Assessment Pack BSBADM502 OD

Assessment Pack - OD
Diploma Leadership and Management

(BSB51915)
Unit: BSBADM502 – Manage Meetings
BSB51915| BSBADM502 Manage Meetings Page 1 of 10

Learner’s Guide | V 2.0 | Jun 2018
Macquarie Education Group Australia Pty Ltd t/a Macquarie Institute

RTO Code 91305 | CRICOS Code 02657J |Sydney, NSW
BSB51915 Diploma of Leadership and Management
BSBADM502 Manage Meetings
ASSESSMENT PACK - OD
Mode | Online Delivery Term 3 2020

Macquarie Education Group Australia Pty Ltd t/a Macquarie

Institute RTO Code 91305 | CRICOS Code 02657J |Sydney, NSW
BSBADM502 Manage Meetings
Supporting: BSB51915 Diploma of Leadership and Management; May also support other qualifications based on respective packaging rules
© Skillworks Australia Pty Ltd, 2018
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Assessment Plan
Assessments for this unit have been developed by taking into account assessment guidelines as provided in the
BSB Training Package and evidence requirements stipulated in this unit of competency. Assessment is an
ongoing process of gathering evidence to determine what each student/learner knows, understands and can
do in order to inform teaching and support learning of the intended curriculum.
The purposes of this assessment are;
 To collect evidences that demonstrate competency in the performance criteria of the unit and satisfy skill,
knowledge and employability skills requirements
 To provide feedback to the learners/trainees indicating the areas of improvement and
professional development
 To measure the effectiveness of the delivery plan and evaluate the learning outcomes
The required assessment criteria are provided in each assessment task for learner’s information.
Assessment Method
Assessment in this unit is based on assessment and evidence guidelines provided in the unit of competency
and the training package. The evidence is generated through summative assessment tasks. However, the role
of Formative Tasks is crucial in developing the required skills and knowledge in completing the summative
tasks. Formative tasks enable the trainers to evaluate their own delivery and adjust their facilitation based on
the outcomes from these tasks. The role of formative assessments is to improve learning and adapt to student
needs.
These tasks and activities usually take place throughout the unit and planned in accordance with the
summative assessment plan/schedule. The formative tasks are generally referred to as “Portfolio” tasks.
Portfolio is a collection of all the formative tasks completed during the learning sessions. The portfolio can be
used by students as an evidence of participation or example of work completed as part of their learning.
Formative tasks are not assessed.
For summative tasks, the following assessment methods are available to collect the aforementioned evidence
to demonstrate satisfactory performance in this unit;
 Written Assessment Tasks
 Practical/Analytical Tasks
 Test/Examinations
 Projects
 Observation
 Integrated Assessment
The Written Assessment Tasks and Tests have been developed to address various parts of Performance
Criteria as well as Required Knowledge.
The Practical Tasks are developed to demonstrate competence in Required Skills. These assessment tasks and
activities are mostly designed as in-class assessments, enabling the trainers to observe the work being
undertaken and completed (i.e. demonstration of a specific/required skill). Practical tasks may also include use
of online learning tools, equipment, activities, or use of software. Instructions for practical tasks are generally
provided within the task description. However, trainers/assessor may set certain conditions for conducting and
observing these tasks.
The Project (Individual or Group based) addresses various aspects of competency standard including
Performance Criteria, Required Skills and Employability Skills. The role of the project in assessment strategy is
to measure student/trainee competence as a form of Summative Assessment. It demonstrates the efficacy of
instructions and learning in the prescribed delivery period by assessing the overall performance of the
students/trainees for the purpose of grading/final results.
The Test/Exam is generally designed to test the Required Knowledge component of the unit of competency. It
may also be used to reinforce learning and test specific aspects of other part of competency where knowledge
of certain processes/procedures is required. A knowledge test may be verbal or written as specified in the task
description. Examinations are conducted under set conditions.
Observation forms part of in-class activities, participation in designated group processes, presentation and
provides an option where specific skills need to be demonstrated to the assessor.


