BSBADM502A
Manage meetings

This unit covers managing the preparation of meetings, chairing the meetings, organising the minutes and reporting outcomes.This unit is related to BSBADM405A Organise meetings. Consider co-assessment with BSBADM503A Plan and manage conferences.This unit covers managing the preparation of meetings, chairing the meetings, organising the minutes and reporting outcomes.This unit is related to BSBADM405A Organise meetings. Consider co-assessment with BSBADM503A Plan and manage conferences.

Application

Not applicable.

Prerequisites

Not applicable.

Elements and Performance Criteria

Elements and Performance Criteria

Element

Performance Criteria

1

Prepare for meetings

1.1

Purpose of meeting is clarified and the agenda developed in line with stated purpose

1.2

The style and structure of the meeting is appropriate to the meeting's purpose

1.3

Meeting participants are identified and notified in accordance with organisational procedures

1.4

Meeting arrangements are confirmed in accordance with requirements of meeting

1.5

Meeting papers are despatched to participants within designated timelines

2

Conduct meetings

2.1

Meetings are chaired in accordance with organisational requirements, agreed conventions for the type of meeting and legal and ethical requirements

2.2

Meetings are conducted to ensure they are focused and time efficient

2.3

Meeting facilitation enables participation, discussion, problem solving and resolution of issues

2.4

Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting

3

Follow up meetings

3.1

Transcribed meeting notes are checked 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

Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organisational requirements

3.3

Outcomes of meetings are reported as required, within designated timelines

Required Skills

Not applicable.

Evidence Required

The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competency for this unit. This is an integral part of the assessment of competency and should be read in conjunction with the Range Statement.

Critical Aspects of Evidence

Integrated demonstration of all elements of competency and their performance criteria

Knowledge of conventions and procedures for both formal and informal meetings

Delegation of tasks to staff with relevant skills

Underpinning Knowledge*

* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.

Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination

The organisation's procedures and policies in regard to meetings, chairing and minute-taking

Meeting terminology, structures and arrangements

Minute-taking format

Agenda format

Chairing format

The organisation's record and circulation systems

Group dynamics

Underpinning Skills

Literacy skills to express complex relationships between ideas and purposes

Report-writing skills to select categories by which to organise information, and assess information for relevance and accuracy; identify and elaborate on key agenda items; source additional information as required

Communication skills to take part in sustained and complex interpersonal exchanges; interact with others; listen to and incorporate/encourage feedback; conduct oral presentations to a group; answer questions; manage and work with a group to construct an action plan; consult participants; chair meetings

Numeracy and time-management skills to allow sufficient time to prepare for meetings; make predictions; use developed estimating skills to check calculations and outcomes

Problem solving skills to choose appropriate solution from a range of available methods

Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities

Resource Implications

The learner and trainer should have access to appropriate documentation and resources normally used in the workplace which may include:

reference material in regard to meeting venues, catering, transport suppliers

names and contacts for meeting participants

office supplies and equipment

computer and relevant software

Consistency of Performance

In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations

Context/s of Assessment

Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement

Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package

Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment

Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit

Key Competency Levels

Collecting, analysing and organising information (Level 2) - to develop agendas

Communicating ideas and information (Level 2) - through effective chairing of meetings

Planning and organising activities (Level 2) - to organise meetings

Working with teams and others (Level 2) - to facilitate input to meetings

Using mathematical ideas and techniques (Level 1) - to manage time and meet designated timelines

Solving problems (Level 2) - to resolve issues

Using technology (Level 1) - to record and store minutes as required

Please refer to the Assessment Guidelines for advice on how to use the Key Competencies

The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competency for this unit. This is an integral part of the assessment of competency and should be read in conjunction with the Range Statement.

Critical Aspects of Evidence

Integrated demonstration of all elements of competency and their performance criteria

Knowledge of conventions and procedures for both formal and informal meetings

Delegation of tasks to staff with relevant skills

Underpinning Knowledge*

* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.

Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination

The organisation's procedures and policies in regard to meetings, chairing and minute-taking

Meeting terminology, structures and arrangements

Minute-taking format

Agenda format

Chairing format

The organisation's record and circulation systems

Group dynamics

Underpinning Skills

Literacy skills to express complex relationships between ideas and purposes

Report-writing skills to select categories by which to organise information, and assess information for relevance and accuracy; identify and elaborate on key agenda items; source additional information as required

Communication skills to take part in sustained and complex interpersonal exchanges; interact with others; listen to and incorporate/encourage feedback; conduct oral presentations to a group; answer questions; manage and work with a group to construct an action plan; consult participants; chair meetings

Numeracy and time-management skills to allow sufficient time to prepare for meetings; make predictions; use developed estimating skills to check calculations and outcomes

Problem solving skills to choose appropriate solution from a range of available methods

Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities

Resource Implications

The learner and trainer should have access to appropriate documentation and resources normally used in the workplace which may include:

reference material in regard to meeting venues, catering, transport suppliers

names and contacts for meeting participants

office supplies and equipment

computer and relevant software

Consistency of Performance

In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations

Context/s of Assessment

Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement

Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package

Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment

Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit

Key Competency Levels

Collecting, analysing and organising information (Level 2) - to develop agendas

Communicating ideas and information (Level 2) - through effective chairing of meetings

