Assessor Resource

SITXADM004A
Plan and manage meetings

Assessment tool

Version 1.0
Issue Date: May 2024


This unit describes a complex administrative function for the tourism and hospitality industries and applies to the full range of industry sectors and environments.

The meetings described by this unit are formal in nature and would follow general meeting protocols. Meetings may be convened for a number of reasons in the tourism and hospitality industries. They may be formal board, committee or annual general meetings or meetings requiring a lesser degree of formality, such as project meetings or event management meetings.

Senior tourism and hospitality supervisors and managers who operate autonomously and have responsibility for others are involved in the planning and management of meetings.

This unit describes the performance outcomes, skills and knowledge required to plan and conduct structured meetings involving multiple participants. It requires the ability to write and distribute agendas, chair meetings and write minutes.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Prerequisites

Nil

Employability Skills

The required outcomes described in this unit of competency contain applicable facets of employability skills. The Employability Skills Summary of the qualification in which this unit is packaged will assist in identifying employability skills requirements.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, the range statement and the Assessment Guidelines for this Training Package.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

project or work activities that show the candidate's ability to plan for and conduct effective and structured meetings using appropriate procedures, protocols and documentation

ability to use effective communication skills in the conduct of meetings.

Context of and specific resources for assessment

Assessment must ensure:

management of a meeting in a meeting facility appropriate to size and style of meeting

involvement of multiple meeting participants

use of agendas, minutes and other supporting documentation relevant to subject matter of the meeting.

Methods of assessment

A range of assessment methods should be used to assess the practical skills and knowledge required to plan and manage meetings. The following examples are appropriate for this unit:

direct observation of a meeting chaired by the candidate

review of agendas, minutes and supporting documentation prepared by the candidate

review of portfolios of evidence and third-party workplace reports of on-the-job performance by the candidate.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

SITXCOM003A Deal with conflict situations

SITXHRM005A Lead and manage people

SITXMGT002A Develop and implement operational plans

SITXMGT003A Manage projects.

Assessing employability skills

Employability skills are integral to effective performance in the workplace and are broadly consistent across industry sectors. How these skills are applied varies between occupations and qualifications due to the different work functions and contexts.

Employability skills embedded in this unit should be assessed holistically with other relevant units that make up the skill set or qualification and in the context of the job role.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

This section describes the essential skills and knowledge and their level, required for this unit.

The following skills must be assessed as part of this unit:

meeting management and chairing skills, including:

active listening

questioning

conflict management

time keeping

oral communication skills specific to the conduct of meetings, including presentation skills

written communication skills specific to writing agendas, supporting notes and minutes

summarising and minute taking.

The following knowledge must be assessed as part of this unit:

different types and formats of meetings, including general awareness of procedures for formal meetings

standard procedures for formal meetings, including:

agenda format and order

types of seating arrangements

meeting terminology

minutes

role of chairperson and other office bearers

group dynamics.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording in the performance criteria is detailed below.

Meetings may include:

one-off

regular

teleconferences

videoconferences

committee meetings

board meetings

annual general meetings

project management meetings

formal staff meetings.

Documentation from meetings must include:

agendas

minutes.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify the need for meetings and who should attend. 
Decide on style of meeting and required level of formality according to meeting purpose, occasion, nature of participants and organisation procedures. 
Make arrangements for meeting according to organisational requirements and within designated timelines, including provision for people with special needs. 
Develop an agenda that reflects meeting purpose. 
Research or obtain information on agenda items to enable informed discussion at the meeting. 
Prepare meeting papers and dispatch to participants before the meeting, where appropriate, and within appropriate timeframes. 
Chair meetings according to organisation procedures and meeting protocols. 
Encourage open and constructive communication by using appropriate interpersonal and communication styles. 
Reach agreement with meeting participants on meeting goals and conduct. 
Present information and ideas clearly and concisely. 
Give all participants the opportunity to contribute. 
Manage meetings to maintain focus on agreed goals. 
Conduct meetings within agreed times, or adjust times with the agreement of participants. 
Record minutes of meetings where appropriate. 
Process and distribute documentation from meetings. 
Inform colleagues regarding the outcomes of meetings. 
Incorporate work resulting from meetings into the current work schedule, with tasks prioritised and actioned as appropriate. 

Forms

Assessment Cover Sheet

SITXADM004A - Plan and manage meetings
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

SITXADM004A - Plan and manage meetings

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: