ASSESSMENT 1 – COVER SHEET
This cover sheet is to be completed by the assessor and used as a record of outcome of this assessment task.
Student Name:
MUSKAN SHEHZADI.
Student ID No:
GLE2000429
Unit Code:
BSBTWK503
Unit Title:
Manage Meetings
Assessment Task No:
1
Assessment Type:
Written Assessment
12 November, 2022
Date of Submission:
Student Declaration
By signing below, I acknowledge that I have been advised of the assessment requirements, choose to be assessed and
am aware of my rights and responsibilities. The work submitted here is my own and does not include work that has
been copied from another student or plagiarized except where the work has been correctly acknowledged or as per the
specific assessment task instructions.
Student Signature: MUSKAN SHEHZADI.
Date:
12
/
11/ 2022
For electronic submissions only: By typing your name in the name / signature field, you are confirming the
information as being accurate.
Assessment Outcome
RESULT: S | NYS
S= Satisfactory |
NYS= Not Yet Satisfactory
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 1 of 7
Assessment Task 1: Written Assessment
Instructions:

This is an individual assessment.

To ensure your responses are satisfactory, consult a range of learning resources and other
information such as handouts, textbooks, learner resources etc.

To be assessed as Satisfactory in this assessment task, all questions must be answered correctly.

Complete a written assessment consisting of a series of questions.

You will be required to answer all the questions correctly.

Do not start answering questions without understanding what is required. Read the questions
carefully and critically analyze them for a few seconds; this will help you to identify what
information is needed in the answer.

Your answers must demonstrate an understanding and application of the relevant concepts and
critical thinking.

Be concise, to the point and write answers within the word-limit given to each question. Do not
provide irrelevant information. Remember, quantity is not quality.

You must write your responses in your own words.

Use non-discriminatory language. The language used should not devalue, demean, or exclude
individuals or groups based on attributes such as gender, disability, culture, race, religion, sexual
preference or age. Gender-inclusive language should be used.

When you quote, paraphrase, summarize or copy information from other sources to write your
answers or research your work, always acknowledge the source.
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 2 of 7
Question 1
Provided below are four common terms used when managing meetings. Briefly describe each using your
own words
Meeting Term
Description
a. Notice
These are the documents that inform participants about your
intention to conduct a meeting. Notices are sent to participants
in advance to give them sufficient time to prepare for the
meeting.
b. Agenda
These are documents that are typically prepared either by the
chairperson or an individual under the instruction of the
chairperson. These documents are developed to assist your
participants in preparing for your meeting and in following the
order of business.
c. Minutes
Minutes refer to documents that provide an accurate and truthful
representation of what happened in a previous meeting. This
helps both the participants and the chairperson see if all items
from a previous meeting have been actioned upon, or at what
status the action items are.
Question 2
Briefly explain the following concepts that are integral to the structure of virtual and face to face
meetings.
Virtual Meeting
a. Choosing appropriate
technology
Explanation
Your organization's requirements and your agenda will
determine the most suitable meeting platforms you can use for
your meeting. Examples of common virtual meeting platforms
include the following:
Skype.
Microsoft teams.
Cisco Webex.
Citrix GoToMeeting.
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 3 of 7
b. Set ground rules
c. Communicate with
using virtualreality
Face to Face Meeting
Your ground rules will guide the behavior of your attending
participants. For example, you may ask your participants to
log in to the meeting five minutes early so that everyone can
connect and check their audio and video.
Facial expressions, tone of voice, and body language are
often lost in virtual meetings, which means your participants
will not be able to pick up important communication cues
from them. When chairing a virtual meeting, guide the
discussion by asking for a discussion one person at a time.
Explanation
a. Restricting discussion to Your
agendaitems
agenda provides a structure for your meeting and helps
your invites sufficiently prepare for your meeting. Discussing
topics that are not relevant to your agenda can confuse your
participants and derail your meeting, wasting everyone's time.
b. Speak in turn
Similar to virtual meetings, having everyone speak in turn
helps keep the meeting organized. Speak only when you have
the floor and ask questions during the designated question
period. Avoid interrupting when someone else is speaking or
asking a question.
Standing Order
Meeting procedures are based on democratic principles and
the government by the will of the majority. Meetings are more
efficient and effective by establishing a clear set of meeting
procedures. The main requirements are:


