BSBTWK503 Assessment Booklet

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BSBTWK503 Manage Meetings Assessment Booklet Student First Name Student Last Name Student Number Date Submitted

BSBTWK503 Manage Meetings Assessment Booklet Contents Assessment Overview .................................................................................... Error: Reference source not found About Your Assessments ............................................................................... Error: Reference source not found How to Submit Your Assessments .................................................................. Error: Reference source not found Assessment Task Cover Sheet ...................................................................... Error: Reference source not found Assessment Appeals ...................................................................................... Error: Reference source not found Assessment Plan ................................................................................................................................................ 5 Assessment Task Cover Sheet – Assessment Task 1 ....................................................................................... 6 Assessment Task 1 Assessor Feedback ............................................................................................................ 7 Guidance to Written Responses ......................................................................................................................... 8 Assessment Task 1: Written questions ............................................................................................................... 8 Assessment Task 1: Check ................................................................................................................................ 8 Assessment Task Cover Sheet – Assessment Task 2 ..................................................................................... 15 Assessment Task 2: Project ............................................................................................................................. 16 Final Result Record: ..................................................................................................................................... 20 22

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BSBTWK503 Manage Meetings Assessment Booklet Assessment Overview This Student Assessment Booklet includes all your tasks for assessment of BSBTWK503 Manage Meetings. About Your Assessments This unit requires that you complete two assessment tasks. You must complete all tasks to achieve competency for this unit. Assessment Task About This Task Assessment Task 1: Knowledge Questions Students must correctly answer all questions in this task to show that they understand the knowledge required of this unit/topic. Assessment Task 2: Project Portfolio In this task, you must work through a range of activities and complete a project portfolio. How to Submit Your Assessments When you have completed each assessment task you will need to submit it onto aNewSpring. Instructions about submission can be found at the beginning of each assessment task. Make sure you photocopy your written activities before you submit them – your assessor will put the documents you submit into your student file. These will not be returned to you. Assessment Task Cover Sheet At the beginning of each task in this booklet, you will find an Assessment Task Cover Sheet. Please fill it in for each task where you need to submit items for assessment, making sure you sign the student declaration. Your assessor will give you feedback about how well you went in each task and will write this on the back of the Task Cover Sheet. Assessment Appeals You can make an appeal about an assessment decision by putting it in writing and sending it to us. Refer to your Student Handbook for more information about our appeals process.

BSBTWK503 Manage Meetings Assessment Booklet Assessment Plan The following outlines the requirements of your assessments for this unit. You are required to complete all tasks to demonstrate competency regarding the material of the unit. Your assessor will provide you with the due dates for your completed Assessment Booklet. Write this date in the table below. Assessment Tasks Due Date Assessment Booklet for BSBTWK503 Manage Meetings Agreement by the student Read through the assessment tasks in this booklet before you fill out and sign the agreement below. Make sure you sign this before you start any of your assessment tasks. Yes No Do you understand the requirements of this assessment tasks? √ Do you understand Ruby Institute’s policies and procedures related to reassessment? √ Do you understand the requirements of this assessment tasks? √ Do you agree to the way in which you are being assessed? √ Do you have any special needs or considerations to be made for this assessment? Answer “Yes” only if you need special considerations and specify them below. √ If yes for the above, what are they? … Do you understand your rights to appeal the decisions made in the assessment? √ Student Name Student Signature Date Signed: Assessor Name Assessor Signature Date Signed: Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 5 of 27

BSBTWK503 Manage Meetings Assessment Booklet Assessment Task 1 – Cover Sheet Students: Please fill out this cover sheet clearly and accurately. Make sure you have kept a copy of your work. Unit: BSBTWK503 Manage Meetings Assessment Task nr: 1 Assessment Task Header: Knowledge Questions Assessor to Complete Assessment Task Satisfactory/ Not Yet Satisfactory Date Was this a re- submission? Y/N Knowledge Questions S NYS dd/mm/yyyy Y/N Student Declaration I [Insert your name her.] _______________________ declare that this task is my own work. þ None of this work has been completed by any other person than me. þ I have not cheated or plagiarised the work or colluded with any other student. þ I have correctly referenced all resources and referenced texts throughout this task. þ I understand that if I am found to be in breach of policy, disciplinary action may be taken against me. Student signature Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 6 of 27

