BSBADM502 Manage meetings

Assessment Task 2 Cover Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this 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 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.
Student name

Student ID number

Student signature

Date

Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been carried
out according to the required assessment procedures.

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Student signature

Date

A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

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Assessment Task 2: Formal meeting project

Task summary
This assessment task requires you, in the role of Operations Manager, to prepare for and conduct a formal
meeting to discuss the program for the upcoming Leadership Conference for Grow Management
Consultants. This will include developing an agenda, and then conducting the meeting and checking and
distributing the minutes.

This assessment is to be completed in the simulated work environment in the RTO.

Required
 Access to textbooks/other learning materials
 Computer with Microsoft Office and internet access
 Meeting Policy and Procedures
 Meeting Agenda Template
 Draft Conference Program
 Meeting Minutes Template
 Space for a meeting and roleplay participants

Timing
Your assessor will advise you of the due date of these submissions.

Submit
 Email with Draft Conference Program and Meeting Agenda attached.
 Email to your assessor with the following attached:
o Meeting Minutes
o Revised Conference Program
o Screen shot

Assessment criteria
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 competence.

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

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Assessment Task 2 Instructions

Carefully read the following:

Grow Management Consultants is a small consultancy company specialising in leadership development

services.

Staff employed at Grow Management Consultants include the CEO (Paul Burns), Operations Manager
(you), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel) and an
Administration/Project Officer (Sally Smith).

There are also two management consultant contractors (Jane Simms and Leander Duval) who work from
the office at least 2 days a week each. All of 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 March 2018
and planning has commenced. The theme of the conference this year is Leadership Conference 2018:
Leading in the twenty first century and the idea is to have talks and workshops on the latest trends in, and
techniques for, leadership.

You (the Operations Manager) have developed a preliminary conference program that shows the overall
format and timing for the conference.

However, you have decided to call a formal meeting to:

 Discuss your own ideas for conference topics.
 Seek ideas for conference topics from staff for each of the allocated spots in the program.
 Arrange a suitable schedule of meetings to ensure that plans for the conference are regularly
discussed and actioned.
 Allocate roles and responsibilities in regard to organizing and running the conference, including:
o Identifying and organizing a venue for approximately 100 people,
o Organising catering for approximately 100 people
o Identifying suitable speakers
o Organising travel and accommodation for speakers
o Developing and printing marketing material

Complete the following activities:

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1. Develop a meeting agenda

Based on your review of the case study information above, as well as the Grow Management
Consultants Meeting Policy and Procedures and the Draft Conference Program, you are
required to develop an agenda for the meeting.

Use the Meeting Agenda Template to guide your work.

The agenda must:

 Clearly show the date and time for the meeting.
 Include the duration of the meeting (30 minutes).
 Include items for discussion as per the scenario information and meeting policy and
procedure.

Assume that the following staff will be attending the meeting:

 You (Operations Manager)
 Administration Project Officer (your assessor in the role of the minute taker)
 Senior Management Consultant (Bob Downs)
 Marketing Manager (Jack Steel)

The Administration and Project Officer will be roleplayed by your assessor, who will take notes
at the meeting. The other two staff will be roleplayed by two other students.

Each student roleplaying a staff member will be briefed by your assessor to research and make
notes on a topic for the conference for discussion.

Before attending the meeting, consider to whom you should allocate each of the required roles
and responsibilities for the conference (There is no right or wrong answer for this. You only need
to advise each staff member of their roles and responsibilities).

Save this document as Meeting Agenda.

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Meeting Agenda

Meeting Date: 20 March,2018

Meeting Time/duration: 30

Meeting Location: Sydney ,Australia

Attendees: 100

Chair: Paul Burns

Please bring &/or read:

Agenda Items Time Allocated

1 Welcome and apologies 2 minutes

2
13 minutes
What are the 21 century Leadership styles?

3 How can a manager apply this technique in work sector (especially

situation leadership model)? 10 minutes

4 Among all techniques how does situational leadership help both

operational manager and marketing manager? 5 minutes

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1. Identify leadership topics

Prior to the meeting, you are required to identify potential topics for the leadership conference by
reviewing and analysing information from the report Global Human Capital Trends 2017 at:
https://www2.deloitte.com/au/en/pages/human-capital/articles/global-human-capital-trends-
2017.html

Based on your interpretation of the information in the report, identify at least two ideas for
leadership topics. You should make notes (handwritten or typed) to speak from at the meeting
for two proposed conference topics and that include:
 Proposed conference topic title
 Summary of the content to be discussed.

