Assessment-Task-1 BSBTWK503
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Jan 9, 2024
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Assessment Task 1: Knowledge Questions
Course
BSB50120 Diploma of Business
Unit Code & Name
BSBTWK503 Manage Meetings
Assessor Name
MR. ASIF AHMED
Student Name
NASTASHA VALENCIA SACLAMITAO
Student Signature
Assessment Task 1: Instructions
Information for students
Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:
review the advice to students regarding answering knowledge questions in the Business Works Student User Guide
comply with the due date for assessment which your assessor will provide
adhere with your RTO’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.
Assessment information
Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide
.
Refer to the appendix for information on:
where this task should be completed
the maximum time allowed for completing this assessment task
whether or not this task is open-book. Note
: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
Assessment Task 1: Knowledge Questions
WSC-ADHMASS-BSBTWK503-V3-10.8.23
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
i
Provide answers to all of the questions below:
1.
Complete the table by providing an explanation of each of the following meeting terminology:
Agenda
Agenda is an outline of what will occur, present, or follow during a meeting that might include goals, documents and talking points of an organization.
Chair
Chair or chairperson is a person elected or designated to lead the meeting.
Quorum
This is a minimum number of attendees needed in a meeting.
Proxy
An authorized representative to act on behalf of the absent
party since the absent party cannot attend the meeting.
Minutes
These are notes made by the Secretary that are based on the recorded meeting or directly written during the meeting
Motion
It is a peoposal that is put before a meeting either for discussion or decision of the committee until it will pass amd becomes a resolution.
Actions
It is a followup tasks that a member create from the meeting.
Apologies
Apologies are from the member of the meeting or people who requested to attend the meeting but unable to do so. Apologies are noted at the beginning and included in the minutes of the meeting.
2.
Outline a meeting structure for a formal meeting. A meeting for a formal meeting usually includes shareholders, senior management, board members and individuals representing a committee
3.
Outline a meeting structure for an informal meeting. WSC-ADHMASS-BSBTWK503-V3-10.8.23
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
There are three types of informal meeting. It might be through electronic mail, memoranda or letter form. Informal meetings may be of casual catch ups or even coffee chats because the meeting has fewer rules unlike of that formal meeting that has meeting minutes.
4.
Outline at least three key arrangements that need to be made for a meeting. When conducting a formal meeting, one must arrange for the location, where the meeting takes place or will be held, the participants who will attend and invited to attend or participate in the meeting and equipment needed like projector, speakers, Wi-Fi connectivity and the like.
5.
Outline two responsibilities of a chairperson prior to a meeting.
The chairperson’s responsibilities include planning and understanding the agenda prior to the meeting. Also, he or she must ensure all possible questions of all participants must be answered thoroughly or available. He or she should also welcome all participants and introduce new members.
6.
Outline three important aspects of a chairperson’s job during a meeting.
A chairperson’s job must ensure that the meeting agenda is properly followed, every member’s questions and queries must be heard and answered and discussed during the meeting if possible. Also, a clear decision must be discussed within all members of the meeting with follow ups.
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
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7.
Explain why it is important for a chairperson to monitor the participation of all
those involved in a meeting.
It is important for a chairperson to monitor the participation of all those involved in a meeting so that it will maximize the chances offered to make the best decisions and results possible.
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. b.
Explain how, in the role of a chairperson, you would manage someone who is too shy to contribute to a meeting. c.
Explain how, in the role of a chairperson, you would manage two people having a private conversation within a meeting.
a. First, as a chairperson, if someone is dominating the meeting or disturbing and distracting the meeting, he or she can politely request to hold their comments, queries or suggestions later after someone is discussing to maintain
the flow of conversation better.
b. If someone is too shy to contribute in a meeting, there are still at least one or
two days to provide questions in a given agenda in a form of written question, suggestion or recommendation or solution. This helps the shy participants have time to think and compose questions or suggestions and recommendations without feeling embarrassed when his or her name called during the meeting.
c. As a chairperson, you can just stop talking or discussing and just call the attention of the offenders and call out their behaviour. Invoke a ground rule in a meeting so that everyone will focus on the agenda of the meeting and no one else.
9.
Explain group dynamics, including how these are important in relation to conducting meetings.
Group dynamics are important for the goal to prosper during a meeting. Everyone has its own idea which can lead to solutions to a problem being discussed and best possible recommendations.
