NTISthis.com

Evidence Guide: CPPDSM4045 - Facilitate meetings in the property industry

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

CPPDSM4045 - Facilitate meetings in the property industry

What evidence can you provide to prove your understanding of each of the following citeria?

Arrange meetings.

  1. Type of meeting and its purpose are identified.
  2. Meeting participants are identified and meeting is scheduled to provide maximum opportunities for attendance.
  3. Participants are notified of meeting agenda and specific requests are actioned according to organisational and legislative requirements.
  4. Participants are advised of changes to original meeting details as required.
Type of meeting and its purpose are identified.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Facilitate meetings.

  1. Open and participative environment is provided for participants to discuss common issues.
  2. Arrangements for taking meeting notes are made to ensure accurate record of meeting outcomes.
  3. Meeting is facilitated and conducted in a manner that enables participation, discussion, problem solving, voting and resolution of matters.
  4. Meeting style and structure are selected appropriate to meeting purpose.
  5. Leadership styles and strategies are used that provide clear information at appropriate stages during meeting to assist in mutual understanding and agreement.
Open and participative environment is provided for participants to discuss common issues.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Meeting style and structure are selected appropriate to meeting purpose.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record meeting outcomes.

  1. Meeting minutes or notes are documented, checked to ensure accuracy, and formatted according to organisational and legislative requirements.
  2. Meeting issues requiring urgent action are identified and addressed.
  3. Meeting records are distributed to relevant people within agreed timeframes, and are securely maintained and stored for easy retrieval.
Meeting minutes or notes are documented, checked to ensure accuracy, and formatted according to organisational and legislative requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Meeting issues requiring urgent action are identified and addressed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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.

Required Skills and Knowledge

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.

Range Statement

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.