Course Title: Manage meetings

Part B: Course Detail

Teaching Period: Term2 2020

Course Code: BUSM7932C

Course Title: Manage meetings

School: 650T Vocational Business Education

Campus: City Campus

Program: C5375 - Diploma of Business Administration

Course Contact: Allan Maree

Course Contact Phone: +61 3 9925 1601

Course Contact Email: allan.maree@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 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 organisational 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 organisational 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 organisational 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 organisational procedures and meeting conventions 3.2 Distribute and store minutes and other follow up documentation within designated timelines, and according to organisational requirements 3.3 Report outcomes of meetings as required, within designated timelines.


Learning Outcomes



Details of Learning Activities

This course BUSM7932C Manage meetings is clustered with BUSM7933C Plan and manage conferences.

The purpose of this course is to conduct meetings about the conference event.  You will prepare a schedule meetings that include meetings held for the full committee and the sub-committees. You will provide an agenda when you chair a meeting. You will take minutes (when you are not a chairperson) and provide administrative tasks meeting documents relating to the conference preparation. You will conduct and chair a meeting and apply theory to your 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 collectively.  This may include workplace research, library assignments, or field work.

 


Teaching Schedule

The nominal hours associated with this are a guide only and represent the total teaching time and student effort required to successfully complete the course.  This may include not only scheduled classes but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

The teaching schedule for this course is as follows: Semester 2, 2020:

Week

Week commencing

Topics

Reading and activities

Assessment

1

6 July 2020

Orientation session.

Prior to training commencement a program level orientation session will be conducted that comprises the following:

  • Program overview and requirements
  • Overview of assessment requirements
  • Recognition of prior learning and credit transfers
  • Competency criteria
  • Plagiarism
  • Appeals
  • Extensions/Resubmission (policy)
  • Where to get support
  • Student responsibilities

Introduction to the course.

  • Course requirements
  • Course support documents
  • Course Canvas/Mydesktop access
  • Accuracy of enrolment
  • Assessment requirements/cover sheets
  • Reminder re plagiarism and appeals process
  • Extensions/special consideration and resubmissions
  • Feedback in this course
  • Reminder re submission requirements
  • Getting help
  • How to use documents such as policies and procedures, style guide and agenda and minutes of meeting templates from the Simulated Business:

http://simbuscommunity.com.au/

About the key stakeholders: http://www.vsk.org.au/ or 

https://www.guidedogsvictoria.com.au/

 

 

Task 1: Conference meeting - plan

Task 2: Conference meeting - implementation and follow up

 

 

 

 

 

2

13 July 2020

Topics: Plan conference, and the first-steps,

Set goals, objectives and define tasks. Establishing effective working relationships.

The conference toolbox located in Canvas. It is a pdf text.

Topic: Prepare for meeting, conduct meeting

Introducing the agenda.

Introducing the minutes document.

How to take and transcribe minutes.

 

Reading: Cole chapter 2.

Activity: Form into sub-committees

 

3

20 July 2020

Topics: Plan conference, venue requirements. Leading and participating in meetings.

Topics: What is the required knowledge for meetings: (cultural, key provisions of relevant legislation, group dynamics, meeting terminology, organisational procedures and policies).

Reading: Chapter 6

Activity: Make a group charter.

 

4

27 July 2020

Topics: Plan conference, venue requirements. Organising meetings and conferences.

Topic: Prepare for meeting

What is the role of the chairperson?

What is the purpose of the action plan?

 

Reading: Chapter 22. And read Conference Toolbox a pdf in Canvas.

Activity: make a vision statement for the conference. Hold committee meeting.

 

5

3 August 2020

 

Topics: Plan and promote conference

 

 

Reading: https://www.rmit.edu.au/about/our-values/sustainability   

Activity: Hold committee meeting

 

6

10 August 2020

Topics: Plan and promote conference.

Ideas for marketing collateral.

Risk management for conferences.

Topic: How to take notes. Note-taking tips.

 

Activity: Register event with Eventbrite. Arrange for RSVP and registration processes.

Activity: Hold committee meeting

 

7

17 August 2020

Planning day

Topics: Types of meetings, meeting rules and regulations, compliance with legislation.

Activity: Hold meeting (note weekly rotation of full committee and sub-committee).

 

8

24 August 2020

Topics: plan, promote, organise and coordinate conference

Topics: How to follow up meetings. Transcription and storage of meeting documents. Distribution of meeting documents.

 

Activity: Hold meeting (note weekly rotation of full committee and sub-committee).

Task 1: Conference meeting - plan

 

31 August - 6 September 2019

 Mid-semester break

 

 

9

7 September 2020

Topics: Planning for conference proceedings and its evaluation. 

Apply risk management principles

Finalise budget

Finalise audience requirements

Write speeches

Write run sheet and agenda for conference

Prepare necessary documents and checklists

 

 Activity: Hold meeting (note weekly rotation of full committee and sub-committee). 

10

14 September 2020

Meeting

 

Activity: Rehearsal meeting

Hold meeting (note weekly rotation of full committee and sub-committee).

 

11

21 September 2020

 

Topic: Coordinate conference proceedings

Confirmations using checklists

Contingency planning

 

Activity: Hold conference.

 

 

12

28 September 2020

Topic: Evaluation workshop. How to prepare summary of qualitative and quantitative data

Budget: acquit funds and report to committees.

 

Activity: Hold meeting (note weekly rotation of full committee and sub-committee).

Teacher observation/interviews.

 

13

5 October 2020

Excursion to the Melbourne Convention Exhibition Centre (MCEC). To be confirmed.

 

Activity: Be informed about best industry practice for conferences by observing how the MCEC holds its events. 

14

12 October 2020

 

Prepare documents for Task 2.

 

Excursion to the State Parliament of Victoria (this is sitting week). Details to be confirmed.Task 2: Conference meeting - Implementation and Follow-up

15

19 October 2020

Topic: Ensure post conference activities are followed up.

Feedback and review

Activity: Hold ad hoc meeting (note weekly rotation of full committee and sub-committee).

 

16

26 October 2020

Interviews/resubmissions if required.

Special consideration.

 

 


 

 


Learning Resources

Prescribed Texts


References


Other Resources

See Canvas.

 


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.
Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.


Knowledge Evidence
To complete the unit requirements safely and effectively, the individual 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.
Assessors must satisfy NVR/AQTF assessor requirements.

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

You are required to successfully complete all assessment tasks to be deemed competent in this course.  NOTE:  Details about specific tasks and assessment criteria will be included in Canvas. 

There a two assessments: 

Assessment Task 1: Conference meeting - plan

Assessment Task 2:  Conference meeting - implementation and follow-up

The above tasks require you to demonstrate the Foundation Skills described in the units for this cluster.  The Foundation Skills describe language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance. For further information, please refer to the assessment page in Canvas for this course.

 


Assessment Matrix

The assessment matrix that maps all the assessments is available in Canvas. 

Other Information

Submission Requirements

You should:

Submit your work individually to Canvas. Your work is about the work of the committee.

     • Ensure that you submit assessments on or before the due date via Canvas. 
     • 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 the Assessment task document that includes a declaration and statement of authorship.
     • Each page of your assessment should include a footer with your name, student number, the title of the assessment, unit code and title and page numbers.

Late Submission Procedures

You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.

Extension of Time.  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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/extensions-of-time-for-submission-of-assessable-work
Form to use is found in the section "How to apply."

Special Consideration. Where more 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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/special-consideration

Resubmission (VE Programs)

If you are found to be Not Yet Competent in a course assessment task (or you do not submit the assessment tasks/attend the assessment) you will be allowed one resubmission.  Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission in Canvas. 

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. 

More information: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/adjustments-to-assessment

Marking Guide (Competency):

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.

CA: competency achieved

NYC: not yet competent

DNS: did not submit for assessment

 

Course Overview: Access Course Overview