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 |
Element: |
2. Prepare documentation for meetings |
Performance Criteria: |
2.1.Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements |
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 |
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
| Week | Wk commen- cing Y:2013 |
Content | Element of competency |
Assessment |
| 1 | 11 Feb |
VE induction and course overview Assessment outline Learning activities: Toolbox as a resource Mode of delivery: Weekly attendance at VE |
||
| 2 | 18 Feb |
Making meeting arrangements: Organisational skills - put scheduled meetings in Why keep minutes and the rise of the virutal meeting Taking shorthand and transcribing Document template production: Agenda & minutes |
1.1 - 1.5 2.1 |
|
| 3 | 25 Feb |
Making meeting arrangements: The chairperson and office bearers pp 362-3 |
1.1 - 1.5 | |
| 4 | 4 Mar |
Making meeting arrangements: Role of seating arrangements and behaviours at Setting up a meeting Research community meetings. Eg: Google City of Melbourne, Run Meeting 1 |
All |
|
| 5 | 11 Mar |
Prepar documents for meetings: Organisation skills p 360, Fig 13.3 About meetings: Keeping records in accordance with organisation guidelines |
2.1 - 2.4 | Task 1: Meeting 1 Agenda & Minutes due |
| 6 | 18 Mar |
Making meeting arrangements Meetings in progress Practice session |
1.1 - 1.5 2.1 - 2.4 |
|
| 7 | 25 Mar |
Recording and producing minutes of meeting: What is a motion? Proposing amendments |
3.1 - 3.4 |
|
| 7 | 28 Mar - 3 Apr | MID SEMESTER BREAK | ||
| 8 | 8 Apr |
Recording and producing minutes of meeting: Case study 2 on p384 "PHARMMAD betting meeting planning Youtube clip: "Learn to run an effective meeting that gets Run Meeting 2 |
1.1 - 1.5 2.1 - 2.4 3.1 - 3.4 |
|
| 9 | 15 Apr |
Recording and producing minutes of meeting: Cultural diversity in communication Practice session |
All | Task 1: Meeting 2 Agenda & Minutes due |
| 10 | 22 Apr |
Recording and producing minutes of meeting: Toolbox review Familiarise students with Task 2 Community report assessment |
All | |
| 11 | 29 Apr |
Decision-making and problem-solving in a meeting: Following up after meetings Re-familiarise students with Task 2 Community report assessment Attend Community Meeting organised by Bus Admin students |
All | |
| 12 | 6 May |
Report writing Quiz |
All | |
| 13 | 13 May | Complete Task 2 in readiness for submission | All | Task 2: Community report due |
| 14 | 20 May | Theory review | All | |
| 15 | 27 May | VE business | All | |
| 16 | 3 Jun | VE business | All | |
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 meetings | Assessment |
|
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 |
Tasks 1, 2 |
|
Required knowledge • culturally appropriate communication techniques |
Tasks 1, 2 |
| Elements/Performance Criteria (see above for Performance Criteria) | |
1. Make meeting arrangements |
Tasks 1, 2 |
Course Overview: Access Course Overview