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BSBTWK503 Manage Meetings Assessment Booklet Assessment Task 1 – Assessor Feedback Assessors: return this cover sheet to the student with assessment results and feedback. A copy must be uploaded onto aNewSpring. Feedback Assessor name Assessor signature Date signed dd/mm/yyyy Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 7 of 27

BSBTWK503 Manage Meetings Assessment Booklet Assessment Task 1: Knowledge Questions Task Summary You must answer all questions below correctly. Resources and equipment required to complete this task:  Access to textbooks and other learning materials  Access to a computer, printer, Internet and email software (if required)  Access to Microsoft Word (or a similar program) When and where will this task be completed?  This task may be done in your own time as homework, or you may be given time to do this task in class (where applicable)  Your assessor will provide you with the due date for this assessment What happens if I get something wrong? If your assessor marks any of your answers as incorrect, they will make arrangements with you about resubmission. Your assessor may ask you some questions verbally to check your understanding, or you may need to provide new written responses to the questions that were answered incorrectly. Your assessor will give you a due date by which this must be provided. Student instructions for Task 1  This is an open book test – you can use your learning materials as reference.  You must answer all questions in this task correctly.  You must answer the questions by typing your answers in Microsoft Word or a similar program – your assessor will advise as to whether you must email them your completed assessment, submit the file on a USB drive or hand in a hard copy. If there are tables included in your task that you need to fill out, you may choose to recreate them in a word processing application. If you have been provided with an electronic version of this booklet, you may prefer to type your answers directly into the document. Guidance to written responses The assessment task instructions may use a range of instructional words, such as ‘identify’ or ‘explain’. These words will guide you as to the level of detail you must provide in your answer. Some questions will also tell you how many answers you need to give – for example, ‘Describe three strategies…’.  Describe – when a question asks you to ‘describe’, you will need to state the most noticeable qualities or features. Generally, you are expected to write a response of two or three sentences in length.  Explain – when a question asks you to ‘explain’, you will need to make clear how or why something happened or the way it is. Generally, you are expected to write a response of two or three sentences in length.  Identify – when a question asks you to ‘identify’, you will need to briefly describe the required information. Generally, you are expected to write a response of two or three sentences in length. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 8 of 27

BSBTWK503 Manage Meetings Assessment Booklet  List – when a question asks you to ‘list’, this means you will need to briefly state information in a list format, often with a specific number of items indicated.  Summarise – when a question asks you to ‘summarise’, this is similar to ‘outline’, only giving the main points. Generally, you are expected to write a response of two or three sentences in length. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 9 of 27

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BSBTWK503 Manage Meetings Assessment Booklet Questions Provide answers to all of the questions below. 1. Complete the table by providing an explanation of each of the following meeting terminology: Agenda An agenda is a list or outline of items to be discussed or acted upon during a meeting. It serves as a roadmap for the meeting, outlining the topics, their sequence, and sometimes the time allocated to each item. Chair The chairperson (or simply chair) is the person responsible for presiding over a meeting. Their role includes maintaining order, facilitating discussions, ensuring adherence to the agenda, and managing the meeting proceedings. Quorum Quorum refers to the minimum number of members required to be present at a meeting in order for decisions to be valid. It ensures that decisions are made by a representative group and not just a few individuals. Proxy A proxy is a person authorized to act on behalf of another person in a meeting or vote. This authorization allows the proxy holder to represent the absent individual and vote or make decisions as if they were present. Minutes Minutes are the official written record of a meeting. They document what was discussed, decisions made, actions agreed upon, and any other significant occurrences during the meeting. Minutes are often distributed to attendees and can serve as a reference for future meetings. Motion A motion is a formal proposal put forward for consideration and decision by a group or assembly during a meeting. It typically begins with a member stating, "I move that..." followed by the proposal. Motions can cover various topics such as approving a decision, initiating an action, or discussing a specific issue. Actions Actions refer to tasks or responsibilities assigned to individuals or groups as a result of decisions made or discussions held during a meeting. These actions are typically recorded in the minutes and assigned deadlines for completion. Apologies Apologies are notifications from members who are unable to attend a meeting due to various reasons, such as scheduling conflicts or personal commitments. Providing apologies allows the chair and other members to adjust expectations regarding attendance and participation. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 10 of 27

