Course Title: Organise meetings

Part B: Course Detail

Teaching Period: Term1 2012

Course Code: OFFC5201C

Course Title: Organise meetings

School: 650T TAFE Business

Campus: City Campus

Program: C4223 - Certificate IV in Business Administration

Course Contact : Hazel Sims

Course Contact Phone: +61 3 9925 1316

Course Contact Email:hazel.sims@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

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 course describes the performance outcomes, skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation.  This course focuses on organising and recording meetings across a variety of meeting settings. 


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM405B Organise meetings

Element:

Make meeting arrangements

Performance Criteria:

1.1 Identify type of meeting and its purpose.

1.2 Identify and comply with any legal or ethical requirements.

1.3 Identify requirements of meeting and participants.

1.4 Make meeting arrangements in accordance with requirements of meeting.

1.5 Advise participants of meeting details.

Element:

Prepare 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 time lines.

2.4 Prepare spare sets of documents.

Element:

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 Despatch copies of minutes within designated time lines.


Learning Outcomes



Details of Learning Activities

FULL TIME:

Learners will gain valuable learning opportunities in the classroom and in the Virtual Enterprise, where they will practice their skills taking minutes using their own shorthand and using word processing technology to transcribe minutes and business documents.  Students will learn to apply theory to meeting organisation, and ensuring documents are created and distributed in a timely manner.  This is a holistic delivery method using the VE together with courses "Implement and monitor environmentally sustainable work practices" and "Write complex documents"

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

PART TIME:

1. Flexible delivery students will attend two in class meetings as their assessment.  They will submit typed minutes at the conclusion of each meeting as their demonstration of technique.  The grade for this assessment is CA/NYC.

2. The graded assessment is the Community Meeting Report.  Download the marking guide from myRMIT.


Teaching Schedule

WeekContent

BSBADM405B

Organise Meetings

BSBWRT401A Write complex documentsBSBSUS301A Implement and monitor environmentally sustainable work practicesAssessment
1

VE Induction and overview of courses

Assessment Outline

Learning activities: Toolbox as a resource

Mode of delivery: Weekly attendance at VE. Flexible Delivery online except for 2 assessment weeks.

 1, 2   
2

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

 

1.1 - 1.5

2.1

1, 2 1.1

FULL TIME:

TASK 1: Meeting 1

3

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.

 

 1.1 - 1.51, 2, 3 1.2 PART TIME: Attend in class meeting. Refer to teacher’s email.
4

Making meeting arrangements:

The role of seating arrangements and behaviour at meetings.

 

Setting up a meeting

Research community meetings

 All1-4  1.3, 1.4 
5

Preparing documents for meetings:

Organisational skills

About meetings:

Keeping records in accordance with organisational guidelines

Meetings terminology

Quick strategies for informal meetings

 2.1 - 2.41,2 1.5, 1.6 TASK 1: Meeting 2
6

Making meeting arrangements:

Meetings in progress

Negative factors at meetings

Practice session

 1.1 - 1.5

2.1 - 2.4

3.1 - 3.4
3,4  1.6, 1.7 
7

Recording and producing minutes of meeting:

What is a motion?Proposing amendments

Confirmation of minutes

 3.1 - 3.41,4  2.1, 2.2 PART TIME: Attend in class meeting. Refer to teacher’s email
8

Recording and producing minutes of meeting:

Case study

Practice session

1.1 - 1.5

2.1 - 2.4

3.1 - 3.4

3,4 2.3, 2.4 
9

Recording and producing minutes of meeting:

Cultural diversity in communication

Practice session

 All 3.1, 3.2 
10

Recording and producing minutes of meeting

Toolbox review

 All 3.3, 3.4 TASK 1: Meeting 3
11

Decision-making and problem-solving in a meeting

Following up after meetings

All 3,4  3.5, 3.6 
12

Report writing

Quiz 

 All1-4  4.1 
13Attend Diploma of Business Administration Conference meetingAll 1-4 4.2

TASK 2 Community Report due.

14Theory review.

All 

1-4 4.3 
15 Virtual enterprise

 

All

1-4 4.4TASK 1minutes completed.
16 Virtual enterprise

ALL 

1-4 4.5 


Learning Resources

Prescribed Texts

Dwyer Judith 2012, The Business Communication Handbook, 9th ed, Pearson, NSW.


References


Other Resources

Refer to the toolbox found in myRMIT Studies for this course.  Note that it is recommenced you attend the Diploma of Business Administration conference meeting for your Community Meeting assessment, or students may locate a suitable meeting for observation and notetaking within their community.


Overview of Assessment

Students must demonstrate all elements of competency through a variety of methods showing their understanding of all elements of a particular competency to be deemed competent. Assessment methods have been designed to measure achievements of each competency in a flexible manner. Assessments will incorporate a variety of methods: class exercises, homework, the preparation, conduct and preparation of meeting minutes and distribution of same through a holistic assessment in the Virtual Enterprise. Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met.

