RTO No: 91223

Assessment Task 2

BSBOPS405 Organise Business Meetings

Assessment Task 2 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

Student ID number

Student signature

Date

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

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

BSBOPS405 Organise Business Meetings| 2
© 2021 RTO Works
 Assessment Task 2: Project

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a
number of activities and completing and submitting a project portfolio.
You will need access to:

 your learning resources and other information for reference

 a suitable place to complete activities that replicates a business environment including a

meeting space and computer and internet access

 the Simulation Pack (if using the case study) or meeting policies and procedures and meeting
participants willing to be observed by the assessor at meetings (if using own business)

 Project Portfolio template.

Ensure that you:

 review the advice to students regarding responding to written tasks 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

 how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your work. A
template is provided in Appendix B 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

BSBOPS405 Organise Business Meetings| 3
© 2021 RTO Works
Activities
Complete the following activities:

1. Carefully read the following:

This project requires you to organise, prepare documents and take notes for two
separate meetings.

Vocational education and training is all about gaining and developing practical skills
that are industry relevant and that can help you to succeed in your chosen career.
For this reason, we are giving you the choice to base this project on your own
workplace or you can use the case study provided in the Simulation Pack. This will
mean that you are applying your knowledge and skills in a relevant, practical, and
meaningful way to your own situation!

If you are using the case study business, all relevant information for you to
complete this assessment can be found in the Simulation Pack.
If you are basing this assessment on your own choice of business or work area,
make sure you have access to all required information (read through the
requirements in the green boxes below for further information). Speak to your
assessor to get approval if you want to base this on your own business.
You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below. Before you begin, complete page 4 of your Project
Portfolio. You must name your business and identify the type and purpose of the
two meetings you will organise.

Start working on Section 1 of your Project Portfolio. Steps 2 to 6 form part of Section 1.
If you are basing this assessment on your own business, you need access to policies and
procedures for meetings. If you do not have access to such policies and procedures, you
may use those provided in the Simulation Pack if they are suitable for your business.

2. For both meetings, summarise the meeting requirements.

Read through your organisation’s policy and procedures for meetings as well as
any other available information relevant to the meeting (such as legislation, emails,
or plans) to determine:

 meeting details including:

o participants who will be invited to attend (at least two)

o specific requirements the participants may have (at least one)

o suitable date and time

o location

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 4
© 2021 RTO Works
 o duration

o resource requirements (such as technology)

 implicit and explicit organisational procedures and protocols for the meeting
including requirements for:
o notice of meetings and agenda

o recording notes of the meeting

o timelines to distribute meeting notice, agenda and minutes

o the person to whom minutes should be submitted to for approval

 implicit and explicit legislative requirements for the meeting

 ethical requirements that should be adhered to when organising the meeting.

i Make notes (for example using comments, highlighting or other review tools) on the
policies and procedures as you read them to help you interpret the information.
If you are basing this assessment on your own College, identify real people at your
RTO who would be idea participants for the meeting.
If you are basing this assessment on your own business, and the meeting
participants do not have any specific requirements, speak to your assessor for
them to provide you with a simulated requirement.
Examples of participant requirements include the need for gluten free food, an
interpreter or wheelchair access to the building.
Implicit requirements are the requirements that are expected not overtly
documented or explained (e.g., air conditioning in the meeting room, concept of
procedural fairness, disclosure, occupational health and safety etc.).
Explicit requirements are the requirements that have been documented (e.g.,
minutes to be distributed within two working days, minutes stored for five years
etc.).
Ethical requirements include professional behaviour, honesty, accountability,
confidentiality.

3. For both meetings, develop a notice of the meeting.

Develop a notice of the meeting according to your organisation’s Meeting Policy

and Procedures.

i Use the Meeting Notice Template in the Project Portfolio to guide your work. If your
organisation has a different template, use it instead.

4. For both meetings, develop a meeting agenda.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 5
© 2021 RTO Works
 Develop an agenda for the meeting according to your organisation’s Meeting Policy
and Procedures. The agenda must reflect the unique meeting details summarised
in step 2 and have logically sequenced steps, reflecting an awareness of the time
constraints.

i Use the Meeting Agenda Template in the Project Portfolio to guide your work. If
your organisation has a different template, use it instead.

Once your agenda has been developed, proofread it for correct spelling, grammar,
punctuation, and formatting (run a spelling and grammar check). Take a screen
shot. You will provide this as evidence that you have edited your work.
Enable “Track Changes” functionality and make the required changes. Take a
screen shot. You will provide this as evidence that you have edited your work.

i Once you have a screenshot of your editing, you may once again disable “Track
Changes” in your Project Portfolio.

5. For both meetings, distribute documentation and meeting details to participants within
designated timelines.

First, calculate the timeframes by when your notice and agenda must be sent (e.g.,
as set out in the Meeting Policy and Procedures). Show your calculations based on
the date your meeting will take.

Then, draft an email to distribute the notice and agenda to meeting participants.
Your email should introduce the meeting (e.g., explain its purpose) and refer to the
notice and agenda. It should state the names of all meeting participants and specify
any specific requirements.

i The text of the email(s) should be in grammatically correct English, written in an

appropriate (polite, business-like) style.
You may assume that the notice and agenda are attached to the email.
Depending on your unique situation you may need to send the notice and agenda
separately. Make sure the dates of the email(s) show that the notice and agenda
were distributed within the required timeframes.
If you are using the case study, draft two separate emails to show the two separate
timeframe requirements.

6. For both meetings, arrange for the meeting and participant requirements to be available.

Select one requirement for the meeting (e.g., need a projector for a PowerPoint
presentation) and one participant requirement (e.g., gluten free food) and make the
necessary arrangements.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 6
© 2021 RTO Works
 i Arrangements can be made in any appropriate manner (e.g., email the IT
department to book a projector, order food using an online service etc.).
If you are using the case study, you must arrange for one of the resources required
for your specific meeting:

 If this requires an online booking or order (e.g., to purchase stationery or

secure interpreting services), do not actually submit the online order or request
– rather, complete the booking form, take a screenshot, and then exit the
website without submitting the form.

 If you require internet access or other equipment (such as a specific chair),

draft an email to the Facilities Manager confirming that reliable internet access
is available at the location.

 If you need to use virtual meeting facilities (e.g., Zoom), download the
software and take a screen shot to show its ready to use.

 If you need access to social media examples, source at least one relevant
social media page or post and take a screen shot.

Make sure you have answered all questions in Section 1.

You are required to attach certain documents as part of your evidence – review the
documents you need to attach as outlined in Section 1 of the Project Portfolio.
Submit Section 1 to your assessor.

Start working on Section 2 of your Project Portfolio. Steps 7 to 9 form part of Section 2.
If you are basing this assessment on your own business, you need access meeting
participants who are willing to participate in a meeting that will be viewed by your assessor
(online, in person or on a recording).

7. Participate in the meeting(s).

Before you participate in the meetings, confirm that the required resources (listed in
step 2) are available. Take a photo of the resources as evidence.

i For the case study:

If the resource is something that could not actually be present (e.g., the
requirement for an interpreter), ask a student to role play that resource and take a
photo. If the resource required virtual access to the meeting, take a screenshot of
the meeting ID (or something similar as proof) but the meeting participant does not
actually have to join in virtually.

Meet with at least two other people. You will be participating in the meeting(s) in the
role of minute taker. Take clear and accurate notes following any organisational
requirements (you will use the notes to develop the minutes in step 8).
At the start of the meeting, introduce the meeting and provide instructions on how
to proceed (e.g., “We will work through the agenda items. Everyone should

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 7
© 2021 RTO Works
 participate - please give each other a chance to speak without interrupting.”).
At the meeting, you are required to demonstrate effective oral communication skills,
including:

 using vocabulary suitable for the audience and context of the meeting (e.g.,
you may speak more informally at a weekly team meeting, but a meeting with
clients may need to use professional and business-like terms).

 asking relevant questions to clarify understanding

 listening to the contributions of others, without interrupting.

During the meeting you must also demonstrate that you are complying with the
organisational, legal, or ethical requirements you identified in step 2.

i Use a suitable digital tool to take notes (e.g., Notes on and iPad or MS Word on a
laptop).
If you are basing this assessment on your own business, this meeting will take
place with actual people who work for/are associated with your chosen business.
If you are using the case study, classmates and/or your assessor may play the role
of the meeting attendees. Your assessor will assign you to a meeting group based
on the meeting topic assigned to you.
The meetings can either be viewed in person or online by your assessor or you
may like to video record the session for your assessor to watch later. Your
assessor can provide you with more details at this step. Make sure you follow the
instructions above and take no longer than 15 minutes. If this session is not viewed
in person by your assessor, you will attach proof of the meeting to Section 2 of your
Project Portfolio.

8. Develop meeting minutes, check their accuracy, and submit them for approval.

Minutes should be written clearly and concisely and reflect key points, key
decisions, and actions for implementation.

i Use the Meeting Minutes Template in the Project Portfolio. If your business has a
different template, use it instead and follow organisational requirements.

Read through your original meeting notes and compare them with the minutes you
have made. As you read through the notes and compare them to the minutes,
highlight the information (and if necessary, add review comments such as “this is in
the add details to minutes about actions that need to occur”) in the notes to confirm
that it’s been added to the minutes.

i At the end of this activity, all you notes should have been highlighted or have
associated comments to show that the minutes are complete and accurate.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 8
© 2021 RTO Works
 Draft an email to the person (identified in step 2) who will approve the minutes. It
should seek their feedback and approval of the minutes so you can send them on
to staff.

i The text of the email should be in grammatically correct English, written in an

appropriate (polite, business-like) style.
You may assume that the minutes are attached to the email.

Assume that your minutes have been approved.

9. Distribute the minutes.

First, calculate the timeframes for when the minutes must be distributed to meeting
attendees. Show your calculations based on the date your meeting took place.

Draft an email to all meeting attendees to distribute the minutes. It should explain
that these are the final approved minutes of the meeting.
Make sure that date on the email shows that the minutes have been distributed
within the required timeframes.

i The text of the email should be in grammatically correct English, written in an

appropriate (polite, business-like) style.
You may assume that the approved minutes are attached to the email.

10. Submit your completed Project Portfolio.

Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and
grammar as necessary. Remember to submit all necessary attachments as
indicated. Submit to your assessor for marking.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 9
© 2021 RTO Works
Assessment Task 2: Checklist

Student’s name:

Completed
successfully? Comments

Did the student for two meetings: Yes No

Read through their organisation’s policy

and procedures for meetings as well as
any other available information relevant
to the meeting (such as legislation,
emails, or plans) to determine:

 meeting details including:

o participants who will be invited

to attend (at least two)
o specific requirements the
participants may have (at least
one)
o suitable date and time

o location

o duration

o resource requirements (such

as technology)

 implicit and explicit organisational

procedures and protocols for the
meeting including requirements for:
o notice of meetings and agenda

o recording notes of the meeting

o timelines to distribute meeting

notice, agenda and minutes
o the person to whom minutes
should be submitted to for
approval

 implicit and explicit legislative

requirements for the meeting

 ethical requirements that should be

adhered to when organising the
meeting?

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 10
© 2021 RTO Works
Develop a notice of the meeting
according to their organisation’s Meeting
Policy and Procedures?

Develop an agenda for the meeting

according to their organisation’s Meeting
Policy and Procedures and then
proofread and edit it?

Calculate the timeframes by when their

notice and agenda must be sent and
then distribute the notice and agenda to
meeting participants via draft email?

Select one requirement for the meeting

(e.g., need a projector for a PowerPoint
presentation) and one participant
requirement (e.g., gluten free food) and
make the necessary arrangements?

Confirm that resources are available for

the meeting to take place?

Meet with at least two other people to

participate in a meeting including:

 introducing the meeting and provide

instructions on how to proceed

 demonstrating effective oral

communication skills, including:
o using vocabulary suitable for
the audience and context of
the meeting
o asking relevant questions to
clarify understanding
o listening to the contributions of
others, without interrupting?

Develop meeting minutes following

organisational requirements, check their
accuracy and draft an email to submit
them for approval?

Calculate the timeframes for when the

minutes must be distributed to meeting
attendees and then draft an email to all
meeting attendees to distribute the

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 11
© 2021 RTO Works
minutes within the timeframe?

Task outcome:  Satisfactory  Not satisfactory

Assessor signature:

Assessor name:

Date:

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 12
© 2021 RTO Works
 Final results record

Student name:

Assessor name:

Date

Final assessment results

Result

Task Type Satisfactory Unsatisfactory Did not submit

Assessment Task 1 Knowledge questions S U DNS

Assessment Task 2 Project S U DNS

Overall unit results C NYC

Feedback

 My performance in this unit has been discussed and explained to me.

 I would like to appeal this assessment decision.

Student signature: _________________________________________ Date: _________________

 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 signature: _______________________________________ Date: _________________

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 13
© 2021 RTO Works