Case Study (Skills and Knowledge Application)

Using the simulated workplace and the scenario in the appendix or your own workplace referring to the scenario in the appendix as agreed by your assessor, provide solutions to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes, and reporting meeting outcomes in the workplace.

Whatever the workplace you select, the policies and procedure manual of simulated workplace must be used as the policies and procedures of the workplace to undertake the following task. In case you select your own workplace or any other workplace you have access to information, provide a brief description of the workplace such as the industry, operation, personnel and teams.

Your task

As the manager for a business unit of Australian Constructions, you are required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes, and reporting meeting outcomes. In this instance, you must undertake the following three tasks such as prepare for meetings, conduct one staff meeting and follow up meeting by completing the following activities:

Task activity 1 Prepare for meetings

Access Australian Constructions (Simulated workplace) documents including policies and procedures and use the relevant policies and procedures to undertake this task. Read the meeting policy in the appendix and the relevant other policies in simulated workplace policy and procedure manual to identify organisational procedures to undertake this task.

Read the workplace scenario in appendix 1 and identify the types of meetings you need to prepare and manage the workplace situations.

Determines the types of meetings and the purposes of two meetings.

Identify and list the meeting requirements including participant requirements for both meetings.

Apply meeting conventions and develop two agendas for the two meeting in line with stated meeting purpose.

Determine a person from the group for each meeting for taking notes for meeting minutes preparation.

Write two meeting notices and determine timelines using the timelines specified by the meeting policy to dispatch meeting papers to participants.

Write an email to meeting participants enclosing the above meeting notice and agenda to inform them about the meeting allowing time for them to prepare for the meeting. Note: Print meeting agenda to use during the meeting. (attach a separate meeting agenda with your assessment submission).

Task activity 2 Conduct the meeting (Role-play activity)

Meeting 1 Staff meeting

As agreed by your assessor, meet four participants to have a 7-10-minute informal meeting to discuss and identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments.

Role-play Instructions

Refer to next page. Note: Arrange a staff catch-up meting to identify the causes of bullying and harassments and the people involved with it and the victims of bullying and harassments.

Contact and confirm meeting with Andy, Lucy, Jacob and Mary to and call them to have a meeting in your managers room.

Chair the meeting according to organisational requirements, agreed conventions for type of meeting and legal and ethical requirements. Provide meeting agenda to participants.

Brief minute-taker on method for recording meeting notes according to policy.

Ask relevant questions to identify the staff bullying issues and harassment situations. Identify any grievances as a result of bullying and harassment

Encourage participation of participant and their discussion.

Inform the participants that you are going to have a formal meeting with higher management to address this to solve the problem and prevent this from happening in the future (task 3).

Task activity 3 Follow up meetings

Collect the meeting notes taken by the assigned person and review for their accuracy and content. Outline why accurate records of meetings and discussions is important.

Once the meeting notes are taken, meeting minutes are prepared to share with the participants, check for accuracy of the meeting minutes and submit to your manager (assessor) for approval to send out to participants.

Identify and list at least 7 items that need to consider when checking meeting documents for accuracy.

Using the meeting policy of the simulated workplace, determine the designated timelines for dispatching copies of minutes and dispatch the meeting minutes to participants and other relevant persons of the workplace.

Write a one page report of outcome of meeting to provide to your senior management.

Role-play - Conduct meetings

This activity refers to Activity 9 15 of your task

Instructions

This part is a role-play where you must organise role-play settings as agreed and facilitated by your assessor for a consultation meeting including training room place, tables, chairs, a computer with Internet, papers, pens, and any other resources as required.

Details of the task being observed	You undertake the active part of the task participating and using oral communication skills in a consultation meeting with relevant manager.
Assumptions to be made	Your assessor plays the role of manager
Persons involved	You as the coordinator and the assessor as the manager
Timing for the role-play:	7 10 minutes per candidate plus your assessor will decide any additional time required based on your participation behaviour and ability to perform
Conditions under which the observation is conducted	Skills in this assessment are demonstrated by the candidate and observed by assessor in a simulated environment where the conditions are typical of those in a working environment in this industry. This includes access to: Workplace or simulated workplace policies and procedures relevant legislation, regulations, standards, and codes Workplace documentation and resources relevant to required performance evidence.
Observable behaviour	Participates in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose Listens for specific information during meetings Asks questions and listens to responses to clarify understanding