per person is allowable for morning or afternoon tea or $15 for breakfast or
lunch.
All catering is to be organized through Crave Catering:

http://www.cravecatering.com.au
For client meetings involving more than 20 people, a venue must be organized.
http://venuemob.com.au/corporate-function-venues/melbourne
There will need to be a projector and screen for PowerPoint presentations.
Travel to the venue should be organized for all staff. Organise taxis through:
https://www.13cabs.com.au
Chairperson
A meeting must have a chairperson to chair the proceedings. This will usually be the person who
organizes the meeting and sends out the agenda. The chairperson is required to control the meeting
procedures and has the task of:
 nominating or requesting a staff member to take meeting minutes (see following section).
 making sure proper notice is given and that there is an agenda, listing all items that need to be
covered.
 checking (and, usually, signing) the minutes of previous meetings if applicable:
 keeping time (It is important that the meeting gets through its business in the allocated time)
 dealing with the order of business.
 facilitating discussion.
 keeping order.
 ensuring everyone has an opportunity to speak.
 limiting the amount of time each staff member can have to speak on a matter; and
 making sure that decisions are reached on issues that are discussed and that everyone
understands what the decisions are; and
 declaring the meeting closed.
Minutes
It is essential that accurate minutes of all meetings are taken as follows:
 At the outset of a meeting, the Chair is to nominate or request a staff member to take the
minutes of the meeting.

 A laptop and the Minutes Template is to be provided to the staff member taking the minutes.
 The staff member should be advised that minutes must be saved according to the subject of
the meeting and the date and saved in a specific project file or under a general file such as
staff meetings
 Minutes must be taken as follows:

o It is important that the minutes record any resolutions or decisions made at a meeting.
o Minutes should be as brief as possible without jeopardising accuracy and credibility of the
record.
o At the meeting, notes can be taken and formal meeting minutes written up afterwards as
set out in the timelines below. The Minutes Template can still be used for taking notes.
Notes must also be provided with meeting minutes.
o Attendances and any apologies must be noted. This is usually done at the beginning of a
meeting, although if people leave early or arrive late it is a good idea to also keep a note of
this in the minutes.
 Present previous minutes for approval if applicable. Often, draft minutes for the previous
meeting will be circulated in advance of the next meeting, giving people time to consider
whether the minutes accurately reflect their recollection of the meeting. Minutes should be
approved on the basis that they are a correct record of the meeting.
 Meeting minutes must be saved according to the subject of the meeting and the date of the
meeting.
 The meeting minutes will be saved in a specific project file (e.g. Conference Folder YEAR
folder or under a general folder such as Marketing Materials or such as staff meetings).
 Minutes must be provided by the minute taker to the Chair within 2 working days of the
meeting.
 Minutes will be distributed by the Chair to all attendees within 5 working days of the meeting.
This should be via email.


Assessment Task 2 - BSBADM405

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Assessment

BSBADM405 Organise meetings V2 2020 Page 2

◻ Student requested reasonable adjustment for the assessment

Completed successfully Comments

 Table addressing meeting requirements

Demonstrated ability to: ☐ ☐ ☐

This is evidenced by:

This is evidenced by:

BSBADM405 Organise meetings V2 2020 Page 3

This is evidenced by:

This is evidenced by:

Note: trainer and assessor to validate student’s

Demonstrated ability to: ☐ ☐ ☐

This is evidenced by:

Student liaises with the trainer and assessor ☐ ☐ ☐

BSBADM405 Organise meetings V2 2020 Page 4

This is evidenced by:

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

BSBADM405 Organise meetings V2 2020 Page 5

BSBADM405 Organise meetings V2 2020 Page 6

Task summary and instructions

To complete this task, please refer to Appendix 1,2,3 and 4 –

This task comprises of product-based assessment methods and

You are required to:

 Make meeting arrangements

It has been designed to evaluate your ability to:

 Identify the type of meeting being organised and its purpose

BSBADM405 Organise meetings V2 2020 Page 7

 Dispatch copies of minutes within designated timelines

You are required to address the following:

What do I need to do  submit the completed assessment tasks, according to instructions,

Specifications You must deliver/participate in:

You must submit to GOALS

 Table addressing meeting requirements

BSBADM405 Organise meetings V2 2020 Page 8

 Draft Meeting Agenda

Resources and • Computer with Internet access

Re-submission You will be provided feedback on your performance by the Assessor.

BSBADM405 Organise meetings V2 2020 Page 9

attempting any part of the assessment.

3. Address the following:

4. Complete the table with the meeting requirements

5. Develop a notice of meeting in the form of an email:

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Policy and Procedures (Appendix 4)

10. Submit the Proofread Meeting Agenda with your assessment.

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13. Participate in a meeting in week 4 of class:

Before the meeting:

During the meeting, demonstrate effective communication skills including:

BSBADM405 Organise meetings V2 2020 Page 12

comments) as evidence that you have proofread your Meeting Minutes.

19. Save the final version as Meeting Minutes.

20. Submit the Proofread Meeting Minutes with your assessment.

21. Distribute the meeting minutes via email:

Complete the following activities:

Task 2.1 Make meeting arrangements

 Identify the type of meeting being organised and its purpose

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Complete the table below:

Develop a notice of meeting in the form of an email:

Use the email template provided below.

Template 1 -Email template