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Assessment
Task 3
Manage meetings
BSBTWK503

BSBTWK503 - Manage meetings V3 2021 Page 2
RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au
Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and I have not
cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment
Unit Title
Unit Code
Student name
Student ID
number
Student
signature
Date
Task Number

------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Marking Sheet
Completed successfully
Did the student satisfactorily:
Comments
Y
N
DNS
The student has satisfactorily completed and
submitted the following:
 Observation checklist in Task 3.1
 Screenshot or picture of draft meeting-
minutes x 2 in Task 3.1
 Finalised meeting minutes x 2 in Task 3.1
 Email to attendees x 2 in Task 3.2A
 Email to CEO x 2 in Task 3.2B
 Screenshot of folders with saved agenda
and minutes in Task 3.2C
☐ ☐ ☐
Demonstrated ability to:
 Chair meetings according to organisational
requirements, agreed conventions for the
type of meeting and legal and ethical
requirements
 Promote participation, discussion, problem
solving and resolution of issues
 Brief minute-taker on method for recording
meeting notes
 Review meeting minutes and edit, as
required
This is evidenced by:
 Observation checklist in Task 3.1
 Screenshot or picture of draft meeting-
minutes x 2 in Task 3.1
 Finalised meeting minutes x 2 in Task 3.1
☐ ☐ ☐
 Distribute and store minutes and other
follow-up documentation within designated
timelines, and according to organisational
requirements
 Email to attendees x 2 in Task 3.2A
☐ ☐ ☐

Marking Sheet
Completed successfully
Did the student satisfactorily:
Comments
Y
N
DNS
 Screenshot of folders with saved agenda
and minutes in Task 3.2C
 Report outcomes of meetings, as required,
within designated timelines
 Email to CEO x 2 in Task 3.2B
☐ ☐ ☐
When collaborating with the group (Task 3.1),
the student has actively participated in group
work with a substantial contribution that can be
assessed individually for all this task's
requirements.
☐ ☐ ☐
Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration ........................................................................................................................2
Task 3 – Conduct and follow-up meetings..............................................................5
Task 3.1 Conduct meetings.............................................................................................................7
Task 3.2 Follow-up meetings........................................................................................................14

Task 3 – Conduct and follow-up meetings
Task summary and instructions
What is this
assessment task
about?
This Task builds on Task 2.
Adept Owl is an Australian developer, publisher and distributor of
dice, card and board games for all ages.
You are required to conduct and follow-up on two meetings as
instructed and following relevant organisational policy and
procedures.
To complete this task, please refer to Appendix 1 – Scenario in Task
2, which includes relevant policies and procedures.
Please note that the performance evidence for this unit of
competency requires you to provide evidence of the ability to manage
a meeting on at least two occasions. This assessment has been
designed to meet that requirement.
This task comprises of the following assessment methods:
o Product-based ☒
o Direct observation of Role-Play ☒
o Case Study ☐
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
 Chair meetings according to organisational requirements, agreed
conventions for the type of meeting and legal and ethical
requirements
 Promote participation, discussion, problem solving and resolution
of issues
 Brief minute-taker on method for recording meeting notes
 Review meeting minutes and edit, as required
 Distribute and store minutes and other follow-up documentation
within designated timelines, and according to organisational
requirements
 Report outcomes of meetings, as required, within designated
timelines
You are required to address the following:
 Task 3.1 Conduct meetings:

o Conduct meeting 1 (Role-Play)
o Conduct meeting 2 (Role-Play)
 Task 3.2 Follow up meetings:
o Conduct follow-up meeting activities as instructed
Note: the meeting minutes have been modified from their original
format in Appendix 1 (Task 2) for the purpose of this assessment.
Although the assessment requires group collaboration (Task 3.1) to
simulate a work environment, the assessment submission is
individual, and it will be marked as such.
What do I need to do
to complete this task
satisfactorily?
 submit the completed assessment tasks, according to instructions,
 complete the tasks with sufficient detail and present them in a
professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this
assessment task you must satisfactorily address all of the
assessment criteria,
 if part of this task is not satisfactorily completed you will be asked
to complete further assessment to demonstrate satisfactory
performance.
Specifications You must deliver/participate in:
 Conduct meeting 1 in week 4 of class
 Conduct meeting 2 in week 4 of class
You must submit to GOALS
 Observation checklist
 Screenshot or picture of draft meeting-minutes x 2
 Finalised meeting minutes x 2
 Email to attendees x 2
 Email to CEO x 2
 Screenshot of folders with saved agenda and minutes
Resources and
equipment
• Computer with Internet access
• Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided

• Templates as provided
Re-submission
opportunities
You will be provided feedback on your performance by the Assessor.
The feedback will indicate if you have satisfactorily addressed the
requirements of each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain why, and provide
you written feedback along with guidance on what you must
undertake to demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You have the
right to appeal the outcome of assessment decisions if you feel that
you have been dealt with unfairly or have other appropriate grounds
for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task
or if you have any learning issues or needs that may hinder you when
attempting any part of the assessment.
Complete the following activities:
This assessment task builds on the work completed in Task 2.
You will conduct and follow up on the two meetings you planned for in Task 2.
Task 3.1 Conduct meetings
Schedule a time with the trainer and assessor in week 4 of class to conduct the two meetings (Role-
Play).
For the purpose of the assessment, the meetings will have a duration of 15-20 minutes each, and a
group of classmates will play the role of the participants in simulated work conditions.
It is recommended you ask one of the participants (classmate) to be the minute taker and take the
minutes using the approved template (Template 1 ).
The trainer and assessor will evaluate your performance during the two Role-Plays.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer
and assessor to perform the two Role-Plays.

Before the meetings
 Prepare to chair the meeting
 Prepopulate the Meeting Minutes Template (Template 1) as needed for both meetings
 Print or provide a soft copy of the meeting minutes template to the minute taker (writing the
meeting minutes on blank paper or digitally is also acceptable)
During the meetings
 Brief the minute-taker on the method for recording notes following organisational requirements
and conventions
 Greet the attendees and explain the purpose and the structure of the meeting
 Chair the meeting following organisational policy and procedures
 Facilitate the discussion
 Ensure that the meeting is focused, time-efficient and that it achieves the required outcomes (all
items discussed)
 Encourage active participation from the attendees
 Facilitate problem-solving, discussion of ideas and resolution of issues in a professional manner
 Prepare to provide one example of an issue solved during the meeting
 Listen for information, ideas, and concerns during the meeting
 Use a style, tone and vocabulary appropriate to the audience
 Close the meeting, making sure that action items are minuted
After the meetings
 Check the meeting minutes and make sure that they are a true and accurate record of the
meeting and that they reflect relevant organisational policy and procedures
 Provide evidence of the draft meeting minutes taken by your classmate (picture or screenshot) in
the space below:
Meeting 1:
Meeting Minutes of Meeting 1
Date – 15-02-2022
Time – 10:30 AM
Location – The Conference Hall
Attendees of Meeting – CEO, Production Manager, Finance Manager, Departmental Manager,
Technical Manager, Marketing Manager, Operations Manager, Operations Executive, distribution
manager, general manager
Discussion Topics in Meeting
1. Introduction will be discussed in the meeting
2. Cards will ne played in the games and there will be accurate record of all the meeting minutes.
3. Digital Marketing Implementation
4. Code of conduct and code of ethics implementation.

5. Historical and sustainability records of the meeting, and history of the products and services, as
well as devise the science of children.
6. Code of conduct and ethics will be approved of the organization by the CEO who is the Chief
Executive Officer of the meeting.
7. Legislations and key issues will be discussed in the meeting.
Action Items
1. New code of conduct, policies and procedures of the organization will be discussed.
2. Identify what are the new policies and procedures that will benefit to the organization.
These action items will be followed to ensure that the policies and procedures of the organization
are implemented and the legislations are also discussed in the meeting where the history of
products and services are implemented and new policies and procedures are benefiting to the
organization.
Meeting 2:
Meeting Minutes of Meeting 2
Date – 18-02-2022
Time – 10:30 AM
Location – The Conference Hall
Attendees of Meeting – CEO, Production Manager, Finance Manager, Departmental Manager,
Technical Manager, Marketing Manager, Operations Manager, Operations Executive, distribution
manager, general manager
Discussion Topics
 Meeting apologies. The apologies will be given in the meeting that if anyone feel bad then
they leads to improve those mistakes properly.
 Objectives, strategies to achieve objectives, policies and procedures of meeting will be
discussed. Objectives will be achieved by following the policies and procedures of the
organization and the meeting will be conduct and then it will be informed that the suitable
code of ethics policies and procedures are followed, and then they ensure that the
consequences are not abide.
 Suitable code of ethics and policies and procedures.
 Legislation, and laws of the organization, and what are the consequences of abiding the
laws and legislations.
 Existing code of ethics will be implemented.
 Make corrections, adjust and refine the meeting minutes, submitting the final copies using
Template 1 in this assessment document.
Template 1 -Meeting Minutes

