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Evidence Guide: SITXADM004A - Plan and manage 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

 

SITXADM004A - Plan and manage meetings

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

Plan and prepare for meetings.

  1. Identify the need for meetings and who should attend.
  2. Decide on style of meeting and required level of formality according to meeting purpose, occasion, nature of participants and organisation procedures.
  3. Make arrangements for meeting according to organisational requirements and within designated timelines, including provision for people with special needs.
  4. Develop an agenda that reflects meeting purpose.
  5. Research or obtain information on agenda items to enable informed discussion at the meeting.
  6. Prepare meeting papers and dispatch to participants before the meeting, where appropriate, and within appropriate timeframes.
Identify the need for meetings and who should attend.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Decide on style of meeting and required level of formality according to meeting purpose, occasion, nature of participants and organisation procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Make arrangements for meeting according to organisational requirements and within designated timelines, including provision for people with special needs.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop an agenda that reflects meeting purpose.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Research or obtain information on agenda items to enable informed discussion at the meeting.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare meeting papers and dispatch to participants before the meeting, where appropriate, and within appropriate timeframes.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct meetings.

  1. Chair meetings according to organisation procedures and meeting protocols.
  2. Encourage open and constructive communication by using appropriate interpersonal and communication styles.
  3. Reach agreement with meeting participants on meeting goals and conduct.
  4. Present information and ideas clearly and concisely.
  5. Give all participants the opportunity to contribute.
  6. Manage meetings to maintain focus on agreed goals.
  7. Conduct meetings within agreed times, or adjust times with the agreement of participants.
  8. Record minutes of meetings where appropriate.
Chair meetings according to organisation procedures and meeting protocols.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Encourage open and constructive communication by using appropriate interpersonal and communication styles.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Reach agreement with meeting participants on meeting goals and conduct.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Present information and ideas clearly and concisely.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Give all participants the opportunity to contribute.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage meetings to maintain focus on agreed goals.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct meetings within agreed times, or adjust times with the agreement of participants.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record minutes of meetings where appropriate.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Debrief and follow up meetings.

  1. Process and distribute documentation from meetings.
  2. Inform colleagues regarding the outcomes of meetings.
  3. Incorporate work resulting from meetings into the current work schedule, with tasks prioritised and actioned as appropriate.
Process and distribute documentation from meetings.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Inform colleagues regarding the outcomes of meetings.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Incorporate work resulting from meetings into the current work schedule, with tasks prioritised and actioned as appropriate.

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.

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

Evidence of the following is essential:

project or work activities that show the candidate's ability to plan for and conduct effective and structured meetings using appropriate procedures, protocols and documentation

ability to use effective communication skills in the conduct of meetings.

Context of and specific resources for assessment

Assessment must ensure:

management of a meeting in a meeting facility appropriate to size and style of meeting

involvement of multiple meeting participants

use of agendas, minutes and other supporting documentation relevant to subject matter of the meeting.

Methods of assessment

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

direct observation of a meeting chaired by the candidate

review of agendas, minutes and supporting documentation prepared by the candidate

review of portfolios of evidence and third-party workplace reports of on-the-job performance by the candidate.

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

SITXCOM003A Deal with conflict situations

SITXHRM005A Lead and manage people

SITXMGT002A Develop and implement operational plans

SITXMGT003A Manage projects.

Assessing employability skills

Employability skills are integral to effective performance in the workplace and are broadly consistent across industry sectors. How these skills are applied varies between occupations and qualifications due to the different work functions and contexts.

Employability skills embedded in this unit should be assessed holistically with other relevant units that make up the skill set or qualification and in the context of the job role.

Required Skills and Knowledge

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

The following skills must be assessed as part of this unit:

meeting management and chairing skills, including:

active listening

questioning

conflict management

time keeping

oral communication skills specific to the conduct of meetings, including presentation skills

written communication skills specific to writing agendas, supporting notes and minutes

summarising and minute taking.

The following knowledge must be assessed as part of this unit:

different types and formats of meetings, including general awareness of procedures for formal meetings

standard procedures for formal meetings, including:

agenda format and order

types of seating arrangements

meeting terminology

minutes

role of chairperson and other office bearers

group dynamics.

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.

Meetings may include:

one-off

regular

teleconferences

videoconferences

committee meetings

board meetings

annual general meetings

project management meetings

formal staff meetings.

Documentation from meetings must include:

agendas

minutes.