Underpinning Knowledge 2

BSBADM502
Manage meetings
Underpinning Knowledge Assessment
Student Name:
Instructions to Students:
YOU ARE REQUIRED TO:

 Complete this page and ensure you accept, sign and date the student declaration on the Student Learning
Management System (LMS).
 Read through and follow all instructions provided.
 Answer all the questions. Keep in mind you are studying a Nationally Recognised Diploma level unit of
competency
BSBADM502 – Underpinning Knowledge

Assessment Federation Technology Institute Pty Ltd trading as Federation Technology Institute P a g e |1
Version: 2.1 – June 2020 ABN: 72 070 984 002 ACN: 070 984 002
RTO No. 5493
CRICOS Provider No. 02919C
 Your answers must reflect the depth of knowledge and understanding expected of a person who can work under
minimal supervision and competency requires a high level of judgement and decision making. This assessment is
to be conducted in a supervised classroom environment.
 You must complete your own work without assistance from other persons
 Your assessor will predetermine the timeframe for the assessment
 Submit your assessment to the Student Learning Management System (LMS) by the due date.
 Ensure your submission identifies your name, unit code and title.
PLAGIARISM AND COLLUSION:
Plagiarism is ‘a practice that involves the using of another person’s intellectual output and presenting it as one’s
own’. This includes the presentation of work that has been copied, in whole or part, from other sources (including
other students’ work, published books or periodicals, the Internet, unpublished works or unauthorised collaboration
with other persons), without due acknowledgement.
CONSEQUENCES OF PLAGIARISM AND

COLLUSION:
A student found to have plagiarised material will be instantly graded Not Yet Competent (NYC) and may be subject to
one or all of the following:
 Referral of the matter to the Academic Coordinator for: an intervention meeting, issuing of written warning,
clarification regarding assessment re-submission requirements and allocation of additional assessment tasks.
 Referral of the matter to the Director for: official disciplinary action by Federation Technology Institute and/or
suspension from the course.
Unit Description
This unit describes the skills and knowledge required to manage a range of meetings including overseeing the meeting
preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes.
It applies to individuals employed in a range of work environments who are required to organise and manage meetings
within their workplace, including conducting or managing administrative tasks in providing agendas and meeting
material. They may work as senior administrative staff or may be individuals with responsibility for conducting and
chairing meetings in the workplace.
No licensing, legislative or certification requirements apply to this unit at the time of publication.

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ASSESSMENT RULES ASSESSMENT SUMMARY UNIT OUTCOME
 For a student’s performance to

 This assessment task contains a  At the successful completion
be deemed satisfactory for the whole
series of problem-solving of all assessment tasks, a
unit of competence, they must
questions designed to allow Competent result will be awarded.
demonstrate satisfactory
students to demonstrate  The overall unit result and
performance in all tasks within
competence in the unit. feedback are recorded on the unit
this assessment.
 It contains a variety of question result summary on LMS.
 If part of a task is not
types to best demonstrate the
satisfactorily completed the assessor
student's Underpinning Knowledge
will arrange for the student to
of the subject
complete further assessment to
 Performance outcome will be
demonstrate competence.
indicated as Satisfactory or
 Students are permitted three
Unsatisfactory.
(3) attempts to demonstrate
competency.
 Overall student performance in
the unit is to be recorded as either
Competent or Not Yet Competent.

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ASSESSMENT
QUESTION 1
Define the following common meeting terms
Meeting Terms Definition
A call to order is the formal start to a meeting, usually initiated by the Chairperson, who declares,
Call to order
"The meeting will now come to order."
The Chairperson is in charge of ensuring that each meeting is well-planned, conducted in

Chairperson/Chair
accordance with the constitution, and that business is handled in a timely and efficient manner.
A point of order is raised when someone in a deliberative assembly meeting calls attention to a rule
Point of Order
breach.
Permanent Senate committees specialising in various topic areas and created under the Senate's
Standing committee
standing rules.
A quorum is the number of participants in a deliberative assembly who are required to conduct the
Quorum group's business.
A resolution is the ultimate form of a decision reached by voting on a motion, with or without
Resolution
amendments, during a meeting.

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Unanimous When a group or a decision is unanimous, it means that everyone is in total agreement
AOB is a heading on a meeting agenda that indicates that any topics that aren't listed separately can
Other business
be discussed at this time, which is normally at the end. 'Any other business' is abbreviated as AOB.
A meeting agenda is a list of activities that participants are hoping to accomplish during their
Agenda
meeting.
A motion is a request that the full board act or take a position on a topic. A motion should express a
Motion
decision in clear, self-explanatory words if it is approved.
Written record of everything that happened during a meeting.