Meeting minutes – Meeting 1
DATE: 20-02-2022 MEETING
TITLE:
Education Board games will be
discussed in the meeting that will be
beneficial for the organization
TIME: 10:30 –
11:00 AM
ATTENDEES:
Attendees of the
meeting are such as –
1. Production Manager
2. General Manager
3. Senior Manager
4. Operations Manager
5. Operations Executive
6. Finance Manager
7. Marketing Manager
They are the attendees
of the meeting in which
the timings of the
meeting will be between
10:30 AM to 11:00 AM
LOCATION:
The location
decided
here is the
Conference
Hall where
the meeting
will be
conduct.
CHAIR: Chair of the
meeting is
John
Thomas
MINUTE-
TAKER:
Minute
Taker of the
meeting is
the
Chairperson
Manager.
Open meeting
OBJECTIVE OF
MEETING:
Objective of Meeting is to discuss the board games; agenda of
the meeting is focusing on to develop the board games for
different age group that is 8 to 12 years.
Different ideas will be taken from employees, for improving
the overall performance of the organization.
Consultation boards will be asked to affordable and reasonable
of the meeting and ensure that style of meeting is discussed in
the meeting. Consultation boards will be asked to ensure that
the meeting will be discussed and minutes of meeting will be
shared with the audience.

APOLOGIES: There are no apologies except that all have to ensure that
meeting will be updated and minutes of meeting will be shared
with everyone.
APPROVE
MINUTES OF
PREVIOUS
MEETING
NA
Action from the previous meeting
ITEM TOPIC RESPONSIBLE DUE
DATE
1 Tool for technology and brainstorming ideas will
be identified. The tool will be the brainstorming
ideas which will be identified and meeting records
will be ensured that the meeting is recorded
properly.
Marketing
Manager
25-02-
2022
2 Meeting minutes will be recorded and ensure that
all the points of meeting are also recorded
Operations
Manager
25-02-
2022
Agenda
ITEM TOPIC and summary of the discussion PRESENTER DURATION
1 Updates made by CEO CEO 2 minutes
2 Objectives of meeting and strategies to
achieve objectives
Production
Manager and
Marketing
Manager
5 minutes
3 Budget will be decided for the games. Production
Manager and
Marketing
Manager
5 minutes
4 Marketing strategies of the Adept Owl. Production
Manager and
Marketing
Manager
5 minutes
5 New concepts will be added. Production
Manager and
Marketing
Manager
5 minutes

6 Feedback will be taken for what new games
will be added.
Production
Manager and
Marketing
Manager
5 minutes
7 Other Business Production
Manager and
Marketing
Manager
3 minutes
Action Items
Action Item Responsibility Deadline
Status of games will be
updated
Production Manager and
Marketing Manager
25-02-2022
Budget will be decided for
the meeting and set the
targets for the games
Finance Manager of the
Organization
25-02-2022
New ideas will be taken
from the employees and
attendees of the meeting
for brainstorming
Manufacturing Manager 25-02-2022
Training will be given to
employees for identifying
the marketing strategies.
Production Manager and
Marketing Manager
25-02-2022
Roadmap will be ensured. Production Manager and
Marketing Manager
25-02-2022
Close meeting
Meeting minutes – Meeting 2
DATE: 20-02-2022 MEETING
TITLE:
Board games of Meeting
TIME: 10:30 AM ATTENDEES:

LOCATION: The
Conference
Hall
1. Finance Manager
2. Human Resource
Manager
3. Marketing Manager
4. Production Manager
5. Finance Manager
6. General manager
CHAIR: John
Thomas
MINUTE-
TAKER:
Marketing
Manager
Open meeting
OBJECTIVE OF
MEETING: Code of ethics are conduct for the meeting, and policies and
procedure of the board games will be discussed.
APOLOGIES: There are no apologies except that all have to ensure that
meeting will be updated and minutes of meeting will be shared
with everyone (Rollins, 2021).
APPROVE
MINUTES OF
PREVIOUS
MEETING
NA
Action from the previous meeting
ITEM TOPIC RESPONSIBLE DUE
DATE
1 Training will be given for the development of
board games.
Human
Resource
Manager
25-02-
2022
2 Feedback will be conduct for the development of
board games (Rollins, 2021).
Production
Manager
25-02-
2022
Agenda
1 Code of conduct will be developed for the
policies and procedures of the meeting.
Marketing
Manager
5 minutes
2 Next meeting time and date will be arranged
(Nava, et al., 2018).
Marketing
Manager
5 minutes

