Course Title: Organise meetings

Part B: Course Detail

Teaching Period: Term1 2015

Course Code: OFFC5201C

Course Title: Organise meetings

School: 650T Vocational Business Education

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

Teacher:  Vivien Wong
Tel:  +61 3 9925 5494
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 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:

1. 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:

2. 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:

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. Despatch copies of minutes within designated time lines


Learning Outcomes



Details of Learning Activities

Assessment Scenario
You will attend the Simulated Business  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

9 February

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:  Minutes of 3 meetings

 

2

16 February

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.

 

3

23 February

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

Performance criteria: 1.1-1.5

 

TASK 1: Meeting 1

4

2 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.

Performance criteria: 1.1-1.5

 

5

9 March

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

Performance criteria: 1.1-1.5

 

6

16 March

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

Meetings terminology

Performance criteria: 2.1-2.4

 

7

23 March

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

Hold meeting

Performance criteria: 2.1-2.4

TASK 1: Meeting 2

8

30 March

Recording and producing minutes of meeting:

What is a motion? Proposing amendments

Confirmation of minutes

Performance criteria: 3.1-3.4

 

 

2-8 April

8-10 April

 

MID SEMESTER BREAK includes 3-6 April Good Friday and Easter Monday

Online

 

 

9

13 April

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

How to take notes using a shorthand technique, how to proofread minutes,

Performance criteria: 3.1-3.4
 

 
 1020 AprilTopic: Recording and producing minutes of meeting

Cultural diversity in communication

 

 

11

27 April


 

Attend Diploma of Business Administration conference - take minutes.

All elements of competency 

 TASK 1: Meeting 3

Attend Conference and take minutes of proceedings

124 MayTopic: Recording and producing minutes of meeting

Report writing

 

13

11 May

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

Following up after meetings 

 

14

18 May Planning day 

15

25 MayWork on assessment

TASK 1 minutes to be uploaded to dropbox.

 

16

1 June

Feedback and review

 
178 JuneInterviews/Re-submissions if required 


Learning Resources

Prescribed Texts

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

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
You will hold 3 meetings, two with the Simulated Business, 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  
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.

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