TEAM MEETING ACTIVITY
Communicate with and Lead a Work Team
Lead a Team Meeting:
This activity will allow you to demonstrate your ability to initiate and lead a meeting with team members. The focus of the meeting is to manage team
effectiveness in a small team (ECEC service work team members: for example: Lead Educator, Assistant Educator/s, student, Nominated Supervisor) by
liaising with the stakeholders, including:
creating and maintaining open and effective communication with stakeholders
passing on information from management to the team
passing on matters raised by the team to management
responding to matters raised by stakeholders that have not been resolved.
how you will provide feedback that encourages, values or rewards work team members
For this task you will need to:
Create an agenda and send to the meeting attendees:
Considerations prior to compiling the agenda: the focus points of the meeting such as:
Reviewing the Centre’s current policy / procedure for professional development with the team and determine if the procedure is suitable
professional development for all team members for the year;
when and where will the meeting be held;
how will you inform attendees of meeting: Attach evidence of how you have informed the attendees of the meeting: for example: email, face
to face, telephone, internal communication tool (some organisations have an internal communication system such as pockets for each em-
ployee, online community of practice platform)
Complete Appendix 3: Agenda template
Conduct the meeting: considerations to include in the meeting: ice breaker; minute taker; chairperson; two-way communication opportunities; fol-
low up meeting; allocation of tasks. Example: the topic of the meeting could be how the team will manage Professional Development (PD) for the
year: identify learning needs: formal or informal; time frames.
Provide minutes of the meeting in a timely manner: Feedback considerations: how will you distribute the minutes; how will you manage time
frames/allocations of tasks? Appendix 4: Minutes (completed Agenda)
Inform your supervisor: considerations: how will you do this? You are to provide evidence as an attachment to this task.
Provide feedback from attendees or other stakeholders. If there are any unresolved issues, concerns or problems raised in this feedback, how will
you address these issues? Appendix 5: Work Performance Plan (includes a section your workplace supervisor must complete on your performance
and you must provide in your submission)
Appendices:
Appendix 3: Meeting Agenda:
Include attachment: NOTICE OF MEETING (HOW DID YOU NOTIFY TEAM MEMBERS OF THE MEETING?)
EXAMPLE
MEETING AGENDA
Name of Meeting: Work team meeting: professional development in work team
Date: Time: Location:
Chairperson: Minute Taker:
Team Members:
Apologies:
Item Agenda Item Person Minutes of the meeting: include timeframes.
Responsible Minute Taker to complete this section based on communications.
1 Welcome Student
2 Icebreaker Student
3 Importance of PD Student
4 Review the Centre’s current policy / procedure for Student
professional development with the team and determine if
this occurs.
5 Input from Team members: what learning is identified by All members Team wanting management to provide a PD day outlining educator
either the team member or the Lead Educator/ NS. strategies. ACTION: To take to Service Operator and check if there is
budget available.
6 Prepare a Work Performance Plan: provide opportunities Student
for feedback from all stakeholders
Include comment on any recommended improvements to
student’s leadership communication processes.
YOUR TURN
MEETING AGENDA
Name of Meeting:
Date: 21/06/2025 Time: 6:00PM Location: K2 room
Chairperson: Minute Taker:
Team Members: Nominated S
Lead
Assistant
Relief
Student
Apologies: None
Item Agenda Item Person Minutes of the meeting: include timeframes.
Responsible Minute Taker to complete this section based on communications.
1 Welcome to the country Karen Karen completed acknowledgement to country:
2 Icebreaker Karen Your choice
3 Importance of PD Professional Development
Linking to ECA Code of Ethics
In relation to one of the codes As professional individual says:
We should….
Course to enrol
Training coming upon June 1 – action Karen to book
ECA’s website free webinars training development(about behavior)
4 Review the Centre’s current policy / procedure for Choose a policy to review – hand out supervision policy
professional development with the team and determine if Action – all stakeholders are to read and review policy against
this occurs. [Link] feed to Karen by June 2
Karen to gather all feedback and summarize to discuss outcomes at
next meeting and complete draft 1st July
5 Input from Team members: what learning is identified by Team wanted to Areas for further training
either the team member or the Lead Educator/ NS.
