Course Title: Manage meetings

Part B: Course Detail

Teaching Period: Term2 2019

Course Code: BUSM7932C

Course Title: Manage meetings

Important Information:

None

School: 650T Vocational Business Education

Campus: City Campus

Program: C5358 - Diploma of Business

Course Contact: Allan Maree

Course Contact Phone: (03) 9925 1601

Course Contact Email: allan.maree@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 describes the skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organizing the minutes and reporting meeting outcomes.


It applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM502 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:

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 the required 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 timelines, and according to organisational requirements
3.3 Report outcomes of meetings as required, within designated timelines


Learning Outcomes


See Canvas


Details of Learning Activities

A range of learning activities are provided in this course. These include collaborative classroom based activities and online self-paced activities.  Classroom: The collaborative classroom based activities will include group discussion, group problem solving activities and opportunities to practice your skills in a simulated workplace environment.  We expect you to participate and contribute in all scheduled learning activities.  Pre-Class: This is online, by logging on to your Canvas course, and includes required pre-class reading and activities. Other self-paced activities will be delivered through various technology platforms. These may include your contribution to discussion threads, reflective journals, quizzes and interactive sessions. Sessions: There are two  face-to-face classroom sessions for this unit each week which includes tutorials and workshops.  There are additional activities to support learning and research.


Teaching Schedule

The course BSBADM502 Manage meetings is clustered (co-delivered and co-assessed) with course BSBPMG522 Undertake project work.  The nominal hours associated with this are a guide only and represent the total teaching time and student effort required to successfully complete the course.  This may include not only scheduled classes but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

The Teaching Schedule for this course is as follows: 

Week

Week beginning

Topics

Assessment

1

9 September

Introduction to the course 

Define Projects and Meetings

Introduction to projects and meetings. Manage and prepare for meetings. Undertake and define a project. Work-integrated learning. Project teams. Project brief.

 Assessment Workshop

2

16 September

Develop Projects and Meetings

Conduct meetings. Chairperson manage and facilitate a meeting. Develop a project plan.

  Assessment Workshop

3

23 September

Plan Projects and Meetings

Follow up meetings. Manage documents. Report outcomes. Administer and monitor a project.

 Assessment Workshop

 30 September

Manage Projects and Meetings

Administer and monitor a project.

 Formative Assessment

5

7 October

Finalize Projects and Meetings

Finalize the project. Rehearse the project presentation.

 Assessment Workshop

6

14 October

Present Projects and Meetings

Finalize the project. Project presentation and artifact.

 Assessment Workshop

7

21 October

Review Projects and Meetings

Review the project.

 Assessment Workshop

8

28 October

Facilitate Assessment

Assessments due.

Assessment Tasks 1 and 2

Due: 1 November 2019 (at 5:00 pm)


Learning Resources

Prescribed Texts


References


Other Resources

An electronic copy of a Student Workbook is available for you to download from the Canvas course.


Overview of Assessment

In order to achieve competency in this unit, you must provide:

Performance Evidence
Evidence of the ability to:
 apply conventions and procedures for formal and informal meetings including:
 developing and distributing agendas and papers
 identifying and inviting meeting participants
 organising and confirming meeting arrangements
 running the meeting and following up
 organise, take part in and chair a meeting
 record and store meeting documentation
 follow organisational policies and procedures.
Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.


Knowledge Evidence
To complete the unit requirements safely and effectively, the individual must:
 outline meeting terminology, structures, arrangements
 outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings
 describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams
 identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas.

 

Assessment Conditions
Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to:
 reference material in regard to meeting venues and technology, catering and transport suppliers
 organisational policies and procedures for managing meetings
 office supplies and equipment
 computers and relevant software
 case studies and, where possible, real situations.
Assessors must satisfy NVR/AQTF assessor requirements.

Feedback
Feedback will be provided throughout the semester in class and/or online discussions.  You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed.  Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.

You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.

 


Assessment Tasks

You are required to successfully complete all assessment tasks to be deemed competent in this course.  NOTE:  Details about specific tasks and assessment criteria will be included in the Learning Management System.

Workplace Project Cluster:  Student Assessment Task - Quiz/Project/Portfolio

There are two assessments: 

Assessment Task 1: Develop a project plan – Completing this assessment will allow you to demonstrate your ability to plan and implement a project plan for a new business idea, an improvement, or an opportunity.   Assessment task 2: A portfolio of managing meetings – Compiling meeting portfolio will allow you to demonstrate your knowledge and ability to communicate with relevant stakeholders and team members by organising and managing meetings.    The above task(s) require you to demonstrate the Foundation Skills described in the two units for this Cluster.  The Foundation Skills describe language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance. For further information, please refer to the assessment page in Canvas for this course.


Assessment Matrix

The assessment matrix that maps all the assessment is available on Canvas.

Other Information

Submission Requirements

You should:

     • Ensure that you submit assessments on or before the due date via Canvas. 
     • 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 the Assessment task document that includes a declaration and statement of authorship.
     • Each page of your assessment should include a footer with your name, student number, the title of the assessment, unit code and title and page numbers.

Late Submission Procedures

You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.

Extension of Time.  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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/extensions-of-time-for-submission-of-assessable-work
Form to use is found in the section "How to apply."

Special Consideration. Where more 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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/special-consideration

Resubmission (VE Programs)

If you are found to be Not Yet Competent in a course assessment task (or you do not submit the assessment tasks/attend the assessment) you will be allowed one resubmission.  Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission in Canvas. 

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. 

More information: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/adjustments-to-assessment

Marking Guide (Competency):

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.

  • CA Competency Achieved
  • NYC Not Yet Competent
  • DNS Did Not Submit for assessment

 

Course Overview: Access Course Overview