When speaking about your ideas at the meeting, as a guide you will speak for 1 to 2 minutes on
each topic. Use the following example to guide you in developing your ideas and making notes
(this example has not been taken from the above report, it is an example only to help you write
down your ideas).

Example topic and information:

Mindful Leadership: Becoming a Mindful Leader by the Application of

Acceptance and Commitment Therapy (ACT) Principles.
ACT is an evidence-based approach that has been applied to clinical and
organisational settings. When used as a leadership model, the application of
ACT principles can assist managers in increasing work performance and
innovation while reducing work stress and work errors.
The presentation will introduce basic ACT principles and provide an introduction
to the qualities of being and acting as a mindful leader and person. Such
qualities include empathy and self-compassion.
This will be a practical session with the focus on teaching and applying
mindfulness techniques at work.

During the meeting, you need to be able to demonstrate that you can identify and interpret
information from complex texts. That is, that you can identify two topics based on the information
in the report, and then summarise the information in your notes for discussion at the meeting.
The example above provides an indication of the level of response required.

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Situational Leadership: No fixed leadership style

This theory is basically developed and studied by Blanchard and Hersey. They said that there is no
particular leadership style which a company needs to follow. It needs to make an adjustment according to
the situation. The situational leadership models identify four leadership styles. These are shown by the
following matrix:
High

supporting cocaching

situational
Supportive behavior Leadership style

Delegating Direecting

Low
Low High
.

Directive behaviour
Delegating: Employees need very low direction and low
supportive behavior.
Directing: Employees needs very much direction from the top authority besides because of competency he
needs less support.
Coaching: Employees need very much direction from the top authority as well as they need more support
because he has appointed as a novice in the company.
Supporting: Employees are highly proactive so they don’t need any direction from the top of company but
they don’t know proper way of conducting the Job so they need more support from the company.

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2. Send an email to staff (your assessor)

The text of the email should be in grammatically correct English, written in an appropriate (polite,
business-like) style.

It should introduce and summarise the contents of the attachments

Ensure that your email includes the date of the meeting within the body of the email to show that
you understand the designated timelines as set out in the Meeting Policy and Procedures.
Your assessor will advise you of the date and time for the meeting.

Attach the Draft Meeting Program and your meeting agenda to the email

Date:18 March,2018
TO: Assessor assessor.aia504@gmail.com
From: Mohisn mohsin.aia@gmail.com
Subject: Leadership conference
Dear sir,
Hope you are doing well. I am writing to you regarding the update of leadership conference. After working of
several days, we have completed all the necessary tasks of leadership conference and these are attached
in this E-mail. Please acknowledge me about it.
Please let me know if you have any further query to resolve.
Sincerely yours,
Mohsin
Attachment: Draft meeting program
Meeting agenda

3. Conduct the meeting

You are required to conduct the meeting in the role of the Chair.

Review the Meeting Policy and Procedures to make sure that you understand and can apply the
Chair’s role and responsibilities.

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Prior to the commencement of the meeting, ask the Administration and Project Officer (your
assessor) to take notes of the meeting so that you can prepare the minutes following the
meeting. Provide instructions for note taking as per the meeting policy and procedure. You will
be assessed on this. The Administration and Project Officer will write up their notes and provide
them to you following the meeting. Note that you should also take your own brief notes so that
you can check that all the meeting content was covered.

Chair the meeting in accordance with the company’s meeting policy and procedures for face to
face meetings, as well as meeting legal and ethical requirements. This is to include the
following:

Prior to the meeting

 Checking that the meeting space meets health and safety requirements as per
health and safety legislation. Your assessor will set up at least two hazards in the room
which you will be required to identify and then rectify.

At the outset of the meeting

 Introducing yourself and welcoming everyone.
 Making sure everyone has a copy of the agenda and draft conference program.
 Stating the purpose of the meeting.
 Advising of the timeframe for the meeting.
 Encouraging all team members to contribute.

Chairing the meeting including

 Keeping to the time frame as set out in the agenda e.g. wrapping up the discussion
when the time limit for the agenda item is reached.
 Gong through each of the agenda items in order.
 Keeping on track by ensuring everyone sticks to the agenda.
 Respecting everyone’s view and using active listening techniques.
 Making sure the meeting starts and ends according to the time in the agenda.
 Promoting ethical behaviour: at the meeting a staff member will raise an ethical
issue which you will need to respond to appropriately.

Leading the meeting according to your agenda, ensuring that:

 You share your own ideas for conference topics.
 You seek the ideas from the staff team, encouraging everyone to contribute.
 All ideas are discussed, and the conference program is agreed on. Note as there
will be one more idea than there are spaces in the conference program, you will need to
discuss this issue and facilitate a consensus.
 You achieve the meeting outcomes desired i.e. to finalise the conference program.
 You facilitate a consensus on the best day and time for conference meetings.
 You explain that the minutes of the meeting and a finalised conference program will
be sent to staff following the meeting

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During the meeting, you are required to 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

At the end of the meeting, notify the note taker that the notes of the meeting will need to be
provided to you within the timelines specified in the meeting policy and procedure.

Me: Good morning to all. I am Mohsin. The operational manager of Grow management consultants.
Participators: Good morning.
Me: I hope all of you get the copy of meeting agenda and draft conference program.
Participators: yes, we get.
Me: we have arranged this conference program with a view to distributing some knowledge about 21 st
century management style and gaining some knowledge from you people. We will talk some leadership style
that fits 21st century.
Participators: yes, we also want to gain some knowledge from you people.
Me: we hope that you will follow the rules and regulations of a conference and time frame.
Participators: yes, we will follow.
Me: Thank you so much. Firstly, I would like to call Mr. Paul Burns, the CEO of grow management
consultants, to give a welcome speech.
Paul Burns: Thank you so much for attending the conference. I hope that all of we learn something from
this conference. I hope all of you share your own idea in this conference. Thank you.
Me: Thank you, Mr. Paul Burns. Now I would like to call Mr. Bob Downs, a senior management consultant of
Grow management consultant.
Bob Downs: Thank you, Mr. Mohsin. Thank you all of the participators. We know that management is
important in our daily life. we always need to manage someone or something. In case of corporate world the
importance of management is very vital. The success of a company depends on a leader. The more efficient
the leader is; the more success the company achieves. With the passage of time the leadership styles
changes Now we are now all time no more follow the traditional Democratic, Autocratic or Free rein leader
ship style. we are now follow some new leadership styles such as Situational leadership style where we
follow leadership style as per the events. Thank you so much for listening my speech with a great patience.
Me. Thank you, Mr. Bob Downs. Now I like to call Jack steel to say something.
Jack steel: Thank you Mr. Mohsin. Management means some decisions need to be taken. Though
Marketing and management are different branch of studies, both are some way interrelated. But how? Being
a marketing manager I need to manage my department and in this case I need to follow some leadership
styles and I follow to situational leadership style which is compatible with 21 st century leadership styles.
Thank you
Me: Thank you, Mr. Jack steel. You people have anything to ask?
Participators: No.
Me: so I would like to call off the meeting. A buffet lunch has been arranged for you people. please have
lunch. Thank you so much for participating.

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4. Prepare meeting minutes

Review the notes of the meeting provided by the minute taker (your assessor) and then prepare
detailed meeting minutes based on the notes provided.

Use the Meeting Minutes Template to guide your work.

You are required to check that the minute taker has taken a true and accurate record of the
meeting, as well as proof reading for any spelling and grammar mistakes.

Save this document as Meeting Minutes.

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This document is Meeting Minutes Template.

It is part of the supporting assessment resources for Assessment Task 2 of BSBADM502.

Grow Management Consultants

Meeting minutes

Date: 20 March .2018

Time: 30

Place: Sydney ,Australia

Attendees:
100
Apologies:

Item Description
Meeting purpose: with a view to achieving some knowledge about 21 st century
1
management knowledge and some important leadership strategy .
Item discussed: Importance of management knowledge in 21st century

2 Outcomes: we need to use our management knowledge properly to achieve our goals
effectively and efficiently.

Item discussed: situational Leadership model

4 Outcomes: There is no particular leadership style. Leadership style depends on the

situation.

5 Meeting close: No alternative of good management style to reach the goals

Next meeting: How could we bring more Job satisfaction among our workers ?
Time: 30
6
Date: 20 March,2019
Place: Melbourne ,Australia

Minute taker: Administrative and project officer

Signed:
Sally Smith
Name:

Date: 20 March ,2018

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5. Update the conference program

Write the conference program according to the ideas finalised at the meeting. This will show that
you have correctly reported on the outcomes of the meeting.

Use the Draft Conference Program to guide your work.

Save this document as Revised Conference Program.

Grow Management Consultants

Leadership Conference 2018: Leadership style in 21 st century

20 March,2018
10:30 to 11:00am

9:30 to 10:00am: Conference welcome, CEO, Grow Management Consultants

10:00 to 0:30am: breakfast

10:30 to 10:32am: LEADERSHIP TOPIC TO BE CONFIRMED

Keynote Speaker: CEO of Grow Management Consultants

10:33 to 10:45am: what are the 21st century leadership styles

10:46 to 10:54am: some modern management styles especially Situational leadership style.

10:55 to 11:00am: some decisions how management can be applied to marketing.

11:00 to 12:00pm: some informal discussion

12:30 to 1:00pm: Lunch

6. Take a screen shot of your folder and files.

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You should create a folder and save all documents associated with the meeting in this folder.
This will demonstrate that you can save meeting documents according to requirements.

You are required to demonstrate that you can file all of your records in a logical structure.
Ensure that you have an overall folder for your work, as well as sub folders if necessary.
All of the documents you have submitted for this assessment task should be correctly named
and filed.

The screen shot should show all the folders and documents.

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7. Send an email to staff (your assessor)

The text of the email should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
It should include a brief summary of the outcomes of the meeting (3 to 4 points) and direct the
recipient to read the attached minutes and conference program.

Attach the following to the email:

 Meeting Minutes
 Revised Conference Program
 Screen shot

The minutes must be sent to staff within the designated timelines as specified in the Meeting
Policy and Procedures.

Date :21 March,2018

To: Assessor assessor.aia05@gamil.com
From: Mohsin < Mohsin.aia@gmail.com>
Subject: outcomes of the leadership conference
Dear sir,
Hope you are doing well. I am writing to you regarding the update of the leadership outcome. From
this leadership program we have gained knowledge about the latest management issues and how
could we overcome those issues besides we have learnt new concept of situational leadership and
its dimensions. This programs have encouraged us participates. I am looking forward for a meeting
to discuss further issues.
Please let me know if you have any query to resolve
Yours faithfully
Mohsin

Attachment:
1. Meeting minutes
2. Revised Conference Program
3. Screen shot

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Assessment Task 2 Checklist

Student’s name:
Completed
Did the student: successfully Comments
Yes No
Develop an agenda that includes the purpose of the
meeting using the Grow Management Consultant’s
Agenda Template?
Follow the Meeting Policy and Procedures regarding
developing the agenda?
 Ensuring that each agenda item is numbered
 Allocating a sufficient amount of time for each
agenda item
 Saving the agenda according to the subject of the
meeting and the date of the meeting and under the
Conference meetings folder.
Send agenda and conference program via email to
each meeting participant at least three working days
prior to the meeting?
Identifies and interprets information from the report
Global Human Capital Trends 2017 so as to inform
possible conference topics?
Brief minute taker on taking of meeting notes
according to the meeting policy and procedure?
Check that the meeting space is safe so as to conform
with health and safety legislation and remove hazards
identified?
At the outset of the meeting, perform the
responsibilities of the chair?
Chairing the meeting as set out in the Meeting Policy
and Principles?
Leading the meeting according to the agenda?
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

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Develop formal minutes of meeting from transcribed

notes?
Check that transcribed notes represent a true and
accurate record of the meeting and update accordingly
in the final minutes?
Save the meeting minutes according to the subject of
the meeting and the date of the meeting and under
Conference meetings folder?
Correctly reflect meeting discussion in finalised
conference program?
Send minutes and final conference program via email
within required timelines?
Include in the final email a summary of the outcomes of
the meeting?
Store all meeting documents in relevant folders?

Task Outcome: Satisfactory  Not Satisfactory 

Assessor signature

Assessor name

Date

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