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BSBADM405B- Organise meetings

(information sourced from http://training.gov.au/)

Description

This unit describes the performance outcomes, skills and knowledge required to organise meetings including making arrangements, liaising with participants, and developing and distributing meeting related documentation. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Employability Skills

This unit contains employability skills.

Application Of Unit

This unit applies to individuals employed in a range of work environments who 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.

Unit Sector

No sector assigned

Performance criteria

Element			Performance criteria
1.	Make meeting arrangements		1.1 Identify type of meeting and its purpose 1.2 Identify and comply with any legal or ethical requirements 1.3 Identify requirements of meeting and participants 1.4 Make meeting arrangements in accordance with requirements of meeting 1.5 Advise participants of meeting details
2.	Prepare documentation for meetings		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 time lines 2.4 Prepare spare sets of documents
3.	Record and produce minutes of meeting		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 Despatch copies of minutes within designated time lines

Skills and Knowledge

Required 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
• literacy skills to:
  • write and compile agenda items
  • record minutes
  • make notes from spoken texts in meetings
  • use a variety of strategies for planning, reviewing and proofreading documentation
• time management skills to allow sufficient time to prepare for and conduct meetings.

Required knowledge

• culturally appropriate communication techniques
• formats for agendas and minutes
• key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:
  • anti-discrimination legislation
  • ethical principles
  • codes of practice
  • privacy laws
  • occupational health and safety.

Range statement

Type of meeting may include:		annual general meeting board meeting face-to-face staff meeting teleconference videoconference
Legal and ethical requirements may include:		codes of practice legislation relating to companies or associations requirements for public meetings
Requirements of meeting may include:		meeting structure: formal informal self-managed semi-formal structured number of participants purpose of the meeting specific needs of participants specific resources and equipment required by participants e.g. video and data projectors, whiteboards teleconferencing or videoconferencing meeting protocols and equipment voting procedures
Arrangements may include:		booking an appropriate venue establishing costs and operating within a budget organising accommodation and transport organising appropriate communication technology organising catering preparing relevant documentation for participants scheduling the date and time for the meeting
Agenda may include:		correspondence date of next meeting date, time and location of meeting general business major agenda items matters or business arising from the minutes minutes of the previous meeting reports statement of the meeting’s purpose welcome
Papers may include:		chairperson’s report committee reports correspondence draft documentation financial reports itemised meeting papers minutes of previous meeting research reports
Notes may include:		action items arrangements for next meeting decisions taken at the meeting formal motions future action issues raised at the meeting points discussed at the meeting record of participants who were present at or absent from the meeting (attendees and apologies) suggestions made at the meeting
Minutes may include:		meeting details (e.g. title, date, time, location) agenda items apologies names of absent and attending participants approval of the record of the previous minutes correspondence lists rather than complete sentences matters arising from the previous meetings other business reports date of the next meeting using organisation templates using previous minutes to determine required format

Evidence guide

Overview of assessment
Critical aspects for assessment and evidence required to demonstrate competency in this unit		Evidence of the following is essential: organising meetings, including informing participants and preparing materials preparing an agenda taking minutes during a meeting and preparing draft minutes after the meeting.
Context of and specific resources for assessment		Assessment must ensure: access to an actual workplace or simulated environment access to office equipment and resources.
Method of assessment		A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: 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.
Guidance information for assessment		Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: writing units other general administration units.