ASSESSMENT TASK 2 – PROJECT & OBSERVATION
This information which is in the Student Assessment pack is to be handed to each student to outline the assessment requirements
Student Instructions
This assessment is to be undertaken in a simulated environment.
For this assessment, you are to complete project tasks and be observed by your assessor. Your assessor will facilitate roleplays during your assessment.
This assessment requires you to prepare, conduct and follow up business meetings on at least two occasions.
This assessment is divided into four tasks:
? Task 1: Establish and Verify Meeting Requirements
? Task 2: Develop and Distribute Meeting Agendas
? Task 3: Conduct Meetings
? Task 4: Meeting Follow Up Actions
Each task comes with a set of instructions. You are to follow and perform these instructions while being observed by the assessor and/or submit any required documentation.
Before starting this assessment, your assessor will discuss with you these tasks, including instructions and guidance for satisfactorily completing them.
You are required to:
? Prepare for meetings by meeting requirements, with relevant individuals, develop agendas and papers according to organisational policies and procedures
? Conduct meetings according to organisational policies and procedures for chairing, minute taking, problem solving, resolution, legal and ethical requirements.
? Follow up meetings with reviewing, editing minutes, distributing, storing and reporting outcomes according to organisational policies and procedures.
Resources Required for Assessment
To complete the assessment tasks, you will require access to:
? Computer with internet and email access and a working web browser
? Installed software: Word, Adobe Acrobat Reader
? A workplace, or a simulated workplace environment that will allow you access to:
o Workplace documentation, including:
• Organisational policies and procedures for managing
• Federal and/or state/territory legislation, regulation, or best practice related to conducting business meetings
• Ethical requirements in line with managing and conducting meetings
• Meeting Minutes
• Meeting Agendas
• Online application or program to conduct virtual meeting. This can include:
? Skype
? Zoom
? Microsoft Teams
• Resources and equipment to conduct a face to face meeting. This can include:
? Projectors
? Board/conference rooms
? Presentations
o People, including:
• At least one assigned meeting minute taker, whom you must brief regarding the requirements of the meeting
• Relevant participants to take part in the meetings, minimum of two per meeting, which can include:
? Supervisors
? Colleagues
? Suppliers
? Clients
o Opportunity to manage meetings on at least two occasions
Forms and Templates
Generic forms and templates are provided in the project tasks, unless otherwise specified. These can be accessed from the following link:
BSBTWK503 Forms and Templates
Task 1: Establish and Verify Meeting Requirements
This task requires you to establish and verify meeting requirements with relevant stakeholder for at least one physical meeting and at least one virtual meeting.
Identified information will be used to develop meeting agendas for Task 2.
Use the Meeting Preparation Checklist provided at the Bounce Fitness site.
To complete this task, you must:
? Access and research information relevant to conducting meetings, including:
o Federal and/or state/territory legislation, regulation, or best practice related to conducting business meetings
o Organisational policies and procedures for managing meetings
o Ethical requirements in line with managing and conducting meetings
? Establish and confirm information for each meeting with relevant individuals
o Meeting requirements, which must include:
• Purpose of the meeting
• Structure of the meeting
• Type of meeting to conducted
• Outcome of meeting
• Participants of meeting
o Organisational requirements based on relevant policies and procedures, which must include requirements for:
• Recording meeting minutes
• Chairing meetings
• Completing meeting minutes
o Legal and ethical requirements for conducting meetings
You are to develop two Meeting Preparation Checklists for each meeting to be conducted, which will be used in Task 2 and submitted as evidence for this assessment.
Submit the Meeting Preparation Checklists to your assessor. Include any supplementary documents/sources used to create these, such as:
? Organisational documents such as policies and procedures for meetings
? Printed or online sources relevant meeting preparations
You must also submit evidence of communication/consultation with at least two relevant individuals of the organisation on their input about the meetings
Evidence must be at least one of the following:
? Email correspondence
? Meeting minutes
Task 2: Develop and Distribute Meeting Agendas
This task requires you to develop and distribute meeting agendas to confirm participation of required individuals in the meetings.
Business meetings to be conducted must correspond to meetings identified in Task 1.
