Manage meetings guide

BSBTWK503 Manage meetings
Assessments Guideline
Assessment 1
Question 1
Provided below are four common terms used when managing meetings. Briefly describe each using your own
words.
Meeting Term Description

Notices are documents that advise meeting
attendees of your plans to hold a meeting. Participants
are frequently notified in advance to allow them
enough time to prepare for your meeting.
a. Notice
Agendas are documents that are normally prepared

by the chairman or someone under the chairperson's
supervision. The topics that will be discussed in your
meeting are listed on the agenda. These documents
b. Agenda were created to aid your attendees in preparing for
your meeting and adhering to the meeting's
agenda.
Minutes are records that give a complete and

accurate account of what happened in a prior meeting.
This allows both the attendees and the chairperson to
see if all of the action items from a prior meeting have
c. Minutes been completed, or what status they are in.
Question 2
Briefly explain the following concepts that are integral to the structure of virtual and face to face meetings.
Virtual Meeting Explanation

The most appropriate meeting platforms for your
1. Choosing appropriate technology
meeting will be determined by your organization's
needs and your agenda. Skype, Zoom, and
Microsoft Teams are examples of popular virtual
conference services.
The behavior of your attendees will be guided by
2. Set ground rules
your ground rules. For example, you may advise
your attendees to arrive five minutes early for the
meeting so that everyone can connect and check
their audio and video.
Other suggestions include having participants mute
their lines until they are ready to speak, and having
everyone reveal their names before speaking.

Virtual meetings can lose facial expressions, tone
3. Communicate with using virtual reality
of voice, and body language, which means your
participants won't be able to pick up on vital
communication signs. When chairing a virtual
meeting, lead the conversation by asking each
individual to speak one at a time.

Face to Face Meeting
Explanation
Your agenda gives your meeting a structure and

a. Restricting discussion to agenda items
assists your guests in adequately preparing for it.
Discussing issues that are unrelated to your agenda
can perplex your attendees and cause your meeting
to become derailed, wasting everyone's time.
Having everyone speak in turn, similar to the

b. Speak in turn
virtual meeting, helps keep the conference
organized. Only speak when the floor is yours, and
only ask questions during the scheduled question
period. When someone else is speaking or asking a
question, don't interrupt them.

Meeting procedures are founded on democratic
c. Standing orders
ideals and the government by the will of the
majority. Establishing a defined set of meeting
procedures makes meetings more efficient and
successful. The main requirements are:
Decisions are made in accordance with democratic

principles.
Minority viewpoints are valued.
A few powerful individuals do not force their will.
Procedures can be simple or complex, depending on

your organization's needs. Standing orders are the
core meeting protocols that govern the methods
used to conduct meetings and arguments.
Question 3
Answer the following questions regarding arrangements for the meeting
a. Identify three consideration when arranging the venue
i. Hold meetings in locations where your participants have already made reservations or secured
lodging, if possible (i.e. a hotel). If the designated site does not provide accommodations or if the
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lodging is too expensive for attendees, find a less priced alternative nearby.

ii. Obtain audio-visual equipment if at all possible (in-house or from an outside contractor).

iii. If necessary, set up a reception area to help with registrations.
b. Identify two consideration for arranging pre-meeting documentation
i. What should people read and think about before the meeting?
ii. What is the estimated delivery time? This might be emailed together with the agenda.
Question 4
Identify the four items that are integral in a meeting agenda. Briefly explain the importance of each in
managing meetings. T
Agenda Items Explanation of Importance in Managing Meetings
a. Matters or business arising

Clarifies the main theme of the meeting.
from the minutes
b. Minutes of the previous

A brief official record of the business of the meeting.
meeting
c. Reports A minute-taker’s, coordinator’s or sub-committee’s report shows how
instructions at the
d. Welcome Starts the meeting with a welcome to the invitees.
Question 5
Explain each item for chairperson’s responsibilities in conducting meetings
Chairperson’s Responsibilities Explanation
It is necessary for them to schedule the time and make sure that all
participants receive the necessary information before the meeting.
a. Set the Agenda
They are responsible for the use of time, making sure that the actions
move the meeting forward and ensuring that the discussions lead to
decisions that can be enacted.
b. Lead the meeting
They are must effectively manage the people on committees and should
be able to develop them as well.
b. Maintain order
They are uses conflict to generate better solutions, and help participants
to learn and understand the agreed meeting processes.
a. Ensure fairness and

equality
Question 6
Using your own words, answer the following questions about group dynamics and its role in managing
meetings.
a. Define group dynamics in your own words.
Participants in meetings frequently adopt different roles and behaviors that have an impact on others. Group
dynamics are what we call them, and they may be both beneficial and detrimental. Positive group dynamics are
characterized by mutual trust.
b. Explain the positive way group dynamics can affect the management of a meeting.
Positive group dynamics are characterized by mutual trust. Members of the group work together to reach a
conclusion and keep each other accountable for carrying it out.
c. Explain negative way group dynamics can affect the management of a meeting.
Negative group dynamics, on the other hand, result in work being disrupted as a result of poor behavior. This
might involve a lack of trust among group members, which prevents the group from reaching a consensus.
Question 7
Complete each table below.
Identify the benefit of face to face and virtual meetings in relation to the categories listed below.
Face to Face Meeting

