BSBADM502 Manage meetings

Assessment Task 1 over Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded
with any other student(s).
 I understand that if I If I am found to have plagiarised, cheated or colluded, action will be taken
against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name

Student ID number

Student signature

Date

Assessor declaration
 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 name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Student signature

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Date

A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

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Assessment Task 1: Written Questions

Task summary
This is an open book test, to be completed in the classroom.
A time limit of 1 hour to answer the questions is provided.
You need to answer all of the written questions correctly.
Your answers must be word processed and sent to the assessor as an email attachment. 

Required
 Access to textbooks/other learning materials
 Computer and Microsoft Office
 Access to the internet

Timing
Your assessor will advise you of the due date of this assessment.

Submit
 Answers to all questions

Assessment criteria
All questions must be answered correctly in order for you to be assessed as having completed the task
satisfactorily.

Re-submission opportunities
You will be provided feedback on their performance by the Assessor. The feedback will indicate if you
have satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you
written feedback along with guidance on what you must undertake to demonstrate satisfactory
performance. Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt
with unfairly or have other appropriate grounds for an appeal.
You are encouraged to consult with the assessor prior to attempting this task if you do not understand any
part of this task or if you have any learning issues or needs that may hinder you when attempting any part
of the assessment.

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Written answer question guidance

The following written questions use a range of “instructional words” such as “identify” or “explain”, which
tell you how you should answer the question. Use the definitions below to assist you to provide the type of
response expected.
Note that the following guidance is the minimum level of response required.

Analyse – when a question asks you to analyse something, you should do so in in detail, and identify
important points and key features. Generally, you are expected to write a response one or two
paragraphs long.

Compare – when a question asks you to compare something, you will need to show how two or more
things are similar, ensuring that you also indicate the relevance of the consequences. Generally, you are
expected to write a response one or two paragraphs long.

Contrast – when a question asks you to contrast something, you will need to show how two or more
things are different, ensuring you indicate the relevance or the consequences. Generally, you are
expected to write a response one or two paragraphs long.

Discuss – when a question asks you to discuss something, you are required to point out important issues
or features and express some form of critical judgement. Generally, you are expected to write a response
one or two paragraphs long.

Describe – when a question asks you to describe something, you should state the most noticeable
qualities or features. Generally, you are expected to write a response two or three sentences long.

Evaluate – when a question asks you to evaluate something, you should do so putting forward arguments
for and against something. Generally, you are expected to write a response one or two paragraphs long.

Examine – when a question asks you to examine something, this is similar to “analyse”, where you
should provide a detailed response with key points and features and provide critical analysis. Generally,
you are expected to write a response one or two paragraphs long.

Explain – when a question asks you to explain something, you should make clear how or why something
happened or the way it is. Generally, you are expected to write a response two or three sentences long.

Identify – when a question asks you to identify something, this means that you are asked to briefly
describe the required information. Generally, you are expected to write a response two or three sentences
long.

List – when a question asks you to list something, this means that you are asked to briefly state
information in a list format.

Outline – when a question asks you to outline something, this means giving only the main points,
Generally, you are expected to write a response a few sentences long.

Summarise – when a question asks you to summarise something, this means (like “outline”) only giving
the main points. Generally, you are expected to write a response a few sentences long.

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Assessment Task 1 Instructions

Provide answers to all of the questions below:

1. Provide an explanation of each of the following meeting terminology:

a. Quorum: It means the minimum number of persons needs to be attended to complete
a business transaction or a legal activity.
b. Procedural motion: This concept is associated with what are ways of conducting a
meeting.
c. Proxy: If a member is somehow unable to attend a meeting, he can appoint someone
to attend the meeting instead of him.
d. Conflict of interest: what you deserve something from the organization but you don’t
get this for the illegal activity of some others such as Nepotism or Corruption.

2. Outline a meeting structure for a formal meeting.

For Conducting a formal meeting, there must be specific predetermined topics. There should
be a set of objectives. Formal notice should be given to the members. There should be
specific time and place for conducting the meeting.

3. Outline a meeting structure for an informal meeting.

In case of informal meeting it is not mandatory to have specific topics. Notices are not given.
When two or more people gathered, they started talking with some issues.

4. Outline at least three key arrangements that need to be made for a meeting.
a. There should be a pre-set objectives or topics.
b. There should be an indication how many members should be attended
c. Formal notices should be given to the members.
d. Specific time and date.

5. Outline two responsibilities of a Chairperson prior to a meeting.

a) Chairperson needs to decide what will be the Agenda of the meeting.
b) He needs to make sure that all the members get equal treatment in the meeting.

6. Outline three important aspects of a Chairperson’s job during a meeting.

a) The chairperson monitors the meeting.
b) He needs to observe whether one member is disturbed by other members.
c) He needs to ensure that All the members majority decisions.

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7. Explain why it is important for a Chairperson to monitor the participation of all those involved
in a meeting.
The manager needs to look after all members involved in a meeting because we all know that
any types of decisions which are either good or bad made by the vote of majority board
members. It has been seen that for getting some instant benefit which may harmful for the
company in later they make a team through which they will achieve what they want by
winning the poll. If the chairperson keeps eye on them then he/she can easily find out this
Quorum and take necessary steps to avoid this.

