Bsbadm 502 Assessment 2 PDF

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Management meetings ...

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BSBADM502 Manage meetings

Assessment Task 2 Cover Sheet Student Declaration To be filled out and submitted with assessment responses

 I declare that this 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 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. Student name Student ID number Student signature Date

Assessor declaration  I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures. Assessor name Assessor signature Date Assessment outcome

S

NS

DNS

Resubmission

Y

N

Feedback

Student result response  My performance in this assessment task has been discussed and explained to me.  I would like to appeal this assessment decision. Student signature Date A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

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Assessment Task 2: Formal meeting project Task summary This assessment task requires you, in the role of Operations Manager, to prepare for and conduct a formal meeting to discuss the program for the upcoming Leadership Conference for Grow Management Consultants. This will include developing an agenda, and then conducting the meeting and checking and distributing the minutes. This assessment is to be completed in the simulated work environment in the RTO.

Required 

Access to textbooks/other learning materials



Computer with Microsoft Office and internet access



Meeting Policy and Procedures



Meeting Agenda Template



Draft Conference Program



Meeting Minutes Template



Space for a meeting and roleplay participants

Timing Your assessor will advise you of the due date of these submissions.

Submit 

Email with Draft Conference Program and Meeting Agenda attached.



Email to your assessor with the following attached: o

Meeting Minutes

o o

Revised Conference Program Screen shot

Assessment criteria 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 competence.

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Re-submission opportunities You will be provided feedback on their 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.

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Assessment Task 2 Instructions Carefully read the following:

Grow Management Consultants is a small consultancy company specialising in leadership development services. Staff employed at Grow Management Consultants include the CEO (Paul Burns), Operations Manager (you), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel) and an Administration/Project Officer (Sally Smith). There are also two management consultant contractors (Jane Simms and Leander Duval) who work from the office at least 2 days a week each. All of the management consultants travel extensively across Australia visiting clients. Each year the company runs a Leadership Conference. This year’s conference will be held in March 2018 and planning has commenced. The theme of the conference this year is Leadership Conference 2018: Leading in the twenty first century and the idea is to have talks and workshops on the latest trends in, and techniques for, leadership. You (the Operations Manager) have developed a preliminary conference program that shows the overall format and timing for the conference. However, you have decided to call a formal meeting to:    

Discuss your own ideas for conference topics. Seek ideas for conference topics from staff for each of the allocated spots in the program. Arrange a suitable schedule of meetings to ensure that plans for the conference are regularly discussed and actioned. Allocate roles and responsibilities in regard to organizing and running the conference, including: o Identifying and organizing a venue for approximately 100 people, o Organising catering for approximately 100 people o o o

Identifying suitable speakers Organising travel and accommodation for speakers Developing and printing marketing material

Complete the following activities:

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1.

Develop a meeting agenda Based on your review of the case study information above, as well as the Grow Management Consultants Meeting Policy and Procedures and the Draft Conference Program, you are required to develop an agenda for the meeting. Use the Meeting Agenda Template to guide your work. The agenda must:  Clearly show the date and time for the meeting.  Include the duration of the meeting (30 minutes).  Include items for discussion as per the scenario information and meeting policy and procedure. Assume that the following staff will be attending the meeting:    

You (Operations Manager) Administration Project Officer (your assessor in the role of the minute taker) Senior Management Consultant (Bob Downs) Marketing Manager (Jack Steel)

The Administration and Project Officer will be roleplayed by your assessor, who will take notes at the meeting. The other two staff will be roleplayed by two other students. Each student roleplaying a staff member will be briefed by your assessor to research and make notes on a topic for the conference for discussion. Before attending the meeting, consider to whom you should allocate each of the required roles and responsibilities for the conference (There is no right or wrong answer for this. You only need to advise each staff member of their roles and responsibilities). Save this document as Meeting Agenda.

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Meeting Agenda

Meeting Date:

20 March,2018

Meeting Time/duration:

30

Meeting Location:

Sydney ,Australia

Attendees:

100

Chair:

Paul Burns

Please bring &/or read:

Agenda Items 1

Welcome and apologies

2 What are the 21 century Leadership styles? 3

4

Time Allocated 2 minutes

13 minutes

How can a manager apply this technique in work sector (especially situation leadership model)?

10 minutes

Among all techniques how does situational leadership help both operational manager and marketing manager?

5 minutes

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1.

Identify leadership topics Prior to the meeting, you are required to identify potential topics for the leadership conference by reviewing and analysing information from the report Global Human Capital Trends 2017 at: https://www2.deloitte.com/au/en/pages/human-capital/articles/global-human-capital-trends2017.html Based on your interpretation of the information in the report, identify at least two ideas for leadership topics. You should make notes (handwritten or typed) to speak from at the meeting for two proposed conference topics and that include:  Proposed conference topic title  Summary of the content to be discussed. When speaking about your ideas at the meeting, as a guide you will speak for 1 to 2 minutes on each topic. Use the following example to guide you in developing your ideas and making notes (this example has not been taken from the above report, it is an example only to help you write down your ideas). Example topic and information: Mindful Leadership: Becoming a Mindful Leader by the Application of Acceptance and Commitment Therapy (ACT) Principles. ACT is an evidence-based approach that has been applied to clinical and organisational settings. When used as a leadership model, the application of ACT principles can assist managers in increasing work performance and innovation while reducing work stress and work errors. The presentation will introduce basic ACT principles and provide an introduction to the qualities of being and acting as a mindful leader and person. Such qualities include empathy and self-compassion. This will be a practical session with the focus on teaching and applying mindfulness techniques at work. During the meeting, you need to be able to demonstrate that you can identify and interpret information from complex texts. That is, that you can identify two topics based on the information in the report, and then summarise the information in your notes for discussion at the meeting. The example above provides an indication of the level of response required.

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Situational Leadership: No fixed leadership style This theory is basically developed and studied by Blanchard and Hersey. They said that there is no particular leadership style which a company needs to follow. It needs to make an adjustment according to the situation. The situational leadership models identify four leadership styles. These are shown by the following matrix: High Low

cocaching

supporting situational Leadership style

Supportiv

Direecting

Delegating

High

Low . Directive behaviour

Delegating: Employees need very low direction and low supportive behavior. Directing: Employees needs very much direction from the top authority besides because of competency he needs less support. Coaching: Employees need very much direction from the top authority as well as they need more support because he has appointed as a novice in the company. Supporting: Employees are highly proactive so they don’t need any direction from the top of company but they don’t know proper way of conducting the Job so they need more support from the company.

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2.

Send an email to staff (your assessor) The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. It should introduce and summarise the contents of the attachments Ensure that your email includes the date of the meeting within the body of the email to show that you understand the designated timelines as set out in the Meeting Policy and Procedures. Your assessor will advise you of the date and time for the meeting. Attach the Draft Meeting Program and your meeting agenda to the email

Date:18 March,2018 TO: Assessor [email protected] From: Mohisn [email protected] Subject: Leadership conference Dear sir, Hope you are doing well. I am writing to you regarding the update of leadership conference. After working of several days, we have completed all the necessary tasks of leadership conference and these are attached in this E-mail. Please acknowledge me about it. Please let me know if you have any further query to resolve. Sincerely yours, Mohsin Attachment: Draft meeting program Meeting agenda . 3.

Conduct the meeting You are required to conduct the meeting in the role of the Chair. Review the Meeting Policy and Procedures to make sure that you understand and can apply the Chair’s role and responsibilities.

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Prior to the commencement of the meeting, ask the Administration and Project Officer (your assessor) to take notes of the meeting so that you can prepare the minutes following the meeting. Provide instructions for note taking as per the meeting policy and procedure. You will be assessed on this. The Administration and Project Officer will write up their notes and provide them to you following the meeting. Note that you should also take your own brief notes so that you can check that all the meeting content was covered. Chair the meeting in accordance with the company’s meeting policy and procedures for face to face meetings, as well as meeting legal and ethical requirements. This is to include the following:



    

     

  

  

Prior to the meeting Checking that the meeting space meets health and safety requirements as per health and safety legislation. Your assessor will set up at least two hazards in the room which you will be required to identify and then rectify. At the outset of the meeting Introducing yourself and welcoming everyone. Making sure everyone has a copy of the agenda and draft conference program. Stating the purpose of the meeting. Advising of the timeframe for the meeting. Encouraging all team members to contribute. Chairing the meeting including Keeping to the time frame as set out in the agenda e.g. wrapping up the discussion when the time limit for the agenda item is reached. Gong through each of the agenda items in order. Keeping on track by ensuring everyone sticks to the agenda. Respecting everyone’s view and using active listening techniques. Making sure the meeting starts and ends according to the time in the agenda. Promoting ethical behaviour: at the meeting a staff member will raise an ethical issue which you will need to respond to appropriately. Leading the meeting according to your agenda, ensuring that: You share your own ideas for conference topics. You seek the ideas from the staff team, encouraging everyone to contribute. All ideas are discussed, and the conference program is agreed on. Note as there will be one more idea than there are spaces in the conference program, you will need to discuss this issue and facilitate a consensus. You achieve the meeting outcomes desired i.e. to finalise the conference program. You facilitate a consensus on the best day and time for conference meetings. You explain that the minutes of the meeting and a finalised conference program will be sent to staff following the meeting

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During the meeting, you are required to demonstrate effective communication skills including:  Speaking clearly and concisely  Using non-verbal communication to assist with understanding  Asking questions to identify required information  Responding to questions as required  Using active listening techniques to confirm understanding At the end of the meeting, notify the note taker that the notes of the meeting will need to be provided to you within the timelines specified in the meeting policy and procedure.

Me: Good morning to all. I am Mohsin. The operational manager of Grow management consultants. Participators: Good morning. Me: I hope all of you get the copy of meeting agenda and draft conference program. Participators: yes, we get. Me: we have arranged this conference program with a view to distributing some knowledge about 21st century management style and gaining some knowledge from you people. We will talk some leadership style that fits 21st century. Participators: yes, we also want to gain some knowledge from you people. Me: we hope that you will follow the rules and regulations of a conference and time frame. Participators: yes, we will follow. Me: Thank you so much. Firstly, I would like to call Mr. Paul Burns, the CEO of grow management consultants, to give a welcome speech. Paul Burns: Thank you so much for attending the conference. I hope that all of we learn something from this conference. I hope all of you share your own idea in this conference. Thank you. Me: Thank you, Mr. Paul Burns. Now I would like to call Mr. Bob Downs, a senior management consultant of Grow management consultant. Bob Downs: Thank you, Mr. Mohsin. Thank you all of the participators. We know that management is important in our daily life. we always need to manage someone or something. In case of corporate world the importance of management is very vital. The success of a company depends on a leader. The more efficient the leader is; the more success the company achieves. With the passage of time the leadership styles changes Now we are now all time no more follow the traditional Democratic, Autocratic or Free rein leader ship style. we are now follow some new leadership styles such as Situational leadership style where we follow leadership style as per the events. Thank you so much for listening my speech with a great patience. Me. Thank you, Mr. Bob Downs. Now I like to call Jack steel to say something. Jack steel: Thank you Mr. Mohsin. Management means some decisions need to be taken. Though Marketing and management are different branch of studies, both are some way interrelated. But how? Being a marketing manager I need to manage my department and in this case I need to follow some leadership styles and I follow to situational leadership style which is compatible with 21st century leadership styles. Thank you Me: Thank you, Mr. Jack steel. You people have anything to ask? Participators: No. Me: so I would like to call off the meeting. A buffet lunch has been arranged for you people. please have lunch. Thank you so much for participating.

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4.

Prepare meeting minutes Review the notes of the meeting provided by the minute taker (your assessor) and then prepare detailed meeting minutes based on the notes provided. Use the Meeting Minutes Template to guide your work. You are required to check that the minute taker has taken a true and accurate record of the meeting, as well as proof reading for any spelling and grammar mistakes. Save this document as Meeting Minutes.

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BSBADM502 Manage meetings This document is Meeting Minutes Template. It is part of the supporting assessment resources for Assessment Task 2 of BSBADM502.

Grow Management Consultants Meeting minutes Date:

20 March .2018

Time:

30

Place:

Sydney ,Australia

Attendees:

100

Apologies: Item 1

Description Meeting purpose: with a view to achieving some knowledge about 21st century management knowledge and some important leadership strategy . Item discussed: Importance of management knowledge in 21st century

2

Outcomes: we need to use our management knowl...