BSBADM405 - Presentation

Introduction
BSBADM405 Organise meetings
ZIE. Version 2.0 Jul 2016 Next Review Jul 2017 TIOD # 22048 CRICOS # 02908F
Purpose of this presentation
At the end of this session, you should

understand:
session objectives
training and assessment requirements
a little bit about other participants.
Icebreaker activity
Facilitator to populate with details of

chosen icebreaker activity.
Session objectives
Upon completion of this unit learners should be

able to:
make meeting
arrangements
prepare meeting
documentation
produce meeting minutes.

Agenda
Session 1 Introduction
Session 2 Make meeting arrangements
Session 3 Prepare meeting documentation
Session 4 Produce meeting minutes.
Training and assessment
All training will be completed in class and will include:

group discussion
learning activities
internet research.
An assessment program is as follows:

Session 2 - written quiz
Session 3 - written report
Session 4 - role play.
Training and assessment
The Student Workbook is provided to support your learning and

includes:
scenarios
topic information
learning activities.
The next step
You should now read the Introduction

section of the Student Workbook before the
next session.
Make meeting
arrangements
BSBADM405B Organise meetings
At the end of this session, you should know how to:

identify the type of meeting and its purpose
identify and comply with any legal or ethical requirements
identify requirements of meeting and participants
make meeting arrangements in accordance with requirements of
meeting
advise participants of meeting details.
Types of meetings
There are several types of meetings each with a different

purpose and function.
general meetings
public meetings
conferences.
ZIE. Version 2.0 Jul 2016 Next

Review Jul 2017 TIOD # 22048
CRICOS # 02908F
Types of meetings
Meetings also differ in the way in which they are

conducted. Most meetings are either:
face to face
teleconference
video conference.

CRICOS # 02908F
Legal and ethical
requirements
Depending on the type of organisation and meeting there
may be legal or ethical requirements that need to be
considered.
codes of practice
legislation relating to companies or associations
other examples include:
workplace legislation
local government acts applicable to council meetings.

CRICOS # 02908F
Meeting and participant
requirements
participants special needs
budget catering
meeting documents
pre-reading materials
time Requirements seating arrangements
duration location
date structure
purpose agenda no. of participants
speakers equipment
CRICOS # 02908F
Make meeting arrangements
Step 1
Schedule date and time.
Step 2
Arrange:
venue
catering
equipment.
Budget consider your budget every step of the way

CRICOS # 02908F
Considerations
Things to consider when scheduling Things to consider when making

date and time arrangements for venue, catering and
participant travel distances equipment
other scheduled activities venue facilities
amount of notice for participants. travel distance to venue from

workplace/airports/accommodation
potential delays
time required to make travel
arrangements
process for managing changes.
Remember you should track
and monitor your budget
continuously!

CRICOS # 02908F
Keeping records of
arrangements
When making meeting arrangements for a large number of participants it is
important to keep good records of the arrangements that you have made.
The following are examples of how you can record:
timeline of activities to be completed
budget information
travel and accommodation arrangements.

Depending on the type of meeting you are organising you may have to
develop other similar record keeping systems.

CRICOS # 02908F
Planning timetable
Task Day Who is responsible?

Meeting invitation -10 Administrator
Submission agenda items -7 Participants
Agenda finalised -6 Chair/Administrator
Day of meeting 0 All
First draft minutes +2 Administrator
Minutes approved and distributed +4 Chair/Administrator

CRICOS # 02908F
The next step
The next step in the process is to notify participants of the

meeting details and prepare meeting documents. We will
cover this in Section 2 Prepare meeting documentation.
You should now:

Read Section 1 make meeting arrangements of the
Student Workbook and complete all learning activities.
Complete Assessment 1.
Prepare meeting
documentation
At the end of this session, you should know how to:

prepare notice of meeting, agenda and meeting papers in accordance with
meeting requirements
check documentation for accuracy and correct any errors
distribute documentation to participants within designated time lines
prepare spare sets of documents.
Meeting documents
There are several types of meeting

documents each with a different
purpose and function.
invitation or notice of meeting
agenda
meeting papers.

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Meeting invitations
date, start time, end time

location
RSVP date
who is attending
purpose of meeting
agenda
pre-reading requirements
travel and accommodation
information if applicable.
CRICOS # 02908F
Meeting agenda
title of meeting
date, time, venue
apologies for absence
minutes of previous meeting

each subject / topic to be discussed
suggested timeframe for each topic
circulate at least one week prior to the

meeting.
CRICOS # 02908F
Meeting papers
copies of presentations
minutes of previous meetings
Reports, e.g. financial or company
documents for review and/or
discussion
workbooks
questionnaires/surveys
statistics
proposals
charts
marketing or sales plans.
CRICOS # 02908F
Checking for accuracy
Proof read all documents carefully.
Complete a spell check of all documents.
Ask someone else to proofread your work.
Confirm final drafts with document

owners.
Do not print or distribute any
documentation without final approval of
the person who is conducting the meeting.

CRICOS # 02908F
Distributing documents
options
Distribute as hard copies at the meeting.
Send as hard copies prior to the meeting.
Send as soft copies prior to the meeting.
Send with the invitation.
Send with the agenda to only those

who have accepted the invitation.

