Course Title: Manage meetings

Part B: Course Detail

Teaching Period: Term2 2015

Course Code: BUSM6240C

Course Title: Manage meetings

School: 650T Vocational Business Education

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

Philip Bowler

philip.bowler@rmit.edu.au

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 time lines

Element:

2 Conduct meetings

Performance Criteria:

2.1. Chair meetings in accordance with organisational 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, problem-solving 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

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 time lines, and according to organisational requirements
3.3. Report outcomes of meetings as required, within designated time lines


Learning Outcomes


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Details of Learning Activities

The meeting purpose will be around the conference event planning.  Learners will conduct and manage those administrative tasks to provide agendas and meeting materials relating to the conference. Each student will conduct and chair a meeting, there will be a variety of meetings that a student can chair during the semester.  Students will apply theory to their 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 Integrated Learning.


Teaching Schedule

WeekWeeklyContentAssessment
  

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 6 July

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
Assessment task 1:  Three sets of minutes including one working experience of student being the Chairperson.  All tasks to be completed and marked CA to be deemed competent in this course.
213 July

Topics: Prepare for meeting, Conduct meeting

How to take and transcribe minutes from an Agenda.

Conduct meeting Assessment

Required knowledge for meetings: Cultural, key provisions of relevant legislation, formats for minutes and agendas, group dynamics, meeting terminology, organisational procedures and policies.

Calling the right type of meeting at the right time

Chapters 4 and 27

 

Meeting assessment 1
320 July

Topic: Follow up meetings

Required knowledge for meetings: Cultural, key provisions of relevant legislation, formats for minutes and agendas, group dynamics, meeting terminology, organisational procedures and policies.

Chapters 4 and 27

 

 
427 July

Topics: Prepare for meeting, Conduct meeting

Planning and leading meetings. The role of the Chairperson.

Agendas and minutes and producing an Action Plan.

Chapters 4 and 27

 

 
53 August

Topic: Conduct meeting

Presentation skills.  Body language.

Chapters 4 and 27 


 

Meeting assessment 2

 6

10 August

Topic: Follow up meetings, meeting communication skills

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.
 

Chapters 4 and 27 

 

 
7
 
17 August

Topics: Meeting participation and emphasis on literacy skills.

How to identify decisions made at meetings and follow for relevance and accuracy. How to identify and elaborate on key agenda items and allow for additional information. Techniques of time management and meeting preparation tips. How to solve problems in meetings and use appropriate solutions.

Chapters 4 and 27

 

 
8

24
August

Topics: How to develop an Action Plan and understanding meeting protocol 

 

31 August-4 Sept

 

Mid Semester Break

Online.

 

 
9
 
7 Sept
Topic: Group processes.

Chapters 4 and 27

 

 
10
 
14 Sept


Topic: Follow up meetings

Roles in informal meetings.

Meeting assessment: The Debrief


 

 Meeting assessment 3
11
 
21 Sept

Topic: Prepare for meetings

Working together - and keeping control. Communication skills

Chapters 4 and 27

 

 
12
 
28 Sept

 Planning day

 
13
 
5 Oct

  
Placement

 

Work Integrated Learning

 

14
 
12 Oct

 

Placement

 

 

Work Integrated Learning

 

 

15
 
19 Oct

 

  Ad hoc meeting opportunity for missed meeting assessment.
 
16
 
26 Oct

Feedback and Review

 
172 NovInterviews/Re-submissions if required 


Learning Resources

Prescribed Texts

Management Theory and Practice


References


Other Resources

Chapter 27 " Leading and Attending Meetings and Chapter 4 "The Informal Organisation".


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.

TASK 1

There are three meetings scheduled for the full conference organising committee.  You will ensure that you are a Chairperson for at least one meeting and use the observation form to record your Chairing experience and include an observer’s opinion as evidence. When you chair a meeting you don’t take the minutes.  An ad hoc meeting is scheduled in Week 15, if required.

Note the due dates indicated in the Teaching Schedule above.  The teacher will observe you taking notes in the meeting. Provide any other meeting papers as an attachment to your minutes which you will upload to the blackboard dropbox.

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.

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 needs, monitor 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 privacy 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 document design format principles 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 etiquette. 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).

 


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