CURRICULUM of COMPETENCY UNIT (CoCU)

Sub Sector BUSINESS & FINANCE

Job Area EXECUTIVE SECRETARYSHIP

Competency Unit Title MEETING & EVENT COORDINATION

The person who is competent in this CU shall be able to coordinate & organise meeting & event in professional
manner in accordance with company’s policies and job description. Upon completion of this competency unit,
trainees will be able to: -
 Identify meeting & event coordination requirements
Learning Outcome  Arrange logistic of meeting & event
 Coordinate meeting & event arrangement
 Record minutes of meeting
 Report meeting & event coordination.
Training Credit
Competency Unit ID FB-025-3:2012-C05 Level 3 Duration 180 Hours
18
New Attitude / Safety / New Training New Delivery
New Work Activities New Related Knowledge New Related Skills New Assessment Criteria
Environmental Hours Mode
1. Identify meeting i. Definition of meeting 5 hours Lecture i. Types of
& event and event meeting and
coordination ii. Purpose and objective event
requirements of meeting and event determined
iii. Types of Meeting ii. Methods of
 Ad-Hoc distributing
 Department office
document
 Main Committee
applied
(MANCO)
iii. Date, venue,
 Management time and
 Executive attendees
Council (EXCO) determined
 Board iv. Notice &
 Annual General agenda of
Meeting (AGM) meeting
 Extra Ordinary distributed
 Attitude / Safety / Training Delivery
Work Activities Related Knowledge Related Skills Assessment Criteria
Environmental Hours Mode
General Meeting
(EGM)
iv. Types of event
 Birthday
 Hi-Tea
 Farewell
 Family day
 Corporate Social
Responsibility (CSR)
 Annual Dinner
v. Meeting and event
coordination procedure
vi. Contents of agenda
 Correspondence
and apologies of
absentees
 Minutes of last
meeting
 Matters arising
 Any other matters
 Date, time and
venue of next
meeting
vii. Methods of distributing
agenda of meeting
 By hand
 Email
 Courier/Post
i. Determine date, 13 hours Demonstration
venue, time and &
attendees Observation
ii. Appoint Ad Hoc Sub-
 New Attitude / Safety / New Training New Delivery
New Work Activities New Related Knowledge New Related Skills Environmental Hours Mode New Assessment Criteria
Committee
iii. Determine agenda of
meeting
iv. Distribute notice & Attitude
agenda of meeting i. Knowledgeable
v. Confirm attendance of in handling
attendees meeting & event
vi. Alert superior of ii. Resourceful in
insufficient quorum gathering
information
iii. Tactful in
appointing work
committee
iv. Fair in delegating
task in committee
v. Attentive to the
instruction given
by the superiors

2. Arrange logistic i. Types of meeting venue 11 hours Lecture i. Types of

of meeting &  Internal meeting venue
event  Office meeting determined
room ii. Budget of
 Discussion room meeting & event
 External determined
 Hotel/Resort iii. Meeting & event
 Restaurant logistics
 Club arrangement
 Training Centre performed
ii. Meeting & event iv. Meeting
logistics arrangement materials
procedure: prepared
 Transportation
 New Attitude / Safety / New Training New Delivery
New Work Activities New Related Knowledge New Related Skills New Assessment Criteria
Environmental Hours Mode
 Accommodation
 Equipment
 Refreshment
i. Determine budget of 25 hours Demonstration
meeting & event &
ii. Book venue Observation
iii. Arrange transportation
for attendees
according to superior
instruction
iv. Arrange meal /
refreshment for
meeting purposes
v. Book accommodation
for attendees
vi. Prepare meeting Attitude
materials i. Resourceful in
vii. Arrange meeting arranging
equipment meeting & event
logistics
ii. Proactive in
organising
meeting and
event

3. Coordinate i. Protocols 22 hours Lecture i. Meeting &

meeting &  Meeting seating
event  Seating protocols
arrangement ii. Layout of meeting & followed
event venue ii. Layout of
iii. Types of seating meeting &
arrangement event venue
 Round table determined
 New Attitude / Safety / New Training New Delivery
New Work Activities New Related Knowledge New Related Skills Environmental Hours Mode New Assessment Criteria
 Classroom iii. Notice &
 U-shape agenda of
 T-shape meeting
distributed
 Conference
 Theatre
iv. Attendance list
prepared
i. Determine agenda of 50 hours Demonstration
v. Room set up
meeting &
Observation determined
ii. Distribute notice &
vi. Seating
agenda of meeting
arrangement
iii. Confirm attendance of determined
attendees
vii. Meeting
iv. Alert superior of materials and
insufficient quorum equipment
v. Prepare attendance arranged
list
vi. Confirm room set up
vii. Confirm seating
arrangement
viii. Confirm meal and
refreshment
arrangement
ix. Confirm availability of Attitude
meeting materials and i. Organised in
equipment preparing
x. Confirm attendees meeting and
attend on time event
documentation
ii. Cooperative
among
committee
members in
coordinating
meeting and
event
 New Attitude / Safety / New Training New Delivery
New Work Activities New Related Knowledge New Related Skills Environmental Hours Mode New Assessment Criteria
iii. Timely in
completing
meeting and
event
coordination

4. Record minutes i. Definition of minutes of 5 hours Lecture i. Executive

of meeting meeting note-taking
ii. Purpose and objective applied
of minutes of meeting ii. Types of
iii. Executive note-taking electronic
iv. Types of electronic recorder
recorder identified
 Tape recorder iii. Format
 MP3 recorder minutes of
meeting
 Smartphone
applied
v. Format minutes of
meeting iv. Minutes of
meeting
i. Ensure attendance list 13 hours Demonstration
recorded
is signed by attendees Observation &
Role Play v. Date of next
ii. Record minutes of meeting
meeting determined
iii. Determine date of next Attitude
meeting i. Adherence to
format of minutes
of meeting
ii. Alertness in
recording minutes
of meeting

5. Report meeting i. Format meeting and 11 hours Lecture i. Format

& event event report meeting and
coordination  Keyboarding event report
 New Attitude / Safety / New Training New Delivery
New Work Activities New Related Knowledge New Related Skills Environmental Hours Mode New Assessment Criteria
techniques followed
 Report writing ii. Filing
technique administration
ii. Filing administration procedures
procedures complied with
i. Draft minutes of 25 hours Demonstration iii. Minutes of
meeting & meeting
Observation prepared
ii. Obtain confirmation of
minutes of meeting iv. Minutes of
iii. Disseminate minutes meeting
of meeting disseminated
iv. Follow up action items v. Meeting &
v. Report meeting & event
event coordination coordination
activities reported to
Attitude superior
vi. Record and file
i. Accurate in vi. Meeting &
meeting & event
preparing event
coordination
activities meeting and coordination
event report recorded &
ii. Responsible filed
in following up
meeting and
event
coordination
iii. Timely in
distributing
completed
reports and
minutes of the
meeting
Employability Skills

Core Abilities Social Skills

01.01 Identify and gather information. 1. Communication skills
02.01 Interpret and follow manuals, instructions and SOP's. 2. Conceptual skills
02.03 Communicate clearly.
02.04 Prepare brief reports and checklist using standard forms.
3. Interpersonal skills
03.03 Accept responsibility for own work and work area. 4. Multitasking and prioritizing
06.03 Identify and highlight problems. 5. Self-discipline
01.04 Analyse information. 6. Teamwork (in group)
02.08 Prepare pictorial and graphic information.
7. Learning skills
04.01 Organize own work activities.
02.10 Prepare reports and instructions. 8. Leadership skills
02.11 Convey information and ideas to people.
03.10 Provide consultations and counselling.
03.12 Provide coaching/on-the-job training.
Tools, Equipment and Materials (TEM)

ITEMS RATIO (TEM : Trainees)

1. Computer 1:1
2. Whiteboard 1:25
3. Projector 1:25
4. Stationery 1:1
5. Sample of memo 1:1
1:1
6. Sample of fax transmission cover
1:1
7. Sample of meeting notice
1:1
8. Sample of invitation
1:1
9. Sample of minutes of meeting
1:1
10. Sample of reports 1:1
11. Sample of agenda 1:1
12. Sample of letter/correspondence 1:1
13. Sample of email 1:1
14. Sample of attendance list 1:1
15. Sample of vendor quotation