BSBTWK503 Manage Meetings Assessment Booklet 2. Discuss a typical meeting structure for a formal meeting. You may answer using a numbered list that explains the structure or by using a written paragraph. Opening Remarks and Welcome Approval of Previous Minutes Agenda Review Reports and Updates Discussion of Agenda Items Decision Marking Action Items and Next Steps Announcements and Any other Business Closing Remarks Adjournement 3. Outline a typical meeting structure for an informal meeting. Welcome and Greeting Icebreaker Activity Discussion of Main Topics Open Dialogue and Brainstorming Flexible Structure Action Planning and Follow-up Informal Documentation Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 11 of 27

BSBTWK503 Manage Meetings Assessment Booklet Wrap-up and Appreciation Optional Socializing Conclusion 4. Identify at least three key arrangements that need to be made for a meeting. 1.Setting the Date, Time, and Location: One of the primary arrangements for a meeting is determining when and where it will take place. This involves coordinating schedules of the attendees to find a suitable date and time that works for everyone. Additionally, selecting an appropriate venue or deciding whether the meeting will be held in person, virtually, or through teleconferencing is crucial. 2.Preparing the Agenda: Another important arrangement is preparing the agenda for the meeting. The agenda outlines the topics to be discussed, the order in which they will be addressed, and any relevant documents or materials that need to be reviewed beforehand. It provides structure and direction for the meeting, ensuring that all necessary items are covered within the allocated time frame. 3.Inviting Participants and Confirming Attendance: Inviting the relevant participants and confirming their attendance is essential to ensure that the meeting can proceed as planned. This involves sending out invitations or meeting notices containing details such as the date, time, location, agenda, and any other pertinent information. Following up with participants to confirm their attendance or to collect any necessary RSVPs helps in finalizing the attendee list and making any adjustments if needed. 5. Outline two responsibilities of a chairperson prior to a meeting. 1.Preparing the Agenda: One of the key responsibilities of a chairperson before a meeting is to prepare the agenda. This involves identifying the topics to be discussed, organizing them in a logical sequence, and allocating appropriate time for each item. 2.Coordinating with Participants: Another responsibility of the chairperson is to coordinate with participants before the meeting. This includes sending out invitations or meeting notices containing details such as the date, time, location, agenda, and any other relevant information. The chairperson may also follow up with attendees to confirm their availability and attendance, address any scheduling conflicts, and collect RSVPs if necessary. 6. Identify three important aspects of a chairperson’s job during a meeting. 1.Facilitating Discussions and Maintaining Order: The chairperson is responsible for facilitating discussions during the meeting. This involves ensuring that each agenda item is Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 12 of 27

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BSBTWK503 Manage Meetings Assessment Booklet addressed in a timely manner, encouraging participation from all attendees, and managing the flow of conversation. 2.Ensuring Participation and Inclusivity: Another important aspect of the chairperson's job is to ensure participation and inclusivity among meeting attendees. This includes actively engaging quieter or less vocal members, encouraging diverse perspectives and contributions, and creating a welcoming environment where all attendees feel valued and respected. 3.Making Decisions and Managing Motions: The chairperson plays a crucial role in decision- making during the meeting. They oversee the process of considering motions, ensuring that proposals are properly seconded and discussed before being put to a vote. 7. Explain why it is important for a chairperson to monitor the participation of all those involved in a meeting. Inclusivity and Diversity of Perspectives Engagement and Ownership Ensuring Effective Communication Meeting Objective and Decision-Marking 8. In relation to group dynamics answer the following questions: a. Explain how, in the role of a chairperson, you would manage someone who is dominating the meeting. Recognize the Behavior Redirect Attention Encourage Equal Participation Set Tome Limits b. Explain how, in the role of a chairperson, you would manage someone who is too shy to contribute to a meeting. Create a Supportive Environment Encourage Participation Provide Opportunities for Input Offer Support and Reassurance Use Pairing of Group Activities c. Explain how, in the role of a chairperson, you would manage two people having a private conversation within a meeting. Address the Situation Privately Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 13 of 27

BSBTWK503 Manage Meetings Assessment Booklet Redirect Attention Facilitate Inclusive Discussion Establish Meeting Norms 9. Explain group dynamics, including how these are important in relation to conducting meetings. Communication and Collaboration Decision-Marking Processes Leadership and Influence Conflict Resolution 10. As a chairperson, you need to be aware of the different roles that may be present during a meeting. Provide a definition for each role listed below. Role Definition Initiator An initiator is someone who introduces new ideas, topics, or proposals during a meeting. They often kickstart discussions and contribute to the generation of new initiatives or solutions. Clarifier A clarifier is someone who seeks to ensure understanding and clarity during discussions. They may ask questions, seek explanations, or provide additional information to clarify ambiguous or complex points raised during the meeting. Dominator A dominator is someone who tends to monopolize discussions and control the conversation during a meeting. They may speak for extended periods, interrupt others, or dismiss alternative viewpoints, potentially inhibiting the participation of other members. Degrader A degrader is someone who undermines the contributions or ideas of others during a meeting. They may criticize, belittle, or disparage the suggestions or opinions put forward by fellow participants, creating a negative or hostile atmosphere. Distractor A distractor is someone who diverts attention away from the meeting's objectives or agenda by introducing irrelevant topics, making off-topic comments, or engaging in unrelated conversations, thereby disrupting the flow of the meeting. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 14 of 27

BSBTWK503 Manage Meetings Assessment Booklet Role Definition Supporter A supporter is someone who offers encouragement, validation, or affirmation to other participants during the meeting. They may express agreement with ideas, acknowledge the contributions of others, and provide moral support to foster a positive and inclusive atmosphere. Gate keeper A gatekeeper is someone who facilitates balanced participation and ensures that all voices are heard during the meeting. They may actively encourage quieter members to contribute, manage dominant individuals to prevent monopolization of the discussion, and ensure that the meeting remains focused and productive. 11. Describe two ways of conducting meetings. 1.Face-to-Face Meetings: Face-to-face meetings involve gathering all participants in the same physical location for the meeting. These meetings can take place in conference rooms, offices, or other designated spaces conducive to group discussions. 2.Virtual Meetings: Virtual meetings, also known as online meetings or video conferences, are conducted using digital communication tools and platforms. Participants join the meeting remotely from different locations using computers, tablets, or smartphones connected to the internet. Virtual meetings leverage technology such as video conferencing software, instant messaging, and screen sharing to facilitate communication and collaboration. 12. Identify three advantages of face-to-face meetings and give an example of a workplace situation where this type of meeting may be used. 1.Enhanced Communication and Relationship Building: Face-to-face meetings allow for direct, real-time communication between participants, facilitating clearer understanding and reducing the likelihood of miscommunication. 2.Increased Engagement and Participation: Face-to-face meetings often result in higher levels of engagement and participation compared to virtual meetings. 3.Effective Decision-Making and Conflict Resolution: Face-to-face meetings are conducive to effective decision-making and conflict resolution, as they provide opportunities for immediate discussion, negotiation, and consensus-building. 13. Describe three advantages of virtual meetings and give an example of a workplace situation where this type of meeting may be used. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 15 of 27

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BSBTWK503 Manage Meetings Assessment Booklet 1. Flexibility and Convenience: Virtual meetings offer flexibility and convenience, allowing participants to join from anywhere with an internet connection, regardless of geographical location or time zone. 2. 2.Cost and Time Savings: Virtual meetings help organizations save costs associated with travel, accommodation, and venue rental. 3. 3.Increased Accessibility and Inclusivity: Virtual meetings increase accessibility and inclusivity by removing barriers to participation for individuals with disabilities, caregiving responsibilities, or other commitments that may limit their ability to attend in-person meetings. 14. Describe the use of webcams for meetings, including a brief description of how to use video conferencing software and common features. 1. Setting Up and Joining a Meeting 2. Activation the webcam 3. Adjusting Video Settings 4. Managing Audio and Video Controls 5. Viewing Participants’ Video Feeds 6. Screen Sharing 7. Chat and Meeting 15. List three different applications you can use to communicate with someone using web conferencing. 1.Zoom: Zoom is a widely used video conferencing platform that offers a range of features for virtual meetings, webinars, and collaborative sessions. It allows participants to join meetings via web browsers or the Zoom desktop and mobile apps. Zoom offers features such as video and audio conferencing, screen sharing, chat messaging, virtual backgrounds, and recording capabilities. 2.Microsoft Teams: Microsoft Teams is a collaboration platform that integrates chat, video conferencing, file sharing, and productivity tools into a single application. It is part of the Microsoft 365 suite and is commonly used for remote work, team collaboration, and virtual meetings. Microsoft Teams offers features such as video calls, audio calls, screen sharing, file sharing, chat messaging, and integration with other Microsoft 365 applications. 3. Google Meet (formerly Google Hangouts Meet): Google Meet is a video conferencing platform developed by Google as part of the G Suite (now Google Workspace) productivity suite. It allows participants to join meetings via web browsers or the Google Meet mobile app. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 16 of 27

