1.1 Develop agenda in line with stated meeting purpose

Element	Performance Criteria
1. Prepare for meetings	1.1 Develop agenda in line with stated meeting purpose
	1.2 Ensure style and structure of meeting are appropriate to its purpose
	1.3 Identify meeting participants and notify them in accordance with organisational procedures
	1.4 Confirm meeting arrangements in accordance with requirements of meeting
	1.5 Despatch meeting papers to participants within designated timelines
2. Conduct meetings	2.1 Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements
	2.2 Conduct meetings to ensure they are focused, time efficient and achieve the required outcomes
	2.3 Ensure meeting facilitation enables participation, discussion, problem solving and resolution of issues
	2.4 Brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting
3. Follow up meetings	3.1 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
	3.2 Distribute and store minutes and other follow up documentation within designated timelines, and according to organisational requirements
	3.3 Report outcomes of meetings as required, within designated timelines
Performance Evidence
apply conventions and procedures for formal and informal meetings including: developing and distributing agendas and papers identifying and inviting meeting participants organising and confirming meeting arrangements running the meeting and following up organise, take part in and chair a meeting record and store meeting documentation follow organisational policies and procedures.
Knowledge Evidence
outline meeting terminology, structures, arrangements outline responsibilities of the chairperson and explain group dynamics in relation to managing meetings describe options for meetings including face-to-face, teleconferencing, web-conferencing and using webcams identify the relevant organisational procedures and policies regarding meetings, chairing and minutes including identifying organisational formats for minutes and agendas.

ASSESSMENT REQUIREMENTS

• Your assessment must be typed in Arial font size 12 only.

 

• You must provide your completed assessment in one document with an AIPE cover page and Overall Assessment Result (included in this assessment booklet in pages 2 & 3).
• You are required to professionally format your document including spell-check and indicate each Task answer [e.g. Task 1 (a.) then the answer, Task 1 (b.) then the answer etc.] according to this Assessment Tool Task requirement. You may lose marks if you have not spell-checked your document (as this is a professional formatting requirement, a business skill).

 

• Whenever conducting a Presentation, you must always provide copies of MS PowerPoint slides as evidence for your Trainer/Assessor.

 

• Be sure to properly reference your sources of information using the APA referencing system. For more information go to:-

1.   Student Handbook - latest version

2.   AIPE Connect online resources; or

3.   Ask your Trainer/Assessor to provide you with this information

 

In order to determine if you are addressing this assessment adequately in terms of competency/comprehension (prior to due date) a draft copy of your assessment should be discussed during class time in consultation with your Trainer/Assessor. For this feedback/support from your Trainer/Assessor, you will need to bring to class your “draft copy” with any evidence of the research you have conducted to produce the assessment.

AIPE accommodates students with reasonable adjustments to training and assessment. This could include variations in course delivery or assessment methodology and it is the responsibility of Trainers/Assessors to coordinate this in consultation with the Academic/Compliance Coordinator or Trainer Coordinator. When making reasonable adjustments to assessments and assessment processes, assessors need to focus particularly upon validity and fairness. If you feel you have special needs that require your Trainer/Assessor to apply a reasonable adjustment, please discuss this with your Trainer/Assessor at the beginning of the subject studies.

 

 

Assessment TASK 1: PLAN & PREPARE FOR A MEETING

Assessment Instruction:

For this assessment you are required to plan and prepare for a meeting to be conducted for a simulated workplace.

Note: The work completed for this assessment task provides the basis for completing Assessment Tasks 2 and 3. Ensure you keep an electronic and/or hard copy of this completed assessment for future use.

Assessment requirements:

1. Choose a simulated business and identify a topic for your meeting.
2. Create organisational chart and identify your meeting participants and the individuals in your learning group who will fill the role of these meeting participants.
3. Determine the meeting requirements by completing the Meeting Requirements Form in Appendix 1, make sure you select a meeting style and format appropriate to your meeting’s purpose and participants.

A part of completing this template, ensure that you include identification and description of the following as they apply to your meeting:

a)      Organisational requirements

b)     applicable conventions

c)      legal and ethical requirements

1. Use the Meeting Preparation Action Plan template in Appendix 2 to detail the tasks required to make the meeting arrangements you have identified in Appendix 1 and who is responsible for completing them.

Note: You will need to complete these activities in Assessment Task 2 before you can conduct your meeting.

1. Prepare the required meeting documentation, using templates where required. The documentation will need to include:

                          a.       a meeting invitation to notify required participants of your meeting, including reason for chosen format

                          b.       a meeting agenda

                          c.       a meeting minutes template.

1. Prepare the required meeting papers (at least one) and select an appropriate method to distribute these to meeting participants.
2. Send meeting documentation and papers, as appropriate, to required meeting participants (the individuals in your learning group as per their assigned roles).
3. Submit the required documents for assessment as per the specifications below:
   1.                   i.          a completed Meeting Requirements Form (Appendix 1)
   2.                 ii.          a completed Meeting Preparation Action Plan (Appendix 2)
   3.               iii.          a meeting invitation
   4.               iv.          a meeting agenda
   5.                 v.          a meeting minutes template

at least one meeting paper required for your meeting