Assignment Task 1: Written Questions
Provide answers to all of the questions below:
Q1. Jane is attending a meeting where she knows that a number of the people attending will be from culturally diverse backgrounds. Describe four culturally appropriate communication techniques that Jane can use at the meeting.
Q2. Explain the purpose of an agenda and identify five items that should be included in an agenda.
Q3. Explain the purpose of meeting minutes and list five items that should be included in meeting minutes.
Q4. Explain the difference between informal meeting minutes and formal meeting minutes.
Q5. Describe the type of legal entity that is required under the Corporations Act to hold an Annual General Meeting (AGM) and stated how often AGMs must be held.
Q6. Briefly explain the implications under the Disability Discrimination Act 1992 where an employer expects a deaf employee to attend a meeting where an Auslan interpreter is not provided.
Q7. Identify and explain legislation that applies to the recording of meetings applicable to the state or territory in which you are studying.
Q8. Explain the key steps for organising, conducting and recording a meeting.
Q9. Some companies may have a requirement for a quorum for a meeting. Explain the term quorum and give an example of a quorum to illustrate your answer.
Assignment Task 2 - Meeting Project
Meeting project - Students must make arrangements for a meeting, including preparing an agenda. Following this, students must participate in the meeting, take the minutes and then check them and send the minutes to all staff.
Task summary - This assessment task requires you, in the role of Administration and Project Officer, to organise a meeting to discuss the program for the upcoming Leadership Conference for Grow Management Consultants. This will include making meeting arrangements, preparing documentation for the meeting, and then participating in the meeting as a minute-taker, then writing up, checking and distributing the minutes.
Complete the following activities:
1. Prepare for meeting
Review the case study information above, as well as the Grow Management Consultants Meeting Policy and Procedures and staff calendars.
Based on your review of this information and meeting policy and procedures and the staff calendars, identify a suitable date and time as well as any technology requirements and develop a notice of the meeting.
When you have completed the notice of the meeting, send it to your assessor as though they are the meeting participants. In the body of the email include the date by which the notice of the meeting must be sent to show that you understand timelines required.
2. Develop agenda
The next part of the assessment requires you to develop the agenda for the meeting according to the Grow Management Consultants' Meeting Policy and Procedures and as set out in the scenario information.
To develop your agenda, use the Agenda Template provided. The agenda should clearly show the date and time for the meeting, as well as the items for discussion as per the scenario information and meeting policy and procedure.
Once you have completed a draft of your agenda, save it according to the instructions in the Meeting Policy and Procedure, and then proof read your document, tracking your changes. Send this version to your assessor via email to show that you have proof read the document. Your proof reading will need to ensure that you check for spelling and grammar, as well as the formatting.
Finally, prepare and send an email to staff (your assessor), confirming the meeting arrangements and attaching the agenda and draft conference program. Ensure your email includes the date within the body of the email to show that you understand the designated timelines as per the Meeting Policy and Procedures.
Print off at least two copies of the agenda and draft conference program to provide as hard copies at the meeting should participants not bring along their own copies.
Note that the meeting date and time will be advised by your assessor and staff attending the meeting will be role-played by other students.
3. Participate in the meeting
The next part of the assessment task requires you to participate in the meeting in the role of minute taker. Your assessor will have organised three other students to play the roles of the management consultants in attendance (Assume that Bob is attending via Skype). Advise participants that there is a spare set of documents in case anyone has not brought theirs along.
At the meeting, the staff will discuss the proposed conference program and you will need to take notes of the meeting as per the requirements of the minute's section of the meeting policy and procedure, including:
Using a lap top to record notes in the Minutes Template.
Taking clear and accurate notes to use to develop the minutes (your assessor will check this during the meeting).
Ensuring that you follow the discussion at all times so that nothing is missed.
Where you are not sure of a point made, asking the meeting participant to repeat what they said.
During the meeting, you are required to demonstrate effective communication skills as follows:
- Speaking clearly and concisely
- Active listening skills
- Asking questions to clarify information
4. Write up the meeting's minutes
The final part of the assessment requires to you write up the meeting minutes using the template provided to you. Minutes should be written clearly and concisely and reflect key points. They must also be saved in the required format as per the Meeting Policy and Procedures.
Once you have completed a draft of the minutes of the meeting, save it, and then proof read your document, tracking your changes. Send this version to your assessor via email to show that you have proof read the document. Your proof reading will need to ensure that you check for spelling and grammar, as well as formatting.
Send the meeting minutes via email to the Operations Manager (your assessor) for approval within the designated timeline.
Upon receiving approval from the Operations Manager, send the minutes to all staff with a covering email explaining that these are the final minutes of the meeting.
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Attachment:- Organise Meetings.rar