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.