Course Title: Manage meetings

Part B: Course Detail

Teaching Period: Term1 2017

Course Code: BUSM7932C

Course Title: Manage meetings

School: 650T Vocational Business Education

Campus: City Campus

Program: C5338 - Diploma of Leadership and Management

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

Nominal Hours: 30

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 manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes

It applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM502 Manage meetings

Element:

1 Prepare for meetings

Performance Criteria:

1.1 Develop agenda in line with stated meeting and purpose

1.2 Ensure style and structure of meeting are appropriate to its purpose

1.3 Identify meeting participants and notify them in accordance with organizational procedures

1.4 Confirm meeting arrangements in accordance with requirements of meeting

1.5 Despatch meeting papers to participants within designated timelines

Element:

2 Conduct meetings

Performance Criteria:

2.1 Chair meetings in accordance with organizational requirements, agreed conventions for type of meeting and legal and ethical requirements

2.2 Conduct meetings to ensure they are focused, time efficient and achieve the required outcomes

2.3 Ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues

2.4 Brief minute=taker on method for recording meeting notes in accordance with organizational requirements and conventions for type of meeting

Element:

3 Follow up meetings

Performance Criteria:

3.1 Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organizational procedures and meeting conventions

3.2 Distribute and store minutes and other follow-up documentation within designated timelines, and according to organizational requirements

3.3 Report outcomes of meetings as required, within designated timelines


Learning Outcomes



Details of Learning Activities

 Learners will conduct and manage those administrative tasks to provide agendas and meeting materials relating to the project. Each student will conduct and chair a meeting, there will be a variety of meetings that a student can chair during the semester.  Students will apply theory to their meeting practice.

Some learning activities will include a self-directed learning approach.  Self-directed learning refers to organised teacher-directed learning activities that you will undertake independently, either as individuals or with other students.  This may include workplace research, library assignments, field work and Work Integrated Learning.


Teaching Schedule

WeekWeeklyContentAssessment
1

Week commencing 

6 February

Session 1

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

Session 2

Topics: Prepare for meeting, Conduct meeting

How to take and transcribe minutes from an Agenda.

Conduct meeting Assessment

Required knowledge for meetings: Cultural, key provisions of relevant legislation, formats for minutes and agendas, group dynamics, meeting terminology, organisational procedures and policies.

Calling the right type of meeting at the right time

Chapters 2 and 28

 
213 February

Session 1

Topic: Follow up meetings

Required knowledge for meetings: Cultural, key provisions of relevant legislation, formats for minutes and agendas, group dynamics, meeting terminology, organisational procedures and policies.

Chapters 2 and 28

Session 2

Topics: Prepare for meeting, Conduct meeting

Planning and leading meetings. The role of the Chairperson.

Agendas and minutes and producing an Action Plan.

Chapters 2 and 28

 
320 February

 Session 1

Topics: Prepare for meeting, Conduct meeting

Planning and leading meetings. The role of the Chairperson.

Agendas and minutes and producing an Action Plan.

Chapters 2 and 28

Session 2

Topic: Conduct meeting

Presentation skills.  Body language.

Chapters 2 and 28 

 
427 February

Session 1

 

Topic: Follow up meetings, meeting communication skills

Participate in sustained complex interpersonal exchanges and to interact with others.
Listen to, incorporate and encourage feedback.
Conduct oral presentations to a group, to consult participants and to answer questions.
Manage and work with a group to construct an action plan.
Chair meetings.
 

Chapters 2 and 28 

Session 2

Topics: Meeting participation and emphasis on literacy skills.

How to identify decisions made at meetings and follow for relevance and accuracy. How to identify and elaborate on key agenda items and allow for additional information. Techniques of time management and meeting preparation tips. How to solve problems in meetings and use appropriate solutions.

Chapters 2 and 28

 
56 March

Session 1

Topics: How to develop an Action Plan and understanding meeting protocol

Session 2

Topic: Group processes.

Chapters 2 and 28

 

 6

13 March

 

Topic: Follow up meetings

Roles in informal meetings.

Meeting assessment: The Debrief

 
7
 
20 March

 

Topic: Prepare for meetings

Working together - and keeping control. Communication skills

Chapters 2 and 28

 
8
 

27 March

 Planning day

 Ad hoc meeting opportunity for missed meeting assessment.

 Feedback and Review

Interviews/Re-submissions if required

 


Learning Resources

Prescribed Texts

Cole K,Management Theory and Practice 6e, Cengage Learning Australia Pty Ltd, 2016

9780170354059


References


Other Resources

Chapters 2 and 28 of Kris Cole’s 6ed, Management Theory and Practice.

RMIT Library

Blackboard online resources

RMIT Learning Lab


Overview of Assessment

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

Performance Evidence

 Evidence of the ability to:

apply conventions and procedures for formal and informal meetings including:
developing and distributing agendas and papers
identifying and inviting meeting participants
organising and confirming meeting arrangements
running the meeting and following up
organise, take part in and chair a meeting
record and store meeting documentation
follow organisational policies and procedures.

Knowledge Evidence

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

  • outline meeting terminology, structures, arrangements
  • outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings
  • describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams
  • identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas. 

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:

  • reference material in regard to meeting venues and technology, catering and transport suppliers
  • organisational policies and procedures for managing meetings
  • office supplies and equipment
  • computers and relevant software
  • case studies and, where possible, real situations.

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

There are three assessment meetings scheduled for the leadership and management of the project you are undertaking. You will ensure that you are a Chairperson for at least one meeting and use the observation form to record your Chairing experience and include an observer’s opinion as evidence. When you chair a meeting you do not take the minutes.  An ad hoc meeting is scheduled in Week 8, if required.

Note the due dates indicated in the Teaching Schedule above.  The teacher will observe you taking notes in the meeting. Provide any other meeting papers as an attachment to your minutes which you will upload to the blackboard dropbox.

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
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.
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