Course Title: Organise meetings

Part B: Course Detail

Teaching Period: Term1 2013

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. Identify type of meeting and its purpose
2. Identify and comply with any legal or ethical requirements
3. Identify requirements of meeting and participants
4. Make meeting arrangements in accordance with requirements of meeting
5. Advise participants of meeting details

Element:

Prepare documentation for meetings

Performance Criteria:

1. Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements
2. Check documentation for accuracy and correct any errors
3. Distribute documentation to participants within designated time lines
4. Prepare spare sets of documents

Element:

Record and produce minutes of meeting

Performance Criteria:

1. Take notes with the required speed and accuracy to ensure an accurate record of the meeting
2. Produce minutes that reflect a true and accurate account of the meeting
3. Check minutes for accuracy and submit for approval by the nominated person
4. Despatch copies of minutes within designated time lines


Learning Outcomes



Details of Learning Activities

FULL TIME:

Assessment Scenario
You will attend the Virtual Enterprise and work as a business administrator, refer to the Course Guide for due dates.

TASK 1
You are to attend as an observer two meetings: one in the VE and one at a sporting club or council meeting (formal meeting) or perhaps the Diploma of Business Administration students’ conference in Week 11. You will prepare one business report about the two meetings. Note the due date for this assignment on the Course Guide. Refer to the Community Meeting marking instruction guide. Make sure you get feedback from your meetings to improve on the next meeting assessment.

TASK 2
You will hold 3 meetings (full time students) with your Team. The purpose of these meetings will be related to the running of the VE. You will submit three sets of typed agendas and minutes, with your handwritten notes of each meeting. See document format for Agenda and Minutes in the Business Communication Handbook – Chapter 13. See due dates on Course Guide.

Teacher observation – progressive feedback

The student will be observed by the facilitator whilst undertaking this competency. Refer to Graded Assessment Sheet.

FULL TIME Special Requirements

This assessment requires the student to work in the VE for Reflective Records with their department team, each week. Three meetings should be scheduled early in the semester. You will access the Internet to learn more about the business partner and the Internet to get resources from the Virtual Enterprise Australia network. You will use the S drive for all your documents. Industry standard work conditions apply such as OHS requirements and acceptable work practices. Punctuality is important. Work is presented in word processed format, complete and with spelling and grammar check used. All topics will be addressed and professional presentation of content is required, myRMIT holds your marking instruction guides for assessments.

If a student cannot attend a weekly class then they should arrange with their teacher to ensure they complete their work requirements.

 


Teaching Schedule

WeekWeek
Beginning
Content

BSBADM405B

Organise Meetings

FULL TIME
Assessment

1

11 February

Overview of courses

Assessment Outline

FULL TIME VE Induction


Making meeting arrangements

 1.1 - 1.5 

2

18 February

Making meeting arrangements


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.

1.1 - 1.5

 

 

3

25 February

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

FULL TIME:

TASK 1: Meeting 1

4

4 March

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 - 1.5 

5

11 March

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

About meetings:

Keeping records in accordance with organisational guidelines

 All 

6

18 March

Preparing documents for meetings:

Organisational skills

Meetings terminology

 2.1 - 2.4 

7

25 March
&
4 April

Quick strategies for informal meetings
Making meeting arrangements:

Meetings in progress

Negative factors at meetings

Practice session

1.1 - 1.5

2.1 - 2.4

3.1 - 3.4
 
TASK 1: Meeting 2
  Mid semester break 28 March - 3 April  

8

8 April

Recording and producing minutes of meeting:

What is a motion? Proposing amendments

Confirmation of minutes

 3.1 - 3.4 

9

15 April

Recording and producing minutes of meeting:

Case study

Practice session

1.1 - 1.5

2.1 - 2.4

3.1 - 3.4

 

10

22 April

Recording and producing minutes of meeting:

Cultural diversity in communication

Practice session

 All 

11

29 AprilFULL TIME

Attend Diploma of Business Administration Conference meeting 

 All 
126 MayRecording and producing minutes of meeting

Toolbox review

Report writing

AllTASK 1: Meeting 3

13

13 May

Decision-making and problem-solving in a meeting

Following up after meetings 

All  TASK 2 Community Report due

14

20 MayTheory review All 

15

 27 MayFULL TIME
Virtual enterprise

 

All

TASK 1 minutes completed

16

 3 June

FULL TIME
Virtual enterprise

ALL 

 


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 recommended 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 for assessment and evidence required to demonstrate competency in this unit Evidence of the following is essential:
• organising meetings, including informing participants and preparing materials
• preparing an agenda
• 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.

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. 


Assessment Matrix

 

Assessments

Required knowledgeAssessments
 • 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.
 
FULL TIME VE meetings x 3

PART TIME meetings x2
 

FULL TIME & PART TIME Community Report

Required 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.
 
FULL TIME VE meetings x 3
PART TIME meetings x2


FULL TIME & PART TIME Community Report
 

 

BSBADM405B Organise Meetings

Elements

VE meetings x 3**

Part time x2

Community meeting*
 1. Make meeting arrangements

(Organising meetings, including informing participants and preparing materials)

 

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

 **holistic delivery method using the VE

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 pass that unit of competency.

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 recognised against industry standards and employability skills.

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.
 

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 Virtual Enterprise business. You will show that you can design complex documents for meetings using textbook and S drive templates 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 VE. You will be aware of legislative requirements and apply them where appropriate. You will complete in full all work required in the two 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 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 VE - 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.


 

 



 

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