Business and Computing Assessment Cover sheet Training Package: BSB07 Business Services - Primary National Course Code: Code Title Release BSB50207 Diploma of Business 3,2,1 BSB50407 Diploma of Business Administration 3,2,1 BSB51707 Diploma of Recordkeeping 3,2,1 SIR50112 Diploma of Retail Management 3,2,1 SIR50107 Diploma of Retail Management 1 TAFE Course Number and Name: 17809, 17808 TAFE Version No: 4 & 8 BSBADM502B Skill Set: Communication Campus: Belmont Year: 2013 Semester: 1 and 2 Assessment No:1 Assessment ID: 24_24_2013_BSBADM502B_1_V1 Teacher: Contact Number: Student Name: Class: Lake Macquarie PLC BSBADM502B Page 1 of 17
Assessor. Name: Signature: Date: Event 1 Portfolio Satisfactory Not Satisfactory Event 2 Practical Satisfactory Not Satisfactory Event 3 Theory - Questions Satisfactory Not Satisfactory Credit Level Satisfactory Not Satisfactory Not attempted Distinction Level Satisfactory Not Satisfactory Not attempted Feedback Final Result AC CC DC NC WN I HAVE SEEN MY RESULT AND FEEDBACK SIGNATURE DATE STUDENT DECLARATION 1. I have read and understood the instructions for this assessment/assignment and understand the penalties for late submission 2. I have read and understood the Student Assessment guide which includes important information related to assessment 3. I declare that this assessment is my own work unless otherwise acknowledged and is in accordance with TAFE NSW plagiarism policy located on the web at: http://www.hunter.tafensw.edu.au/libraries-and-resources/pages/plagiarism_ref.aspx Student Name: Student Signature: Date: This form MUST be returned with your assignment BSBADM502B Page 2 of 17
MARKING GUIDE Task/Element Assessment Criteria Result AC Achieved Competency CC Credit CD Distinction 1. Prepare for meeting 2. Conduct meetings Portfolio include: Notice of meetings and agenda for formal and informal meetings 1.1, 1.3 Brief description of purpose of meeting 1.1 Details of organisational procedures and timelines 1.1, 1.2 Evidence of confirming meeting arrangements in line Standing orders 1.4 Evidence of associated paperwork being dispatched within designated timelines 1.5 Provide evidence of chairing two meetings at least 20 minutes in duration. One of which being a formal meeting 2.1 Describe how you met agreed conventions and legal and ethical requirements 2.1 Provide evidence that the meetings were focused, time efficient and achieved the pre- determined outcomes 2.2 Provide evidence of how you briefed minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting 2.4 Give evidence of well- prepared documents and resources that are used in the meetings Describe the importance of a time line Give evidence of how you: Encourage participation of all participants 2.3 Keep attendees focused on agenda items 2.2 Use time management skills to keep items and meeting on time 2.2 Effective use of technology during the meeting 2.4 Explain how you used your Article of Association/Constitution in relation to your meetings.2.1 Demonstrate/describe how you achieved effective use of technology during the meeting Give evidence of how you: Organised and run a formal meeting according to parliamentary procedure Or Use of innovative methods to improve the effectiveness of meetings and their outcomes (eg video conferencing or online meetings) Please note that completed assessment tasks will either be retained or copied by the section for audit purposes. The content will not be shared, disclosed or used for any other purpose and will be disposed of after the mandatory retention period. BSBADM502B Page 3 of 17
3. Follow up meetings Give evidence of: How you checked meeting notes to ensure they reflect a true and accurate record of the meeting 3.1 Advise your method of storing minutes, describe legal requirements 3,2 Report relevant outcomes to stakeholders 3.3 Demonstrate/describe how you communicate and encourage teamwork to achieve competent management of meeting documents Element Performance criteria Assessment Event 1. Prepare for meetings 1. Develop agenda in line with stated meeting purpose 2. Ensure style and structure of meeting are appropriate to its purpose 3. Identify meeting participants and notify them in accordance with organisational procedures 4. Confirm meeting arrangements in accordance with requirements of meeting 5. Despatch meeting papers to participants within designated time lines Task 1 Portfolio Task 1 Practical If needed Task 2 - Questioning Chapter 1 Pages 9 to 39 Resource Aspire 2. Conduct meetings 1. Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements 2. Conduct meetings to ensure they are focused, time efficient and achieve outcomes 3. Ensure meeting facilitation enables participation, discussion, problem- solving and resolution of issues 4. Brief minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting Task 1 Portfolio Task 1 Practical Task 2 - Questioning Chapter 2 Pages 41 to 63 3. Follow up meetings 1. Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting, and are formatted in accordance with organisational procedures and meeting conventions 2. Distribute and store minutes and other follow- up documentation within designated time lines, and according to organisational requirements 3. Report outcomes of meetings as required, within designated time lines Task 1 Portfolio Task 1 Practical Task 2 - Questioning Chapter 3 Pages 65 to 73 BSBADM502B Page 4 of 17
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BSBADM502B Final Assessment Portfolio Documents to be included in your portfolio are: Templates for Notice of Meeting; Agenda; and Minutes Notice Of Meeting for informal and formal meetings Agendas for informal and formal meetings Two Agenda evaluations completed by participants Identify meeting participants and notify them Emails and any other evidence Associated paperwork for meetings Confirm meeting arrangements Despatch meeting papers to participant s with designated time line Time line for two (2) meetings Evidence of chairing two meetings in accordance with agreed conventions and legal and ethical requirements Evidence of conduct meetings to ensure they are focused, time efficient and achieve outcomes (see attached evaluation tools) Evidence that you briefed the Minute Taker Correct copy of two Minutes taken Evidence of distribution and advice of your method for storing the Minutes Evaluation sheets from two participants on your effectiveness as a chair Brief description of any legal and ethical requirements of your meetings Minutes from these meetings with a description of your organisational instruction Additional examples of formal and informal Minutes Evidence of reporting to relevant stakeholders the outcomes of meetings Third Party Report from supervisor that designated time lines were met (if appropriate) Additional portfolio evidence created while working through your online resource or Textbook resource.
Assessment Task 1 Practical/Portfolio SUGGESTED TIME: To be completed throughout and handed in by the end of the unit delivery or specified by your facilitator. ASSESSMENT DUE DATE: General Instructions 1) Read all instructions carefully before attempting each task 2) An English (or other language) dictionary may be used 3) Online help, Software manuals and textbooks, including handwritten notes may be used 4) Use correct referencing and academic literacy 5) Proofread your work 6) Type the date, your name and page number on each page or as indicated in the task 7) Submit your completed assessment/assignment to your teacher To be submitted: You must submit the following, clearly identified. The TAFE Assessment Cover Page attached to this outline Files named in accordance with organisation guidelines Printed or electronic portfolios You must: Prepare an Agenda for one informal and one formal meeting and make any other arrangements for the meetings; Using the Agenda to conduct two meetings of at least 20 minutes duration; Check and distribute a set of Minutes and any other follow- up documentation for each meeting in accordance with the procedures and requirements of a specific organisation. Your evidence can be gathered during the classroom meetings or from the workplace that you have performed the following activities: Meetings could be held with, but not restricted to, the following focus: Planning for the Annual Conference of your Professional Association Occupational Health and Safety Staff Amenities Procedures for handling complaints Supervision responsibilities Staff induction procedures Bonus system Allocation of resources between departments BSBADM502B Page 7 of 17
Relocation of work unit to another site Quality rejection rates unacceptable pressure to meet deadlines (JIT) Publicity/promotion BSBADM502B Administrative procedures; eg, ordering, stores system, travel, security Implementing new work practices. Credit grade In addition to the above, if you wish to receive a Credit grade you must demonstrate superior skills in chairing meetings. These skills be will graded based on the knowledge and skills demonstrated in regarded to communication, team work and management. If you wish to gain a credit grading you must advise your facilitator, and complete an additional section in Third Party Evidence Report provided on your USB or retrieve from your facilitator Distinguishing