Course Title: Manage meetings

Part B: Course Detail

Teaching Period: Term2 2014

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

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


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:

BSBADM502B Manage meetings


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


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


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


Details of Learning Activities

Learners will hold meetings about the planned conference event.  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.  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

1 7 July

Course induction

Course delivery and assessment details for fulltime/flexible delivery

Course support documents

Online learning environment including Blackboard


Plagiarism/use of Turnitin



Submission requirements/Feedback

Where to get support

Student responsibilities

Recognition of Prior Learning/Credit Transfer

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.
214 July 

Prepare for meeting

How to take and transcribe minutes from an Agenda.

Conduct meeting Assessment

Calling the right type of meeting at the right time

Chapters 4 and 27

Elements: 1.1-1.5, 2.1-2.4.

Meeting assessment 1
321 July

Follow up meetings

Meeting conduct

Chapters 4 and 27

Elements: 3.1-3.3

428 July 

Prepare for meeting

Planning and leading meetings. The role of the Chairperson.

Agendas and minutes and producing an Action Plan.

Chapters 4 and 27

Elements 1.1-1.5

54 August 

Conduct meeting

Presentation skills.  Body language.

Chapters 4 and 27 

Elements 2.1-2.4

Meeting assessment 2


11 August  

Follow up meetings

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

Chapters 4 and 27 

Elements 3.1-3.3

18 August 

Meeting participation.

Chapters 4 and 27

Elements 3.1-3.3

825 AugustUnderstanding meeting protocol 

1 September


Mid Semester Break


8 September
 Group processes.

Chapters 4 and 27

Elements 1.1-1.5

15 September  

Follow up meetings

Roles in informal meetings.

Meeting assessment: The Debrief

Elements: 3.1-3.3


22 September

 Prepare for meetings

Working together - and keeping control. Communication skills

Chapters 4 and 27

Elements 1.1-1.5

29 September


Meeting assessment 3
6 October 



Work Integrated Learning


13 October



Work Integrated Learning



20 October


  Ad hoc meeting opportunity for missed meeting assessment.
27 October

Feedback and Review


Learning Resources

Prescribed Texts

Management Theory and Practice


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.


There are three meetings scheduled for the entire conference organising group.  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.  You must submit your typed minutes, handwritten notes and meeting papers by the following week the blackboard dropbox or to the teacher in class.

Submission Requirements

Assessment tasks need to be via electronic submission from the students via MyRMIT and then hard copies handed in during class.

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:

Form to use:

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:;ID=g43abm17hc9w

Form to use:


If you are found to be Not Yet Competent 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:;ID=7usdbki1fjf31

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 check links in 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 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.

Marking Guide:

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 recognised 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 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).

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

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 1-3  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 1-3 covering all elements

Course Overview: Access Course Overview