BSBTWK503 Manage Meetings Assessment Booklet Google Meet offers features such as video and audio conferencing, screen sharing, chat messaging, and integration with Google Calendar for scheduling meetings. 16. Explain the purpose of an agenda and identify five items that should be included in an agenda. The purpose of an agenda is to provide a structured outline of topics and activities to be discussed or addressed during a meeting. It serves as a roadmap for the meeting, helping to ensure that the discussion stays focused, objectives are achieved, and time is used efficiently. An agenda helps participants prepare for the meeting by providing them with clear expectations regarding the topics to be covered and any relevant materials or information needed. 17. Explain the purpose of meeting minutes and list five items that should be included in meeting minutes. The purpose of meeting minutes is to provide a formal record of the discussions, decisions, and actions taken during a meeting. Meeting minutes serve as an official document that captures key information, outcomes, and agreements reached during the meeting. They help ensure transparency, accountability, and continuity by documenting what was discussed, who participated, and what actions need to be taken moving forward. 18. Explain the difference between informal meeting minutes and formal meeting minutes. The difference between informal meeting minutes and formal meeting minutes lies primarily in their level of detail, structure, and formality, as well as their intended audience and purpose 19. Access the Corporations Act 2001 from the Internet and identify the information from the Act that relates to notices of meetings. Now answer the following questions: a. To whom must a notice of meeting be provided? Shareholders/Members Directors/ Board Members Regulatory Authorities b. How must the notice of the meeting be provided? Indicate at least two ways. 1.Written Notice: Notices of meetings can be provided in writing, typically through postal mail or courier services. Written notices are often sent to recipients' registered addresses or addresses provided to the organization for communication purposes. The notice should include essential details such as the date, time, and location of the meeting, as well as the agenda items and any relevant documentation. 2. Electronic Notice: Notices of meetings can also be provided electronically, using email or other electronic communication methods. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 17 of 27

BSBTWK503 Manage Meetings Assessment Booklet 20. Identify two organisational policies and procedures relevant to conducting meetings. For each one, explain why it would be important to follow. 1.Meeting Agenda Policy: Explanation: A meeting agenda policy outlines the requirements and expectations for creating and distributing agendas for all meetings within the organization. It may specify guidelines for agenda preparation, such as including specific agenda items, setting time limits for each item, and ensuring that agendas are distributed to participants in advance of the meeting. 2.Meeting Minutes Procedure: Explanation: A meeting minutes procedure outlines the process for recording, documenting, and distributing minutes for all meetings within the organization. Assessment Task 1 – Check What do I need to hand in for this task? Have I completed this? Your answer to each question.  Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 18 of 27

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BSBTWK503 Manage Meetings Assessment Booklet Assessment Task 2 – Cover Sheet Students: Please fill out this cover sheet clearly and accurately. Make sure you have kept a copy of your work. Unit: BSBTWK503 Manage Meetings. Assessment Task nr: 2 Assessment Task Header: Project Portfolio Assessor to Complete Assessment Task Satisfactory/ Not Yet Satisfactory Date Was this a Re- submission? Y/N Project Portfolio S NYS dd/mm/yyyy Y/N Student Declaration I [Insert your name here.] ______________________ declare that this task is my own work. þ None of this work has been completed by any other person. þ I have not cheated or plagiarised the work or colluded with any other student(s). þ I have correctly referenced all resources and referenced texts throughout this task. þ I understand that if I am found to be in breach of policy, disciplinary action may be taken against me. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 19 of 27

BSBTWK503 Manage Meetings Assessment Booklet Student signature Assessment Task 2: Project Information for students In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio. You will need access to:  a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access  your learning resources and other information for reference  Project Portfolio template  Simulation Pack Ensure that you:  review the advice to students regarding responding to written tasks in the Student Guide  comply with the due date for assessment which your assessor will provide  adhere with Ruby’s submission guidelines  answer all questions completely and correctly  submit work which is original and, where necessary, properly referenced  submit a completed cover sheet with your work  avoid sharing your answers with other students Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 20 of 27