Minutes
OFFICE USE ONLY:
S NYS Assessor to indicate how this professional judgement was made:
QUESTION 2
Discuss the need to establish a purpose for the meeting before making any other preparations
A meeting is a gathering of people who come together to discuss concerns, enhance communication, promote
coordination, or deal with any issues that are brought up on the agenda, as well as to assist in the completion of
tasks.
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QUESTION 3
Identify six (6) examples of a purpose for a meeting
1. Discussions
2. Feedback
3. Financial review
4. Business pitch
5. New product launch
6. Operational decision
OFFICE USE ONLY:
QUESTION 4
Describe the following options for meetings. Ensure you identify the benefits and drawbacks of each option
Option for meeting Description
Face-to-face
Benefits: Face-to-face communication allows efficiency in channeling of information
from the speaker to the listener. It allows the listener to not only hear information but
also observe carefully on the speaker’s body language, facial expressions, and
gestures.
Drawbacks: Ineffective in large meetings. Large meetings can be quite boring,

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especially in situations where a single person talks for hours. The larger the meeting
size, the more ineffective communication becomes because attendants easily lose their
concentration.
Teleconferencing
Benefits: Saves Time. It is possible to hold meetings on a very short notice. In
addition, there is no time spent traveling to the venue of a meeting as all meetings are
held through machines or Internet.
Drawbacks: It prone to technical challenges. Technical challenges can thus hit
teleconferencing systems at any time. This can lead to time wastage and other
inconveniences.
Web-conferencing and
Benefits: Keep workforce productive. Web conferencing allows you to work from a
the use of webcams
home office and still meet with your boss, staff or clients over the web. This can
reduce commuting time, cut down on office costs and increase productivity.
Drawbacks: There can be costs associated with maintaining and keeping up with new
technology and the quality can vary depending on the speed of the respective parties’
internet connections
OFFICE USE ONLY:

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QUESTION 5
Identify twelve (12) components you would include in a meeting agenda
1. Strategic topics
2. Title and purpose
3. Approval of agenda
4. Treasurer’s report
5. Committee report
6. Old business
7. New business
8. Executive sessions
9. Any other business
10. The desired outcome
11. Review
12. Next meeting date
OFFICE USE ONLY:

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QUESTION 6
Identify three (3) inclusions in an organisational policy for developing an agenda
1. the organisation's vision, goals, objectives and priorities.
2. business and performance plans.
3. systems, processes and requirements for quality assurance.
OFFICE USE ONLY:
QUESTION 7
Give three (3) examples of appropriate formats you could use for each of the following meeting styles
Meeting Style Appropriate Format
1. Points to be discussed.
General staff team meeting 2. Organizational goals.
3. Action items.
1. Reports from the Committee
Annual general meeting 2. Achievements
3. Discuss various business matters
1. Discuss a particular topic
Conferences 2. Innovative ideas
3. New information is exchanged among experts.

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1. workshop
Public meetings 2. hear a public speaker or proposed plan
3. work together to develop solutions
OFFICE USE ONLY:
QUESTION 8
Identify five (5) factors that should be considered when deciding on the style and structure of meetings
1. Establishment of Ground and Administrative Rules.
2. Action Items
3. Disputed / Arguable Items.
4. Responsibilities and Interests.
5. Clear and concise agenda of meeting.
OFFICE USE ONLY:

Assessment Federation Technology Institute Pty Ltd trading as Federation Technology Institute P a g e | 10
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QUESTION 9
Indicate if the most appropriate structure of meeting for each of the following meeting purposes. (The structure will
be either formal or informal)
Meeting Purpose Formal/ Informal
To develop business plans. Formal
To announce company profits to shareholders. Formal
To check the progress of a project with one member of the project team. Informal
To confirm daily work objectives. Informal
To plan the organisation’s next social club function. Informal
To elect new board members. Formal
To inform team members of planned maintenance to the building’s fire Informal

safety system.
To hear a staff grievance. Formal
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QUESTION 10
Give an example of the participants that would be invited to each of the following meeting purposes
Meeting purpose Participants

All manager department
A management meeting
Meeting Members
A team meeting
All committee members

