Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

CPPDSM4045 Mapping and Delivery Guide
Facilitate meetings in the property industry

Version 1.0
Issue Date: March 2024


Qualification -
Unit of Competency CPPDSM4045 - Facilitate meetings in the property industry
Description
Employability Skills
Learning Outcomes and Application This unit of competency specifies the outcomes required to prepare for meetings and facilitate groups to discuss common issues in the property industry. It requires the ability to coordinate meeting arrangements, facilitate meetings, and accurately record meeting outcomes.The unit supports workers in the property industry who are involved in preparing for meetings and facilitating groups to discuss common issues. It applies to real estate agents, property managers, strata managers and facility managers.Licensing, legislative, regulatory or certification requirements apply to this unit in some States and Territories. Relevant state and territory regulatory authorities should be consulted to confirm those requirements.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.

The following must be present and available to learners during assessment activities:

equipment:

computer system with internet, email and printing facilities

physical conditions:

venue suitable for formal and informal meetings

specifications:

organisational meeting policies and procedures

organisational templates for meeting documentation

contingencies:

conflict in meeting

lack of quorum for meeting

meeting documentation not provided to meeting participants in time for meeting

inaccurate or incomplete minutes of meeting

participants in meeting unable or unwilling to attend

relationship with team members and supervisor:

member of a work team in a property industry context.

Assessor requirements

As a minimum, assessors must satisfy the assessor requirements in the Standards for Registered Training Organisations (RTOs) current at the time of assessment.

Prerequisites/co-requisites
Competency Field Strata community management
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities
Slides
PPT
Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Arrange meetings.
  • Type of meeting and its purpose are identified.
  • Meeting participants are identified and meeting is scheduled to provide maximum opportunities for attendance.
  • Participants are notified of meeting agenda and specific requests are actioned according to organisational and legislative requirements.
  • Participants are advised of changes to original meeting details as required.
       
Element: Facilitate meetings.
  • Open and participative environment is provided for participants to discuss common issues.
  • Arrangements for taking meeting notes are made to ensure accurate record of meeting outcomes.
  • Meeting is facilitated and conducted in a manner that enables participation, discussion, problem solving, voting and resolution of matters.
  • Meeting style and structure are selected appropriate to meeting purpose.
  • Leadership styles and strategies are used that provide clear information at appropriate stages during meeting to assist in mutual understanding and agreement.
       
Element: Record meeting outcomes.
  • Meeting minutes or notes are documented, checked to ensure accuracy, and formatted according to organisational and legislative requirements.
  • Meeting issues requiring urgent action are identified and addressed.
  • Meeting records are distributed to relevant people within agreed timeframes, and are securely maintained and stored for easy retrieval.
       


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.

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the range of conditions.

1.

Arrange meetings.

1.1.

Type of meeting and its purpose are identified.

1.2.

Meeting participants are identified and meeting is scheduled to provide maximum opportunities for attendance.

1.3.

Participants are notified of meeting agenda and specific requests are actioned according to organisational and legislative requirements.

1.4.

Participants are advised of changes to original meeting details as required.

2.

Facilitate meetings.

2.1.

Open and participative environment is provided for participants to discuss common issues.

2.2.

Arrangements for taking meeting notes are made to ensure accurate record of meeting outcomes.

2.3.

Meeting is facilitated and conducted in a manner that enables participation, discussion, problem solving, voting and resolution of matters.

2.4.

Meeting style and structure are selected appropriate to meeting purpose.

2.5.

Leadership styles and strategies are used that provide clear information at appropriate stages during meeting to assist in mutual understanding and agreement.

3.

Record meeting outcomes.

3.1.

Meeting minutes or notes are documented, checked to ensure accuracy, and formatted according to organisational and legislative requirements.

3.2.

Meeting issues requiring urgent action are identified and addressed.

3.3.

Meeting records are distributed to relevant people within agreed timeframes, and are securely maintained and stored for easy retrieval.

A person demonstrating competency in this unit must satisfy all of the elements, performance criteria, foundation skills and range of conditions of this unit.

The person must also prepare for two of the following different meetings in a property industry context and facilitate groups in those meetings to discuss common property industry issues:

one formal meeting requiring the production of an agenda and compliance with formal meeting procedures, including legislative requirements

one informal meeting requiring the production of a list of items for discussion and a statement of meeting outcomes.