characteristics of Credit grade performance include: Ensuring participation by all attendees Keeping attendees focused on agenda items Good time management skills Well- prepared documents and resources that are used in the meeting Effective use of technology during the meeting Explain how you used your Article of Association/Constitution in relation to your meetings. Distinction grade To achieve a Distinction grade you must satisfy criteria for Pass and Credit Grades plus: Organise and run a formal meeting according to parliamentary procedure. This must be documented in your evaluation explaining in detail how you conformed to these procedures. OR Use innovative methods to improve the effectiveness of meetings and their outcomes. (For example video conferencing or online meetings) BSBADM502B Page 8 of 17
Assessment Task 2 - Theory Please give brief answers to the following questions. Q1. The more you think a meeting through and prepare for it, the better it will go. Make a list of at least four things you can do to ensure a meeting fulfils its purpose. Q2. There are many reasons for calling a meeting. Discuss some of the useful purposes that meetings serve. Q3. In formal meetings, people are elected or appointed to carry out certain tasks on behalf of the meeting. Describe the responsibilities of the following two officials: Q4. Formal meetings follow parliamentary protocol. What does this mean? Q5. Leading meetings effectively takes skill, thought and practice. Make a list of the most important skills required in a Chairperson, explaining the reason for your choice. Q6. Briefly explain agendas and minutes, and discuss whether it is preferable to have them for all meetings, however informal. Q7. Prior to attending to agenda items, what maintenance issues should the Chairperson address at the beginning of a meeting? Q8. When chairing a meeting, how would you deal with a participant who is monopolising the discussion? Q9. Virtual conferences are becoming more common in the workplace. State how you would compensate for the lack of face-to-face communication in such a conference. Q10. Describe the tasks and maintenance needs that were present in the last formal or informal meeting you attended; and how the person who chaired the meeting met (or failed to meet) those needs. Required knowledge culturally appropriate techniques to communicate with people from diverse backgrounds and people with diverse abilities key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as: o o o o o o anti- discrimination legislation ethical principles codes of practice privacy laws copyright occupational health and safety formats for Minutes and Agendas BSBADM502B Page 9 of 17
group dynamics meeting terminology, structures, arrangements and responsibilities of chairperson organisational procedures and policies regarding meetings, chairing and Minutes. TAFE Advanced Standings Arrangements Target Units Source Units No: 183801 Start: 01- Jul- 2006 End: No: 183802 Start: 01- Jul- 2006 End: BSBADM502 Manage meetings BSBADM502 Manage meetings 9709B Manage meetings 8979L Meetings Assessment Task 3 Evaluations Below are evaluation Templates that can be used to assist with your evidence. Self- evaluation should also be carried out. BSBADM502B Page 10 of 17
Meeting Evaluation Checklist Chair a Meeting: Assessment Criteria/Self Assessment STUDENT NAME: Element Poor 0-2 Weak 3 4 Good 5-6 Very Good 7 8 Excellent 9-10 Start meeting on time Opening address Read minutes from previous meeting Ensure each agenda item is included at meeting Ensure unfinished business is allocated to a specific person or team for further action Communication Eye contact Voice volume Clear speech Demonstrate leadership Control meeting Encourage participation from all attendees Allow everyone to speak without interjecting Summarise discussion points Encourage consensus Closing address Finish meeting on time Closing address BSBADM502B Page 11 of 17
Meeting Evaluation Checklist Chair a Meeting: Assessment Criteria Continued ADDITIONAL CREDIT EVALUATION Element Poor 0-2 Weak 3 4 Good 5-6 Very Good 7 8 Excellent 9-10 Ensuring participation by all attendees Further comments must be completed: Keeping attendees focused on agenda items Further comments must be completed: Good time management skills Further comments must be completed: Well- prepared documents and resources that are used in the meeting Further comments must be completed: Effective use of technology during the meeting Further comments must be completed: Any further information: COMMENTS: BSBADM502B Page 12 of 17
MEETING EVALUATION CHECKLIST Make copies of this sheet and distribute to at least three people at the meeting you chair. Chairperson s name Evaluator s name MEETING DETAILS Date and time of meeting Place of meeting No. of people attending meeting Duration of meeting Please evaluate the chairperson s effectiveness in running the meeting. Indicate whether you agree or disagree with each statement by marking a box. Complied with legal, ethical and organisational requirements The meeting started on time. Meeting was opened to ensure all participants understood the processes and outcomes Chair ensure all meeting resources were available The meeting kept to the agenda. Meeting facilitation enables participation, discussion, problem- solving and resolution of issues. The meeting was conducted within appropriate time limits. The meeting discussion kept to the agenda. Meeting was focused to meet outcomes. Chair refocusing when necessary Chair prevented meeting domination by any person, or factions ALL meeting participants were given the opportunity to express themselves. The chairperson used appropriate strategies to allow and encourage all participants to contribute to the discussion. Chair conducted meeting according to agreed conventions Chair used positive communication and Agree Disagree Comments BSBADM502B Page 13 of 17
Agree Disagree Comments interpersonal skills to facilitate the meeting The chairperson used appropriate strategies for decision- making. Chair effectively, managed any conflicts and difficulties to ensure meeting outcomes Chair ensured culturally appropriate techniques as necessary The degree of formality was appropriate for the context of the meeting. The objectives of the meeting were achieved. Minute taker was briefed on appropriate methods to record meeting notes Please provide additional comments about the conduct of the meeting. Please include any suggestions for improvement. Thank you for your assistance in evaluating the chairperson. Please sign and return this sheet to the person who chaired the meeting. Name. Position.. Signature. Contact BSBADM502B Page 14 of 17
Meeting agenda: Assessment Criteria Evaluation Form/Self Assessment STUDENT NAME: MARK Element Poor 0-2 Weak 3 4 Good 5-6 Very Good 7 8 Excelle nt 9-10 Collection of agenda items from all team members Distribute agenda prior to 12.00 pm on day prior to meeting File Facilitator Chairperson Team representatives Overall document layout and design Inclusion of relevant information: Name of organisation Location of meeting Time and date of meeting Inclusion of number for each agenda item Name of person to speak to each item (where appropriate) All agenda items included Carry over unfinished business / action items from previous meeting Spelling Grammar COMMENTS: BSBADM502B Page 15 of 17
THIRD PARTY EVIDENCE REPORT Template 3 Name of candidate Unit(s) Registered Training Organisation or workplace Name of supervisor BSBADM502B TAFE NSW, Hunter Institute As part of the assessment for the unit(s) of competency listed above, we are seeking evidence to support a judgement about the candidate s competence. As part of the process of gathering evidence of competence, we are seeking reports from the supervisor and other people who work closely with the candidate. We would like you to complete this report. We value your contribution and ask that you answer the questions honestly. Does the candidate consistently meet your company s performance standards for: Yes No Seeking clarification of a meeting s purpose Developing agendas in line with the meeting s stated purpose Identifying and notifying relevant participants of a meeting Organises suitable time and venues for meetings Prepares meeting papers from relevant sources Ensures meeting papers are despatched to participants within designated timelines Chairs meetings in accordance with procedures Records, circulates and files minutes of meetings Reports meeting outcomes to management within designated timelines Signed by the supervisor: Date: Please provide some comments to support your responses: BSBADM502B Page 16 of 17
In addition to the above, for the participant to gain a credit pass, they must demonstrated superior skills in chairing meetings. Based on the knowledge and skills demonstrated in regarded to communication, team work and management, could you please fill out the following and giving details. Distinguishing characteristics of Credit grade performance include: Ensuring participation by all attendees Keeping attendees focused on agenda items Good time management skills Well- prepared documents and resources that are used in the meeting Effective use of technology during the meeting BSBADM502B Page 17 of 17