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: C4226 - Certificate IV in Frontline 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

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

Not applicable.

Course Description

This unit describes the performance outcomes, skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
 

This unit applies to individuals employed in a range of work environments who organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.


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

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 Customer Service Standards", "Promote Team Effectiveness" and "Monitor a Safe Workplace".

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.


Teaching Schedule

WeekWk commen-
cing Y:2013
ContentElement of
competency
Assessment
111 Feb

 VE induction and course overview

Assessment outline

Learning activities: Toolbox as a resource

Mode of delivery: Weekly attendance at VE

  
218 Feb

Making meeting arrangements:

Organisational skills - put scheduled meetings in
Student Diary

Why keep minutes and the rise of the virutal meeting

Taking shorthand and transcribing

Document template production: Agenda & minutes
Agenda template: p366 text
Minutes template: p368 text

1.1 - 1.5

2.1

 
325 Feb

Making meeting arrangements:

The chairperson and office bearers pp 362-3
The secretary pp 364-5
Corporations Law and meeting structure and style
Legan and ethical requirements
Formal and informal meetings p 369

1.1 - 1.5 
44 Mar

Making meeting arrangements:

Role of seating arrangements and behaviours at
meetings
Seating pp 360-1
Behaviours pp 372-4

Setting up a meeting

Research community meetings.  Eg: Google City of Melbourne,
search council meerings, click 2013 meeting dates, click
agendas, reports and minutes

Run Meeting 1

 All
 
511 Mar

Prepar documents for meetings:

Organisation skills p 360, Fig 13.3

About meetings:

Keeping records in accordance with organisation guidelines
p377 + Table 13.9
Meetings terminology + Purpose p357 Tab 13.1
Quick strategies for informal meetings (staff room, corridors ..
what other ideas do you have?)

 2.1 - 2.4Task 1: Meeting 1
Agenda & Minutes
due
618 Mar

Making meeting arrangements

Meetings in progress
Negative factors at meetings pp 373-4 (poor verbal, nonverbal
and listening skills, hot-headed participants ... what other ideas
do you have?)

Practice session

1.1 - 1.5

2.1 - 2.4

 
725 Mar

Recording and producing minutes of meeting:

What is a motion?  Proposing amendments
Confirmation of minutes

3.1 - 3.4
 
728 Mar - 3 AprMID SEMESTER BREAK  
88 Apr

Recording and producing minutes of meeting:

Case study 2 on p384 "PHARMMAD betting meeting planning
and conduct"

Youtube clip: "Learn to run an effective meeting that gets
results!  Productive meeting tips from author" - Students to
concentrate on MISSION & OUTCOME, ie FOCUS & RESULTS

Run Meeting 2

1.1 - 1.5

2.1 - 2.4

3.1 - 3.4

 
915 Apr

Recording and producing minutes of meeting:

Cultural diversity in communication

Practice session

AllTask 1: Meeting 2
Agenda & Minutes
due
1022 Apr

Recording and producing minutes of meeting:

Toolbox review

Familiarise students with Task 2 Community report assessment
requirements

All 
1129 Apr

Decision-making and problem-solving in a meeting:

Following up after meetings

Re-familiarise students with Task 2 Community report assessment
requirements

Attend Community Meeting organised by Bus Admin students

All 
126 May

Report writing

Quiz

All 
1313 MayComplete Task 2 in readiness for submissionAllTask 2: Community
report due
1420 MayTheory reviewAll 
1527 MayVE businessAll 
163 JunVE businessAll 
     


Learning Resources

Prescribed Texts

Dwyer, K 2012, The Business Communication Handbook/Judith Dwyer, 9th ed, Pearson, New South Wales (Chapter 13)

9781442546738


References


Other Resources

Refer to the toolbox found in myRmit studies for the course.  Note that for your Community meeting report assessment, students may locate a suitable meeting for observation and notetaking with their community


Overview of Assessment

Assessment may incorporate a variety of methods including technical requirements documentation, homework, assignments, group and/or individual projects, in class exercises, written and practical assessments, problem solving exercises, presentations, direct observation of actual and simulated work practice, presentation of portfolio of evidence which may comprise documents, and/or photographs and/or video and audio files, review of products produced through work based or course activities.

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.  Students will be provided with feedback throughout the course to check their progress.


Assessment Tasks


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 twosets 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 Scenario" in the Virtual Enterprise J-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 practise 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. Students must demonstrate an understanding of all elements of competency to be deemed competent. All tasks must be submitted in the week indicated to your class teacher for assessment.  You will also submit the work to the dropbox.  All tasks to be presented in fully blocked open punctuation format, Arial Narrow 11 pt font with the name of each task and the week due in the header of all documents.  Your name and student number should be placed in the footer.

All documents should be proofread for any spelling, grammatical and formatting erros prior to submission.  IMPORTANT: You must back up your work regularly and use your student Google drive.  The student is responsible for their own documents at all times.  Shared student files will not be accepted.


Submission Requirements

NOTE: Assessment tasks need to be submitted via myRMIT.

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 form is available at:
http://www.rmit.edu.au/browse/Staff%2FAdministration%2FPolicies%20and%20procedures%2FAcademic%20and%20research%2FAssessment%2FExtension%20of%20time%20for%20submission%20of%20assessable%20work%20procedure/
• 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.  For example: Jill Bloggs, 324567, Task 2 OFFC5208C Write complex documents, Page 1 of 10


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)

Grading for this unit will use 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 rocess. 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

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

OFFC5201C (BSBADM405B) Organise meetingsAssessment

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

Tasks 1, 2

Required knowledge

• 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

Tasks 1, 2
Elements/Performance Criteria (see above for Performance Criteria) 

1. Make meeting arrangements
2. Prepare documentation for meetings
3. Record and produce minutes of meeting

Tasks 1, 2

Course Overview: Access Course Overview