Committee meeting
All staff
All staff meeting
Management team
Ad hoc project meeting
Board of directors
A board meeting
Chairperson
Performance appraisal meeting
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QUESTION 11
Identify three (3) key factors that should be included in an organisational procedure regarding notifying participants of
a meeting
1. Identify the purpose of the meeting.
2. Select the right participants.
3. Assign roles to participants
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QUESTION 12
Nominate three (3) organisational policies and procedures you must comply to when planning a meeting
1. Legal Requirements
2. Organisational Requirements
3. Code of conduct
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QUESTION 13
Identify ten (10) meeting arrangements should be confirmed prior to the meeting
1. booking an appropriate venue
2. organising appropriate communication technology
3. preparing relevant documentation for participants
4. scheduling the date and time for the meeting
5. organising a minute take
6. organising catering
7. organising accommodation and transport
8. organising appropriate communication technology
9. recording of meeting
10. Confirm the number of participants
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QUESTION 14
Nominate three (3) persons you might need confirm meeting arrangements with
1. Minute taker
2. Stakeholders
3. Chairperson
OFFICE USE ONLY:
QUESTION 15
Nominate five (5) meeting papers which should be despatched to participants prior to the meeting
1. notice of meeting
2. agenda
3. previous minutes
4. financial reports
5. chairperson's report
OFFICE USE ONLY:
QUESTION 16
Nominate four (4) designated timelines that you may have to comply with when despatching meeting papers before a
meeting
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1. project timelines
2. contractual obligations
3. statutory requirements
4. time frame
OFFICE USE ONLY:
QUESTION 17
Outline six (6) responsibilities of the chairperson
1. Ensures that all key and appropriate issues are discussed by the Board in a timely manner
2. Promotes effective relationships and open communication
3. Ensures that the Board plays a full and constructive part in the development
4. Ensures that the strategies and policies agreed by the Board are effectively implemented
5. Arranges informal meetings of the Directors at least annually
6. Ensures that there is effective communication with shareholders
OFFICE USE ONLY:
QUESTION 18
Nominate six (6) pieces of relevant legislation that the chairperson must comply with, to ensure the legal requirements
to managing meetings are met
1. award and enterprise agreements and relevant industrial instruments

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2. relevant industry codes of practice
3. Occupational Health and Safety legislation
4. codes of practice
5. equal opportunity legislation
6. Environmental legislation
OFFICE USE ONLY:
QUESTION 19
Identify four (4) ethical requirements a chairperson must adhere to
1. integrity
2. codes of practice
3. essential disclosure
4. awful compliance
OFFICE USE ONLY:
QUESTION 20
Nominate five (5) facilitation techniques a chairperson can use to ensure the meeting stays focused
1. Create an interactive agenda
2. Establish your meeting's purpose
3. Make space for everyone to contribute

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4. Facilitate conversation through questions
5. Unbiased objectivity
OFFICE USE ONLY:
QUESTION 21
Identify six (6) actions the chairperson can do to ensure the meeting is time efficient
1. Set the right agenda
2. Start on time and end on time.
3. End with an Action Plan
4. Summarize and assign responsibility.
5. Invite only those who will contribute to your success
6. Communicate your objectives and desired outcomes.
OFFICE USE ONLY:
QUESTION 22
Explain group dynamics in relation to managing meetings
When people are in groups, they frequently act differently than when they are alone. Group dynamics become a
force in your initiatives when you keep a work team of persons dedicated to a specific task. These connections are
frequently advantageous since they result in increased creativity, improved problem solving, and more energy.

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OFFICE USE ONLY:
QUESTION 23
Nominate three (3) actions the chairperson to ensure the meeting meets required outcomes
1. Allow flexibility and freedom of expression
2. Ensure quorum is present.
3. Ensure that proper minutes are taken
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Question 24
Nominate four (4) actions the chairperson can take to ensure participation, discussion, problem-solving and resolution
of issues
1. Encouraging all attendees to formally make contributions that are related to their needs, idea, and role.
2. Ensure equal participation in meetings.
3. Give people individual time to brainstorm.
4. Keep the meeting short
OFFICE USE ONLY:
QUESTION 25
Nominate the conflict resolution steps you would take to solve problems that arise in a meeting
Give everyone the time and opportunity to present their own perspective on events and to respond to any criticism.
It is vital that all parties can state their case and are listened to. Do not allow certain individuals to dominate the
conversation or bully more reserved colleagues. If one person is constantly talking over others, keep your questions
directed at the person being interrupted. Avoid Assumptions to allows for the possibility that your understanding is
wrong or incomplete. And it creates an opportunity for the conflicting parties to restate their cases and clarify
misunderstandings.
OFFICE USE ONLY:

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QUESTION 26
Nominate three (3) methods used to take meeting minutes
1. Discussion minutes
2. Action minutes
3. Verbatim minutes
OFFICE USE ONLY:
QUESTION 27
Identify ten (10) items that may be included in an organisational format for minutes
1. formatting from previous minutes
2. date of the next meeting
3. Any other business
4. reports
5. agenda items
6. correspondence
7. meeting details
8. organisation templates
9. title
10. Details of the participants
OFFICE USE ONLY:

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QUESTION 28
Identify three (3) pieces of information that you will brief the minute taker on prior to the meeting to ensure it is
accurately recorded.
1. Decisions that were made
2. Actions that need to be done
3. Follow-up
OFFICE USE ONLY:
QUESTION 29
Nominate ten (10) meeting conventions you must consider
1. quorum requirements
2. majority of members to agree
3. consensus required
4. casting vote for chairperson
5. conflict of interest provisions
6. voting procedures
7. moving and seconding formal motions
8. time limit on speakers
9. restricting discussion to agenda items
10. speaking through the chairperson