3 Brainstorming of ideas will be discussed and
feedback will be taken from the policies and
procedures of the meeting.
Marketing
Manager
5 minutes
4 Training will be given to the staff members
of the Adept owl.
Marketing
Manager
5 minutes
5 Mode of training will be decided and ensure
that presenter will be used for presenting
the meeting.
Marketing
Manager
5 minutes
6 Analysis of the feedback received (Nava, et
al., 2018).
Marketing
Manager
5 minutes
7 Other Business Marketing
Manager
5 minutes
Action Items
Action Item Responsibility Deadline
Code of ethics will be
finalized for the
organization (Brock,
2021).
Operations Manager 28-02-2022
New policies and
procedures of meeting will
be discussed.
Implementation of code of
ethics will be
implemented.
Analysis of Feedback will
also be done properly.
Minutes of the Meeting will
also be recorded properly
(Brock, 2021).
Close meeting
Task 3.2 Follow-up meetings

A) Email to attendees
Write two emails (for meeting 1 and for meeting 2) to the attendees addressing the following:
 Consider that the email should be sent no later than 48 hours after the meeting
 Thank them for the participation in the meeting
 Summarise the meeting outcome
 Provide information about ‘one’ action item that you have followed up after the meeting
 Advise that the minutes are now available and providing a file path to the document on the
server.
Please note:
The meeting minutes’ filename includes the meeting type and date (e.g. ‘Minutes-
StaffMeeting-220520XX.docx’), and is stored in the ‘Meeting Minutes’ folder on the
Administration server:
Administration > Internal > Staff Meetings > Meeting Minutes
 Attach the meeting minutes for external guests who have not access to the company’s internal
drive
 The email text should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
Use Template 2 to write the email.
(80-120 words)
Template 2 -Email
Email to Attendees – Meeting 1
To: attendees@au.in
Cc: ceo@au.in
Bcc:
Subject: Regarding the meeting outcomes
Date email is sent: 20-02-2022
Attachments: Meeting Outcomes
Respected Sir,
Herein I am informing you that I have prepared the outcomes of the meeting and ensured that
meeting will be conducted, and new successfulethics, policies and procedures of meeting are
also discussed. The objective of the meeting was to discuss the board games and its development
for the different age groups from 8 to 12 years. From the employee different ideas are taken
from the employees, for improving the overall performance of the organization.
Consultation boards will be asked to affordable and reasonable of the meeting and ensure that
style of meeting is discussed in the meeting. I have attached the meeting outcomes please have
a review.
Thank you
Production Manager

Email to Attendees – Meeting 2
To: attendees@au.in
Cc: ceo@au.in
Bcc:
Subject: Summary of Meeting is also recorded
Attachments: Meeting Minutes
Respected all the team members,
This is to inform you that your feedback has been taken for the organization, and it ensure that
there is new innovation in the organization. Feedback will be taken and proper analysis will be
conduct, and new educational development board games will be discussed. I have attached the
meeting minutes with this mail, please have a review.
Thank you
Production Manager
B) Email to CEO
Write two emails to the CEO informing him about the outcome of the meetings.
The email text should be in grammatically correct English, written in an appropriate (polite, business-
like) style.
Use Template 2 to write the email.
(40-80 words)
Template 2 -Email
Email to CEO – Meeting 1
To: ceo@au.in
Subject: Attaching Meeting Minutes
Attachments: Regarding Meeting Outcomes
Respected Sir,
Herein I am inform you that meeting outcomes will be attached and you all review it and let me
know if any changes are required.
Thank You
Production Manager

Email to CEO – Meeting 2
To: ceo@au.in
Subject: Meeting Summary
Attachments: Meeting Outcomes
Respected Sir,
This is to inform you that summary of meeting has been attached and you all review it and let me
know if any changes are required.
Thank You
Production Manager
C) Filing
Create a file path in your drive for the Agendas and the Minutes as follows:
 Administration > Internal > Staff Meetings > Meeting Agendas
 Administration > Internal > Staff Meetings > Meeting Minutes
saving the two Meeting Agendas and the two Meeting MInutes in the relevant folder.
Take a screenshot of the folder to show how the documents were saved and how the folders were
set-up.
Copy and paste in the space below.

References
Brock, A. (2021). December 2021 Meeting Minutes
Nava, M. B., Adams, W. P., Botti, G., Campanale, A., Catanuto, G., Clemens, M. W., ... & Rocco, N.
(2018). MBN 2016 aesthetic breast meeting BIA-ALCL consensus conference report. Plastic and
reconstructive surgery, 141(1), 40-48.
Rollins College Student Government Association. (2021). Meeting Minutes from November 3, 2021.

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