Allow easier understanding of a person’s message in
a. Reading body language instances where what they say
Help to provide sensitive feedback or bad news to

b. Resolving disputes individuals on a one-to-one basis
Avoid people multitasking, e.g. working on the

c. Retaining attention computer while attending the meeting there is a better
chance of getting attendees’ full attention.
Virtual Meetings
Usually relatively cheap to run.
a. Cost
Increase in productivity by saving on travel time to
b. Availability of participants the meeting, if people are not in the same location
Allow for immediate decisions to be made across

c. Reaching out to remote workers vast geographical distances
Assessment 2
Task 1: Establish and Verify Meeting Requirements

Please read carefully the instructions given on this task. The template below is the guideline only. You are required
to read the instructions to complete this task. Please ensure that you are to develop two Meeting Preparation
Checklists for each meeting to be conducted, which will be used in Task 2 and submitted as evidence for this
assessment.
MEETING PREPARATION CHECKLIST

Learner Name Marcos Queiroz
Workplace/Organisation Evolve, professional courses
Date Prepared 16/02/2022
Meeting Requirements
Purpose of Meeting Discuss changes for next year
Structure of Meeting Power Point Presentation
Type of Meeting Online Meeting
Achieve a better understanding of activities that will be performed in the coming
Intended Outcome
year.
Marcos Queiroz, Sarah Freitas, Agostinho Pontes, Susana Vieira.
Meeting Participants
Legal Requirements
Accessed Legislation Australian Human Rights Commission Act 1986
The Australian Human Rights Commission Act 1986 is a piece of legislation that details government obligations
under civil and political rights, discrimination, the rights of children, and the rights of physically and mentally
disabled persons.
Ethical Requirements
Accessed Document Codes of practice
Industry Codes of Practice provide practical guidance and advice on how to achieve the standard required by Acts
and regulations. Codes of practice are developed through consultation with representatives from industry, workers
and employers, special inter
Organisational Requirements
Accessed Document Evolve Organizational requirements
Responsibilities of Meeting Chairperson
As chairpersons, you must ensure that your participants have sufficient opportunity to contribute to the
discussion. You can do this by pausing regularly during discussions and asking each participant for their input.
Requirements for Notice of Meetings

The notice must be sent at least 3 days before the meeting and will contain the basic and essential information of
the meeting, including its theme, its topics and who is interested in attending the meeting.
Requirements for Meeting Agendas

Warm-up and greetings. Consider the brief ice breaker depending on how frequently the group meets. Even in an
online meeting, participants may be well served by an icebreaker. Review the meeting's purpose, agenda, and
expected outcomes and product.
Requirements for Meeting Minutes

Review, correct (if necessary), and approve the minutes of the prior meeting. Provide appropriate departmental
and company information that the team needs. Review progress on action items, action plans, and commitments.
Review group progress on goals.
Requirements for Meeting Papers

Meetings can be made more efficient by ensuring that participants are well informed. Sending all documentation
to be considered in advance of the meeting facilitates this. If the participants come prepared, time is not wasted
informing.
Responsibilities of Meeting Minutes Taker
The minute taker will be responsible for recording what was discussed in the session, giving priority to the items
presented on the agenda. You will be responsible for writing the minutes of meeting.
Timeframes for Distributing Meeting Documents

Agenda: 3 days before meeting. Minutes: 2 hours after the meeting. Notice: a week before the meeting.
Task 2: Develop and Distribute Meeting Agendas
In this task you are required to develop meeting agenda. You also need to use any agenda template according to the
organizational requirements. Please read carefully the instructions given on this task. The template below is the
guideline only. You are required to read the instructions to complete this task.
Below is the sample agenda template. You also can use the template provided on Bounce fitness Website:
Meeting Agenda
Purpose: Discuss next year activities
Date: 16/02/2022
Time: 14:00
Venue: Evolve conference room
Chair: Marcos Queiroz
Minute taker: Sarah Freitas
Attendees: Agostinho Fontes, Suzana Vieira
Agenda items
1. Welcome 5 min
Greetings and introductions to guests.
2. Last year's review 15 min
Looking back over the past year, we will remember the results achieved, problems faced
and failures detected.
3. What could we improve for this year? 10 min
List of unachieved goals from the previous year that we can revisit this year
4. Financial goals 10 min
Financial targets for this year, including earnings and dividends to shareholders.
5. Career path 10 min
Description of a new career plan to stimulate teachers.
6. New courses 15 min
New courses, focused on the technology area.
7. Teacher training 15 min
List of trainings that will be needed to train teachers for the new courses.
8. New staff 15 min
New administrative staff, teachers and general services.
9. Long term goals. 15 min
Goals that will be pursued this year to be achieved in the coming years.
10. Meeting close
Review of topics and farewell.
Task 3: Conduct the Meetings

