BSBADM502 Learner Guide V1.0.docx - Learners Guide BSBADM502 Manage meetings BSBADM502 Manage meetings Learner Guide BSBADM502 Manage meetings Table of

BSBADM502 Learner Guide V1.0.docx - Learners Guide...

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Learners GuideBSBADM502 - Manage meetings
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BSBADM502Manage meetings Learner Guide
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BSBADM502Manage meetings
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Table of ContentsTable of Contents..............................................................................................................................3Unit of Competency.......................................................................................................................6Performance Criteria.....................................................................................................................7Foundation Skills............................................................................................................................8Assessment Requirements.............................................................................................................9Housekeeping Items........................................................................................................................10Objectives........................................................................................................................................101. Prepare for meetings..................................................................................................................111.1 Develop agendain line with stated meeting purpose.................................................................12What is a meeting?......................................................................................................................12Why do we need to have meetings?............................................................................................12Why do meetings fail?.................................................................................................................13Defining Groups:..........................................................................................................................14Structure of meetings:.................................................................................................................15Roles:...........................................................................................................................................16Preparation for the meeting:.......................................................................................................17Step One: clarify the purpose of the meeting:.............................................................................17Activity 1A....................................................................................................................................201.2 Ensure style and structure of meeting are appropriate to its purpose......................................21Step two: what type of meeting is this one going to be?.............................................................21Activity 1B....................................................................................................................................221.3 Identify meeting participants and notify them in accordance with organisational procedures. 23Step three: who is involved and who are the participants?.........................................................23Step four: notify participants.......................................................................................................24Sample of a notice:......................................................................................................................24Activity 1C....................................................................................................................................261.4 Confirm meeting arrangementsin accordance with requirements of meeting..........................27Step five: confirm meeting arrangements according to the requirements of the meeting..........27Activity 1D...................................................................................................................................291.5 Despatch meeting papersto participants within designated timelines......................................30Step six: dispatch meeting papers to participants within designated timelines...........................30Activity 1E....................................................................................................................................31
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2. Conduct meetings.......................................................................................................................322.1 Chair meetings in accordance with organisational requirements, agreed conventions for type ofmeeting and legal and ethical requirements...................................................................................33Managing agenda items:..............................................................................................................35Chair person’s roles......................................................................................................................35Closing the meeting:....................................................................................................................36Meetings are within ethical and legal requirements:...................................................................37Confidentiality:............................................................................................................................37Duty of care:................................................................................................................................37Non-discriminatory practices:......................................................................................................38Conflict of interest:......................................................................................................................38Activity 2A....................................................................................................................................392.2 Conduct meetings to ensure they are focused, time efficient and achieve the required outcomes.........................................................................................................................................40Sample: meeting agenda.............................................................................................................41Activity 2B....................................................................................................................................422.3 Ensure meeting facilitation enables participation, discussion, problem-solving and resolution ofissues...............................................................................................................................................43Summarising:...............................................................................................................................44Problem solving and conflict resolution:........................................................................................44Problem solving...........................................................................................................................47Activity 2C....................................................................................................................................502.4 Brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting........................................................................51Activity 2D...................................................................................................................................523. Follow up meetings.....................................................................................................................533.1 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.....................................................................................................................................54Transcribing the minutes:............................................................................................................54Activity 3A....................................................................................................................................573.2 Distribute and store minutes and other follow-up documentation within designated timelines, and according to organisational requirements................................................................................58Time management:......................................................................................................................58Activity 3B....................................................................................................................................603.3 Report outcomes of meetings as required, within designated timelines...................................60
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Maintaining records:....................................................................................................................61Organise your computer:.............................................................................................................61Emails:.........................................................................................................................................61Normal post:................................................................................................................................62Intranet/internet/extranet:..........................................................................................................62Correspondence:.........................................................................................................................62Activity 3C....................................................................................................................................64Skills and Knowledge Activity.......................................................................................................65Major Activity – An opportunity to revise the unit..........................................................................66
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Unit of CompetencyApplicationThis unit describes the skills and knowledge required to manage a range of meetings including
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