BSBADM405 Organise Meetings Assessment

Assessment 1: Short Answer Questions

Question 1
When holding meetings, it is important to use culturally appropriate communication
techniques. Explain, what this means.
Click here to enter text.

Question 2
Identify the essential components of meeting agendas and of minutes of meetings.
Click here to enter text.

Question 3
List three types of legislation which those attending meetings should have some
understanding of; and explain what a code of practice is and how it might affect
behaviour at meetings.
Click here to enter text.

Question 4
Outline organisational procedures are relevant to general meetings.
Click here to enter text.

Assessment 2 Case Study

As part of your recent internship with ABC Company, your CEO would like you to
become more involved in the organisation of corporate meetings. You are required to
make all meeting arrangements for a board meeting and responsible for coordinating
flights, accommodation and catering for the event, including the group breakfast. You
must also coordinate the documentation for this meeting.
You need to make sure that all information and documentation for the meeting is
distributed to attendees prior to the meeting and that you produce minutes from the
meeting outcome within organisational standards. You can find meeting details below:
ABC Company is overseen by a Board of Directors who meets quarterly to conduct the
company board meeting. Each board meeting is held at a different region’s head office.
The next board meeting will be held at ABC Brisbane office, located at 100 Sunny Street,
Brisbane. The meeting has been scheduled for 1st Sep and will start at 10am sharp. You

Page 1 of 3
received this task on 1St Aug. The meeting will be held in the boardroom and is likely to
last 6 hours, with a catered lunch. Attendees include:

External Attendees Attendees from ABC Company

 Robert Collins, Chairperson  Rose Hargreaves – Chief

(resides in Brisbane) Executive Officer
 Albert Wooles, Deputy  Aziz Singh – Finance Manager
Chairperson (resides in Brisbane)
 Gillian Smith (resides in  Fred Diallo – IT Manager (resides
Brisbane) in Brisbane)
 Janice Millar  Gina Harris – Human Resources
Manager
 Liz Hitchens – Marketing
Manager
 Johan Tines – Sales Manager

Requirements:

 All attendees outside of Brisbane require accommodation the night before the
meeting
 Robert Collins was recently in a bicycle accident and will require wheelchair
access for this meeting
 Janice Millar requires a kosher meal
 Representatives are expected to arrive the night before and make their own
dinner arraignments for that evening.
 Participants must attend a group breakfast
 Before each meeting, the regions must submit, in writing, any items they would
like discussed by the board
 Managers from the region hosting the meeting are invited to attend to deliver
presentations on any relevant initiatives
 Any additional items must be added to the agenda and circulated before the
meeting
 Other agenda items include a presentation of an economic research report by a
consultant on future areas for growth, discussion on staff movements and phase
2 of the enterprise bargaining agreement by the Human Resources Manager
 Sales and marketing to discuss ABC’s competitor MasterSystems
 A workplace health and safety report to be presented by the human resources
subcommittee
 A financial report outlining the profit and loss statement as at 31 st July and
detailing current performance against sales targets
 A decision on the purchase of table-based point of sale systems, held over from
the previous meeting, will be discussed as part of the information technology
report
 All meeting minutes need to be set out within 2 days after the meeting

Complete the following tasks:

1. Prepare a checklist of tasks that need to be completed prior to the meeting
taking place. Include the following in your checklist:

Page 2 of 3
  Arrangements that need to be made, including accommodation and
catering
 The dates for when the notice and agenda need to be sent and how you
will send them
 Time lines for when meeting documentation needs to be submitted to
you and distributed to attendees
 Time lines for completing each task
 Individual participant requirements
 Any organisational procedures you must follow when making the
meeting arrangements
Click here to enter text.

2. Prepare a draft meeting notice addressed to attendees. Also explain:

 The process for advising attendees accordingly
 The main objective for organising the meeting

Click here to enter text.

3. Prepare a full agenda for the meeting. Your agenda should include:
 Details of the meeting
 Names of all attendees and their presentation items
 A list of documents that need to be submitted by the various attendees
Click here to enter text.

4. Assume the sample video is the board meeting

(https://www.youtube.com/watch?v=wAr_t2OsEdc), you need to:
 Ask questions and listens to assessor’s responses to clarify
understanding
 Produce minutes that reflect a true and accurate account of the meeting
and get approval from assessor
 Calculate the time frame allowed after the meeting to produce and
dispatch the minutes under company policy
Click here to enter text.

Page 3 of 3