In this task you are required to develop meeting minutes. You also need to use any meeting minutes template
according to the organizational requirements. Please read carefully the instructions given on this task. The template
below is the guideline only. You are required to read the instructions to complete this task.
Below is the sample meeting minutes template. You also can use the template provided on Bounce fitness Website:
Meeting Minutes:
Date and time: 16/02/2022 – 8:00
Attendees: Agostinho Fontes, Suzana Vieira, Sarah Freitas
Apologies:
Agenda items and discussions Action items/resolutions
1. Welcome -
2. Last year review Last year we achieved most of our goals,

but we can improve in terms of the
company's sustainability.
3. Career path New career plan rewards employees who

keep up-to-date with their knowledge and
responsibilities, through paid progression.
4. New courses and staff New courses in the area of technologies will
be implemented, including programming,
hardware and web design. To accommodate
the new courses, new professors and
administrative staff will be hired.
5. Long term goals Long-term goals include corporate fiscal

responsibility, sustainability and doubling
student capacity by implementing an online
platform.
6. Meeting close Review of topics and objectives for the year.
Time, date and location of the next Meeting: 16/08/2022 – Evolve meeting room
List of attachment: career_path.docx, new_courses.docx, review_2021.xlsx
Task 4: Meeting Follow Up Actions

In this task you are required to develop updated meeting minutes. You also need to use any meeting minutes
template according to the organizational requirements. Please read carefully the instructions given on this task. The
template below is the guideline only. You are required to read the instructions to complete this task.
Below is the sample meeting minutes template. You also can use the template provided on Bounce fitness Website:
Update Meeting Minutes:

Date and time: 16/02/2022 – 8:00
Attendees: Agostinho Fontes, Sarah Freitas
Apologies: Suzana Vieira
7. Welcome Greetings to all present
8. Last year review Last year we achieved most of our goals,

but we can improve in terms of the
company's sustainability.
9. Career path New career plan rewards employees who

keep up-to-date with their knowledge and
responsibilities, through paid progression.
10. New courses and staff New courses in the area of technologies will
be implemented, including programming,
hardware and web design. To accommodate
the new courses, new professors and
administrative staff will be hired.
11. Long term goals Long-term goals include corporate fiscal

responsibility, sustainability and doubling
student capacity by implementing an online
platform.
12. Meeting close Review of topics and objectives for the year.
Time, date and location of the next Meeting: 16/08/2022 – Evolve meeting room
List of attachment: career_path.docx, new_courses.docx, review_2021.xlsx

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BSBTWK503 Manage meetings

Meeting Term Description

Agendas are documents that are normally prepared

Minutes are records that give a complete and

Virtual Meeting Explanation

Your agenda gives your meeting a structure and

Having everyone speak in turn, similar to the

Decisions are made in accordance with democratic

Minority viewpoints are valued.

A few powerful individuals do not force their will.

Procedures can be simple or complex, depending on

a. Identify three consideration when arranging the venue

iii. If necessary, set up a reception area to help with registrations.

b. Identify two consideration for arranging pre-meeting documentation

Agenda Items Explanation of Importance in Managing Meetings

a. Matters or business arising

b. Minutes of the previous

d. Welcome Starts the meeting with a welcome to the invitees.

Chairperson’s Responsibilities Explanation

a. Set the Agenda

a. Ensure fairness and

a. Define group dynamics in your own words.

Face to Face Meeting

Help to provide sensitive feedback or bad news to

Avoid people multitasking, e.g. working on the

Allow for immediate decisions to be made across

Task 1: Establish and Verify Meeting Requirements

MEETING PREPARATION CHECKLIST

Requirements for Notice of Meetings

Requirements for Meeting Agendas

Requirements for Meeting Minutes

Requirements for Meeting Papers

Responsibilities of Meeting Minutes Taker

Timeframes for Distributing Meeting Documents

Task 2: Develop and Distribute Meeting Agendas

Venue: Evolve conference room

Chair: Marcos Queiroz

Minute taker: Sarah Freitas

Attendees: Agostinho Fontes, Suzana Vieira

Greetings and introductions to guests.

2. Last year's review 15 min

3. What could we improve for this year? 10 min

4. Financial goals 10 min

5. Career path 10 min

Description of a new career plan to stimulate teachers.

6. New courses 15 min

New courses, focused on the technology area.

7. Teacher training 15 min

8. New staff 15 min

New administrative staff, teachers and general services.

9. Long term goals. 15 min

10. Meeting close

Review of topics and farewell.

Task 3: Conduct the Meetings

Date and time: 16/02/2022 – 8:00

Venue: Evolve conference room

Chair: Marcos Queiroz

Attendees: Agostinho Fontes, Suzana Vieira, Sarah Freitas

Agenda items and discussions Action items/resolutions

2. Last year review Last year we achieved most of our goals,

3. Career path New career plan rewards employees who

5. Long term goals Long-term goals include corporate fiscal

6. Meeting close Review of topics and objectives for the year.