BSBTWK503 Manage Meetings Assessment Booklet When and where will this part be completed?  Your assessor will give you the due date for this assessment. What happens if I get something wrong? If you get something wrong you will need to resubmit that part of the task or the related document that has not been completed correctly or fully. Your assessor will provide you with guidance as to what needs to be resubmitted and how. Student instructions for Task 2 Complete all parts of the assessment below. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 21 of 27

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BSBTWK503 Manage Meetings Assessment Booklet A CTIVITIES – C OMPLETE THE FOLLOWING ACTIVITIES 1. Carefully read the following: This project requires you to manage a meeting on two different occasions. You can engage in meetings with friends, colleagues or classmates to discuss a topic related to your college – or you may have the opportunity to manage a real meeting/s in your workplace. This will depend on the way you are participating in this course. These meetings can be virtual meetings or they may be face-to-face meetings – you can decide along with your assessor what will work best for you. Your meetings must each run for a minimum of 30 mins but must not exceed 1 hour. Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, conducting real meetings will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way! Although these meetings can be simulated in the sense that they are not being held in an actual workplace – they need to be based on a real need with each meeting attendee contributing from their own ideas and opinions – not staged or scripted as this would never happen in the real world. If you are basing this assessment on your college, ideas for meetings you can arrange include:  WHS meeting in your classroom to discuss your college’s WHS procedures  A physical or virtual meeting between classmates to arrange and discuss the plans for an event or gathering (e.g. end of year workplace dinner)  A meeting to discuss and plan for a charity or sports sponsorship or event  A creative meeting to discuss concept development for a new project or idea  A meeting to review the emergency procedures of the college.  A meeting to brainstorm ideas for student well-being initiatives.  A meeting to discuss potential work opportunities once the students have completed their courses.  A meeting to discuss and design a new mural for a wall on the college grounds. You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio. Speak to your assessor to get approval for the meetings you want to manage prior to beginning your portfolio. You need access to a meeting policy and procedure as well as agenda and minutes templates. Use the ones provided in the Simulation Pack for this unit if not basing this on a real workplace. If your real workplace does not have policies and procedures or templates Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 22 of 27

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BSBTWK503 Manage Meetings Assessment Booklet already developed, you may use those in the Simulation Pack . Work through Section 1 of your Project Portfolio . Steps 2 and 3 form part of Section 1. 2. Plan your two meetings and verify requirements. Plan out the two meetings you are going to manage. This includes summarising organisational and legal requirements and describing the meeting requirements and details for each meeting. During this stage you will need to access your organisation’s meeting policy and any associated procedures. If using the case study, you will find these documents in the Simulation Pack for this unit. Verify the meeting requirements for each meeting with relevant individuals. Do this by drafting an email to at least one other person who is your superior (such as your supervisor) to:  verify the planned meeting requirements and details  agree on the conventions relevant to the type of meeting being planned  request a timeline from the individual to report on the outcomes of the meeting back to them. Separate emails are required for each meeting. Your emails should use appropriate structure and implicit communication conventions suitable for email. Make sure you use accurate grammar and spelling. 3. Finalise meeting arrangements for both meetings. Assume that your meeting requirements, details and conventions have been approved/verified/agreed to by your supervisor. Finalise the arrangements for your two meetings. During this step, you need to:  develop an agenda and at least one other supporting meeting paper (e.g. fact sheet) for each meeting. The meeting agenda and supporting document should align with the purpose and context of the meeting and be written in a way that suits the audience for whom it is intended. Make sure you use accurate grammar and spelling.  send out meeting invites for each meeting.  confirm attendance of all attendees for each meeting. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 23 of 27 i i i i

