Course Title: Organise meetings
Part B: Course Detail
Teaching Period: Term2 2016
Course Code: OFFC5308C
Course Title: Organise meetings
School: 650T Vocational Business Education
Campus: City Campus
Program: C4358 - Certificate IV in Business Administration
Course Contact: Sylvia Baroutis
Course Contact Phone: +61 3 9925 5469
Course Contact Email: sylvia.baroutis@rmit.edu.au
Name and Contact Details of All Other Relevant Staff
Teaching team
Hazel Sims
Tel: +61 3 99251316
Email: hazel.sims@rmit.edu.au
Vivien Wong
Tel: +61 3 99255494
Email: v.wong@rmit.edu.au
Nominal Hours: 20
Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.
Pre-requisites and Co-requisites
None
Course Description
This unit describes the skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation. It applies to individuals employed in a range of work environments who are required to organise a variety of meetings. They may provide administrative support within an enterprise, or have responsibility for these tasks in the context of a particular team, workgroup or project.
National Codes, Titles, Elements and Performance Criteria
National Element Code & Title: |
BSBADM405 Organise meetings |
Element: |
1 Make meeting arrangements |
Performance Criteria: |
1.1 Identify the type of meeting being organised and its purpose 1.2 Identify and comply with any legal or ethical requirements 1.3 Identify requirements of the meeting and its participants 1.4 Make meeting arrangements in accordance with meeting and participants requirements 1.5 Advise participants of meeting details |
Element: |
2 Prepare and distribute documentation for meetings |
Performance Criteria: |
2.1 Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements 2.2 Check documentation for accuracy and correct any errors 2.3 Distribute documentation to participants within designated timelines 2.4 Prepare spare sets of documents |
Element: |
3 Record and produce minutes of meeting |
Performance Criteria: |
3.1 Take notes with the required speed and accuracy to ensure an accurate record of the meeting 3.2 Produce minutes that reflect a true and accurate account of the meeting 3.3 Check minutes for accuracy and submit for approval by the nominated person 3.4 Dispatch copies of minutes within designated timelines |
Learning Outcomes
Details of Learning Activities
Assessment Scenario
You will attend the Simulated Business ("SB") and work as a business administrator. Your manager is also your teacher. See Teaching Schedule below for due dates.
Teaching Schedule
Week | Week Beginning |
Content | Assessment |
Induction Session Prior to training commencement a program level induction session will be conducted that comprises the following: |
|||
1 |
4 July | Introduction to the course including: |
Task 1: Organise, conduct and record minutes of meeting (3 meetings)
|
2 |
11 July |
Topic: Making meeting arrangements and critical aspects of organising meetings, including informing participants and preparing materials, preparing an agenda, taking minutes during a meeting and preparing draft minutes after the meeting Mode of delivery: Reflective Records simulated business. Get templates. |
|
3 |
18 July |
Topic: Making meeting arrangements: Organisational skills - put scheduled meetings in Outlook and Student Diary. Why keep minutes and the rise of the virtual meeting. Taking shorthand and transcribing. Document template production: Agenda and minutes
|
|
4 |
25 July |
Making meeting arrangements: The secretary Corporations Law and meeting structure and style. Legal and ethical requirements. Formal meetings, informal meetings.
|
TASK 1: Organise, conduct and record minutes of meeting (Meeting 1) |
5 |
1 August |
Topics: Making meeting arrangements: The role of seating arrangements and behaviour at meetings. Setting up a meeting Research community meetings Preparing documents for meetings: Organisational skills: communication skills to coordinate and consult with participants, to orally present written reports with a number of defined sections, and to clarify points made in meetings About meetings: Keeping records in accordance with organisational guidelines
|
|
6 |
8 August |
Topics: Preparing documents for meetings: extra documents, meeting format seating and physical environment, organisational skills required. Meetings terminology |
|
7 |
15 August |
Topics: Quick strategies for informal meetings Hold meeting |
TASK 1: Organise, conduct and record minutes of meeting (Meeting 2) |
8 | 22 August |
Confirmation of minutes Following up meetings/action plan |
|
29 August-4 September | MID-SEMESTER BREAK | ||
9 |
5 September |
Topic: Recording and producing minutes of meeting, minutes submission requirements
How to take notes using a shorthand technique, how to proofread minutes. What is a motion? Proposing amendments |
|
10 | 12 September | Topic: Recording and producing minutes of meeting
Cultural diversity in communication
|
|
11 |
19 September |
Attend Diploma of Business Administration conference - take minutes. All elements of competency |
TASK 1: Organise, conduct and record minutes of meeting (Meeting 3) Attend Conference and take minutes of proceedings |
12 | 26 September | Topic: Recording and producing minutes of meeting
Report writing |
|
13 |
3 October |
Topic: Decision-making and problem-solving in a meeting Following up after meetings |
|
14 |
10 October | Planning day | |
15 |
17 October | Work on assessment |
TASK 1 Upload to Meetings assessment to dropbox.
|
16 |
24 October | Feedback and review |
|
17 | 31 October | Interviews/Re-submissions if required |
Learning Resources
Prescribed Texts
Dwyer Judith 2016, The Business Communication Handbook, 10th ed, Cengage Learning, NSW. |
References
Other Resources
Students will need to attend the Diploma of Business Administration conference in Week 11 to take minutes of proceedings.
Overview of Assessment
In order to achieve competency in this unit, you must provide:
Performance Evidence
Evidence of the ability to:
- organise a meeting and advise participants accordingly
- prepare and distribute all documentation required for the meeting
- take meeting notes which accurately reflect what was discussed during the meeting
- produce minutes based on own notes providing an accurate account of the meeting
- circulate copies of meeting minutes within predetermined timeframes.
