Assessment

Task 1
Manage meetings
BSBTWK503
Student Declaration
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according to the process explained to me
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◻ 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

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 Table of Content

Student Declaration................................................................................................................................................2
Task 1 – Knowledge Questionnaire................................................................................................5
Question 1...................................................................................................................................................................6
Question 2...................................................................................................................................................................7
Question 3...................................................................................................................................................................7
Question 4...................................................................................................................................................................7
Question 5...................................................................................................................................................................7
Question 6...................................................................................................................................................................8
Question 7...................................................................................................................................................................8

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Task 1 – Knowledge Questionnaire
What is this
assessment task
about?
What do I need to
do to complete this
task satisfactorily?
BSBTWK503 - Manage meetings V4 2021
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Task summary and instructions
This assessment is a written questionnaire with a mix of
objective and subjective questions.
The questionnaire is designed to meet the knowledge required
to meet the unit requirements safely and effectively.
The questions focus on the knowledge evidence required for
this unit of competency:
 meeting terminology, structures and arrangements
 responsibilities of the chairperson and key features of group
dynamics in relation to managing meetings
 key features of options for meetings including face-to-face
and virtual meetings
 methods for recording meeting notes including relevant
organisational requirements and conventions for type of
meeting
 Organisational procedures and policies regarding meetings,
chairing and minutes including identifying organisational
formats for minutes and agendas.
Your assessor will be looking for demonstrated evidence of your
ability to answer the questions satisfactorily, follow instructions,
conduct online research and review real or simulated business
documentation as instructed.
 submit your answers to the questions within the set
timeframe,
 answer all questions as instructed,
 answer all questions using your own words and reference
any sources appropriately,
 all questions must be answered satisfactorily.
It is advisable to:
 review the questions carefully,
 answer the questions using online research and the learning
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 Task summary and instructions

material provided for the unit and by reviewing real or

simulated relevant business documentation (such as policies
and procedures),
 further research the topics addressed in each question.

Specifications You must submit to GOALS the

 assessment coversheet,
 answers to all questions,
 references.

Resources and • computer with Internet access,

equipment • access to Microsoft Office suites or similar software,
• learning material.
Re-submission You will be provided feedback on your performance by the
opportunities 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 with 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 task.

Answer all the questions below:

Question 1

Outline the following meeting terminology, structure and arrangements regarding

meetings.

Terminology, structure Outline (20-50 words/item)

and arrangements
Agenda It is the list of activities which have to be outlined, discussed

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 Terminology, structure Outline (20-50 words/item)
and arrangements
and concluded by several individuals in a specific time period.
Brainstorming It is method of establishing different ideas and sharing
information in order to resolve some technical issues. In this
method, people usually present and gather different ideas and
conclude on a single platform.
Chair This person is the head of each and every meeting, who
provide very essential remarks in the middle and especially at
the end of the meeting.
Consensus It is a kind of an agreement on which all the individuals have
similar insight and they were agreed on a certain conclusion.
Minutes It is a key element of time, which has a certain importance.
Minutes play an important role in the recording of an essential
document.
Quorum It is a limited number of individual whose presence is quite
important in order to make some strong and valid decisions
for a specific company.
Meeting arrangements: Meeting arrangements is the setup of the necessary
Time equipment’s in order to conduct a suitable meeting. Time has
Estimated duration keen importance in order to schedule any type of meeting.
Venue Estimated duration is the calculated time period of the
Number of participants occurrence of meeting. Venue is the place where all the
Catering desired meeting and events were taken place. Number of
Equipment participants are those individuals which are invited to attend
the organized event and meeting. .Catering is the service of
providing necessary food item during and after the necessary
events and catering equipment usually include the teapots,
trays and jugs etc.
Meeting structure The plan of the desired meeting is commonly known as
structure. According to this plan and structure all the
decisions have taken place in respective manner.

Question 2

Outline the responsibilities of the chairperson.

(40-80 words)
If any type of meeting take place, so there are many responsibilities of the chairperson
which he or she have to manage before and during the meeting. The first and the most
important one is to manage the schedule of the meeting according the requirements of the
participating individuals. Another one is to follow the well-structured agenda and discuss
and conclude the relevant information for each requirement. The flow of the meeting must

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 be maintained and it is also the one of the responsibility of chairperson. It is the
responsibility of a chairperson to listen each participant’s ideas and conclude to the desired
result.

Question 3

Explain team dynamics in relation to managing meetings. (50-100 words)

The reputable team managed all the meetings in an essential manner because in each
team there is one individual who is very supportive during the entire meeting who motivate
every individual by positive attitude. Secondly there is another individual who clarify the
most essential but complicated information in a simple manner so that every team member
will easily cover-up and understand the main purpose of the meeting. In this way all the
individuals contribute in a different manner and build confidence in order to reach to
desired goal of the meeting.

Question 4

Briefly describe the following meeting formats:

Format Description (30-50 words/format)
Face-to-face Face to face meeting format is the most common format all over
the world. It is widely used in the present generation in order to
make stable and authentic decision for the betterment of their
own interest.
Teleconferencing It is the most popular one in the today’s world due to long
distance between many individuals. It is usually done with the
help of computer accessories and each and every individual can
take part in teleconferencing from any part of the world, but it
only include audio or audio-video.
Web-conferencing It is also known as video conferencing and it is mostly similar to
teleconferencing. In web conferencing both audio and video
features are available and any individual will communicate with
several other individual from all over the world.
Team building It is type of a meeting in which all the team members of a
meetings particular team take place and do brainstorming and exchange
ideas and conclude to a joint result.
Information-sharing Information sharing meeting occur between several individuals
meetings of family, friends, stakeholders and other reasonable persons on

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 Format Description (30-50 words/format)
the regular basis, so this will help many individuals to enhance
their skill level up to the mark.

Question 5

Outline two (2) methods for recording meeting notes.

(30-50 words/method)
Method Outline
record The one and the most important method of recording
meeting notes is to write the key points of the exchange
of information between the members and the desired
results which all the individuals conclude at the end of the
meeting. This method will be very helpful to the
participating individuals to recall the data of the particular
meeting.
reduce Another important method to record meetings notes is to
write the summary of the whole meeting and summarize
all the desired information in few lines. So, whenever any
participant of the meeting wants to recall the main
information of the meeting so he or she will see the
summary of that specific meeting in order to clear the
misconceptions of any relevant matter.

Question 6

Refer to the case study provided at the end of this assessment. Read the meeting
procedures for committee meetings at Learner’s University. Address the following:
Question Answer
List five (5) • Preparing the plan of the entire meeting.
responsibilities of the • Following the key requirements and purpose of the meeting.
Committee Chair. • Listen every individual ideas.
• Understand the most important issues.
• Reschedule the meeting in the case of cancellation.

List four (4) The chair person is responsible for these matters:
procedural matters • To keep the conversation of the individual on the track.
the Chair is • Locating which participant is not interested in the meeting.
responsible for. • Encourage the exchange of ideas of different individuals.
• Look in to each and every perspective of the meeting.

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 Question Answer

What does the • Informative ideas

Agenda commence • Productive actions
with? Lit three (3) • Remarkable feedbacks
items.

What is the process Extract the bullet points of the meeting which might b helpful for
to clear the draft the future.
minutes after a
meeting?
When does the Chair When all the individuals reached the desired destination of the
declare the meeting meeting.
open?
How does the The meeting starts with the purpose of that specific meeting.
meeting commence? Then the chair person introduce some of the bullet points and
List the essential then agenda of the meeting will be put forward by the head of
steps. the meeting.
How does voting The voting usually take place in order to conclude to the desired
work? results. In the voting process, all the individuals started a debate
and then vote for some specific idea in order to reach to better
conclusion. At last the votes will be counted and evaluated.

Question 7

Research 3 digital meeting software applications and provide a short description

of their features
(30-50 words/method)
digital meeting software Features
Google Meet It is the most common digital software of the today’s
world in order to communicate and learn different things
from several individuals all over the world. Here, one can
display and share information with others.
zoom It is quite similar to Google Meet, but the features are
formal as compared to the Google Meet. This is mainly
use for educational seminars, interviews, business
meetings and for some specific events. The purpose of
this platform is the exchange of informational and
personal data with certain security.
Skype This is used for both formal and informal communication.
This will provide better quality of audio and video to all
the individuals and it is mainly used in office work in order

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 digital meeting software Features
to communicate with other colleagues and senior staff
members.

Case study-Learner’s University L.U.

PROCEDURES
Objective
To ensure management and staff engage
in effective meetings, and records of said
meetings are stored and maintained.
PROCEDURES
Objective
To ensure management and staff engage
in effective meetings, and records of said
meetings are stored and maintained.
Policies and procedures for meetings

Objective:

To facilitate effective meetings between staff members, and store and maintain the meeting
recordings as per University’s guidelines.

Categories of meetings:

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Formal meetings are planned and are characterised by their topics, agendas, minutes, and a
chairperson.

Informal meetings are less planned and are usually conducted without formal minutes, a
chairperson, and a set agenda.

Responsibilities of a committee chair:

 Planning the meeting

 Preparing for the meeting
 Facilitating induction for participants
 Following the agenda
 Running the meeting
 Understanding the issues
 Meeting cancellations and rescheduling
 Manging/delegating the task of draft minutes
 Following up

Matters handled by a committee chair:

 Addressing team concerns

 Encouraging healthy debates
 Addressing lack of interest in the participants
 Handling diverse perspectives
 Avoiding belittling of ideas/suggestions
 Keeping discussion on track

Agenda

Meeting agendas include:

 Informational items - updates regarding a topic for the group

 Action items - items that the group will want to review during the meeting
 Discussion topics - items that the group will provide feedback on

Meeting minutes

Meeting minutes include:

 Date and Time of the meeting

 Names of the meeting participants
 Absentees

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  Voting outcomes
 Actions taken or agreed to be taken
 Next steps
 Next meeting date and time
 Time of adjournment

Process of writing minutes:

 Meeting minutes are drafted as per the University’s documentation standards and template.
 Draft minutes are submitted to the Chair for approval within 2 business days of the meeting.
 The Chair reviews the minutes to verify accuracy of the information as per the meeting’s
discussions and outcomes.

Meeting commencement

 The chair commences the meeting with a quick introduction

 The subject and the duration of the meeting are announced
 Rules of the meeting are established
 The agenda is presented, and the meeting is carried on

Voting

Many meetings at Learner’s university use voting to evaluate group consensus.

Voting Process:

 The chair is responsible for facilitating voting in the meetings.

 The question or topic is stated
 Debates are conducted
 Votes are called
 Using an appropriate voting method like Viva voice, voting is conducted
 The votes are documented, counted, and reported

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