In both cases the person must arrange the meeting, facilitate the meeting, and record the meeting outcomes.

In doing the above, the person must also:

accurately record and securely maintain notes of meeting discussions

effectively plan and administer meetings using appropriate procedures and protocols

apply organisational practices, ethical standards, and legislative requirements associated with preparing for meetings and facilitating groups to discuss issues

use effective communication and presentation skills to manage and conduct meetings

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

A person demonstrating competency in this unit must demonstrate knowledge of:

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

group dynamic principles and theory as applied to formal and informal meetings

compliance with specific legislative requirements for particular meetings in the property industry

meeting terminology

organisation’s system for recording and reporting meeting outcomes

standard meeting procedures, including:

agenda format and order

decision-making processes

minutes or meeting notes

processing and implementing meeting decisions and outcomes

quorum

role of chairperson and note taker

types of seating arrangements

strategies for facilitating meetings and discussing meeting issues

types of minutes and their purpose.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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.

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the range of conditions.

1.

Arrange meetings.

1.1.

Type of meeting and its purpose are identified.

1.2.

Meeting participants are identified and meeting is scheduled to provide maximum opportunities for attendance.

1.3.

Participants are notified of meeting agenda and specific requests are actioned according to organisational and legislative requirements.

1.4.

Participants are advised of changes to original meeting details as required.

2.

Facilitate meetings.

2.1.

Open and participative environment is provided for participants to discuss common issues.

2.2.

Arrangements for taking meeting notes are made to ensure accurate record of meeting outcomes.

2.3.

Meeting is facilitated and conducted in a manner that enables participation, discussion, problem solving, voting and resolution of matters.

2.4.

Meeting style and structure are selected appropriate to meeting purpose.

2.5.

Leadership styles and strategies are used that provide clear information at appropriate stages during meeting to assist in mutual understanding and agreement.

3.

Record meeting outcomes.

3.1.

Meeting minutes or notes are documented, checked to ensure accuracy, and formatted according to organisational and legislative requirements.

3.2.

Meeting issues requiring urgent action are identified and addressed.

3.3.

Meeting records are distributed to relevant people within agreed timeframes, and are securely maintained and stored for easy retrieval.

This section specifies work environments and conditions that may affect performance. Essential operating conditions that may be present (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) are included. Bold italicised wording, if used in the performance criteria, is detailed below.

Type of meeting must include at least three of the following:

annual general meeting

board meeting

committee meeting

extraordinary general meeting

formal meeting

informal meeting

one-off meeting

owners committee

regular meeting

semi-formal

special purpose meeting

staff meeting

teleconference

videoconference.

Meeting agenda must include:

correspondence

date, time and location of meeting

statement of meeting purpose

matters or business arising from previous meeting

proxies

reports.

Leadership styles and strategies must include at least four of the following:

maintaining ethical practice and beliefs in the face of opposition

modelling behavioural and personal presentation standards

acknowledging and respecting attitudes and beliefs of others

not accepting unreasonable expectations

presenting a confident, assured and unhesitant manner in challenging situations

initiating action and directing decision making

promoting active and genuine participation

time management.

Meeting minutes or notes must include:

apologies

decisions made and resolutions

future action to be taken

meeting outcomes

meeting participants

points discussed and suggestions made.

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
Type of meeting and its purpose are identified. 
Meeting participants are identified and meeting is scheduled to provide maximum opportunities for attendance. 
Participants are notified of meeting agenda and specific requests are actioned according to organisational and legislative requirements. 
Participants are advised of changes to original meeting details as required. 
Open and participative environment is provided for participants to discuss common issues. 
Arrangements for taking meeting notes are made to ensure accurate record of meeting outcomes. 
Meeting is facilitated and conducted in a manner that enables participation, discussion, problem solving, voting and resolution of matters. 
Meeting style and structure are selected appropriate to meeting purpose. 
Leadership styles and strategies are used that provide clear information at appropriate stages during meeting to assist in mutual understanding and agreement. 
Meeting minutes or notes are documented, checked to ensure accuracy, and formatted according to organisational and legislative requirements. 
Meeting issues requiring urgent action are identified and addressed. 
Meeting records are distributed to relevant people within agreed timeframes, and are securely maintained and stored for easy retrieval. 

Forms

Assessment Cover Sheet

CPPDSM4045 - Facilitate meetings in the property industry
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

CPPDSM4045 - Facilitate meetings in the property industry

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: