_BSBTWK503

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au ASSESSMENT COVERSHEET Unit: BSBTWK503 Course Name: Manage meeting Assessment Tool: Assessment Task 1 Student must fill this section: Student Name: Student ID: Privacy Release Clause: “I give my permission for my assessment material to be used in the auditing, assessment validation & moderation Process” Authenticity Declaration: “I declare that:  The material I have submitted is my own work;  I have kept a copy of all relevant notes and reference material that I used in the production of my work;  I have given references for all sources of information that are not my own, including the words, ideas and images of others.” Student signature: Date: 17/08/2023 Assessment Completion Status Attempt Satisfactory Non- Satisfactory Date Assessor’s Signature Initial attempt   2 nd attempt/Re- assessment   Feedback to student: Sunbeam International College Date Version Page 1 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au Information for Student:  All work is to be entirely of the Student. General Information for this assessment:  Read the instructions for each question very carefully.  Be sure to PRINT your FULL name & LAST name in every place that is provided.  Short questions must be answered in the spaces provided or follow the word limits as instructed.  For those activities requesting extra evidence such as: research reports, ESSAY reports, etc. The student must attach its own work formatted in double space, Arial 12 pts.  All assessment tasks must be addressed correctly in order to obtain a competence for the unit of competency.  If the Student doesn’t understand the assessment, they can request help from the assessor to interpret the assessment.  All assessments must be submitted online. Note : that the hard copy of the assessments will not be accepted. Re-assessment of Result& Academic Appeal procedures: If a student is not happy with his/ her results, that student may appeal against their grade via a written letter, clearly stating the grounds of appeal to the Student Support. This should be submitted after completion of the subject and within fourteen days of commencement of the new term. Re-assessment Process:  An appeal in writing is made to the student support providing reasons for re-assessment /appeal.  Student support will delegate another faculty member to review the assessment.  The student will be advised of the review result done by another assessor.  If the student is still not satisfied and further challenges the decision, then a review panel is formed comprising the lecturer/trainer in charge and the management OR if need be an external assessor.  The Institute will advise the student within 14 days from the submission date of the appeal. The decision of the panel will be deemed to be final.  If the student is still not satisfied with the result, the he / she has the right to seek independent advice or follow external mediation option with nominated mediation agency.  Any student who fails a compulsory subject or appeals unsuccessfully will be required to re-enroll in that subject. The cost of reassessment will be borne by the Institute. The external assessor will base his/her judgement based on principles of assessment. These principles require assessment to be reliable, fair, practical and valid. Academic Appeals  If you are dissatisfied with the outcome of the re-evaluation process, you have a right to appeal through academic appeals handling protocol.  To appeal a decision, the person is required to complete the Sunbeam Request for Appeal of a Decision form with all other supporting documents, if any. This form will be available via our website. The completed Request for Appeal form is to be submitted to the Student Support Officer either in hard copy or electronically via email.  The notice of appeal should be in writing addressed to the management and submitted within seven days of notification of the outcome of the re-evaluation process.  If the appeal is not lodged in the specified time, the result will stand and you must re-enroll in the unit.  In emergency circumstances, such as in cases of serious illness or injury, you must forward a medical certificate in support of a deferred appeal. The notice of appeal must be made within three working days of the concluding date shown on the medical certificate.  The decision of Management will be final.  Student would then have the right to pursue the claim through an independent external body as detailed in the students’ complaint / grievance policy. “I understand all the above rules and guidelines for the assessment” 17/08/2023 Full Name Signature Date (dd/mm/yyyy) Sunbeam International College Date Version Page 2 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au Questions Provide answers to all of the questions below: 1. Complete the table by providing an explanation of each of the following meeting terminology: Agenda An agenda of a meeting is considered to be a list of activities to continue the meeting with them including objectives, topic of discussion, and other information. Chair The meeting chair is often known as a chairperson who is responsible for making the meeting agenda. Quorum A quorum is regarded as the majority of registered delegates taking part in a mass meeting. Proxy The concept of proxy emerges from the legal allowing of an individual on behalf of another individual or party. Minutes Meeting minutes can be referred to as the official record of the meeting decisions by following the protocols. Motion Motion in a meeting is a proposal that is included in the discussion for coming to a decision. Actions Documented tasks and activities are included in a meeting action for completion along with providing a deadline for assigned tasks. Apologies An apology is made by individuals who are unable to be present at the meeting and the minutes can include them to keep a record. 2. Outline a meeting structure for a formal meeting. The structure of a formal meeting consists of three components that are agenda, chairperson, and meeting minutes. Having an agenda is equal to having a roadmap for the discussion and listing the topics as well. The guidance to the meeting conversation is provided by a chairperson along with maintaining the protocols. The third key element in the formal meeting structure is minutes to keep track of discussions and each action during the meeting. Sunbeam International College Date Version Page 4 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au 3. Outline a meeting structure for an informal meeting. The structure of an informal meeting does not follow the rule of having a specific setting. Participants in the meeting can set the agenda and the concept of minutes might not be included in the informal meeting structure if not required. There is no specific structure to be followed in such meetings and participants are free to contribute their ideas. 4. Outline at least three key arrangements that need to be made for a meeting. The first arrangement for a meeting is the agenda as the requirements of the discussion topics are predominant. The discussion can lead to achieving and fulfilling the meeting objectives by having this crucial arrangement. The second arrangement includes a number of candidates to be expected for joining the meeting. The third arrangement component can be seen as the venue to hold the meeting with the participants. It is impactful for determining the quality of discussion and the fulfillment of the agenda. The meeting planning must consider the venue as a significant arrangement as the meeting outcome can depend on this. 5. Outline two responsibilities of a chairperson prior to a meeting. Setting the agenda of the meeting is the major responsibility of a chairperson as observing the participants to be engaged with the agenda is important. The effectiveness of the meeting execution plan can be seen by fulfilling this responsibility of a chairperson. A positive and effective team can be built by having a constructive agenda as well. The second major responsibility of a chairperson is to obey the conventions during a meeting. The treatment of individual participants should be done in a fair and equal way that is included in this particular responsibility. 6. Outline three important aspects of a chairperson’s job during a meeting. The job of a chairperson during a meeting should consider some important aspects to be followed. Leading the meeting to meet the agenda is the primary job that a chairperson has in a meeting. Moreover, the representation of the group to the public is another job that is included in the chairperson's job. Another significant job of a chairperson includes approving the minutes of a formal meeting. 7. Explain why it is important for a chairperson to monitor the participation of all those involved in a meeting. Monitoring the active participation of the members should be initiated by the chairperson to provide them with an equal opportunity to express their ideas. It can ensure avoiding private talks among the participants that are inappropriate in a formal meeting. A respectful hearing can also be offered to participants in this way to maximize the opportunity of initiating the best decisions from a meeting. 8. In relation to group dynamics answer the following questions: Sunbeam International College Date Version Page 5 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au Role Definition Degrader A degrader attacks other team members by contradicting their opinions and point of view and creates tension in a meeting. Distractor The attention thieves of a meeting can be defined as the distractors who can cause distraction from the focus of meeting agendas. Supporter A supporter is referred to as the person in a meeting supporting individuals and taking note of the discussion to ensure fairness. Gate keeper The gatekeeper is the only person having access to information and control and acts as an arbiter of legitimacy. 11. Describe two ways of conducting meetings. The two ways of conducting meetings can include being prepared and reviewing the agenda . Having preparation can help in highlighting the priorities and key points to be emphasized during the meeting. It can help in initiating an effective function of a meeting for ensuring the meeting's success. On the other hand, the review of the agenda can assist in introducing them to the participants. The participants can suggest and provide their own ideas according to the meeting agendas and ensure their positive impression. 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. Three advantages of having face-to-face meetings are mentioned below.  The communication skills of the participants can be improved.  A strong connection among the members can be built that is healthy for maintaining their relationships.  It is more productive and helps in reducing distractions during meetings.  A face-to-face meeting can be conducted during a performance review at a workplace where one-on- one conversation is effective. Members can learn from the feedback and build a positive relationship with the managers as well. 13. Describe three advantages of virtual meetings and give an example of a workplace situation where this type of meeting may be used. Three advantages of virtual meetings have been provided below.  Local independence is the major advantage of a virtual meeting that can engage more people at the same time.  Instant connectivity can be achieved with an internet connection irrespective of the physical location. Sunbeam International College Date Version Page 7 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au  Virtual meetings are cost-effective that avoid the cost of conference rents and accommodations. The process of interviews and orientation can be done by approaching virtual meetings. The advantages of digital capabilities can save the time and effort of people joining in meetings. 14. Describe the use of webcams for meetings, including a brief description of how to use video conferencing software and common features. Webcams can be used in a meeting for video conferences and to facilitate communication with employees working remotely. A better relationship can be built among employees by using a webcam in a virtual meeting to have visual cues. Video conferencing software can be implemented for screen sharing to increase user management and help in work through collaboration. Moreover, the features of video conferencing are helpful for recording and data encryption. An integrated system can be created with third-party applications to have an active view of the speakers. The features of a video conference also include higher-quality videos, indicators of active talking, screen annotation, meeting recording, notes, and the respective. 15. List three different applications you can use to communicate with someone using web conferencing. There are various video conferencing applications that people use to organize meetings. Zoom has been found to be one of the popular applications featuring rich and a wide range of plans based on the business size. There are both paid and free plans available on Zoom that encompass features for planning meetings virtually. Skype is another well-known application for video conferencing that allows more than 250 participants at a time. Virtual whiteboard capabilities have been enabled in this application for connecting the attendees. However, this application has the drawback of lacking a dial- in audio feature. Another popular application is Slack which has become extremely popular lately providing collaboration tools in meetings. Add-on functionality has been included in this application offering free accounts for the users. 16. Explain the purpose of an agenda and identify five items that should be included in an agenda. The main purpose of an agenda is to communicate and share ideas through critical discussions. It is considered to be an advance notice and a courtesy that helps in ensuring an efficient run of the meetings with productive discussions.  The five major items that should be included in an agenda have been mentioned below.  The themes of the meeting should be present  Meeting goals and objectives must be included  Providing a list of activities is important  Estimation for time allotments is necessary  Supporting documents need to be provided 17. Explain the purpose of meeting minutes and list five items that should be included in meeting minutes. The purpose of having meeting minutes is to have a history of record regarding the discussions during the meeting. It helps in initiating long-term plans by having potential decisions for completing tasks with better efficiency. It is also beneficial for measuring the efficacy of the participants for using Sunbeam International College Date Version Page 8 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000

Sunbeam International College RTO ID: 45759 | CRICOS Provider Code: 03951F ABN: 69 643 667 850 Address: 62-64 Gawler Place, Adelaide, SA 5000 P: 1300 799 630 | E: info@sunbeam.edu.au W: https://sunbeam.edu.au Legal requirements of a meeting include an agenda made by the chairperson along with minutes of a formal meeting. It is considered to be a well-functioned business practice that can be helpful for keeping records of important discussions. Organizational requirements It is not necessarily a requirement of the company's law and it is important for promoting transparency in the organization. Moreover, the interest of the shareholders is protected by such policies for ensuring a safe workplace for the employees. Health hazards can be avoided by following such procedures to make the organization free from prejudices. Sunbeam International College Date Version Page 10 of 10 Source: Sunbeam_Assessment_BSBTWK503 08/07/2022 2.0 Campus Address: Basement, 62-64 Gawler Place, Adelaide, SA 5000