Some of the assessments in this course may be used as Integrated Assessments; i.e. to use evidence created in
one unit/task to determine competency in another unit/task. The concept behind the design of the integrated
assessment is to limit repetitive tasks that test the same or similar competency elements in different units of
competency.
Submission of Work
Material submitted for assessment—Word processed or handwritten assignments, reports, essays, projects,
etc. must contain student’s name, ID (if available), address and contact details. Within the context of these
assessment tasks, the assessor fulfils the role of client, manager or supervisor, as applicable. Work submitted
for “approval” within this context must demonstrate care and attention to detail, such that the student
inspires confidence that the work is being undertaken competently.
Where soft copy/electronic files are submitted, students are encouraged to name the files according to
established procedure. This would typically include a course or unit code, assessment or submission code, and
in the case of multiple files an alphanumeric identifier. Multiple files may also be required to be submitted
within an enclosing folder (with similar, appropriate naming conventions) or archive format—e.g. zip or rar.
Follow submission guidelines in each assessment task for specific instructions.
Assessment Tasks and Schedule
# Assessment Task/Activity Type Assessment Method
1 Develop a Meeting Agenda Individual Written
2 Plan and Manage a Meeting Individual Written & Observation
3 Knowledge Test Individual Test
These assessment tasks/activities have been described in detail in the following section. Task schedule to be
advised by trainer/assessor based on the lesson and session plans.
Suggested Learner Resources
Pittampalli A., 2011, Read This Before Our Next Meeting, The Domino Project, Seattle
Henkel S.L and Lujanac M., 2007, “Successful Meetings: How to Plan, Prepare, and Execute Top-Notch Business
Meetings”, Atlantic, Ocala
Parker G.M., and Hoffman R., 2006, “Meeting Excellence: 36 Tools to Lead Meetings that Get Results”, John
Wiley & Sons, San Francisco
Barker A., 1999, “How to Manage Meetings”, Kogan Page, London
How to Run an Effective Meeting: http://www.bnet.com/article/how-to-run-an-effective-meeting/61211
Case Study: Small Group Meeting: http://meeting.psu.edu/cssmallgroup
General references: Effective Meetings:
http://www.cio.com.au/article/210428/eight_steps_more_effective_meetings_/
http://managementhelp.org/misc/mtgmgmnt.htm
http://www.effectivemeetings.com/meetingbasics/6tips.asp
http://www.howtodothings.com/business/how-to-plan-a-meeting
http://www.effectivemeetings.com/meetingplanning/agenda/agenda.asp
http://www.flyingsolo.com.au/marketing/sales-strategies/how-to-conduct-effective-meetings
http://www.ehow.com/how_3815_minutes-business-meeting.html
http://office.microsoft.com/en-us/templates/meeting-minutes-TC001018411.aspx
Misc. Videos and Online Channels
Khan Academy Channel https://www.youtube.com/user/khanacademy
#Education https://www.youtube.com/channel/UC3yA8nDwraeOfnYfBWun83g
TED Talks https://www.youtube.com/user/TEDtalksDirector/channels
Massachusetts Institute of Technology
https://www.youtube.com/user/MIT
Channel
Google for Education https://www.youtube.com/user/eduatgoogle
Referencing Guide: Harvard Referencing Generator:
http://www.harvardgenerator.com/
http://www.citethisforme.com/au/referencing-generator/harvard


6. Assessment Tasks
Assessment Task 1:
Assessment Task Develop a Meeting Agenda

Performance Criteria:
Outcomes Assessed 1.1, 1.2, 1.3
Also addresses some elements of required skills
and
knowledge as shown in the Assessment Matrix
Description:
An agenda is a pre-defined list of meeting items and activities, usually in a particular order with
specific time allocated for discussion. It helps organise and manage a meeting within available
time frame.
In this assessment task, you are required to develop an official meeting agenda for a formal meeting
of your choice. Think of a meeting topic that will make the meeting interesting and attractive to the
participants. You will need to define the purpose of the meeting and develop relevant agenda items.
The meeting agenda will also be used in the subsequent assessment tasks leading to an actual
meeting.
Your agenda will reflect;
 Type of meeting
 Location and purpose of the meeting (expected outcomes)
 Participants/attendees
 Items and activities of the meeting
 Time frame
Agenda should be prepared as a formal document in a format consistent with agendas for common
general or special purposes meetings. You may use a sample agenda as a guide with appropriate
referencing.
This task should be completed in presence of an assessor during a designated assessment schedule
within a training session. As this assessment task is given as a formative assessment, the
trainer/assessor may provide an opportunity for corrections/improvements as a feedback. Where
corrections/improvements are required, the students will be allowed to resubmit their works for
marking without any academic penalty. Only two such attempts will be allowed before a further


assessment is made on specific learning needs of the learner. If you have any learning difficulties or
constrains, discuss with your trainer/assessor at the earliest.
Assessment Criteria
The following assessment criteria will be used for marking this assessment task. Ensure that you
have addressed all of the criteria in your work.
 Meeting agenda reflects intended meeting purpose and type
 Agenda lists location and attendees/invitees
 Agenda items are clear, sequential and concise
 Agenda items are relevant to the purpose of the meeting
 Agenda items have time line and covered within the overall meeting time
 Agenda is prepared as a formal document consistent with common practices
 Cited external sources and completed in a designated session
Submission Guidelines:
This task must be prepared and submitted in a word-processed layout. Handwritten documents
cannot be accepted for this task.
Submit:
 Written agenda
Students should upload the assessment tasks on the MEGA Student Portal in the respective unit.


ANSWER
TASK 1
A. Meeting agenda reflects intended meeting purpose and type
This support the meeting and allow matters to be discussed in an appropriate way. It allows for
an effective results, clarity, and continuity of the meeting. For the meeting all the relevant
tasks and set out an order of proceedings. Before the agenda is created, research with the
potential team members of the meeting, management, and any associated parties should be
conducted. This will also lead who will attend the meeting.
Purpose of meeting
1. The setting of goals relates to company, individuals, and to the team. This leads a
company employee to boost decision making skills along with other management people.
2. This meeting types are very valuable for the internal and external participants as a
clarification tool for a range of business items.
3. Helps review the previous decision made during the last meeting.
4. A meeting requires information from its participants for the benefit of all concerned, but
mainly as a gathering of details for the chair.
5. Correspondence communication relating to both inward and outward communication. In
which letter or email is read out and if any decision needs to be taken a motion will be
moved and seconded by members in the group.
6. Participants in the meeting will represent the reports in a written form. It is very beneficial
to have the reports, the minutes of the previous meeting and the notice of meeting sent
out to team members involved.
7. Meeting information and objective are very for the team members as they lighten up the
lights with things to discussed at the specific mentioned location with date and time.
Type of meeting
1. Board meetings - Regular meetings, usually monthly or quarterly and according to the
organisation's procedure, to set goals, management reports, review progress and make
decisions for the organization
2. Staff meeting: - A staff meeting may be formal or informal depending on the nature of the
meeting and for staff members to have input into and report on a range of issues and
subjects.


3. Annual general meeting: - This meeting is highly structured, moderated, and formal,
usually follow procedures and comprehensive guidelines. It is where the directors of a
company or enterprise will meet with the shareholders. The style and format of an AGM
will usually be succinct and formal.
4. Extraordinary General Meeting (EGM) - The same principles regarding the running of an
AGM apply to this meeting type, with the purpose being that it is called upon to resolve
urgent matters in the time between the Annual General Meetings.
5. Committee meetings – It is a group of people who have been gathered to serve the
purpose of managing specific issues. Organizations can have many different committees,
each specializing in varying areas.
B. Agenda lists location and attendees/invitees

I have used organizational structure of company given in Adept owl simulated-
business policy manual to identify meeting participants who will participate in teach group to
fill the role of meeting participants. The complete list of all meeting’s participants has been
given below:
1. CEO
2. General Manager Operations
3. Manager Product Development
4. Distribution Manager
5. Manufacturing Manager
6. Manager Sales
7. Manager Finance
8. HR Manager
C. Agenda items are clear, sequential and concise

The topic that is analyzed and found as the comprehensive for this meeting is
“Training Needs for IT implication in all departments”. The topic is selected on the basis that
the IT implications have become necessary for all the organizations. Training is the procedure
for the organizations in which the changing and making for the organizations to the better
situations is required in all subjects particularly in IT (Ford, 2014; Silberman & Biech, 2015).
Mainly, the advantages and training needs are assessed by the managers for the respective
departments. Therefore, it has been fixed that the topic and agenda for the business meeting


must be trained so that the managers in the major departments will be able to assess the good
manners of the subordinates as polished and required as per the demands and requirements
of the job.
D. Agenda items
An effective agenda increases the productivity of the overall meeting because it establishes
expectations on what needs to occur before, during, and after a meeting. It helps get everyone
on the same page on the most important topics and enables the team to quickly address key
issues.
1. Informational items - sharing out updates regarding a topic for the group. For example, a
manager may provide an update on the year-end planning process.
2. Action items - items that you expect the group will want to review during the meeting. For
example, performance against a specific time period or trajectory on a product launch.
3. Discussion topics - items that you want the group to provide feedback on. For example,
collecting input on an upcoming commute policy change and questions that the team has
about it.
E. Meeting Objectives
1. To assess training need in all departments.
2. To communicate key issues in IT implementation in the departments and their benefits.
3. To discuss role of the trends and their implications for IT department.
4. To find the resources required in IT implication in all departments
F. Meeting agenda
Time required Item Type Action Decision
5-7 minutes Introduction of meeting Introduce & ask members to To provide the basic objective
write minutes for this training
15-20 minutes Need of training & its role in Providing presentation for the To provide the training need
organizational success training assessment plan for the
managers
25-30 minutes Understanding & analysis of Asking question and integration To support for the training
training needs in the status assessment and its analysis
departments


10-20 minutes Defining role Assessment for the resources & To provide the map for the
their budget allocation assessment and training role
Max 10 minutes Conclusion and objective’s Sum up the objectives & next the managers will
defining meeting communicate the meeting
minutes o their employees
G. Minutes of meeting
Meeting objectives: to provide the training needs assessment.
Attendance:
1. CEO
6. Manager Sales
7. Manager Finance
8. HR Manager
Key points:
The key points discussed are including the major points for the training, overall process of
training and their definition, analysis for the IT role in the training need assessment and
implications for the processing.
Action:
Training for the IT implementations will be drafted, training needs will be assessed and
analyzed, feedback will be taken after the practical implications of the training and
employee’s earning will be assessed after the performance analysis.
H. Required meeting papers
The following meeting papers will be required for the meeting which will be
distributed through email to all participants of meeting.
1. Minute meeting writing


2. Contracts and policies for the budget and training in organization
3. Employee recruitment details to assess training needs
4. IT rules applied and the further details for IT need in department
I. Conclusion
Finally, it can be said that selected organization is looking for the training and
meetings to provide a comprehensive solution for the issues in all departments. It can lead to
the accumulation of the support and their assessment for the long run details. The training is
required for the IT implementation and this document is providing source for the investment
in training needs and resource allocation as per employee’s requirements.


Assessment Task 2:
Assessment Task Plan and Manage a Meeting
Performance Criteria:
Outcomes Assessed 1.3, 1.4, 1.5, 2.1, 2.2, 2.3, 2.4, 3.1, 3.2, 3.3
Also addresses some elements of required skills
and
knowledge as shown in the Assessment Matrix
Description:
This assessment task is continuation of Assessment Task1: Develop a Meeting Agenda. In this task,
you will plan and conduct a meeting according to your meeting agenda. You and the attendees will
play the role of the participants. Ensure that you develop a proper meeting procedure and brief the
participants on meeting type, purpose and agenda items. This assessment task has three parts that
can be completed over last two or three sessions or as arranged by the assessor.


A. Draft of the invitation letter/email
Subject: Training Needs for Employee
All departmental managers along-with corporate management have been invited and warmly
welcomed for the meetings. The major emphasis behind designing this meeting is to provide
proper understanding of training needs and its key advantages to all managers in different
departments of the organizations. We expect your honorable presence which will be highly
valuable for us. We shall be thankful to you.
Regards,
Purnama
B. Copies of email messages
C. Copies of replies/acceptance from invitees


Dear Leader,
I am in receipt of your invitation letter dated 21 October 2022 for attending a meeting on Training
Needs. Thank you for the same.
I hereby accept your kind invitation and confirm that I will be attending it on the given day.
Regards,
Marketing Team
D. Meeting plan
Time required Item Type Action Decision
5-7 minutes Introduction of meeting Introduce & ask members to To provide the basic objective
write minutes for this training
15-20 minutes Need of training & its role in Providing presentation for the To provide the training need
organizational success training assessment plan for the


managers
25-30 minutes Understanding & analysis of Asking question and integration To support for the training
training needs in the status assessment and its analysis
departments
10-20 minutes Defining role Assessment for the resources & To provide the map for the
their budget allocation assessment and training role
Max 10 minutes Conclusion and objective’s Sum up the objectives & next the managers will
defining meeting communicate the meeting
minutes o their employees
E. Signed attendance sheet

Date : 21 October 2022
Time : 9am
Location : Office Meeting Room
Name Department Signature
F. Voting instruments
Electronic voting (also known as e-voting) is voting that uses electronic means to either aid or take
care of casting and counting ballots. Depending on the particular implementation, e-voting may
use standalone electronic voting machines (also called EVM) or computers connected to the
Internet. It may encompass a range of Internet services, from basic transmission of tabulated
results to full-function online voting through common connectable household devices. The degree
of automation may be limited to marking a paper ballot, or may be a comprehensive system of
vote input, vote recording, data encryption and transmission to servers, and consolidation and
tabulation of election results.
A worthy e-voting system must perform most of these tasks while complying with a set of
standards established by regulatory bodies, and must also be capable to deal successfully with
strong requirements associated with security, accuracy, integrity, swiftness, privacy, auditability,

accessibility, cost-effectiveness, scalability, and ecological sustainability. Electronic voting
technology can include punched cards, optical scan voting systems and specialized voting kiosks
(including self-contained direct-recording electronic voting systems, or DRE). It can also involve
transmission of ballots and votes via telephones, private computer networks, or the Internet.
G. Draft notes from the meeting

An effective agenda increases the productivity of the overall meeting because it establishes
expectations on what needs to occur before, during, and after a meeting. It helps get everyone
on the same page on the most important topics and enables the team to quickly address key
issues.
1. Informational items - sharing out updates regarding a topic for the group. For example, a
manager may provide an update on the year-end planning process.
2. Action items - items that you expect the group will want to review during the meeting. For
example, performance against a specific time period or trajectory on a product launch.
3. Discussion topics - items that you want the group to provide feedback on. For example,
collecting input on an upcoming commute policy change and questions that the team has
about it.
H. Formal minutes of the meeting with action items

Meeting objectives: to provide the training needs assessment.
Attendance:
1. CEO
6. Manager Sales
7. Manager Finance
8. HR Manager
Key points:
The key points discussed are including the major points for the training, overall process of


training and their definition, analysis for the IT role in the training need assessment and
implications for the processing.
Action:
Training for the IT implementations will be drafted, training needs will be assessed and
analyzed, feedback will be taken after the practical implications of the training and
employee’s earning will be assessed after the performance analysis.
I. Meeting report
Employee training and development programs are essential to the success of businesses
worldwide. Not only do these programs offer opportunities for staff to improve their skills, but
also for employers to enhance employee productivity and improve company culture. Employee
development is the continuous effort to strengthen work performance through approaches like
coaching, training sessions, and leadership mentoring. Training is a specific event that teaches
new information or skills, often provided to new or newly promoted employees. Both are key
functions of corporate human resources staff, who typically are responsible for planning and
implementing these efforts.
Whether they are cross-training to understand multiple roles or moving into new positions,
employees can prepare for additional responsibilities through training and development
opportunities. Training and development programs can help employees learn the skills they need
in their current roles and introduce leadership skills and software knowledge they will need in the
future. One form of training, apprenticeship, allows employees to start as trainees and progress
to a higher-level role.
Employee training and development programs can help staff stay up to date on changes in their
industry, such as in ethics, safety, or quality standards. They also can show staff new ways to think
and work, employing updated technology and processes and educating workers about
cybersecurity threats. Putting these new tools and practices to work in their day-to-day roles can
lead to better outcomes for employees — and their employers.
Training and development programs can help employees build on strengths and address
deficiencies identified in their performance reviews. These reviews often recommend knowledge
or skills on which an employee should focus for improvement, and training and development
efforts can help the employee meet that need. Training and development programs also can help
employees discover areas in which they could use additional educational opportunities and


support. Employee productivity is another area where the importance of training and
development can be seen. Employees who take part in effective training and development
programs work more efficiently.


Assessment Task 3:
1. For companies, describe the basic relationship between general meetings and board meetings
in your own words
A general meeting is a meeting of the shareholders or membership depending on the type of
organization. A Board meeting is a meeting of the Board of Directors.
The Board of Directors meet often, generally at least every few months. Board of Directors
meetings are primarily to set expectations for the CEO or management regarding operational
performance, and to hold the CEO or management accountable to expectations directed from
previous Board of Directors meetings.
General Meeting usually happen only once per year where it is called the Annual General Meeting
or AGM. The AGM is where shareholders or Membership hold the Board of Directors accountable
for their oversight of corporate operations. Membership review previous year financials, get
reports from the Board of Directors on organizational performance and usually hold elections for
positions on the Board of Directors. General Meetings other than the AGM are unusual but are
held if there is an issue that needs to be dealt with that is outside Board of Director’s authority.
2. How can directors of a company convene an AGM? Also, list common businesses of an AGM
As per Companies Act, an annual general meeting must be held by every company once a year
without fail. There cannot be a gap of more than 15 months between two AGMs. However, the
first AGM of a company can be held at any date, within a period of 18 months, since the date of
incorporation of the company. The company must give a clear 21 days' notice to its members for
calling the AGM. The notice should mention the place, the date and day of the meeting, and the
hour at which the meeting is scheduled. The notice should also mention the business to be
conducted at the AGM.
3. List main duties of the Chairperson of a formal meeting

The roles of a chairperson are to set the agenda, lead the meeting, maintain order at the meeting,
ensure the conventions of the meeting are being followed, ensure fairness and equality at the
meeting, represent the group to the public and to approve the formal minutes of the meeting
after they have been formatted. During meetings the chair should introduce each item and its
purpose, request contributions, encourage participation, ensure others do not dominate the
meeting, delegate tasks, record votes if necessary, and make sure the meeting keeps to time.the

chair’s role:
a. Keeping the discussion on topic
b. Ensuring that clear decisions are made
c. Sticking to the agenda
d. Getting through the agenda items in a timely manner
4. What are the purposes of the minutes? What should minutes normally record?
Meeting minutes are notes taken of discussions and decisions made during meetings. In informal
settings, meeting notes are taken to provide a record of the discussion for future reference. In
more formal settings, for example, for board meetings, minutes are taken and kept on file as legal
documents. This acts as a reminder to meeting attendees of their duties and holds them
accountable going forward. They help to measure progress – Because you have action points in
the minutes, the attendees can easily see the success or otherwise of the decisions they make.
5. List the legislative and regulatory requirements that you might have to consider in organising a
meeting.
Voluntary and community organisations have an obligation to create a work environment which is
safe and respectful towards those who work there (staff and volunteers) and towards
beneficiaries. Some of the ways that organisations can ensure this is:
 Role-model a safe and respectful culture and appropriate attitudes and behaviour from the
top of the organisation
 Make it clear in the organisation’s statement of values
 Review the extent that staff live the values as part of their annual appraisal
 Make it clear in the organisation’s terms and conditions of service
 Make it clear in the organisation’s disciplinary rules
 Make it clear in the organisation’s code of conduct
 Make it clear in the organisation’s health & safety policy
 Make it clear in the organisation’s safeguarding policy
 Make it clear in the organisation’s bullying and harassment policy
 Make it clear in the organisation’s equal opportunities policy
 Make it clear in the organisation’s diversity, inclusion and good relations policy(ies)
 Have an effective grievance process
 Have an effective complaints process

 Regularly survey staff, volunteers and beneficiaries on the extent that they feel safe and
respected
 Actively listen to staff, volunteers and beneficiaries
6. List the key steps of a meeting procedure/proceeding that you would include in an agenda
a. Clarify Aim/Purpose – It is very important, at the beginning of the meeting, to clarify and
agree the purpose of the meeting. This promotes focus and clarity in the event of
conversation drift, or if members feel lost in the process. There is also an opportunity here
for introductions (new members/guest presenters) and for group members to highlight their
reason for attendance.
b. Assign Roles – There are 4 roles to be assigned:
 Leader – The team leader role is not intended to be a power position, but rather a
functional one. The leader can be the person who called the meeting, or can ask for a
volunteer to lead the meeting. It is also appropriate to rotate this role to support
development of group members. The leader’s role is to start the meeting, ensure that the
agenda is followed with smooth transitions between agenda items and to conclude the
meeting.
 Recorder – The recorder role is crucial to ensure that key ideas, themes and actions are
recorded for all to see. Recording on flip charts around the meeting room is encouraged.
This means the notes are there for people to see and review before they add their
thoughts. This minimises duplication that often occurs because people are busy thinking
and may miss a contribution someone has already made. It is also extremely useful for
late arrivals: they can catch up via the notes, thereby avoiding the need for any recap.
 Timekeeeper – The timekeeper keeps everyone on track with agreed timings for each
agenda item, whilst also making appropriate contributions to any discussion. Once
timings have been agreed for each agenda item, the time keeper should follow a rule of
50%. If an agenda item has been allocated 10 minutes:
 Facilitator – As much as possible the group should identify someone with accomplished
facilitation skills for this role. The role of facilitator can be challenging and may not be
required for every group situation. The facilitator will observe the meeting progress
ensuring that all participants have an opportunity to contribute and that the group
remains focussed on the agenda and the process.
c. Review Agenda and Times – This should be a quick review of proposed agenda items and

clarification of late agenda submissions. Best practice would be to ensure that all group
members have an opportunity to contribute and agree agenda items beforehand. Once the
agenda items are agreed, a short time should be spent agreeing approximate time slots; this
should take no more than a few minutes. The group should avoid over analysis of time slots
– these can be renegotiated throughout the meeting depending on progress. You may also
wish to agree timings prior to the meeting to save time in the meeting.
d. Work through Agenda – The majority of the meeting should be devoted to working through
agenda items. Steps 1 -3 and 5 -7 should take no longer than 5 minutes each, enabling an
efficient, productive discussion focussed on the agenda items.
e. Review meeting record – When the agenda items have been discussed, the leader should
take the opportunity to quickly review what has been accomplished, the key actions and
responsibility for follow-up.
f. Plan Next Steps and Next Agenda – Based on what has been accomplished, the leader should
ask the group to determine what the agenda items should be for the next meeting.
Consequently, the group should leave the meeting with a clear understanding of the purpose
and focus of the next meeting.
g. Evaluate – This final step supports the group to stay on track and improve future meetings.
There are 3 steps to evaluation. Each group member should allocate a score ranging from 0
(worst meeting ever) to 10 (effective and efficient meeting where expectations were
surpassed and progress was made). People should write these down without conferring. The
purpose of the scoring is to demonstrate the variation. The next step is to ask each
participant for “one thing they liked” about the meeting and “one thing that we could
improve”. This last question is extremely useful to suport continuous improvement of the
meeting process.



Assessment Pack BSBADM502 OD

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Assessment Pack - OD

Diploma Leadership and Management

BSB51915| BSBADM502 Manage Meetings Page 1 of 10

Macquarie Education Group Australia Pty Ltd t/a Macquarie Institute

BSBADM502 Manage Meetings

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© Skillworks Australia Pty Ltd, 2018

Skillworks Australia Pty Ltd

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Assessment Task Develop a Meeting Agenda

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B. Agenda lists location and attendees/invitees

C. Agenda items are clear, sequential and concise

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Meeting objectives: to provide the training needs assessment.

H. Required meeting papers

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B. Copies of email messages

C. Copies of replies/acceptance from invitees

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E. Signed attendance sheet

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G. Draft notes from the meeting

H. Formal minutes of the meeting with action items

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3. List main duties of the Chairperson of a formal meeting

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