Course Title: Organise meetings

Part B: Course Detail

Teaching Period: Term2 2016

Course Code: OFFC5308C

Course Title: Organise meetings

School: 650T Vocational Business Education

Campus: City Campus

Program: C4358 - Certificate IV in Business Administration

Course Contact: Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

Course Contact Email: sylvia.baroutis@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Teaching team

Hazel Sims
Tel: +61 3 99251316
Email: hazel.sims@rmit.edu.au

Vivien Wong
Tel: +61 3 99255494
Email: v.wong@rmit.edu.au
 

Nominal Hours: 20

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites

None

Course Description

This unit describes the skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation. It applies to individuals employed in a range of work environments who are required to organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.
 


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM405 Organise meetings

Element:

1 Make meeting arrangements

Performance Criteria:

1.1 Identify the type of meeting being organised and its purpose 1.2 Identify and comply with any legal or ethical requirements 1.3 Identify requirements of the meeting and its participants 1.4 Make meeting arrangements in accordance with meeting and participants requirements 1.5 Advise participants of meeting details

Element:

2 Prepare and distribute documentation for meetings

Performance Criteria:

2.1 Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements 2.2 Check documentation for accuracy and correct any errors 2.3 Distribute documentation to participants within designated timelines 2.4 Prepare spare sets of documents

Element:

3 Record and produce minutes of meeting

Performance Criteria:

3.1 Take notes with the required speed and accuracy to ensure an accurate record of the meeting 3.2 Produce minutes that reflect a true and accurate account of the meeting 3.3 Check minutes for accuracy and submit for approval by the nominated person 3.4 Dispatch copies of minutes within designated timelines


Learning Outcomes



Details of Learning Activities

Assessment Scenario
You will attend the Simulated Business ("SB")  and work as a business administrator. Your manager is also your teacher. See Teaching Schedule below for due dates. 




 


Teaching Schedule

 

WeekWeek
Beginning
Content
Assessment
  

Induction Session

Prior to training commencement a program level induction session will be conducted that comprises the following:
• Program overview and requirements
• My RMIT/Blackboard
• Overview of assessment requirements
• Pre-Training Review including: Recognition of Prior Learning and Credit Transfers, Assessment of current skills and knowledge
• Competency/Grading Criteria
• Plagiarism
• Appeals
• Extensions
• Feedback
• Privacy
• Submission requirements
• Resubmission policy
• Where to get support
• Student Responsibilities
 

 

1

4 July

Introduction to the course including:
• Course requirements
• Course support documents
• Course Blackboard access
• Accuracy of enrolment
• Assessment requirements/cover sheets
• Reminder re Plagiarism
• Reminder re Appeals
• Extensions/Resubmissions
• Feedback in this course
• Reminder re submission requirements
• Getting help
 

Task 1:  Organise, conduct and record minutes of meeting (3 meetings)

 

2

11 July

Topic: Making meeting arrangements and critical aspects of organising meetings, including informing participants and preparing materials, preparing an agenda, taking minutes during a meeting and preparing draft minutes after the meeting

• culturally appropriate communication techniques
• formats for agendas and minutes
• key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:
• anti-discrimination legislation
• ethical principles
• codes of practice
• privacy laws
• occupational health and safety
 

Mode of delivery: Reflective Records simulated business.

Get templates.

 

3

18 July

Topic: Making meeting arrangements:

Organisational skills - put scheduled meetings in Outlook and Student Diary.

Why keep minutes and the rise of the virtual meeting.

Taking shorthand and transcribing.

Document template production: Agenda and minutes

 

 

 

4

25 July

Making meeting arrangements:

The chairperson and office bearers

The secretary

Corporations Law and meeting structure and style. Legal and ethical requirements.

Formal meetings, informal meetings.

 

TASK 1: Organise, conduct and record minutes of meeting (Meeting 1) 

5

1 August

Topics: Making meeting arrangements: The role of seating arrangements and behaviour at meetings.

