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Elements and Performance Criteria

  1. Arrange meetings.
  2. Facilitate meetings.
  3. Record meeting outcomes.

Required Skills

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

Required skills

communication skills to encourage listen to and incorporate feedback conduct oral presentations to a group and answer questions

computing skills to access the internet and web pages prepare and complete online forms lodge electronic documents and search online databases

conflict management skills to manage and work with a group to resolve problems and develop action plans

interpersonal skills to relate to people from a range of social cultural and ethnic backgrounds and varying physical and mental abilities

planning skills to manage time effectively and prepare for meetings

report writing skills to organise and assess information and source additional information

written communication skills to prepare agendas take supporting notes summarise meetings and prepare minutes

Required knowledge and understanding

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

group dynamic principles and theory

meeting terminology

organisations record and reporting system

relevant federal and state or territory legislation and local government regulations related to

antidiscrimination

consumer protection

environmental issues

equal employment opportunity EEO

financial probity

franchise and business structures

industrial relations

OHS

privacy

property sales leasing and management

standard meeting procedures including

agenda format and order

types of seating arrangements

role of chairperson

types of minutes and their purpose

Evidence Required

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

Overview of assessment

This unit of competency could be assessed through practical demonstration of preparing for meetings and facilitating groups to discuss common issues Targeted written including alternative formats where necessary or verbal questioning to assess the candidates underpinning knowledge would provide additional supporting evidence of competence The demonstration and questioning would include collecting evidence of the candidates knowledge and application of ethical standards and relevant federal and state or territory legislation and regulations This assessment may be carried out in a simulated or workplace environment

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

A person who demonstrates competency in this unit must be able to provide evidence of

accurately recording and securely maintaining notes of meeting discussions

effectively planning and administering meetings using appropriate procedures and protocols

knowledge of organisations practices ethical standards and legislative requirements associated with preparing for meetings and facilitating groups to discuss issues

using effective communication and presentation skills to manage and conduct meetings

using technology to prepare documentation relating to meeting outcomes and distribute to relevant people in a timely manner

Context of and specific resources for assessment

Resource implications for assessment include

access to suitable simulated or real opportunities and resources to demonstrate competence

assessment instruments that may include personal planner and assessment record book

access to a registered provider of assessment services

Where applicable physical resources should include equipment modified for people with disabilities

Access must be provided to appropriate learning andor assessment support when required

Assessment processes and techniques must be culturally appropriate and appropriate to the language and literacy capacity of the candidate and the work being performed

Validity and sufficiency of evidence require that

competency will need to be demonstrated over a period of time reflecting the scope of the role and the practical requirements of the workplace

where the assessment is part of a structured learning experience the evidence collected must relate to a number of performances assessed at different points in time and separated by further learning and practice with a decision of competence only taken at the point when the assessor has complete confidence in the persons competence

all assessment that is part of a structured learning experience must include a combination of direct indirect and supplementary evidence

where assessment is for the purpose of recognition RCCRPL the evidence provided will need to be current and show that it represents competency demonstrated over a period of time

assessment can be through simulated projectbased activity and must include evidence relating to each of the elements in this unit

In all cases where practical assessment is used it will be combined with targeted questioning to assess the underpinning knowledge Questioning will be undertaken in such a manner as is appropriate to the language and literacy levels of the candidate and any cultural issues that may affect responses to the questions and will reflect the requirements of the competency and the work being performed

Range Statement

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. Add any essential operating conditions that may be present with training and assessment depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts.

Meetings may be:

committees, such as consultative planning and purchasing committees

formal and informal health and safety meetings

meetings called by tenant representatives

suggestions, requests, reports and concerns put forward to committees or management.

Type of meeting may be:

board meetings

committee meetings

formal and informal

one-off or regular

semi-formal

staff meetings

teleconferences

videoconferences.

Organisational requirements may be outlined and reflected in:

access and equity principles and practice guidelines

business and performance plans

complaint and dispute resolution procedures

goals, objectives, plans, systems and processes

legal and ethical requirements and codes of practice

mission statements and strategic plans

OHS policies, procedures and programs

policies and procedures in relation to client service

quality and continuous improvement processes and standards

quality assurance and procedure manuals.

Meeting participants may be:

agents

clients

colleagues

contractors

external clients, including customers, business contacts and persons working in a similar field

internal clients, including individuals, teams, consultants and committees

legal representatives

OHS safety committees

owners

tenants.

Meeting agenda may include:

correspondence

date, time and location of meeting

matters or business arising from previous minutes

reports

statement of meeting's purpose.

Specific requests may include:

inclusion of agenda items

inviting additional representatives

minutes of previous meetings

new timing and location of meeting

specific supporting documentation.

Legislative requirements may be outlined and reflected in:

Australian standards

general duty of care to clients

home building requirements

privacy requirements

relevant federal, and state or territory legislation that affects organisational operation, including:

anti-discrimination and diversity

environmental issues

EEO

industrial relations

OHS

relevant industry codes of practice covering the market sector and industry, financial transactions, taxation, environment, construction, land use, native title, zoning, utilities use (water, gas and electricity), and contract or common law

strata, community and company titles

tenancy agreements

trade practices laws and guidelines.

Resolution of issues may be negotiated using techniques such as:

active listening

clear presentation of options

culturally inclusive and sensitive engagement techniques

interpreting non-verbal and verbal messages

questioning to clarify and confirm understanding

seeking feedback

two-way interaction

using language and concepts appropriate to target audience.

Meeting style and structure may be formal or informal and include:

guest speakers

meeting chair

structured agenda and timeframes

use of visuals.

Leadership styles and strategies may include:

maintaining ethical practice and beliefs in the face of opposition

modelling behavioural and personal presentation standards

strategies for acknowledging and respecting attitudes and beliefs of others

strategies for not accepting unreasonable expectations

strategies for presenting a confident, assured and unhesitant manner in challenging situations

techniques for initiating action and directing decision making

techniques for promoting active and genuine participation

time management.

Meeting notes may include:

participants and apologies

decisions made

future action to be taken

points discussed

suggestions made.