Assessment Task 2 – BSBADM502 Manage meetings

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 1 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Assessment Task 2- Project & Role-play
Manage a staff meeting
SUBMISSION DETAILS

STUDENT NAME
STUDENT ID	BATCH NO.
DATE OF SUBMISSION	PLACE OF ASSESSMENT

Assessment description
This assessment is about a project and a role-play to assess the skills and knowledge
required to manage a range of meetings including overseeing the meeting preparation
processes, chairing meetings, organising the minutes and reporting meeting outcomes.
During this assessment, you are required to prepare for meeting, conduct meeting and
follow-up meeting related to a simulated workplace scenario.
Assessment instructions
1. Review the simulated workplace (Australian Hardware) to organize two staff
meetings. One being an informal meeting and one being formal meeting.
2. Read the workplace scenario to determine the meeting requirements
3. Review the “Australian Hardware Meeting Policy” on the appendix 1.
4. Use the Work Health & Safety Policy and Grievance Policy on the Appendix 1 during
the role-play activity
5. This task requires you to meet with your manager (assessor) and other stakeholders
in a role-play. Form the individuals with specific roles to role-play as agreed by your
assessor.
6. Complete the following assessment task activities during the allowed assessment
date/s and time/s.
7. The assessment task is due on the date specified by your assessor.
8. Any variations to this arrangement must be approved in writing by your assessor.
9. Submit your work with any required evidence attached.
10. See the specifications below for details of submission requirements. Time allowed for
the assessment task is 4 hours.
Specifications to submit
You must:
perform and complete solutions to activities and submit including:
1. Meeting notice
2. Meeting agenda
3. Email to participants
4. Meeting minutes
5. Meet the relevant participants and the manager in a role-play to conduct an
informal meeting and formal meeting.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 2 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings Performance objective

To test your ability to demonstrate the skills and knowledge required to manage a range of
meetings including overseeing the meeting preparation processes, chairing meetings,
organising the minutes and reporting meeting outcomes.
Assessment context
Simulated work environment/or real workplace situation. This assessment will be conducted
within the training facility in the specific training room allocated for the trainee/s during the
training sessions planned for assessment using simulated workplace scenario with the access
to legislative and regulatory documents, office equipment and materials facilitated by your
assessor.
Assessment will be conducted in a safe environment where evidence gathered demonstrates
consistent performance of typical activities experienced in the general administration field of work
and include access to office equipment and resources.
Required resources
1. Assessment task 2, assessment instructions and case study.
2. Computer with Internet access and word-process software (MS Word/MS Excel/or
relevant Mac software etc.).
3. Simulated workplace policies and procedures.
4. Workspace, table, chair and stationery and access to
a. reference material in regard to meeting venues and technology, catering and
transport suppliers
b. organisational policies and procedures for managing meetings
c. office supplies and equipment
d. computers and relevant software
e. case studies and, where possible, real situations.
Your assessor will be looking for:
Evidence of the ability to:
 apply conventions and procedures for formal and informal meetings including:
o developing and distributing agendas and papers
o identifying and inviting meeting participants
o organising and confirming meeting arrangements
o running the meeting and following up
 organise, take part in and chair a meeting
 record and store meeting documentation
 follow organisational policies and procedures.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 3 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Scenario
You are the manager for Australian Hardware Wollongong Store. There have been some
complaints and grievances about workplace bullying and harassments. This is totally against
the company Work, Health and Safety Policy. Your team consists of four admin staffs namely
Andy, Lucy, Jacob and Mary.
Firstly, you are deciding to call for an informal meeting to identify the causes of bullying and
harassments and the people involved with it and the victims of bullying and harassments.
Then you need to organize and conduct a formal meeting with higher management in order
to discuss and take actions to prevent this from happening again. Formal meetings are
attended by people with defined roles, who are likely to be company or organisation
hierarchy, such as the company secretary, chief executive officer. The procedures that take
place at the meeting are governed by pre-defined policies.
This formal meeting will be conducted using the proper formal procedures, for example,
when one member will propose a motion, another will second it and then all present will
vote to see if it will be passed. In terms of taking minutes, there’s a high expectation that the
information taken down will be accurate and detailed, summarising the discussion concisely
and clearly.
Your task
As the manager for Wollongong Store, 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 meeting, conduct meeting and follow up meeting by
completing the following activities:
Task 1 – Prepare for meeting
1. Identify the types of meetings you need to prepare and manage to discuss above.
Include:
a. two types of formal meetings and their purposes and
b. two types of informal meetings and their purposes.
2. Identify the common types of styles and structures of meetings for above meeting
purposes. Select style and structure of meeting that are appropriate to conduct a
formal meeting.
3. Identify the conventions and procedures for formal and informal meetings and the
required participant for the meeting.
4. Identify and outline at least three legal and ethical requirements that you need to
consider while managing meetings.
5. Identify and list the meeting arrangement requirements including participant
requirements.
6. Develop an agenda for the meeting in line with stated meeting purpose.
7. Prepare a notice of meeting to dispatch meeting papers to participants within
designated timelines using the timelines specified by the meeting policy.
8. 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 out extra two sets of meeting agenda to use during the meeting
in case it becomes required. (attach these two sets with your assessment submission)

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 4 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
9. Meet with your manager (assessor) in a role-play to discuss the accuracy of meeting
notice and agenda.
10. Based on manager’s inputs correct (if any error is pointed out) the meeting notice
and agenda for the use of the meeting.
Task 2 – Conduct meetings (Role-play activity)
Meeting 1 – informal meeting
As agreed by your assessor, meet four participants to have a 5-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
1. You need to 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.
2. Call Andy, Lucy, Jacob and Mary to have a discussion in your manager’s room
3. Ask relevant questions to identify the staff bullying issues and harassment situations.
4. Identify any grievances as a result of bullying and harassment.
5. Inform the participants that you are going to have a formal meeting with higher
management to address this and prevent this from happening in the future.
Meeting 2 – formal meeting
As agreed by your assessor, organise managers including CEO to have a 15-minute meeting
to discuss bullying and harassments and the people involved with it and the victims of
bullying and harassments and required measures to address this and prevent this from
happening in the future. During the meeting you are required to designate a member to take
meeting notes with the required speed and accuracy to prepare meeting minutes.
Role-play Instructions
1. Gather the copies of above meeting notice and meeting agenda for use.
2. Use the meeting policy in appendix to refer to meeting conventions.
3. Organize the meeting style agreed (form the training room seating accordingly).
4. Time allowed for one meeting is 15-20 minutes per chair of meeting.
5. Organize the meeting participants (your fellow trainees as agreed by assessor).
6. Designate a staff member to take notes (meeting minutes).
7. Based on above preparation of staff meeting, you are required to chair and conduct
the meeting in accordance with organisational requirements, agreed conventions for
type of meeting and legal and ethical requirements.
8. Conduct meetings to ensure they are focused, time efficient and achieve the required
outcomes.
9. Facilitate the meeting enabling attendees’ participation, discussion, problem-solving
and resolution of issues.
10. Brief minute-taker on method for recording meeting notes in accordance with
organisational requirements and conventions for the staff meeting. Ensure you take
notes for the meeting minutes that reflect a true and accurate account of the
meeting.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 5 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Task 3 – Follow up meetings
1. Outline why accurate records of meetings and discussions is important
2. 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.
3. Identify and list at least 7 items that need to consider when checking meeting
documents for accuracy.
4. 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.
5. Identify the timeframe and the names of the participants who need to be sent out
the meeting minutes.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 6 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings Role-play Checklist

