Assessment Task: BSBADM405B Organize Meetings

1. Assessment Details

• Unit Code: BSBADM405B
• Unit Name: Organize Meetings
• Assessment Type: Project and Written Questions
• Weighting: 100% (Project A: 25%, Project B: 25%, Written Questions: 50%)
• Outcome: Satisfactory (S) / Not Yet Satisfactory (NS)

2. Context and Rationale

In modern corporate environments, the ability to coordinate efficient meetings is a fundamental administrative skill. This assessment evaluates your capability to manage the end-to-end meeting lifecycle, from initial scheduling and logistics to minute-taking and post-meeting distribution. You are required to demonstrate proficiency in identifying meeting types, complying with ethical and legal obligations, and producing professional documentation that accurately records organizational decisions.

3. Part A: Project – Simulated Workplace Case Study (SmartTech)

Based on the SmartTech scenario provided, you must demonstrate your ability to coordinate a high-stakes regional sales meeting. The tasks involve logistical planning and documentation creation.

Required Tasks:

• Task 1a: Timeline Development: Create a comprehensive project timeline. This must include deadlines for travel bookings, accommodation, catering, and the submission/circulation of department manager responses. Justify your timings based on industry standards for administrative lead times.
• Task 1b: Checklist Preparation: Design a checklist for your weekly status meetings with the Sales Manager. Ensure it covers all critical milestones from the timeline.
• Task 1c: Meeting Agenda: Prepare a formal agenda for the two-day regional meeting including specific time slots for Department Managers.
• Task 1d: Meeting Minutes: Produce a set of minutes for Day One of the meeting based on the scenario details. Ensure you record actions, outcomes, and responsible parties.

4. Part B: Project – Work Instructions and Templates (City Cars)

In this scenario, you are developing standardized procedures for a successor. This requires clarity in technical writing and template design.

Required Tasks:

• Task A: Work Instructions: Prepare a step-by-step work instruction template for issuing notices for Board meetings.
• Task B: Sample Agenda: Create a sample agenda for the Operations Managers meeting specifically for the 14 November 2008 session at the Melbourne location.
• Task C: Minutes Template: Develop a reusable minutes template for Departmental meetings that includes sections for sales summaries, staffing, training, and follow-up actions.

5. Written Knowledge Assessment

Answer the following questions to demonstrate your theoretical understanding of meeting organization (Approx. 1500–2000 words total).

1. Classify various meeting types (e.g., Board, Committee, AGM) and explain the specific purposes of one chosen type.
2. Explain the importance of an agenda in fostering participant engagement.
3. Discuss the legal and ethical concerns regarding confidentiality and record-keeping in business meetings.
4. Identify the attributes of error-free meeting documentation.
5. Outline the key factors for distributing documents within designated timelines.
6. Provide a process for circulating minutes for a confidential Board meeting.
7. Explain why minutes should not be a verbatim record of a conversation.
8. Appraise three techniques used to proofread and validate minutes before final distribution.

6. Submission Requirements

• Formatting: Size 12 font, 1.5 line spacing.
• Style: Professional business English.
• Integrity: Must be original work. All sources must be cited using the Harvard referencing system.
• Similarity: Submissions with a Turnitin similarity index exceeding 20% may be subject to penalty or investigation.

Organizing a high-level meeting requires a systematic approach to ensure all participants are equipped with the necessary information to make informed decisions. When preparing minutes for a confidential session, such as the Board meeting for City Cars, the administrator must prioritize security by using password-protected files or secure internal servers. This aligns with ethical standards regarding the protection of sensitive commercial data and personal information. According to Dwyer (2020), meeting minutes should focus on the ‘essence’ of the discussion, capturing resolutions and action items rather than a transcript of every word spoken. By documenting only the key motions and who is responsible for subsequent actions, the organization creates a clear audit trail that supports accountability without being bogged down in irrelevant dialogue. Furthermore, preparing extra sets of documents is a practical safeguard against technical failures or last-minute changes in attendee numbers, reflecting a proactive administrative mindset. Following these protocols ensures that the meeting remains time-efficient and focused on its stated objectives.

Recommended Learning Materials

• Australia Government (2024). Board meeting minutes and records. Available at: https://asic.gov.au (Accessed: 4 February 2026).
• Dwyer, J. (2020). The Communication Handbook: A Student Guide to Professional English. 10th edn. Sydney: Pearson Australia.
• Gutmann, J. (2021). Taking Minutes of Meetings. 5th edn. London: Kogan Page.
• Standards Australia (2023). AS 5044.1:2023 – Corporate Governance – Meeting Documentation. Sydney: SAI Global.
• Wellington, P. (2022). Effective Meeting Management. New York: Routledge. https://doi.org/10.4324/9781003215643