Course Title: Manage meetings

Part B: Course Detail

Teaching Period: Term2 2012

Course Code: BUSM6240C

Course Title: Manage meetings

School: 650T TAFE Business

Campus: City Campus

Program: C5221 - Diploma of Business Administration

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

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.

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National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM502B Manage meetings

Element:

1 Prepare for meetings

Performance Criteria:

1.1 Develop agenda in line with stated meeting purpose.

1.2 Ensure style and structure of meeting are appropriate to its purpose.

1.3 Identify meeting participants and notify them in accordance with organisational procedures.

1.4 Confirm meeting arrangements in accordance with requirements of meeting.

1.5 Despatch meeting papers to participants within designated timelines.

Element:

3 Follow up meetings

Performance Criteria:

3.1 Check transcribed meeting notes 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 Distribute and store minutes and other follow-up documentation within designated timelines and according to organisational requirements.

3.3 Report outcomes of meetings as required, within designated timelines.

Element:

2 Conduct meetings

Performance Criteria:

2.1 Chair meetings in accordance with organiational requirements, agreed conventions for type of meeting and legal and ethical requirements.

2.2 Conduct meetings to ensure they are focused, time efficient and achieve outcomes.

2.3 Ensure meeting facilitation enables participation, discussion, problemsolving and resolution of issues.

2.4 Brief minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting.


Learning Outcomes


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Details of Learning Activities

This course is taught with BUSM6241C Plan and Manage Conferences and EMPL5627C Ensure Team Effectiveness.  Learners will use the use the simulated office and the meetings pupose is to plan and manage the conference.  Learners will conduct and manage those administrative tasks to provide agendas and meeting materials relating to the conference.  They will also conduct and chair such meetings taking the chairperson role in rotation in sub-committee format or in the full committee forum.  Using theory, students will apply sound meeting practice.

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


Teaching Schedule

WeekContent

Elements

BSBADM502B

Manage Meetings

Elements

BSBADM503B

Plan and manage conferences

Elements

BSBWOR502A

Ensure team effectiveness

Assessment
0
25 June
2012

Overview of courses

Assessment Outline

Learning activities

Mode of delivery for units

Learning Hub/Text

TOPICS: The importance of an agenda.  Creating business meeting documents.  Creating the Agenda for next week’s assessment.  This document is electronic and to be distributed in class by the students/facilitator.

    
1
2 July
2012

Prepare for meeting

Conduct meeting Assessment

Calling the right type of meeting at the right time

Chapters 4 and 27

1.1 - 1.5

2.1 - 2.4

 1.1, 1.4, 1.6

1.1 - 1.3,

4.1 - 4.2 

TASK 1 Meeting assessment
2
9 July
2012

Follow up meetings

Types of meetings and when to call a meeting

Chapters 4 and 27

3.1 - 3.3 1.2, 1.6, 1.7, 4.1

1.1 - 1.3,

2.1 - 2.2, 4.1 - 4.3

 
3
16 July
2012

Prepare for meeting

Planning and leading meetings.

Agendas and minutes and producing an Action Plan.

Chapters 4 and 27

1.1 - 1.5  1.3, 1.5, 1.7, 2.22.1 - 2.4  
4
23 July
2012

Conduct meeting

Presentation skills.  Body language.

Chapters 4 and 27
 

2.1 - 2.4 1.3, 1.5

2.1 - 2.4

3.1 - 3.3

TASK 2 Meeting assessment

5
30 July 2012

 

STUDENT STUDY WEEK - NOFORMAL CLASSES
(Week beginning 30 July 2012)
    

 6

6 Aug 2012

Follow up meetings

Understanding meeting protocol, the officials and protocol of formal meetings.

Chapters 4 and 27
 

3.1 - 3.3 4.2 2.1 - 2.4 
7
13 Aug
2012

Practical Placement 13 August - 24 August 2012

Self-directed learning

   
8
20 Aug
2012

Practical Placement

 

Self-directed Learning

   
 MID SEMESTER BREAK
    
9
3 Sept
2012
Follow up meetings

Case study.

Chapters 4 and 27

 
 3.1 - 3.3
 
4.22.1-2.4TASK 3 Meeting assessment
10
10 Sept
2012
Conduct meeting

Group processes.

Chapters 4 and 27

 
 1.1 - 1.5
 
 1.4, 2.1, 2.2 3.1 - 3.3 
11
17 Sept
2012

Follow up meetings

Roles in informal meetings. 

