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Evidence Guide: CSCORG404A - Organise and chair meetings

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

 

CSCORG404A - Organise and chair meetings

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

Prepare for meeting.

  1. Consult participants attending the meeting for agreement on the meeting objectives.
  2. Ensure that people with an interest in the meeting are given sufficient notice and information to allow them to contribute effectively.
  3. Ensure that preparation for the meeting is sufficient to enable informed and effective participation.
  4. Ensure that consultation with people being represented is in accordance with organisational requirements.
Consult participants attending the meeting for agreement on the meeting objectives.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure that people with an interest in the meeting are given sufficient notice and information to allow them to contribute effectively.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure that preparation for the meeting is sufficient to enable informed and effective participation.

Completed
Date:

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Ensure that consultation with people being represented is in accordance with organisational requirements.

Completed
Date:

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Convene meeting.

  1. Ensure venue and other resources are appropriate for the nature of the meeting.
  2. Create and distribute an agenda in advance of the meeting in accordance with meeting protocols.
  3. Allocate discussion time in a way that is consistent with the importance, urgency and complexity of the key points.
Ensure venue and other resources are appropriate for the nature of the meeting.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Create and distribute an agenda in advance of the meeting in accordance with meeting protocols.

Completed
Date:

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Allocate discussion time in a way that is consistent with the importance, urgency and complexity of the key points.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Chair meeting.

  1. Conduct the meeting in a way that follows organisational protocols and achieves the objectives within the allocated time.
  2. Ensure through leadership that discussion helps those attending the meeting to make useful contributions.
  3. Acknowledge the contributions and viewpoints of others and include them in discussion in a constructive manner.
  4. Provide information and summaries clearly and at appropriate points during the meeting to assist in mutual understanding and agreement.
  5. Discourage unhelpful arguments and digressions courteously and with positive direction.
  6. Encourage feedback from those attending and use constructive feedback to improve the effectiveness of future meetings.
  7. Close the meeting by summarising the meeting outcomes.
Conduct the meeting in a way that follows organisational protocols and achieves the objectives within the allocated time.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure through leadership that discussion helps those attending the meeting to make useful contributions.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Acknowledge the contributions and viewpoints of others and include them in discussion in a constructive manner.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide information and summaries clearly and at appropriate points during the meeting to assist in mutual understanding and agreement.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Discourage unhelpful arguments and digressions courteously and with positive direction.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Encourage feedback from those attending and use constructive feedback to improve the effectiveness of future meetings.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Close the meeting by summarising the meeting outcomes.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Take follow up action.

  1. Provide clear, accurate and concise information about decisions and recommendations made at the meeting to those who need it.
  2. Document decisions clearly and follow agreed practice for the distribution of minutes.
Provide clear, accurate and concise information about decisions and recommendations made at the meeting to those who need it.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document decisions clearly and follow agreed practice for the distribution of minutes.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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

Overview of assessment

This unit should be assessed in the workplace with demonstration of performance in chairing meetings in the range of different meetings encountered in the workplace. Some criteria for performance in this unit may have to be assessed in specially constructed exercises, such as simulations or role plays.

Evidence should be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments.

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

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms:

the knowledge requirements of this unit

the skill requirements of this unit

application of employability skills as they relate to this unit

ability to organise and chair meetings in a range of (two or more) contexts or occasions, over time.

Context of and specific resources for assessment

Valid assessment of this unit requires:

a workplace environment or one that closely resembles normal work practice and replicates the range of conditions likely to be encountered when preparing, convening and chairing meetings in the workplace, including coping with difficulties, irregularities and breakdowns in routine

copies of legislation, policies, procedures and guidelines relating to workplace communication and meeting protocols

access to appropriate learning and assessment support when required.

Method of assessment

Evidence must include observation and information generated in the workplace as well as observation of performance in routine work functions or, where this is not possible, in a simulated exercise.

The following assessment methods are suggested:

observation of performance in routine workplace activities within a range of agreed responsibilities and in various work locations

written and/or oral questioning to assess knowledge and understanding

completion of workplace documents and reports produced as part of routine work activities

third-party reports from experienced practitioners

completion of performance feedback from supervisors and colleagues

case studies

scenarios

simulations or role plays.

Guidance information for assessment

Assessment methods should reflect workplace demands, and any identified special needs of the candidate, including language and literacy implications and cultural factors that may affect responses to the questions.

In all cases where practical assessment is used it will be combined with targeted questioning to assess the underpinning knowledge.

Required Skills and Knowledge

This section describes the essential skills and knowledge and their level, required for this unit.

Required skills:

identifying and clarifying the objectives, purpose and context of meetings

organising meeting business to ensure that sufficient time and resources are available

providing the right level of leadership to progress the purpose of the meeting

discouraging digressions, unhelpful arguments and negative trends in discussions

actively listening, summarising, paraphrasing and clarifying to reach mutual understanding

identifying interpersonal styles and participation methods of a range of different participants

using questioning and paraphrasing to progress decision making

making contributions to the meeting that are clear, concise, relevant and constructive to the achievement of the meeting purpose.

Required knowledge:

organisational protocols for preparing, convening and chairing meetings

leadership styles and methods

techniques for consultation, participation and conflict management

principles of active listening, questioning, clarifying and rephrasing

different cultural practices and expectations for consultation and decision making, including who should participate and how long it should take

ways of adapting communication to meet different information needs and circumstances of different audiences

strategies to make people feel confident and assured in their participation and contributions.

Range Statement

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 in the performance criteria is detailed below. Add any 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.

Participants attending the meeting should include people who:

are known, from inside the organisation or work unit

are from a range of different levels in the organisation

have different personal and cultural values and expectations

may be cooperative and supportive of the agenda

may be uncooperative and challenging

are from outside the organisation

act for purposes of other organisations and agencies

are forming a new group

belong to an existing group.

Organisational requirements may include:

policies, procedures and protocol around membership of meetings and any representative roles and responsibilities

terms of reference of committees and decision-making bodies

recording and reporting requirements

organisation's information management system

legal or statutory requirements of the meeting body

code of conduct

environmental and sustainable practices.

Meeting protocols should include:

application of formal meeting procedures

informal meeting procedures

consensus decision making

democratic decision making

application of constitutional requirements

application of terms of reference.

Leadership styles and methods include:

techniques for initiating action and directing decision making

strategies for presenting a confident, assured and direct manner in challenging situations

strategies for saying no to unreasonable expectations

maintaining ethical practices and beliefs in the face of opposition

techniques for building relationships of trust, including with people from different cultures

strategies for acknowledging and respecting the attitudes and beliefs of others without necessarily condoning them

maintaining fair and equitable outcomes

techniques for promoting active and genuine participation and ownership.