Course Title: Manage Meetings

Part B: Course Detail

Teaching Period: Term1 2009

Course Code: BUSM9954C

Course Title: Manage Meetings

School: 650T TAFE Business

Campus: City Campus

Program: C5136 - Diploma of 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: 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 covers the skills and knowledge to manage the preparation of meetings, chairing the meetings, organising the minutes and reporting outcomes.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM502A Manage Meetings

Element:

Conduct meetings

Performance Criteria:

2.1 Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements.
2.2 Meetings are conducted to ensure they are focused and time efficient.
2.3 Meeting facilitation enables participation, discussion, problem solving and resolution of issues.
2.4 Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting.

Element:

Follow up meetings

Performance Criteria:

3.1 Transcribed meeting notes are checked 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 Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organisational requirements.
3.3 Outcomes of meetings are reported as required, within designated timelines.

Element:

Prepare for meetings

Performance Criteria:

1.1 Purpose of meeting is clarified and the agenda is developed in line with stated purpose.
1.2 The style and structure of the meeting is appropriate to the meeting's purpose.
1.3 Meeting participants are identified and notified in accordance with organisational procedures.
1.4 Meeting arrangements are confirmed in accordance with requirements of meeting.
1.5 Meeting papers are dispatched to participants within designated timelines.


Learning Outcomes


Manage meeting preparation, conduct and post-meeting activities using word processing and timekeeping software which will give students knowledge and skills to contribute to an manage meeting in the workplace.


Details of Learning Activities

Learning activities will include class-based theory and discussions based on the textbook, Toolbox and cross-assessment meetings experience with Plan and Manage Conferences.  Other learning activities include scheduled meetings, presentations, searching the Internet, library visits and DVDs.


Teaching Schedule

Week beginning  
Week 1Course Guide
Assessments
Text
Toolbox:
http://www.dlsweb.rmit.edu.au/toolbox/busadmin/home.htm
The Learning Hub
Week 2Types and purpose of meetings Meeting 1: 15%
Week 3Office bearers and their roles Text and Toolbox
Week 4Meeting documentation (notices, agenda, financial reports, chairperson’s report, correspondence) Meeting 2: 15%
Week 5Meeting arrangements (scheduling, booking, catering, accommodation, transport, communication, technology, budget, minute taker) Text and Toolbox
Week 6Meeting conventions (quorum requirements, voting procedures, conflict of interest, provisions, consensus, requirement, casting votes) Meeting 3: 15%
Week 7Meeting motions (including resolutions either agreeing on a course of action or deferring decisions to another meeting) Text and Toolbox
Week 8Legislation relating to companies and associations Meeting 4: 15%
Week 9 - Mid Semester 1 BreakMinute recording (methods used and skills required, tips for minute taking) Text and Toolbox
Week 9   
Week 10Managing meeting disturbances and problem participants (giving examples and resolutions) PRACTICAL PLACEMENT (Teacher to visit workplace)
Week 11Post meeting duties and tasks (preparing minutes, distribution, filing) PRACTICAL PLACEMENT
Week 12Codes of practice for meetings 
Week 13Requirements for public meetings Rehearsal Meeting 5: 15%

Week 14Conduct of meetingsCONFERENCE/TRADE FAIR - Friday 22 May 2009

Meeting 6 Debrief: 15%
Week 15 Conduct of meetings
Text and Toolbox
Week 16 Meeting 7: 10%
Weeks 17 and 18 Feedback and review
 


Learning Resources

Prescribed Texts

Kris Cole, Management Theory and Practice, Third Ed, Prentice Hall, NSW
The Learning Hub Toolbox:
http://www.dlsweb.rmit.edu.au/toolbox/busadmin/home.htm


References


Other Resources


Overview of Assessment

Students must demonstrate an 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, role-play, reading and interaction with an online Toolbox. 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 will include class-based discussions, exercises, small group work, online activities, reading and reflection on various activities, together with the preparation, conduct and follow up tasks of meetings, in order to develop competency including the underpinning skills and knowledge.

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


Assessment Tasks

Meeting minutes and supporting documents - Seven Meetings = 100%

Meetings will be held for the entire conference organising group.  They will consist of sub-committees reporting to the meeting.  Individual students will record their own set of minutes and rotate their roles as Chairperson.  When the student is a Chairperson, that student will provide a "meeting checklist self-assessment" and the "meeting evaluation checklist" available in the Valley View section of the Toolbox.

The meetings will be purposed on the Plan and Manage Conferences competency.  Each student will provide to the teacher using the drop box at Level 13 within 24 hours a complete set of typed minutes and related meeting documents.  Related documents are agendas, Notice of Meeting, reports, correspondence and the like.  Students will prepare a brief action plan together with the minutes.  Please refer to the marking guide for guidance.


Assessment Matrix


 Minutes of meetings x 7 = 100%
BSBADM502A/01 Prepare for meetingsYES
BSBADM502A/02 Conduct meetingsYES
BSBADM502A/03 Follow up meetingsYES

Other Information

Grading
A pass in an assessment piece will result in a grade for the student.  Where a pass is achieved competency for that assessment is given.  Where a pass is not achieved in any assessment piece a NYC (Not Yet Competent) grade will be given.  Competency MUST be achieved for each element of competency within a competency standard for a pass grade (or higher grade) to be given.  Where competency for all elements of competency is not achieved, an overall NN grade will result.

Submission of written work/assessment
All of your written work must conform with RMIT’s guidelines "Written Reports and Essays: Guidelines for Referencing and Presentation in RMIT Business" which can be found on the RMIT website.    Students are advised to refer to the RMIT Writing style guide, version 7  found at www.rmit.edu.au/help/publishing-standards/styleguide

Late Submission of Work or Assessment
Only in cases of exceptional and genuine hardship (not including inconvenience or poor study planning), will limited extensions be considered.  Students must lodge a completed Application of Extension Form before the official submission date for the work or assessment.  Completed applications are to be addressed to the course coordinator and submitted via Reception on Level 13, Building 108.  Documentary evidence should be provided.  Note: Extensions are not automatically granted.

Employability Skills
This course/competency includes the employability skills listed below which are assessable under the Business Services Training Package.

In order to be able to effectively demonstrate the required employability skills during the course, students should participate and aim to attend punctually.  Students are required to contribute to 80% plus of the required classes.  Please note that employability skills are assessed across the entire program.

Employability skills are a core component of the competency and if a student is unable to effectively demonstrate these skills, a mark of NYC (Not Yet Competent) will be given for the course.

Employability skills identified for this course are:
Communication
Teamwork
Planning and organising
Self management
Learning
Technology

Course Overview: Access Course Overview