Use the Meeting Agenda template provided at the Bounce Fitness site.
To complete this task, you must:
? Review the information identified in Task 1:
o Correspondence with individuals
o Meeting requirements identified in Meeting Preparation Checklists
? Develop a meeting agenda for each meeting to be conducted, with each including the following information:
o Date, time and venue of meeting
o Participants to attend the meeting
o Objectives of the meeting
o Purpose of the meeting
o Agenda items for the meetings
? Confirm Meeting Papers to be distributed to participants
? Invite at least two meeting participants for each meeting including the agenda and relevant meeting papers
Submit the following:
? At least two completed Meeting Agendas
? Meeting Papers for each meeting to be conducted
Include any supplementary documents/sources used to create each document, such as business plans and progress reports.
You must also submit evidence that you distributed the Meeting Agenda and required meeting papers to participants inviting and confirming their attendance.
Evidence can include:
? Email correspondence
? Calendar invite /confirmation
Task 3: Conduct the Meetings
Your assessor will observe you as you chair at least two business meetings.
Specifically, you will chair two meetings according to organisational requirements, agreed conventions for types of meeting and legal and ethical requirements. This must correspond to business meetings identified in Task 1 and Task 2.
Use the Meeting Minutes template provided at the Bounce Fitness site.
To complete this task, you must:
? Brief the minute-taker on methods for completing meeting minutes as specified in the policies and procedures outlined in Task 1.
This must be done before conducting each meeting.
To complete this task will be assessed on your practical skills to:
? Chair the two meetings with the participants you invited from Task 2. During each meeting you must:
o Promote participation
o Promotes discussion
o Facilitates problem solving
o Provides resolution
o Use appropriate style, tone, vocabulary for audience, context and purpose
o Asks questions and listens to responses to clarify understanding
? Implement organisational, legal and ethical requirements identified from:
o Meeting Preparation Checklists in Task 1
o Policies and Procedures for Meetings from Task 1.
? Discuss the timeframe details for the following:
o Providing meeting minutes
o Providing outcomes of meetings
o Follow-up documentation
Submit at least two completed minutes, completed by assigned meeting minute taker – one for each business meeting conducted.
You must also submit evidence that you have briefed the meeting minute taker on requirements for completing the meeting minutes.
Evidence can include:
? Email correspondence
? Meeting Minutes
Task 4: Meeting Follow Up Actions
This task requires you to complete meeting follow up actions according to required timeframes and organisational policies and procedures, including:
? Reviewing meeting minutes for accuracy and correctness
? Reporting meeting outcomes
? Distribution and storage of meeting documents
You will need to access Meeting Minutes from Task 3 and Policies and Procedures for Meetings from Task 2.
To complete this task, you must:
? Proofread each meeting minutes completed from Task 3 to check for accuracy against organisational procedures
This must be reviewed and rectified for the following:
o Accuracy of information recorded in the Meeting Minutes to information discussed during meeting conducted in Task 3.
? Report meeting outcomes and distribute final meeting minute copies to participants of meeting
? Store meeting documentation based on organisational requirements
Submit the updated meeting minutes to your assessor.
You must also submit evidence of storing and reporting used for minutes and follow up documentation:
Evidence must be at least one of the following:
? Email correspondence
? Electronic folders on organisation database
? Meeting Minutes Register
To be assessed on: _______________________
FOR ASSESSOR ONLY
ASSESSMENT TASK 2 – PROJECT & OBSERVATION
ASSESSOR CHECKLIST
This checklist is to be used when assessing the students in the associated task. This checklist that is to be completed for each student. Please refer to separate mapping document for specific details relating to alignment of this task to the unit requirements.
Please complete below
Student Name:
Student ID No:
During assessment: Satisfactory
Please tick (?) Assessor Comments
Yes No
The student performed each of the following tasks successfully in their assessment:
Prepared, conducted and followed up business meetings on at least two occasions.
Prepared for meetings by meeting requirements, with relevant individuals, developed agendas and papers according to organisational policies and procedures
Conducted meetings according to organisational policies and procedures for chairing, minute taking, problem solving, resolution, legal and ethical requirements.
Followed up meetings with reviewing, editing minutes, distributing, storing and reporting outcomes according to organisational policies and procedures.
Task 1: Establish and Verify Meeting Requirements
Established and verified meeting requirements with relevant stakeholder for at least one physical meeting and at least one virtual meeting.
Accessed and researched information relevant to conducting meetings, including:
• Federal and/or state/territory legislation, regulation, or best practice related to conducting business meetings
• Organisational policies and procedures for managing meetings
• Ethical requirements in line with managing and conducting meetings
Established and confirmed information for each meeting with relevant individuals
• Meeting requirements included:
• Purpose of the meeting
• Structure of the meeting
• Type of meeting to conducted
• Outcome of meeting
• Participants of meeting
• Organisational requirements based on relevant policies and procedures, which must include requirements for:
• Recording meeting minutes
• Chairing meetings
• Completing meeting minutes
• Legal and ethical requirements for conducting meetings
Developed two Meeting Preparation Checklists for each meeting to be conducted
Submitted the following:
• The Meeting Preparation Checklists including any supplementary documents/sources used to create these
• Evidence of communication/consultation with at least two relevant individuals of the organisation on their input about the meetings. Evidence was at least one of the following:
• Email correspondence
• Meeting minutes
Task 2: Develop and Distribute Meeting Agendas
Developed and distributed meeting agendas to confirm participation of required individuals in the meetings.
Developed a meeting agenda for each meeting to be conducted, with each including the following information:
• Date, time and venue of meeting
• Participants to attend the meeting
• Objectives of the meeting
• Purpose of the meeting
• Agenda items for the meetings
Confirmed Meeting Papers to be distributed to participants
Invited at least two meeting participants for each meeting including the agenda and relevant meeting papers
Submitted the following:
• At least two completed Meeting Agendas
• Meeting Papers for each meeting to be conducted
• Any supplementary documents/sources used to create each document
• Evidence that the student distributed the Meeting Agenda and required meeting papers to participants inviting and confirming their attendance.
Task 3: Conduct the Meetings
Chaired two meetings according to organisational requirements, agreed conventions for types of meeting and legal and ethical requirements.
Briefed the minute-taker on methods for completing meeting minutes as specified in the policies and procedures before conducting each meeting.
During each meeting the student:
• Promoted participation
• Promoted discussion
• Facilitated problem solving
• Provided resolution
• Used appropriate style, tone, vocabulary for audience, context and purpose
• Asked questions and listened to responses to clarify understanding
• Implemented organisational, legal and ethical requirements identified from:
• Meeting Preparation Checklists
• Policies and Procedures for Meetings
• Discussed the timeframe details for the following:
• Providing meeting minutes
• Providing outcomes of meetings
• Follow-up documentation
Submitted the following:
• At least two completed minutes, completed by assigned meeting minute taker – one for each business meeting conducted.
• Evidence that the student had briefed the meeting minute taker on requirements for completing the meeting minutes.
Task 4: Meeting Follow Up Actions
Completed meeting follow up actions according to required timeframes and organisational policies and procedures, including:
• Reviewing meeting minutes for accuracy and correctness
• Reporting meeting outcomes
• Distribution and storage of meeting documents
Proofread each meeting minutes completed to check for accuracy against organisational procedures. This was reviewed and rectified for the following:
• Accuracy of information recorded in the Meeting Minutes to information discussed during the meeting
Reported meeting outcomes and distributed final meeting minute copies to participants of meeting
Stored meeting documentation based on organisational requirements
Submitted the following:
• The updated meeting minutes
• Evidence of storing and reporting used for minutes and follow up documentation.
Evidence must be at least one of the following:
• Email correspondence
• Electronic folders on organisation database
• Meeting Minutes Register
Assessor’s Judgement:
Result: Satisfactory / Not Yet Satisfactory
Comments:
Assessor: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Name: _______________________________
Signature: ____________________________
Date: ____/_____/_____
Student Declaration: I declare that I have been assessed in this unit, and I have been advised of my result. I also am aware of my appeal rights. I also declare that the work submitted is my own, and has not been copied or plagiarised from any person or source. Name: _______________________________
Signature: ____________________________
Date: ____/_____/_____

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