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BSBTWK503 Manage Meetings Assessment Booklet  distribute the agenda and meeting papers for each meeting. Attach the relevant attachments in Section 1 of your Project Portfolio. When you are happy with your planning, have checked and edited your work for accuracy, spelling and grammar, submit to your assessor for approval before proceeding to the next activity step. Work through Section 2 of your Project Portfolio . Step 4 form part of Section 2. 4. Conduct your meetings. Prior to the meetings, you are required to brief the minute-taker on the method for recording the meeting notes (you have already planned for this in Section 1). Do this verbally just before the meeting takes place. If you are basing this assessment on a workplace of your choice, make sure that during your meetings, you encounter, address and resolve at least one problem. Ask your assessor for further guidance if necessary – they can provide you with example problems. If you are using your college and meeting with other students, your assessor will prompt meeting participants to raise a relevant problem for you to address. Use the work you’ve done in Section 1 to chair your meeting. It’s now time to chair your meetings. Your assessor will be looking to see that you:  chair the meetings according to your organisational requirements and any agreed-upon conventions for the types of meetings you have organised (refer back to Section 1 in your Project Portfolio to refresh your memory).  follow all legal, regulatory and ethical requirements (refer back to Section 1 in your Project Portfolio to refresh your memory).  promote participation, discussion, problem solving and resolution of issues during the meeting.  keep the meeting on track and within the allocated timeframes for each scheduled agenda item.  communicate effectively during the meeting, including: o using relevant communication style, tone and vocabulary suited to the meeting context and participants o asking questions to identify required information and listening to the Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 24 of 27 i

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BSBTWK503 Manage Meetings Assessment Booklet response. o asking questions to clarify understanding o responding to questions as required. Your briefings to the minute taker and actual meetings can either be viewed in person by your assessor, your assessor can view online via video conferencing software or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. You can schedule your meetings to run on the same day or different days if these meetings are being held at separate times and for different and distinct reasons. Your assessor will provide you with more guidance about when the meetings will take place. Make sure you follow the instructions above and meet the timeframes as indicated in your meeting agenda and the timeframes in Step 1 above. Attach the relevant attachments in Section 2 of your Project Portfolio. Also collect the meeting notes from the minute-taker – you will use these in Section 3 of your Project Portfolio . Work through Section 3 of your Project Portfolio . Step 5 form part of Section 3. 5. Follow up. After the two meetings have taken place, complete the following activities:  Review the minutes taken for each meeting and edit as necessary. If the method you briefed the minute-taker with (step 4) did not include the use of a minutes template, transfer the information into a template or formal meeting minutes document. Use the template provided in the Simulation Pack , or any other template relevant to your chosen workplace. Assume that your superior replied to your emails (from step 2) and requested that meeting outcomes be reported within one business day.  Report on the meeting outcomes to your superior (e.g. supervisor) within the designated timelines. Do this by drafting an email to them. Separate emails are required for each meeting. Your emails should use appropriate structure and implicit communication conventions suitable for email. Make sure you use accurate grammar and spelling. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 25 of 27 i i i

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BSBTWK503 Manage Meetings Assessment Booklet  Distribute and store minutes and other follow-up documentation for each meeting according to the organisational requirements (summarised in Section 1 of your Project Portfolio) . To do this: o distribute the final edited version to the meeting attendees as per meeting policy timeframes (e.g. via email within 2 working days). o store the minutes and any other meeting papers for follow up according to record-keeping requirements (e.g. using correct file naming conventions within the correct timeframe). o reflect on how you managed at least two routine problems you encountered when managing your meetings. Complete Section 3 of your Portfolio and attach the relevant evidence as you work through these steps. 6. Submit your completed Project Portfolio. Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to check that all necessary evidence attachments are included. Submit to your assessor for marking. Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 26 of 27

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BSBTWK503 Manage Meetings Assessment Booklet Final Result Record Students: Please fill out this cover sheet clearly and accurately. Make sure you have kept a copy of your work. Student Name: Assessor Name: Date: Final Assessment Results Task Type Result Satisfactory Unsatisfactory Did not submit Assessment Task 1 Knowledge Questions S U DNS Assessment Task 2 Project Portfolio S U DNS Overall Unit Results C NYC  I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures. Assessor signature: _______________________________________ Date: _________________ Ruby Institute Pty Ltd trading as Ruby Institute | ABN 13 612 126 986 | RTO 45148 | CRICOS 03723G Lvl 7, 250 Collins Street, Melbourne VIC 3000, Australia | Tel: +61 3 9069 2172 | Email: studentservices@ruby.vic.edu.au BSBTWK503 Assess Bk © 2021 RTO Works Quality Solution| Ed 2022 Ruby | 20220222 | Page 27 of 27

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