CRICOS # 02908F
Distributing documents
For documents being distributed

prior to the meeting, ensure they
are distributed on time.
When distributing documents at

the meeting, take spare copies for
unexpected guests!
ZIE. Version 2.0 Jul 2016

Next Review Jul 2017 TIOD #
22048 CRICOS # 02908F
The next step
The remaining piece of meeting documentation is the

meeting minutes. In the next section we will cover
producing meeting minutes.
You should now:

Read Section 2 prepare meeting documentation of the
Student Workbook and complete all learning activities.
Produce meeting
minutes
At the end of this session, you should be able to:

take notes with the required speed and accuracy to ensure an accurate
record of the meeting
produce minutes that reflect a true and accurate account of the meeting
check minutes for accuracy and submit for approval by the nominated
person
despatch copies of minutes within designated time lines.
Taking notes
When taking notes you are recording:

action items
arrangements for next meeting
decisions taken at the meeting
formal motions
future actions
issues raised at the meeting
points discussed at the meeting
record of participants who were
present or absent from the meeting.
Preparation is important
Familiarise yourself with the names of

the people attending.
Read the agenda and prepare a note

taking table.
Ensure you take pens and enough

paper to the meeting.

CRICOS # 02908F
Example note-taking table
Initials of Notes Extra space for Initials of

speakers arrows, extra action takers
notes, etc.

CRICOS # 02908F
Taking notes
When taking notes you should

consider:
using bullet points, not sentences
using abbreviations where
possible
the reliability of recording devices
using a laptop
using the agenda to organise
your information
clarifying details during and/or
after the meeting.
CRICOS # 02908F
Note-taking guidelines
Tune into the discussion.

Analyse the discussions as they occur.
Note the key words and phrases in any important
speeches or discussions.
Write down motions and amendments in full.

Write the notes of the meeting in the form of minutes
as quickly as you can.
Walsh, F. 1995, The meetings manual, Australian Government Publishing Service, Canberra.
CRICOS # 02908F
What is included in minutes?
meeting details including title, date, time, location

agenda items
names of absent and attending participants
acceptance record of the previous meetings minutes
matters brought forward from previous meetings
reference to the distribution of documents
general or other business
date of next meeting.

CRICOS # 02908F
What do you
record?
the discussion
the decision
agreed actions.

CRICOS # 02908F
Poor minute writing
Mr Geordis reported that he had spoken to

the importers on Thursday when
Gail and Jennie discussed the downturn in
sales figures for March.
Gordon suggested that the options seemed
clear. Derek agreed and said
Lui expressed concern to Dianne that she
was underperforming. Dianne told Lui
Burns, R., 2002, Making meetings happen, Allen & Unwin, Australia.
CRICOS # 02908F
Better minute writing
Mr Geordis spoke to the importers on Thursday.

March sales figures recorded to fall.
The options for action became clear.
One teams performance is a cause for
concern.
Burns, R., 2002, Making meetings happen, Allen & Unwin, Australia.

CRICOS # 02908F
Approval of meeting
minutes
Approval must be obtained
of all meeting minutes prior to
their distribution as minutes
are a permanent record and
therefore the information must
be accurate.
Approval is sought to check
that the minutes are a true
and accurate reflection of
what occurred at the
meeting.

CRICOS # 02908F
Meeting minute distribution
checklist
Have you obtained approval?
What is the distribution timeline?
Are there any additional people who you need to
send a copy of the minutes to?
What is the expected method of distribution, hard
copy or soft copy (email)?
Are you required to distribute any support
materials?
Have you included the details of the next meeting
on the meeting minutes?
CRICOS # 02908F
The next step
We have now completed all sessions for the unit.
You should now:

Read Section 3 Produce meeting minutes of the
Student Workbook and complete all learning
activities.

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Introduction

BSBADM405 Organise meetings

At the end of this session, you should

training and assessment requirements

a little bit about other participants.

Facilitator to populate with details of

Upon completion of this unit learners should be

produce meeting minutes.

Session 2 Make meeting arrangements

Session 3 Prepare meeting documentation

Session 4 Produce meeting minutes.

All training will be completed in class and will include:

An assessment program is as follows:

The Student Workbook is provided to support your learning and

You should now read the Introduction

At the end of this session, you should know how to:

There are several types of meetings each with a different

ZIE. Version 2.0 Jul 2016 Next

Meetings also differ in the way in which they are

ZIE. Version 2.0 Jul 2016 Next

local government acts applicable to council meetings.

ZIE. Version 2.0 Jul 2016 Next

purpose agenda no. of participants

Budget consider your budget every step of the way

ZIE. Version 2.0 Jul 2016 Next

Things to consider when scheduling Things to consider when making

amount of notice for participants. travel distance to venue from

ZIE. Version 2.0 Jul 2016 Next

The following are examples of how you can record:

timeline of activities to be completed

travel and accommodation arrangements.

ZIE. Version 2.0 Jul 2016 Next

Task Day Who is responsible?

Agenda finalised -6 Chair/Administrator

Day of meeting 0 All

First draft minutes +2 Administrator

Minutes approved and distributed +4 Chair/Administrator

ZIE. Version 2.0 Jul 2016 Next

The next step in the process is to notify participants of the

You should now:

At the end of this session, you should know how to:

There are several types of meeting

invitation or notice of meeting

ZIE. Version 2.0 Jul 2016 Next

date, start time, end time

apologies for absence

minutes of previous meeting

suggested timeframe for each topic

circulate at least one week prior to the

Proof read all documents carefully.

Complete a spell check of all documents.

Ask someone else to proofread your work.

Confirm final drafts with document

ZIE. Version 2.0 Jul 2016 Next

Send as hard copies prior to the meeting.

Send as soft copies prior to the meeting.

Send with the invitation.

Send with the agenda to only those

ZIE. Version 2.0 Jul 2016 Next

For documents being distributed

When distributing documents at

ZIE. Version 2.0 Jul 2016

The remaining piece of meeting documentation is the

You should now: