RTO No: 91223

Assessment Task 1

BSBOPS405 Organise Business Meetings

Assessment Task 1 Cover Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this task is all my own work and I have not cheated or plagiarised the work or
colluded with any other student(s).
 I understand that if I am found to have plagiarised, cheated or colluded, action will be taken
against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment
tasks.

Student name Jack Joseph Collins

Student ID number SCS2578

Student signature J. Collins

Date 25 Mar 2022

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

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

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

Date

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

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Assessment Task 1: Knowledge questions

Information for students

Knowledge questions are designed to help you demonstrate the knowledge which you have
acquired during the learning phase of this unit. Ensure that you:

 review the advice to students regarding answering knowledge questions in the Business
Works Student User Guide

 comply with the due date for assessment which your assessor will provide

 adhere with your RTO’s submission guidelines

 answer all questions completely and correctly

 submit work which is original and, where necessary, properly referenced

 submit a completed cover sheet with your work

avoid sharing your answers with other students.

i
Assessment information
Information about how you should complete this assessment can be found in Appendix
A of the Business Works Student User Guide. Refer to the appendix for information on:

 where this task should be completed

 the maximum time allowed for completing this assessment task

 whether or not this task is open-book.

Note: You must complete and submit an assessment cover sheet with your work. A
template is provided in Appendix C of the Student User Guide. However, if your RTO
has provided you with an assessment cover sheet, please ensure that you use that.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Questions
Provide answers to all of the questions below:

1. Jane is attending a meeting where she knows that several of the people attending will be
from culturally diverse backgrounds. Identify four culturally appropriate communication
techniques that Jane can use at the meeting.

Four culturally appropriate communication techniques that Jane can use at the meeting
include:

- To impress others and show friendliness to them, Jane can greet them by their names in a
formal way. This can make others feel close to her and open to share and join conversation
with her.
- Jane should maintain respectful communication style to express respect towards others
regardless of their backgrounds.
- Jane can use virtual aids such as images, graphs, charts to illustrate the information which
can enhance audience’s understanding her sharing or presentation.
- Jane should use plain language, avoid using slangs or idioms. Therefore, audiences can
easily understand her sharing and better engage in the presentation.

2. Explain the purpose of an agenda and list five items that should be included in an agenda.

Purpose of agenda:
An agenda is to inform participants in advance about items to be discussed and other
relevant information such as schedules, timelines, accountabilities, date, time and location.
Therefore, they can prepare and arrange time for the meetings.

Items included in an agenda:

- Meeting details (location, date & time)
- Timelines (start and finish time, break)
- Names of speakers and topics
- Purpose of the meeting
- Any relevant notes recorded in the last meetings

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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3. Explain the purpose of meeting minutes and list five items that should be included in
meeting minutes.

Purpose of meeting minutes:

Meeting minutes are official records of information discussed and any decisions made at
the meeting and next actions are to be undertaken. Meeting minutes which will served for
future reference must be recorded accurately and endorsed by participants.

Items that should be included in meeting minutes:

- Meeting details (date, time, location)
- Names of participants
- Brief summary of items discussed at the meeting
- Note on any confidential information
- Next actions recorded with accountabilities and due dates

4. Explain the difference between informal meeting minutes and formal meeting minutes.

- Informal meeting minutes: discussed information is briefly recorded in the format of

list, bullet points in a table.
- Formal meeting minutes: discussed information is structured with headings,
subheadings, bullet points and number list. Minutes also contains discussion in
summary form, names of individual with given responsibilities and deadlines.

5. Some companies may have a requirement for a quorum for a meeting. Explain the term
quorum and give an example of a quorum to illustrate your answer.

A quorum is the minimum number of participants required to attend in a particular meeting

for their representation to be counted.
Ex: the meeting requires minimum 10 participants, but only 8 people attended. Therefore,
any vote or decisions made became invalid as not meeting correct numbers of participant
requirement.

6. Discuss the requirements for notice periods for formal and informal meetings (including any
legislative requirements).

Formal notice periods: a formal meeting requires to give “due notice” or “notice of meeting”
in advance. Without them, the meeting will be legally invalid. Stated by laws, it is required
to provide Agenda, Notice of meetings which contain required participants and timeframes.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Informal notice periods: a notice period is not legislated but giving a notice before a
meeting is a good idea to arrange the meeting as far as practicable. All involved parties
can prepare in advance, which will make an effective outcome of meeting.

7. What is meant by the term “meeting resolution”? How should meeting resolutions be
managed?
The term “Meeting resolution”
Meeting resolution is the outcome of any decisions made at a meeting.

How should meeting resolutions be managed:

This is an important information which must be accepted and endorsed by meeting
participants to ensure the accuracy of information. Then, it has to be stored appropriately
for future reference.

8. You are reviewing your organisation’s policy and procedures for meetings. Discuss what
you should consider when updating the requirements for naming and storing meeting
documents. Provide an example to support your answer.

When updating the requirements for naming and storing meeting documents, a consistent
naming convention should be considered and applied. Therefore, documents can be easier
to accessed or retrieved for future reference.
Ex: Naming format: Department-Type of Documents-Created date (dd/mm/yyyy)
HR-MoM-01032022
MKT-MoM-02032022

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Assessment Task 1: Checklist

Student’s name:

Did the student provide a Completed

sufficient and clear answer successfully? Comments
that addresses the
suggested answer for the Yes No
following?

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

Question 7

Question 8

Task outcome:  Satisfactory  Not satisfactory

Assessor signature:

Assessor name:

Date:

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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