Chapters 4 and 27
 

3.1 - 3.3 3.4, 3.5 3.1 - 3.3 
12
24 Sept
2012

Prepare for meetings 

How well are people working together - and keeping control. Communication skills

Chapters 4 and 27

Conduct meeting

 

1.1 - 1.5 3.2 4.1 - 4.4TASK 4 Meeting assessment
13
1 Oct
2012

Conference

Conduct meeting

 2.1 - 2.4 1.7, 3.5, 4.1, 4.3, 4.4, 4.5 4.1 - 4.4TASK 5 Meeting assessment (debrief)
14
8 Oct
2012

 

Chapters 4 and 27

 

 2.1 - 2.4 3.3, 3.4, 4.6, 5.1 All elements 
15
15 Oct
2012
Follow up meetings3.1 - 3.3 5.1 - 5.4 All elements 
16
22 Oct
2012

Follow up meetings

Review

 3.1 - 3.3 1.7, 5.2, 5.3, 5.4All elements  


Learning Resources

Prescribed Texts

Management Theory and Practice


References


Other Resources

Note: Read chapter 27 " Leading and Attending Meetings and Chapter 4 "The Informal Organisation".

Toolbox and in class handouts.


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

Critical Aspects

Evidence of the following is essential:

1. Applying conventions and procedures for formal and informal meetings.

2. Chairing meetings in relation to agreed agendas.

TASKS 1-5

There are five meetings scheduled for the entire conference organising group.  You will ensure that you are a Chairperson for at least one meeting and use the marking guide for that Chairing experience as evidence.

Note the due dates indicated in the Teaching Schedule above.  You must submit your typed minutes, handwritten notes and meeting papers by the following week to your teacher.

SUBMISSION REQUIREMENTS

Assessment Tasks 

You are required to complete 5 tasks. You must successfully complete all 5 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 at myRMIT and your 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 myRMIT.
• 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 autonomously, to provide innovative solutions where required, to choose appropriate systems to meet organisational needs  and importantly, design and develop documentation that is standardised (use a template with standard fonts for minutes, for example) and that work is submitted accurately and timely.

2. Demonstrated breadth of underpinning knowledge and a willingness to continue learning

Students will plan for their training meeds, monor and evaluate their training needs to avoid any shortfalls in knowledge.  They will apply their reading of the text and be aware of key provisions of relevant legislation such as privary laws, anti-discrimination legislation and ethical principles relating to meeting conduct.

3. Techniques and processes, technology skills and problemsolving

Students will need to record minutes and type them within 24 hours submitting the hard copy to the teacher in a business-like format following textbook guidance for Agendas, Minutes and Action plans.  Students will anticipate problems and prepare contingency plans.  Students will use electronic communication devices and technology to manage information relating to meetings, use standard templates, fonts and the like for documents.

4. Work organisation, planning and self management

Students will attend all meetings, or submit an apology via the Chairperson or Teacher.  They will attend each meeting on time and leave at the conclusion of the meeting, in cooperation with the whole group.  The student will plan for the meeting bringing all necessary documents and be organised with writing materials and relevant documents relating to the meeting. Students will manage their own Student Diary recording dates, times and place of meetings.

5. Communication, people networking, language and interpersonal skills and teamwork

Students will need to send their apologies for meetings they cannot attend to the Chairperson 24 hours before the meeting.  Students will need to participate and exchange information in meetings clearly and in a timely manner, recording the outcomes of their key discussion points.  Students will need to display courtesy, cultural sensitivity and practice boardroom ettiquette.  They will need to record an action plan of the meeting outcome and have evidence of chairing a meeting.  They will need to conduct a vocal presentation to the group (publicly discuss their meeting details).


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.
 

 

See above.  The meetings are spaced across the duration of the unit, in order for your teacher to provide you with progressive feedback.


Assessment Matrix

BSBADM502B Manage MeetingsAssessment

Required knowledge:

Culturally appropriate techniques to communicate with people from diverse backgrounds and people with diverse abilities.

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; copyright; occupational health and safety.

Formats for minutes and agendas.

Group dynamics.

Meeting terminology, structures, arrangements and responsibilities of chairperson.

Organisational procedures and policies regarding meetings, chairing and minutes.

 

Meetings 1-5  covering all elements

Required Skills:

Communication skills to:

  • Participate in sustained complex interpersonal exchanges and to interact with others.
  • Listen to, incorporate and encourage feedback.
  • Conduct oral presentations to a group, to consult participants and to answer questions.
  • Manage and work with a group to construct an action plan.
  • Chair meetings.

Literacy skills to:

  • Categorise and organise information
  • Assess information for relevance and accuracy.
  • Identify and elaborate on key agenda items and source additional information.
  • Numeracy and time management skills to allow for sufficient meeting preparation.

Problem-solving skills to choose appropriate solutions from available options.

Elements/Performance Criteria (see above for performance criteria)

1. Prepare for meetings

2. Conduct meetings

3. Follow up meetings

Meetings 1-5 covering all elements
 

Course Overview: Access Course Overview