Planning and organising activities (Level 2) - to organise meetings

Working with teams and others (Level 2) - to facilitate input to meetings

Using mathematical ideas and techniques (Level 1) - to manage time and meet designated timelines

Solving problems (Level 2) - to resolve issues

Using technology (Level 1) - to record and store minutes as required

Please refer to the Assessment Guidelines for advice on how to use the Key Competencies

Range Statement

The Range Statement provides advice to interpret the scope and context of this unit of competency, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:

Legislation, codes and national standards relevant to the workplace which may include:

award and enterprise agreements and relevant industrial instruments

relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination

relevant industry codes of practice

Agendas may include:

statement of the meeting's purpose

date, time and location of meeting

welcome

minutes of the previous meeting

matters or business arising from the minutes

correspondence

reports

major agenda items

general business

date of next meeting

Meeting purpose may include:

range of business items

setting of enterprise/team goals

planning and development of a project

progress of a project

discussion forum for internal/external clients

Meeting arrangements may include:

scheduling the date and time for the meeting

booking an appropriate venue

recording of meeting

organising catering

organising accommodation and transport

organising appropriate communication technology

establishing costs and operating within a budget

preparing relevant documentation for participants

organising a minute taker

Meeting papers may include:

notice of meeting

agenda

previous minutes

financial reports

chairperson's report

research reports

itemised meeting papers

draft documentation

correspondence

Designated timelines may include:

time frame decided by participants

formal time frame set by the organisation

informal time frame set by the administrative organiser

project timelines

contractual obligations

statutory requirements (eg for annual general meetings)

Meeting conventions may include:

quorum requirements

informal discussion

waiting to be recognised by the chairperson

speaking through the chairperson

restricting discussion to agenda items

time limit on speakers

moving and seconding formal motions

voting procedures

conflict of interest provisions

consensus required

majority of members to agree

casting vote for chairperson

Legal and ethical requirements may include

requirements for public meetings

codes of practice

legislation relating to companies, associations etc

Resolution may include:

agreeing on a course of action

deferring decisions to another meeting

Minutes may include:

formatting from previous minutes

organisation templates

meeting details (eg title, date, time, location)

welcome

names of absent and attending participants

apologies

approval of the record of previous minutes

matters arising from the previous meetings

correspondence

agenda items

reports

other business

date of the next meeting

action items

lists rather than complete sentences

Naming and storage of documents may include:

file names which are easily identifiable in relation to the content

file/directory names which identify the operator, author, section, date etc

file names according to organisational procedure eg numbers rather than names

electronic storage in folders, sub-folders, hard/floppy disk drives, CDROM, tape backup

organisation policy for backing up files

organisation policy for filing hard copies of documents

filing locations

security

authorised access

The Range Statement provides advice to interpret the scope and context of this unit of competency, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:

Legislation, codes and national standards relevant to the workplace which may include:

award and enterprise agreements and relevant industrial instruments

relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination

relevant industry codes of practice

Agendas may include:

statement of the meeting's purpose

date, time and location of meeting

welcome

minutes of the previous meeting

matters or business arising from the minutes

correspondence

reports

major agenda items

general business

date of next meeting

Meeting purpose may include:

range of business items

setting of enterprise/team goals

planning and development of a project

progress of a project

discussion forum for internal/external clients

Meeting arrangements may include:

scheduling the date and time for the meeting

booking an appropriate venue

recording of meeting

organising catering

organising accommodation and transport

organising appropriate communication technology

establishing costs and operating within a budget

preparing relevant documentation for participants

organising a minute taker

Meeting papers may include:

notice of meeting

agenda

previous minutes

financial reports

chairperson's report

research reports

itemised meeting papers

draft documentation

correspondence

Designated timelines may include:

time frame decided by participants

formal time frame set by the organisation

informal time frame set by the administrative organiser

project timelines

contractual obligations

statutory requirements (eg for annual general meetings)

Meeting conventions may include:

quorum requirements

informal discussion

waiting to be recognised by the chairperson

speaking through the chairperson

restricting discussion to agenda items

time limit on speakers

moving and seconding formal motions

voting procedures

conflict of interest provisions

consensus required

majority of members to agree

casting vote for chairperson

Legal and ethical requirements may include

requirements for public meetings

codes of practice

legislation relating to companies, associations etc

Resolution may include:

agreeing on a course of action

deferring decisions to another meeting

Minutes may include:

formatting from previous minutes

organisation templates

meeting details (eg title, date, time, location)

welcome

names of absent and attending participants

apologies

approval of the record of previous minutes

matters arising from the previous meetings

correspondence

agenda items

reports

other business

date of the next meeting

action items

lists rather than complete sentences

Naming and storage of documents may include:

file names which are easily identifiable in relation to the content

file/directory names which identify the operator, author, section, date etc

file names according to organisational procedure eg numbers rather than names

electronic storage in folders, sub-folders, hard/floppy disk drives, CDROM, tape backup

organisation policy for backing up files

organisation policy for filing hard copies of documents

filing locations

security

authorised access

Sectors

Not applicable.

Employability Skills

Not applicable.

Licensing Information

Not applicable.