Knowledge Evidence
To complete the unit requirements safely and effectively, you must:
- describe culturally appropriate communication techniques
- identify the relevant formats for agendas and minutes
- list the key provisions of relevant legislation
- outline organisational procedures relevant to the task.
Assessment Conditions
Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to office equipment and resources.
You are advised that you are likely to be asked to personally demonstrate your assessment work to your teacher to ensure that the relevant competency standards are being met.
Feedback
Feedback will be provided throughout the semester in class and/or online discussions. You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed. Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.
You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.
Assessment Tasks
TASK 1
You will organise and hold 3 meetings, two with the Simulated Business ("SB"), Reflective Records and one at the Conference held by the Diploma of Business Administration students. The purpose of these meetings relates to the business of the SB. You will submit three sets of typed agendas and minutes, the teacher will observe you taking notes during the meeting. See document format for Agenda and Minutes in the Business Communication Handbook – Chapter 13.
Overview of Assessment
Students must demonstrate an understanding of all elements of competency to be deemed competent.
A range of assessment methods are used to assess practical skills and knowledge, for example:
• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of authenticated documents from the workplace or training environment
• demonstration of techniques
Assessment Tasks
You are required to complete 1 task (three sets of minutes) but you must successfully complete all activities to be deemed competent in this unit.
Submission Requirements
You should:
• Ensure that you submit assessments on or before the due date.
• Always retain a copy of your assessment tasks. (hard copy and soft copy)
• When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of each assessment task is available on blackboard.
• Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example, Julie Macpherson, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10.
Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
If you are prevented from submitting an assessment item on time, by circumstances outside your control, you may apply in advance to your teacher for an extension to the due date of up to seven calendar days. More Information: http://www.rmit.edu.au/students/assessment/extension
Form to use: http://mams.rmit.edu.au/seca86tti4g4z.pdf
Where an extension of greater than seven days is needed, you must apply for special consideration. Applications for special consideration must be submitted no later than two working days after the assessment task deadline or scheduled examination.
More Information: http://www.rmit.edu.au/browse;ID=g43abm17hc9w (unresolved)
Form to use: http://mams.rmit.edu.au/8a5dgcaqvaes1.pdf
Resubmissions (VET Programs)
If you are found to be unsuccessful in a Course Assessment Task you will be allowed one resubmission only. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. The highest grade you will receive if your resubmission is successful is “CAG”.
If you are still not meeting the assessment requirements you must apply to your Program Manager in writing outlining the steps you will take to demonstrate competence in your course. Your submission will be considered by the Program Team and you will be advised of the outcome as soon as possible.
Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment. For more information about the circumstances under which the assessment arrangements might be granted please access the following website: More Information: http://rmit.edu.au/browse;ID=7usdbki1fjf31
Marking Guide:
• You must demonstrate that you have all the required skills/knowledge/elements in the unit of competency you are studying.
• You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.
Graded assessment criteria – when your work is assessed the following criteria are used:
1. Level of independence, initiative, enterprise and performance of the work task
You will need to show that you can use initiative, enterprise and acceptable performance to do the work of the SB. You will show that you can design complex documents for meetings using textbook and student drives where necessary. You will keep timely records of your meeting handing in your typed minutes to your manager/teacher. Your class attendance will ensure success, seeking feedback on your progress from the teacher. If you cannot attend a meeting you will submit an apology. You will need to accommodate the needs of others and negotiate time to have meetings that will meet your purpose. You will follow administration requirements and tasks, processes and resources planned to ensure efficient management of self, resources and that of the SB. You will be aware of legislative requirements and apply them where appropriate. You will complete in full all work required for the tasks listed in the course guide.
2. Demonstrated breadth of underpinning knowledge and a willingness to continue learning
You will identify the types of meetings and the requirements that meeting may have such as special needs of attendees; giving the meeting documents such as the agenda on time. You will show how you planned and managed your time and how you actively participated in helping others to enable effective meetings. You will plan and identify your learning needs and monitor and evaluate your training requirements.
3. Techniques and processes, technology skills and problemsolving
You will use existing business technology to conduct your meeting. You will demonstrate that you can problemsolve by meeting the needs of yourself and others while achieving the purpose of the meeting. You will prepare relevant and error free documentation for participants and minutes for your teacher. Your scheduling the dates and times for the meeting will be timely. Your meeting documents will be found electronically and in hard copy.
4. Work organisation, planning and self management
You will organise a meeting - this includes the necessary resources, equipment and time lines; organise work schedules and meetings (using technology); plan future business technology requirements; plan task organisation to meet time lines. You will follow organisational standards and meet legislative and regulatory requirements.
5. Communication, people networking, language and interpersonal skills and teamwork
You will communicate your absences (meeting apologies) and lateness with your teacher and Team Leader. Communication will be in a polite business manner when working in the SBS- be aware of others needs and maintain a respectful manner when communicating with colleagues and customers when gathering information about their needs and to provide services. You will listen to and follow complex oral instructions, be able to proofread and edit effectively and write clearly with detailed instructions. Teamwork will involve agreeing on the purpose and structure of documents, collecting feedback from customers and colleagues, coordinating and consulting with meeting participants, referring queries to colleagues.
Marking Guide (Grading)
•After achieving competency we then grade your performance in the unit and you will achieve one of the following grades:
Final Grades table:
CHD Competent with High Distinction
CDI Competent with Distinction
CC Competent with Credit
CAG Competency Achieved – Graded
NYC Not Yet Competent
DNS Did Not Submit for assessment
Further information regarding the application of the grading criteria will be provided by your teacher.
Assessment Matrix
Course Overview: Access Course Overview