6 Prepare a Work Performance Plan: provide opportunities The plan that has been implemented
for feedback from all stakeholders If they wanted to share just come and see as part of the
Include comment on any recommended improvements to performance review
student’s leadership communication processes.
Appendix 4: Completed Minutes of Team Meeting
Enter meeting details in the Agenda template and provide full completed copy as Appendix 4. Ensure to label actions that are required such as passing on
issues to management.
See above Appendix 3
Appendix 5: Work Plan / Outcomes from Meeting
EXAMPLE
GOAL: in line with ECEC service COVID management, children are to have access to more outdoor activities.
Precisely state your goal: Use the framework for SMART goals: specific, measurable, achievable, relevant, timely.
Objectives/ Timeline Resources Team Communication Feedback on Work KPI
Outcomes State when Include the people, Responsibilities Strategies Performance Plan: (Key performance
List the specific the activity money, tools and Detail each team List the List any issues, Indicator- what will it
tasks to achieve will begin other resources the member’s roles and communication concerns or problems look like when the
this goal. and end. project requires responsibilities on tasks required to identified in this Plan. goal has been
Include any the project. Be achieve the achieved
other specific to avoid objectives for this successfully?)
deadlines or confusion during the goal: how will you
important project measure success?
milestones.
Review program Plan will be Staffing to manage Lead Educator: Face to face All team members Children will have
to incorporate forwarded to indoor/outdoor engage with the meeting to prepare were provided with a spent more time
more outdoor team program work team to decide for this activity copy of the outcomes outside engaging in
play members Outdoor resources on ideas to move Document of the meeting within activities while they
within three forward with this Agenda/Minutes 3 days of the have access to fresh
Reflect whole centre
days. goal. meeting. Feedback air and have more
timetable with other Prepare a Work
Feedback is Assistant Educator: was requested to be free space around
rooms Plan
requested input to ideas. returned to the Lead them limiting close
Monitor details
for one Educator within one contact with other
Relief Educators: such as timeline,
week. week. children. Ideally an
input to ideas. resources, indoor outdoor
responsibilities and program will be run
strategies simultaneously.
YOUR TURN
GOAL:
Precisely state your goal: Use the framework for SMART goals: specific, measurable, achievable, relevant, timely.
Objectives/ Timeline Resources Team Communication Feedback on Work KPI
Outcomes State when Include the people, Responsibilities Strategies Performance Plan: (Key performance
List the specific the activity money, tools and Detail each team List the List any issues, Indicator- what will it
tasks to achieve will begin other resources the member’s roles and communication concerns or problems look like when the
this goal. and end. project requires responsibilities on tasks required to identified in this Plan. goal has been
Include any the project. Be achieve the achieved
other specific to avoid objectives for this successfully?)
deadlines or confusion during the goal: how will you
important project measure success?
milestones.
Feedback from the Workplace Supervisor (workplace supervisor to complete the below and verify)
During the implementation of the meeting, did the student successfully undertake two-way communication using the following strategies?
Communication strategy: Yes Needs improvement
Clearly explained instructions, purpose of the meeting and allocated roles ☐ ☐
Stayed on task during conversations ☐ ☐
Showed active listening (looking, nodding, acknowledging) when other spoke ☐ ☐
Encouraged and allowed others to share input and ideas ☐ ☐
Provided feedback to value others ideas presented ☐ ☐
Supervisor written signature: Date:
Supervisor full name (written): Hayley Lambert
RESOURCES TO ASSIST
CONNECT:
Effective interpersonal communication
[Link]
Conducting team meetings
[Link]
Team communication through line management
[Link]
Communicating and following up on issues, concerns and problems
[Link]
TOPIC: Communication preparation
[Link]
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TOPIC: Engage in communication
[Link]
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TOPIC: Communication Review
[Link]
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Handouts LESSON 3 06/02/2023
ultimate-meeting-guide-by-meetingking
You Tube:
Efficient Meetings - 7 Tips To Run an Effective Meeting
[Link]
123 TMP G – Assessment Template – Benchmark Answers v1.3 (04/11/2020)
123 TMP G – Assessment Template – Benchmark Answers v1.3 (04/11/2020)