8. Explain how, in the role of a Chairperson, you would manage someone who is dominating the
meeting.
a) Chairperson needs to make a structure of the discussion of the meeting. when there is a
structure of the meeting, a person is bound to maintain a frame work of the discussion.
This will reduce the domination by not to give chance others talking excessively.
b) Chairperson may call the members the persons by their names as a result the
dominating person will not get any chance to talk.
c) At the end of the discussion chairperson may want to know the thinking of the dominating
person. This person may feel embarrassment and comply with others.

9. Explain how in the role of a Chairperson you would manage someone who is too shy to
contribute to a meeting.
Shy people sometimes have blockbuster idea than other extrovert people. Due to shyness
they cannot communicate their ideas properly. In this case Chairperson may make a small
group of 3-4 members. By talking within the group, their shyness will gradually decrease.
If they get praised from the group members for his idea. he/she will be motivated to get the
praised from other by telling his idea.so, he/she will try to overcome his shyness.

10. Explain how in the role of a Chairperson you would manage two people having a private
conversation within a meeting.
When two people are involved in a private conversation, generally they have been attracted
to others and as a result others people will want to join with them this way they will gather
more people and try to gain some benefits which brings benefit for these two but loss for the
other members and organization.so chairperson needs to control private conversation. he
may follow these ways:
a) If two members are discussing in private, the chairperson may warn them not
to talk in the talk
b) Before starting the meeting. he may be announced that private discussions
are not allowed to the meeting. If you need to talk something very urgent “Go
outside and talk”. Generally, nobody will go outside in time of meeting
because of embarrassment.

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11. Describe two ways of conducting meetings.

a) Organization needs to make a list who must be attended to the meeting and whose
attendance does not impact on the meeting and ensures that persons whose
presence is important are in the meeting.
b) Organizations needs to identify which departments are connected to the project and
ensures that at least one member from each department should be present in the
meeting to make the decision strong.

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.
a) Through face to face meeting it will be very easy to understand the body
language of a person by which we may understand what the other person has
not been said.
b) We can create a good interaction whom we are in meeting.
c) Face to face meeting builds strong relationships

Example: A good example can be interview.

13. Describe three advantages of meetings held by teleconference or web conferencing and give
an example of a workplace situation where this type of meeting may be used.
a) Teleconference reduces travel cost. people don’t need to go anywhere to talk
with other persons only by making a phone call they can communicate.
b) As people don’t need to go anywhere it saves valuable time.
c) As they don’t need to go anywhere, they don’t lose the energy of working the
productivity increases.

Example: suppose two or more people are engaged in a project. These people
are in different locations.so they need to communicate with each other in this
case they can take the advantage of teleconferencing.

14. Describe the use of webcams for meetings, including a brief description of how to use a web
cam.

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Organisations use webcams mainly for video conferencing which helps them to learn some
work from the other parts of the world. Besides it allows to conduct daily meeting with the
headquarters from regional office. If some important persons may not attend the meeting. he
can participate through webcams.

a) A webcam needs to be bought if it is not available before.

b) Secondly. A video conferencing software needs to be downloaded and installed
c) Thirdly, Registration activities should be completed and find out important attributes of
the software
d) Inform the person whom you want to do video conferencing.
e) At last, Do the video conferencing when time has been fixed.

15. Explain the purpose of an agenda and identify five items that should be included in an
agenda.
a) Agenda is used as a notice of the meeting.
b) What will be discussed in the meeting
c) As discussion topics have known to all, it has increased the productivity of the
meeting.

Five items that should be included in the meeting:

1) The goal or goals of the meeting should be predetermined.
2) There must be an outline what will be the meeting agenda or
discussion topics.
3) Organization needs to be identified the list of required attendees.
4) Keep a space for discussion off-topic at the end of the meeting.
5) Lastly. check meeting time, locations and conference logistics
whether all are right.

16. Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes.
a) Meeting minutes are used to serve as an official record of meeting events to
persons who are attend and who are unable to attend the meeting.
b) Meeting minutes are used to keep the record of meeting’s outcomes.

Five items that should be included in meeting minutes:

I. The name of the persons who are attend in the meeting.
II. Which date. When and where the meeting has been arranged
III. Name of the presiding officer
IV. What decisions have been taken
V. what decisions will be taken in future

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17. Explain the difference between informal meeting minutes and formal meeting minutes.

Informal meeting minutes Formal meeting minutes

1. Name of the presiding officer is not 1.Name pf the presiding officer is included
included
2. Specific time, date and place are not 2.Specific time, date and place are included.
included.

18. 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.

Answer a: Notice of the meeting must be given individually to each members and directors who
have the right to cast a vote.

Answer b:

a. The notice of the meeting can be provided personally to all the members
and directors. Or
b. Can be sent by post office according to the given registered address. Or
c. Can be sent to the FAX number or other electronic address(E-mail)

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Assessment Task 1 Checklist

Student’s name:

Completed
Did the student provide a sufficient and
successfully Comments
clear answer that addresses the
suggested answer for the following? Yes No
Question 1 a
Question 1 b
Question 1 c
Question 1 d

Question 2
Question 3
Question 4
Question 5
Question 6
Question 7
Question 8
Question 9
Question 10
Question 11
Question 12
Question 13
Question 14
Question 15
Question 16
Question 17
Question 18a
Question 18b

Task Outcome: Satisfactory  Not Satisfactory 

Assessor signature

Assessor name

Date

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