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OFFICE USE ONLY:
QUESTION 30
Discuss the importance of checking the transcribed meeting notes before distributing them
Kept for future reference. It prevents misunderstandings and inter-office conflicts from crippling productivity. It
helps people know what they have listened to. It allows everyone to keep track of everything and also helps
everyone to stick to the agenda.
OFFICE USE ONLY:
QUESTION 31
Nominate two (2) requirements that must be considered when formatting meeting notes
1. providing proper notice (time periods, content of notice and required recipients)
2. meeting quorums (minimum number of people present to make a meeting valid)
OFFICE USE ONLY:

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QUESTION 32
Discuss why it is important to distribute meeting minutes and other follow up documentation within designated
timelines
The reception of minutes on time offers adequate time to study them before the following meeting, increasing
meeting efficiency: Instead than spending the initial portion of each meeting examining the previous minutes in
detail, the majority of the legwork can and should be done weeks ahead of time via email.
OFFICE USE ONLY:
QUESTION 33
Identify four (4) considerations when storing minutes
1. Risks of thief or loss
2. Serve as a record of discussions for future reference
3. Provide “takeaways” for meetings that are informational
4. Supply reminders of action steps
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QUESTION 34
Identify three (3) pieces of follow-up documentation that may accompany the meeting minutes
1. Notice
2. Minutes
3. Agenda
OFFICE USE ONLY:
QUESTION 35
Nominate four (4) parties you may need to report outcomes of meeting to
1. CEO
2. Board of directors
3. Chief Executive
4. Secretary
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QUESTION 36
Nominate six (6) pieces of information that must be included when reporting outcomes within designated timelines
1. project timelines
2. financial reports
3. draft documentation
4. previous minutes
5. research reports
6. chairperson's report
OFFICE USE ONLY:

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BSBADM502 UNDERPINNING KNOWLEDGE ASSESSMENT RESULT
Assessor is to circle one outcome achieved by the student, either satisfactory or not yet satisfactory followed by comments
Outcome: SATISFACTORY
Assessor’s feedback or additional comments to the learner:
Student’s name:
Student’s signature:
Assessor’s name:
Assessor’s signature:
Date:
Outcome: UNSATISFACTORY
Assessor’s feedback or additional comments to the learner:
Aspects to be re-assessed have been discussed with student YES ☐ NO ☐
Feedback has been provided to student YES ☐ NO ☐
Coaching has been provided to student YES ☐ NO ☐
Student’s name:
Student’s signature:
Assessor’s name:
Assessor’s signature:
Date:

RTO No. 5493

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BSBADM502

YOU ARE REQUIRED TO:

BSBADM502 – Underpinning Knowledge

PLAGIARISM AND COLLUSION:

with other persons), without due acknowledgement.

CONSEQUENCES OF PLAGIARISM AND

one or all of the following:

suspension from the course.

chairing meetings in the workplace.

BSBADM502 – Underpinning Knowledge

 For a student’s performance to

 Overall student performance in

the unit is to be recorded as either

Competent or Not Yet Competent.

BSBADM502 – Underpinning Knowledge

Meeting Terms Definition

The Chairperson is in charge of ensuring that each meeting is well-planned, conducted in

BSBADM502 – Underpinning Knowledge

Written record of everything that happened during a meeting.

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

BSBADM502 – Underpinning Knowledge

Identify six (6) examples of a purpose for a meeting

5. New product launch

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

Option for meeting Description

Drawbacks: Ineffective in large meetings. Large meetings can be quite boring,

BSBADM502 – Underpinning Knowledge

held through machines or Internet.

Drawbacks: It prone to technical challenges. Technical challenges can thus hit

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

BSBADM502 – Underpinning Knowledge

Identify twelve (12) components you would include in a meeting agenda

2. Title and purpose

9. Any other business

10. The desired outcome

12. Next meeting date

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

BSBADM502 – Underpinning Knowledge

Identify three (3) inclusions in an organisational policy for developing an agenda

1. the organisation's vision, goals, objectives and priorities.

2. business and performance plans.

3. systems, processes and requirements for quality assurance.

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

Meeting Style Appropriate Format

General staff team meeting 2. Organizational goals.

1. Reports from the Committee

Annual general meeting 2. Achievements

3. Discuss various business matters

1. Discuss a particular topic

Conferences 2. Innovative ideas

3. New information is exchanged among experts.

BSBADM502 – Underpinning Knowledge

Public meetings 2. hear a public speaker or proposed plan

3. work together to develop solutions

OFFICE USE ONLY:

S NYS Assessor to indicate how this professional judgement was made:

1. Establishment of Ground and Administrative Rules.