Decisions are made in accordance with democratic
principles.
Minority opinion is respected.
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 4 of 7
Question 3
Answer the following questions regarding arrangements for the meeting
Identify three considerations when arranging the venue
Location and accessibility:
Location is very important for a successful meeting. It can influence who attends your
event (attendees and speakers).
Participants:
People who are going to attend the meeting. The participant is more than just an
audience member. Their engagement is crucial to the success of the meeting because they can
offer input and present questions and insights.
Agenda:
A meeting agenda helps you and your colleagues prepare for a meeting and guide
yourselves through the items you need to discuss. Time spent in planning an agenda will
likely save time for all meeting participants by providing a clear set of topics, objectives, and
time frames.
Identify two considerations for arranging pre-meeting documentation
Contact and Confirm Meeting with Participants According to Organizational Procedures.
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 5 of 7
Email the meeting invitation, the Purpose, and the Location and Time:
Request invited participants to accept or decline and make sure that they are aware that if they
accept, they are expected to attend.
Question 4
Identify the four items that are integral in a meeting agenda. Briefly explain the importance of
each in managing meetings.
Guest speaker:
The guest speaker would participate in the meeting through providing their insight about the
topics that we going to discuss and to support them .
Minutes of the previous meeting:
Information from the previous meeting may be requested
Motion on notice:
This will be provided the participants a heads up bout stages or phases of the meeting.
Reports:
They would provide the outcomes of the meeting, the decision made, they will also provide in
detail the information discussed and of course, the participants of the meeting.
Question 5
Explain each item for chairperson’s responsibilities in conducting meetings
Explanation
Chairperson responsibility:
The chairperson often introduces an agenda item, hands it over to someone summarizing the
main points and then encourages discussion on the subject before the board comes to a
decision. A good Chair will not 'lead' the thoughts of board members but will keep the
discussion and debate flowing.
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 6 of 7
Lead the meeting:
The Chairperson is responsible for making sure that each meeting is planned effectively,
conducted according to the constitution and that matters are dealt with in an orderly, efficient
manner.
Maintain order:
The purpose of a chairperson is to ensure that the participants of a meeting stick to the agenda,
respect each other and respect the rules of the meeting. The chairperson of a meeting also has the
final say when it comes to setting the agenda of the meeting.
Ensure fairness and equality:
The chairperson is responsible for setting the agenda of the meeting and ensuring that the
participants stick to this agenda. The chairperson must also make sure that participants obey the
conventions of the meeting. They must make sure that all of the participants of the meeting are
treated fairly and equally.
Question 6
Using your own words, answer the following questions about group dynamics and its role in managing
meetings.
a.
Define group dynamics in your own words.
Group dynamics are a measure of the way a set of people operate together. It’s both the efficiency of how
productive the group is (how much is accomplished and quality) and the ease with which the groups work
together. When we get the “working together” part right, it makes it far easier to accomplish results that are
high quality.
b.
Explain the positive way group dynamics can affect the management of a meeting.
Maintenance Roles
Maintenance roles involve actions that are meant to create a supportive atmosphere should conflict arise
during the meeting.
Supporter:
This role involves expressing supportive comments during the meeting. Using these supportive comments, the
supporter can ease any tension that may arise during the discussion
Gatekeeper:
The gatekeeper’s role involves intervening when the conversation is being monopolized or if there are any
participants that are too timid to speak up. The gatekeeper restates the meeting’s ground rules and prominent
agenda items to bring back order and structure to the meeting.
Task roles:
Actions by meeting participants with task roles help move the meeting along.

Initiator: suggesting an action as the meeting is getting started, or when the meeting is at a lull and
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needs a kick-start.

c.
Information / Opinion Seeker: Focusing on requesting facts, ideas, or opinions from participants.
Explain negative way group dynamics can affect the management of a meeting.
Hindering Roles
Actions by meeting participants with hindering roles are detrimental to the meeting’s progress. Everyone
would be better off without them.

Dominator: asking too many questions (out of balance with the general flow of the meeting).

Unfocused: hindering the process by not being fully present, not participating.

Stubborn: uncooperative stalls forward motion.

Distractor: having side conversations that not only disrupt the meeting for others, but also remove the
distracters from active participation with the group
Question 7
Complete each table below.
Identify the benefit of face to face and virtual meetings in relation to the categories listed below
Face to Face
Meeting
a. Reading body
language
It helps you connect with them and build better relationships. It can
reveal a point of view before a word is spoken or indicate when you
are actively listening and fully engaged or checked out.
b. Resolving disputes
Having face to face not only allows you to resolve conflict more
effectively but also helps improve communication skills.
c. Retaining attention
Meeting face to face allows you to interpret micro-behaviors such as
facial expressions and gestures that can help you gauge how interested
other people are in the conversation and give you insight into how they
may be feeling.
Virtual Meetings
a. Cost
The cost of virtual meeting is pretty small. It just require people to
have an electronic device to connect to the meeting.
Document: BSBTWK503 Assessments 1 Written Assessment
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b. Availability of participants
The availability of participants is mostly complete.
Because in virtual meetings participants can tune
in from different locations to a shared digital
workspace.
c. Reaching out to remote
workers
Remote workers can connect to a meeting with a
good internet access. They just need to flexible and
focused and be clear in communication.
Document: BSBTWK503 Assessments 1 Written Assessment
RTO # 41380 | CRICOS # 03632K |Version: 1.0 | Page 9 of 7
Student Use (Must Complete this section before complete assessment submission)
Student ID No
Student Name
Trainer / Assessor Name
Unit Code
Unit Title
Assessor Use Only
Assessment Task
First
Submission
Assessment Method
Re-Assessment/ Late
Submission
Assessment Outcome
Assessment 1
S
NYS
Assessment 2
S
NYS
Assessment 3
S
NYS
Final Assessment Result for this unit: C / NYC
Comments:
Assessor:
I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided
appropriate feedback.
Assessor Name:
Signature:
Document: BSBTWK503 Assessments 1 Written Assessment
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Date:
/
/
Unit Result Sheet
For electronic submissions only: By typing your name in the name / signature field, you are confirming the information as being accurate
Document: Unit Result Sheet
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This form is used to record the student assessment Outcome/result for each assessment task in
the Unit of Competency. Student must complete the first section before submitting the
assessment.
Students must complete all assessment tasks satisfactorily to be Competent (C) in the Unit
of Competency.
The results will be updated within twenty-eight (28) days from your final submission date. Please
check your student portal regularlyto make sure that your results are updated. If there are any
discrepancies, please discuss with the Trainer/Student Support Officer.make
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