Learning activities include class-based discussions, exercises, small group work, online activities, meetings, reading and reflection on various activities together with independent and group based research in the Virtual Enterprise and in order to develop competency including the underpinning skills and knowledge.

In addition to the assessments, formative and timely feedback is provided to the students throughout the duration of the course.
 


Assessment Tasks

CRITICAL ASPECTS

Evidence of the following is essential:

1. Organising meetings, including informing participants and preparing materials.

2. Preparing an agenda.

3. Taking minutes during a meeting and preparing draft minutes after the meeting.

TASK 1: Taking minutes:

Full time students will take three sets of minutes including agendas, meeting papers and handwritten notes in the VE. Note scheduled meeting dates on the Calendar above.  Submit your work for feedback in class.  Use the templates in the textbook for document production guidelines.  Read the "Assessment Overview" in the Virtual Enterprise S drive and also found in myRMIT for this course.

Part Time:

Same applies as above but allow for attendance at two in class, face-to-face meetings.

TASK 2: Community Report

Students will research a suitable community meeting to attend as an observer and practice notetaking - not taking minutes.  Students will use the marking guide which specifies the criteria required for this assessment found in myRMIT Studies.  Students will write a report in their capacity as observer at two meetings - the community meeting and a meeting held in the Virtual Enterprise/workplace. 

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 2 tasks. You must successfully complete all 2 tasks to be deemed competent in this unit.

Submission Requirements

Assessment tasks need to be submitted electronically via MyRMIT and hard copies in class, if required.

You should:

• Ensure that you submit assessments on or before the due date. If your performance in the assessment is affected by unexpected circumstances, you should consider applying for Special Consideration. Information on the process and application forms is available myRMIT and links in Student Diary.
• 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 work for assessment 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.


Marking Guide (competency):

Vocational Education and Training (VET) is based on current industry needs and the focus on preparing you for the workplace. Because VET courses are informed by practical application of knowledge and skills, they are based on a system known as ‘competency based training’ (CBT). So when you are assessed in VET it is about whether you are competent to do the job, as well as having a firm grasp on the knowledge and skills required to do that job, as opposed to traditional curriculum based education settings that are often based on knowledge retention.

You need to demonstrate you are competent in each element of the unit of competency you are studying.

You will receive feedback on each assessment task that will inform you whether you are competent or not and how well you are performing. Once competent in all elements of the unit you receive a competency grading.

Please refer to the Final Grades table below.

Marking Guide (Grading) 

After achieving competency we then grade your performance in the unit; this gives you the opportunity to have the level of your performance formally recognized against industry standards and employability skills.


The grading is according to the following criteria:

1. LEVEL OF INDEPENDENCE, INITIATIVE, ENTERPRISE AND PERFORMANCE OF WORK TASK

We are looking for a high level of ability to complete all tasks on time.  You will show your initiative by organising your meetings and planning the Agenda and meeting documents in a timely manner.  You will demonstrate a high level of initiative in your approach to making meeting arrangements within designated timelines. Students will brainstorm and contribute ideas and be part of the group process.  They will problemsolve by defining the problem, choose a solution and plan a course of action.


2. DEMONSTRATED BREADTH OF UNDERPINNING KNOWLEDGE AND A WILLINGNESS TO CONTINUE LEARNING

Students will learn how to take their own form of shorthand to facilitate efficient notetaking at meetings.  They will successfully apply the theory to practice for example, knowing how produce and wordprocess an Agenda and Minutes. 

3. TECHNIQUES & PROCESSES, TECHNOLOGY SKILLS AND PROBLEM SOLVING

Using software efficiently, students will produce industry standard business reports free of errors in clear English applying the standards of report writing format.  They will problemsolve by using the myRMIT Learning Lab to excel in areas of document production.  Minutes will be submitted on time as indicated, learners will seek feedback to improve their productivity.  See point 1. above.

4. WORK ORGANISATION, PLANNING AND SELF MANAGEMENT

Students will apply rules of etiquette in face-to-face meeting, virtual meetings and team briefings.  In order to plan effectively, the student will be able to prepare documentation for meetings, notice of meetings, agenda and meeting papers.  They will use meeting conventions and processes to be effective.

5. COMMUNICATION, PEOPLE NETWORKING, LANGUAGE AND INTERPERSONAL SKILLS AND TEAMWORK

Learners will know the duties of participants at meetings and will demonstrate how they interact effectively.  The student will attend all meetings and participate in a business-like manner, observing cultural sensitivities and good business practice.  They will coordinate and consult with meeting participants and refer queries to the Chairperson and teacher.  Interpersonal skills will be excellent.

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

BSBADM405B Organise Meetings

VE meetings x 3**

Part time x2

Community meeting*

Make meeting arrangements

(Organising meetings, including informing participants and preparing materials)

allall
Prepare for documentation for meetings (preparing an agenda)allall
Record and produce minutes of meeting (taking minutes during a meeting and preparing draft minutes after the meeting)allall

*knowledge is assessed

**holistic delivery method using the VE

Course Overview: Access Course Overview