This unit applies to individuals employed in a range of work environments who are required to organise and manage meetings within their workplace, including conducting or managing administrative tasks in providing agendas and meeting material. They may work as senior administrative staff or may be individuals with responsibility for conducting and chairing meetings in the workplace.

ELEMENT

PERFORMANCE CRITERIA

1. Prepare for meetings

1.1. Develop agenda in line with stated meeting purpose

1.2. Ensure style and structure of meeting are appropriate to its purpose

1.3. Identify meeting participants and notify them in accordance with organisational procedures

1.4. Confirm meeting arrangements in accordance with requirements of meeting

1.5. Despatch meeting papers to participants within designated time lines

2. Conduct meetings

2.1. Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements

2.2. Conduct meetings to ensure they are focused, time efficient and achieve outcomes

2.3. Ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues

2.4. Brief minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting

3. Follow up meetings

3.1. Check transcribed meeting notes 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. Distribute and store minutes and other follow-up documentation within designated time lines, and according to organisational requirements

3.3. Report outcomes of meetings as required, within designated time lines

Required skills

communication skills to:

participate in sustained complex interpersonal exchanges and to interact with others

listen to, incorporate and encourage feedback

conduct oral presentations to a group, to consult participants and to answer questions

manage and work with a group to construct an action plan

chair meetings

literacy skills to:

categorise and organise information

assess information for relevance and accuracy

identify and elaborate on key agenda items and source additional information

numeracy and time management skills to allow for sufficient meeting preparation

problem-solving skills to choose appropriate solutions from available options.

Required knowledge

culturally appropriate techniques to communicate with people from diverse backgrounds and people with diverse abilities

key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:

anti-discrimination legislation

ethical principles

codes of practice

privacy laws

copyright

occupational health and safety

formats for minutes and agendas

group dynamics

meeting terminology, structures, arrangements and responsibilities of chairperson

organisational procedures and policies regarding meetings, chairing and minutes.

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

Overview of assessment

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

Evidence of the following is essential:

applying conventions and procedures for formal and informal meetings

chairing meetings in relation to agreed agendas.

Context of and specific resources for assessment

Assessment must ensure:

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

access to names and contacts for meeting participants

access to office supplies and equipment

access to computers and relevant software.

Method of assessment

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

analysis of responses to case studies and scenarios

demonstration of techniques

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

review of minutes, agendas and other communication

review of testimony from team members, colleagues, supervisors or managers.

Guidance information for assessment

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

other general administration units.

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, if used in the performance criteria, is detailed below. 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) may also be included.

Agendas may include:

correspondence

date, time and location of meeting

date of next meeting

general business

major agenda items

matters or business arising from the minutes

minutes of the previous meeting

reports

statement of the meeting's purpose

welcome

Meeting purpose may include:

discussion forum for internal or external clients

planning and development of a project

progress of a project

range of business items

setting of enterprise or team goals

Meeting arrangements may include:

booking an appropriate venue

deciding on process for recording of meeting

establishing costs and operating within a budget

identifying any specific needs of participants

organising accommodation and transport

organising appropriate communication technology

organising catering

organising a minute taker

preparing relevant documentation for participants

scheduling date and time for the meeting

Meeting papers may include:

agenda

chairperson's report

correspondence

draft documentation

financial reports

itemised meeting papers

notice of meeting

previous minutes

research reports

Designated time lines may include:

contractual obligations

formal timeframe set by the organisation

informal timeframe set by the administrative organiser

project time lines

statutory requirements (e.g. for annual general meetings)

timeframe decided by participants

Conventions may include:

casting vote for chairperson

conflict of interest provisions

consensus required

informal discussion

majority of members to agree

moving and seconding formal motions

quorum requirements

restricting discussion to agenda items

speaking through the chairperson

time limit on speakers

waiting to be recognised by the chairperson

voting procedures

Legal and ethical requirements may include:

codes of practice

legislation relating to companies and associations

requirements for public meetings

Resolution may include:

agreeing on a course of action

deferring decisions to another meeting

Storage of minutes and other documentation may include:

authorised access

electronic storage in folders, sub-folders, disk drives, CD-ROM, USBs, tape or server back-up

file names according to organisational procedure

file names which are easily identifiable in relation to the content

file and folder names which identify the operator, author, section, date

filing locations

organisational policy for backing up files

organisational policy for filing hard copies of documents

security

Minutes may include:

meeting details (e.g. title, date, time, location)

action items

agenda items

apologies and attendees

approval of the record of previous minutes

correspondence

date of the next meeting

formatting from previous minutes

lists rather than complete sentences

matters arising from the previous meetings

names of absent and attending participants

organisation templates

other business

reports

welcome

Unit sector

Administration - General Administration

This unit contains employability skills.