Setting up a meeting

Research community meetings

Preparing documents for meetings:

Organisational skills:  communication skills to coordinate and consult with participants, to orally present written reports with a number of defined sections, and to clarify points made in meetings
• literacy skills to:
• write and compile agenda items
• record minutes
• make notes from spoken texts in meetings
• use a variety of strategies for planning, reviewing and proofreading documentation
• time management skills to allow sufficient time to prepare for and conduct meetings.
 

About meetings: Keeping records in accordance with organisational guidelines

 

 

6

8 August

Topics: Preparing documents for meetings: extra documents, meeting format seating and physical environment, organisational skills required.

Meetings terminology

 

7

15 August

Topics: Quick strategies for informal meetings
Making meeting arrangements:
Negative factors at meetings

Hold meeting

TASK 1: Organise, conduct and record minutes of meeting (Meeting 2)
822 August

Confirmation of minutes

Following up meetings/action plan

 
 29 August-4 SeptemberMID-SEMESTER BREAK  

9

5 September

Topic: Recording and producing minutes of meeting, minutes submission requirements

 

How to take notes using a shorthand technique, how to proofread minutes. What is a motion? Proposing amendments

 
1012 SeptemberTopic: Recording and producing minutes of meeting

Cultural diversity in communication

 

 

11

19 September


 

Attend Diploma of Business Administration conference - take minutes.

All elements of competency 

TASK 1: Organise, conduct and record minutes of meeting (Meeting 3)

Attend Conference and take minutes of proceedings

1226 SeptemberTopic: Recording and producing minutes of meeting

Report writing

 

13

3 October

Topic: Decision-making and problem-solving in a meeting

Following up after meetings 

 

14

10 October Planning day 

15

17 OctoberWork on assessment

TASK 1 Upload to Meetings assessment to dropbox.

 

16

24 October

Feedback and review

 
1731 OctoberInterviews/Re-submissions if required 

 


Learning Resources

Prescribed Texts

Dwyer Judith 2016, The Business Communication Handbook, 10th ed, Cengage Learning, NSW.


References


Other Resources

Students will need to attend the Diploma of Business Administration conference in Week 11 to take minutes of proceedings.


Overview of Assessment

In order to achieve competency in this unit, you must provide:

Performance Evidence

 Evidence of the ability to:

  • organise a meeting and advise participants accordingly
  • prepare and distribute all documentation required for the meeting
  • take meeting notes which accurately reflect what was discussed during the meeting
  • produce minutes based on own notes providing an accurate account of the meeting
  • circulate copies of meeting minutes within predetermined timeframes.

Knowledge Evidence

To complete the unit requirements safely and effectively, you must:  

  • describe culturally appropriate communication techniques
  • identify the relevant formats for agendas and minutes
  • list the key provisions of relevant legislation
  • outline organisational procedures relevant to the task.

Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to office equipment and resources.

You are advised that you are likely to be asked to personally demonstrate your assessment work to your teacher to ensure that the relevant competency standards are being met.

Feedback

Feedback will be provided throughout the semester in class and/or online discussions.  You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed. Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.

You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.




       


Assessment Tasks

TASK 1
You will organise and hold 3 meetings, two with the Simulated Business ("SB"), Reflective Records and one at the Conference held by the Diploma of Business Administration students. The purpose of these meetings relates to the business of the SB. You will submit three sets of typed agendas and minutes, the teacher will observe you taking notes during the meeting. See document format for Agenda and Minutes in the Business Communication Handbook – Chapter 13.


Overview of Assessment

Students must demonstrate an understanding of all elements of competency to be deemed competent.

A range of assessment methods are used to assess practical skills and knowledge, for example:
• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of authenticated documents from the workplace or training environment
• demonstration of techniques

Assessment Tasks

You are required to complete 1 task (three sets of minutes) but you must successfully complete all activities to be deemed competent in this unit.

Submission Requirements

You should:
•  Ensure that you submit assessments on or before the due date.
• Always retain a copy of your assessment tasks. (hard copy and soft copy)
• When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of each assessment task is available on blackboard.
• Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example, Julie Macpherson, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10.
 

Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
If you are prevented from submitting an assessment item on time, by circumstances outside your control, you may apply in advance to your teacher for an extension to the due date of up to seven calendar days. More Information: http://www.rmit.edu.au/students/assessment/extension  
Form to use: http://mams.rmit.edu.au/seca86tti4g4z.pdf  
Where an extension of greater than seven days is needed, you must apply for special consideration. Applications for special consideration must be submitted no later than two working days after the assessment task deadline or scheduled examination.
More Information: http://www.rmit.edu.au/browse;ID=g43abm17hc9w (unresolved)  
Form to use: http://mams.rmit.edu.au/8a5dgcaqvaes1.pdf
 

Resubmissions (VET Programs)
If you are found to be unsuccessful in a Course Assessment Task you will be allowed one resubmission only. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. The highest grade you will receive if your resubmission is successful is “CAG”.
If you are still not meeting the assessment requirements you must apply to your Program Manager in writing outlining the steps you will take to demonstrate competence in your course. Your submission will be considered by the Program Team and you will be advised of the outcome as soon as possible.


Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment. For more information about the circumstances under which the assessment arrangements might be granted please access the following website: More Information: http://rmit.edu.au/browse;ID=7usdbki1fjf31
 

Marking Guide:
• You must demonstrate that you have all the required skills/knowledge/elements in the unit of competency you are studying.
• You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.

Graded assessment criteria – when your work is assessed the following criteria are used:

1. Level of independence, initiative, enterprise and performance of the work task
You will need to show that you can use initiative, enterprise and acceptable performance to do the work of the SB. You will show that you can design complex documents for meetings using textbook and student drives where necessary. You will keep timely records of your meeting handing in your typed minutes to your manager/teacher. Your class attendance will ensure success, seeking feedback on your progress from the teacher. If you cannot attend a meeting you will submit an apology. You will need to accommodate the needs of others and negotiate time to have meetings that will meet your purpose. You will follow administration requirements and tasks, processes and resources planned to ensure efficient management of self, resources and that of the SB. You will be aware of legislative requirements and apply them where appropriate. You will complete in full all work required for the tasks listed in the course guide.

2. Demonstrated breadth of underpinning knowledge and a willingness to continue learning
You will identify the types of meetings and the requirements that meeting may have such as special needs of attendees; giving the meeting documents such as the agenda on time. You will show how you planned and managed your time and how you actively participated in helping others to enable effective meetings. You will plan and identify your learning needs and monitor and evaluate your training requirements.

3. Techniques and processes, technology skills and problemsolving
You will use existing business technology to conduct your meeting. You will demonstrate that you can problemsolve by meeting the needs of yourself and others while achieving the purpose of the meeting. You will prepare relevant and error free documentation for participants and minutes for your teacher. Your scheduling the dates and times for the meeting will be timely. Your meeting documents will be found electronically and in hard copy.

4. Work organisation, planning and self management
You will organise a meeting - this includes the necessary  resources, equipment and time lines; organise work schedules and meetings (using technology); plan future business technology requirements; plan task organisation to meet time lines. You will follow organisational standards and meet legislative and regulatory requirements.

5. Communication, people networking, language and interpersonal skills and teamwork
You will communicate your absences (meeting apologies) and lateness with your teacher and Team Leader. Communication will be in a polite business manner when working in the SBS- be aware of others needs and maintain a respectful manner when communicating with colleagues and customers when gathering information about their needs and to provide services. You will listen to and follow complex oral instructions, be able to proofread and edit effectively and write clearly with detailed instructions. Teamwork will involve agreeing on the purpose and structure of documents, collecting feedback from customers and colleagues, coordinating and consulting with meeting participants, referring queries to colleagues.



Marking Guide (Grading)
•After achieving competency we then grade your performance in the unit and you will achieve one of the following grades:
 

Final Grades table:

CHD Competent with High Distinction
CDI Competent with Distinction
CC Competent with Credit
CAG Competency Achieved – Graded
NYC Not Yet Competent
DNS Did Not Submit for assessment

Further information regarding the application of the grading criteria will be provided by your teacher.

 


Assessment Matrix


 

Course Overview: Access Course Overview