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
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
Someone who commence or start the meeting or discussion
Clarifier
Someone who assiststhe grop by paraphrasing the given solution to a problem being presented or given by the members
Dominator
Someone in a meeting who overly controls the meeting
anddominates in a conversation
Degrader
Someone who purposely attack tne participants especially when the participants are giving their point of views
Distractor
Someone who distract or disturb the attention of others
Supporter
Someone who gives encouragement, assistance and approval to the members’ ideas
Gate keeper
Someone who control the access of information
11.
Describe two ways of conducting meetings.
In conducting meetings, you need the following to wit:
1.Be prepared – One must know what to present during the meeting. You need to have a copy of your agenda, highlight your key points and purpose and if
it is a powerpoint presentation, you need to know every single detail of your topic so that if someone has questions or queries, you are prepared and confident to answer it.
2.Assign roles of each member – You must know who are in the meeting and assign them their role and give them their topioc so that they can prepare and know the agenda of the meeting. WSC-ADHMASS-BSBTWK503-V3-10.8.23
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
12.
Describe three advantages of face-to-face meetings and give an example of a
workplace situation where this type of meeting may be used. The three advantages of face-to-face meeting are the following to wit: Better and effective communication, focus of members during meeting and issues with
WIFI and other mode of communication will be eliminated.
An example of workplace situation is when there is a problem or conflict in the office and needs an urgent solution then face-to-face meeting must be used for effective means of communication for addressing and solving the problem in the workplace.
13.
Describe three advantages of virtual meetings and give an example of a workplace situation where this type of meeting may be used. The three advantages of virtual meetings sre the following to wit: improved work and life balance, time saving and environmental friendly. For example in sales, workers
can save travel expenses to talk with the clients instead of schedule a meeting and travel all the way to their client’s place.
14.
Describe the use of webcams for meetings, including a brief description of how to use video conferencing software and common features.
A webcam also known as video camera is used in a virtual meeting. This virtual meeting was commonly used during the pandemic ass people cannot travel to one place to another. A webcam can record both videos and pictures when in a meeting. You can use it for video conferencing such as zoom, skype and google meet.
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
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15.
List three different applications you can use to communicate with someone using web conferencing.
Zoom, Skype and Google Meet
16.
Explain the purpose of an agenda and identify five items that should be included in an agenda.
An agenda convey important information about the meeting being conducted and what attendees have to do and expect for discussion.v It helps ensure a meeting run efficiently asnd effectively. The following are included in a meeting to wit: meeting goals, theme of meeting, list of topics, estimated time for each topic, and supporting documents.
17.
Explain the purpose of meeting minutes and list five items that should be included in meeting minutes.
Meeting minutes are official record of an office took during conducted meeting. It highlights the problems, solutions or what was discussed for historical purposes of the office. Date, time, attendees, approval of previous minutes, and
decisions made are some of the included in the minutes.
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
18.
Explain the difference between informal meeting minutes and formal meeting minutes.
The minutes of informal meetings focus on the notes that were taken at the meeting, but those of formal meetings must record much more. It consists of the following information: the name of the organization, when, where, what the meeting was organized for, who took the minutes, who was in attendance, and who was absent.
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?
b.
How must the notice of the meeting be provided? Indicate at least two ways.
A notice of a meeting, as stipulated in the Corporations Act 2001, must be sent to members/shareholders, directors/officers, and auditors in advance of the meeting. An individual notice of a meeting of the members of a company must be sent to each member entitled to vote at the meeting as well as to each director in advance of the meeting. It is only necessary to give notice to one member of a joint membership in order for it to be valid. Whenever a notice is given to a joint member, it is given to the joint member whose name appears first in the register of members.
20.
Identify two organisational policies and procedures relevant to conducting meetings. For each one, explain why it would be important to follow.
Depending on the policies and procedures you use, it may be possible to determine what can and cannot be discussed at a meeting (e.g. nothing illegal can be discussed), how things can be discussed (participants must show respect in their discussions), and what they can and may not do during meetings (for example, participants may not be permitted to smoke during the meeting). As part of the formal meeting process, policies and procedures are an integral part of the formal meeting process, since they set out what can and cannot be decided in the meeting, in addition to ensuring that certain conventions are adhered to during the official meeting process.
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International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M