Activity	Assessment criteria	Satisfactory
Did the candidate	Yes	No
Meeting 1 – informal meeting As agreed by your assessor, meet four participants to have a 5- 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.
1	You need to 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.	Conduct of an informal meeting
2	Call Andy, Lucy, Jacob and Mary to have a discussion in your manager’s room	Calling for an informal meeting
3	Ask relevant questions to identify the staff bullying issues and harassment situations.	Conducting the informal meeting
4	Identify any grievances as a result of bullying and harassment.	Meeting proceedings
5	Inform the participants that you are going to have a formal meeting with higher management to address this and prevent this from happening in the future.	Informing meeting follow up actions
Meeting 2 – formal meeting As agreed by your assessor, organise managers including CEO to have a 15-minute meeting to discuss bullying and harassments and the people involved with it and the victims of bullying and harassments and required measures to address this and prevent this from happening in the future. During the meeting you are required to designate a member to take meeting notes with the required speed and accuracy to prepare meeting minutes.
1	Gather the copies of above meeting notice and meeting agenda for use	Use the meeting notice and agenda?
2	Use the meeting policy in appendix to refer to meeting conventions	Use the meeting policy and conventions?
3	Organize the meeting style agreed (form the training room seating accordingly)	Organise the meeting arrangement in the style chosen?
4	Time allowed for one meeting is 15-20 minutes per chair of meeting	Complete the meeting within the agreed timeframe?

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 7 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings

5	Organize the meeting participants (your fellow trainees as agreed by assessor)	Organise the meeting participants as required?
6	Designate a staff member to take notes (meeting minutes)	Nominate and appoint a note taken to take notes for meeting minutes?
7	Based on above preparation of staff meeting, you are required to chair and conduct the meeting in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements.	Chair the meeting and conducted the meeting using above conventions and legal and ethical requirements?
8	Conduct meetings to ensure they are focused, time efficient and achieve the required outcomes	Conduct the meeting addressing the meeting topic and outcomes expected?
9	Facilitate the meeting enabling attendees’ participation, discussion, problem-solving and resolution of issues	Use problem-solving skills and encourage and facilitate the participation of all the attendees?
10	Brief minute-taker on method for recording meeting notes in accordance with organisational requirements and conventions for the staff meeting	Brief the minute taker on method for recording meeting notes

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 8 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Appendix 1- Simulated Workplace
Australian Hardware – Meeting Policy
Introduction
It is important to ensure that meetings are conducted well so that:

	in making decisions, proper regard can be had to the views of the majority, of the minority, of individual members, of absentee members, and of all of these groups taken together; and decisions can be made efficiently and expeditiously, with due respect for the time and commitment of members of Australian Hardware and members of the Board.


Primary responsibility for this rests with the Chair. To achieve that, broad discretion and authority is
given to the Chair to make rulings on questions of meeting procedure (subject to the limitations set
out in this policy).
Purpose
This policy is designed to provide guidance on the appointment of the Chair and set out the
parameters by which the Chair is to conduct meetings, to ensure that meetings are conducted well.
Great Meetings at Australian Hardware
Meetings can be a necessary and useful tool for decision-making, problem solving, communication,
and team participation. Australian Hardware could not function without meetings, but we can take
steps to ensure that our meetings are more effective, and a better use of time. Meetings are a key
point of interaction at Australian Hardware, and improving the way we plan, manage, and participate
in meetings are crucial steps toward raising our level of internal service.
Australian Hardware’s new meeting policy is designed to make better use of the tools that we
already have in place, make more effective use of everyone’s time, and show a greater degree of
courtesy and respect for each other. The following policy is effective XXX DATE, and applies to all
Australian Hardware meetings, in all offices, and at off-site facilities:

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 9 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings Australian Hardware Meeting Policy

	All meetings must have an agenda sent to participants in advance. The only exception to this rule is for emergency meetings. Your agenda must be sent to participants at least 24 hours in advance if there is no pre-read or pre-work, and at least 48 hours in advance if there is pre read or pre-work. Outlook must be used to book all meetings, meeting rooms, and required book-able equipment (projectors and conference phones). As the meeting organizer, you are responsible for updating Outlook for cancelled, or changed meetings Outlook must also be used by all staff to book all meetings, appointments, holidays, etc. This ensures that your availability is always accurate and up to date. As an invitee, respond to all meeting invitations and changes as quickly as possible. Always start meetings on time regardless of late participants. Although you will book your meeting in Outlook in 30-minute increments, always adjourn at


  

least 10 minutes before your scheduled finish time, so participants can arrive on time for
their next meeting.
If you called the meeting, arrive early to ensure any necessary equipment is set up and ready to
operate at the start of the meeting.
The following guidelines will provide additional clarification and help you adhere to the new meeting
policy. These guidelines will also help you have great meetings.
Meeting Planning
The key to holding good meetings is for the convener to spend more time preparing for the meeting
and making the best use of participants’ time. Answering the following simple questions will ensure
that people won’t grumble about your meetings:
Is a Meeting Necessary?
Decide whether a meeting is really necessary, if not, cancel it. Do not hold a meeting just because
“we meet the second Monday of every month”.
What is Your Objective?
Clearly determine the objective for your meeting, why you are having a meeting, and what you hope
to accomplish. Determine the outcomes you want based on two variables: information flow and
participants’ actions. Will you simply be sharing information that you want everyone to hear at one
time directly from you, so that participants will be passive listeners? Do you want people to ask
questions? Interact? Will you be asking them for information or input? Are you expecting a group
decision? Your desired outcomes will determine everything about how you plan your meeting and
how much you accomplish.
Who Should Attend?
Determine who must attend the meeting to accomplish your objective, and do not invite anyone
else. It may be appropriate to copy non-participants on the minutes of the meeting or inform them of
the meeting’s outcomes with a brief phone call. Ensure the appropriate level of staff are at the
meeting and include those who are truly responsible for agenda items. Do not invite senior
management if the topic is not at the macro or strategic level.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 10 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
What is the Agenda?
Develop an agenda and distribute it in advance. This is the single, strongest tool for a good meeting.
An agenda can be very informal, such as a simple e-mail stating the purpose of the meeting, or as an
attachment to the Outlook invitation. Where possible, use the Microsoft Word agenda wizard, and
be sure to include date, time, and place of the meeting; objective(s), topics to be addressed; amount
of time allotted for each; desired outcome/action for each; expected participation of attendees. Also
include names of participants and preparation required (ex: read the attached, research and bring
information, come prepared to…., etc.). Your agenda must be sent to participants at least 24 hours in
advance if there is no pre-read or pre-work, and at least 48 hours in advance if there is pre-read or
pre-work. The only exception to this rule is for emergency meetings.
Who Will Run the Meeting?
Decide who will run or manage your meeting. If you called the meeting, this may be your
responsibility, or you may have a regular chairperson, or you may choose to ask a facilitator to keep
your meeting on track and allow you to participate.
How Long Should the Meeting Be?
Decide how long your meeting needs to be to accomplish your objective, and get through all agenda
items. Unless absolutely necessary, meetings should not exceed one hour in length. Always plan to
adjourn at least 10 minutes before the scheduled completion time. Book your meeting off-site if the
cost and inconvenience will be outweighed by the added focus, lack of distraction, and change of
setting.
Meeting Scheduling
Using the tools we already have in place, and following a few basic guidelines to schedule meetings
will save you time, and show respect for your participants:
Use Outlook to Book All Meetings
Use Outlook to book all meetings, meeting rooms, and necessary equipment. As the meeting
organizer, you are responsible for updating Outlook for cancelled, or changed meetings. For further
information about using Outlook to book meetings, consult the Outlook guidelines.
Balance Your Objective with your Participants’ Schedules
Determine when your meeting needs to take place, and if all participants must be available, or
whether your meeting can be successful even if some participants cannot attend. Book as far in
advance as possible. Always invite all participants even is their schedule shows a conflict, it will be
their choice to accept or decline your invitation and adjust their own schedule as necessary. Board
and OPCO meetings take precedence and are usually booked well in advance, so if you need a senior
leader at your meeting, be prepared to accommodate their schedule. If key presenters or
participants with critical information are not able to attend the meeting, either find an appropriate
substitute, or reschedule the meeting.
Respect Your Participants’ Time and Needs
Try to schedule your meeting within core hours, especially when your participants are general staff.
Give more advance notice if your meeting must be held outside core hours.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 11 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Allow for a ten-minute break every hour if your meeting runs longer than one hour. Tell participants
what time you will restart after the break, and start on time even if all participants have not returned
from the break.
Provide food if your meeting:

   

Is booked over the lunch hour Is more than 3 hours in length Starts before 8:30 am Adjourns later than 6:00 pm

Running a Great Meeting
Be Prepared
If you called the meeting, arrive early to ensure any necessary equipment is set up and ready to
operate at the start of the meeting. It is unprofessional, and a waste of everyone’s time if you are not
fully prepared when the meeting begins.
Start and Finish on Time
Always start and finish meetings on time regardless of late participants. We all need to set the
standard and create expectations that participants should arrive on time. Do not restart the meeting,
or recap information for those who were late. Always adjourn at least 10 minutes before your
scheduled finish time, so participants can arrive on time for their next meeting.
Open with your Objective, and Finish with your Accomplishments
Briefly reiterate purposes and established ground rules at the beginning of your meeting. End with a
summary of accomplishments, clarification of agreements, and next steps.
Stick to The Agenda
Stick to your agenda, and manage the time throughout the meeting, don’t wait until the end of the
meeting to try and catch up. Keep conversation focused on the topic. Feel free to ask for only
constructive and non-repetitive comments. Tactfully end discussions when they are getting nowhere
or becoming destructive or unproductive.
Actively Manage your Meeting
Use the chair or facilitator to actively manage the meeting with three responsibilities in mind: stay on
track, stimulate participation, and accomplish your objectives. Don’t allow participants to take your
meeting off agenda. Park unforeseen items for discussion at the end of the meeting, or at a later
date.
Encourage Participation
Encourage group discussion to get all points of view and ideas. You will have better quality decisions
as well as highly motivated participants; they will feel that attending meetings is worth their while.
Encourage feedback. Ideas, activities and commitment to Australian Hardware improve when
participants see their impact on the decision-making process.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 12 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Keep Track of Key Items
Have someone other than the chair or facilitator record key decisions and action items. It is not
necessary to record every detail, but make sure you capture the key points, and reiterate them when
appropriate.
Meeting Follow Up
If you do not follow up, all your effort may be wasted. Within 24 hours circulate a brief report on
decisions, individual responsibilities, next steps, next meeting dates, and so on. Quick action
reinforces the importance of meeting and reduces errors of memory. Finally, follow up to see that
actions are being taken.
Meeting Minutes
Minutes of any meeting of the Board shall be circulated to all members as soon as possible after that
meeting, and before the scheduled date of the next meeting. The minutes shall record:

        

the date, time and venue of the meeting; the names of those members and officers present; the name of the meeting Chair; any apologies tendered; any failure of a quorum; a list of items considered; any resolutions pertaining to those items; and details of any declarations of pecuniary interest. Any other matters may be recorded at the discretion of the Chair.

Participant Responsibilities
Good preparation, and active management can go a long way to making meetings more effective.
Only prepared, active, and courteous participants can make meetings great. Respect the objectives
of the meeting organizer, and the time of the other participants by following these guidelines:
Respond to all meeting invitations and changes as quickly as possible. It is a professional courtesy,
and electronic booking only works when everyone keeps his or her calendar up to date.
If you book meeting free time in your calendar do so in increments of no more than 2 hours. If you
book entire days out of your calendar when you are in the office, electronic booking doesn’t work.
Promptly book your calendar busy when you know you won’t be available, such as vacation and
outside appointments.
Respond to the agenda in advance if you think changes will make the meeting more effective.
Read all pre-reads, and do any pre-work, and come prepared to each meeting. If participants are not
prepared, the facilitator should move on, and if necessary, reschedule the meeting.
Always arrive on time. If you will be late, or can no longer attend, let the convener know as far in
advance as possible.
As a participant, don’t try to run the meeting, allow the chair or the facilitator to do their job.
Give the meeting all of your energy and attention. Turn off your cell phone, don’t bring materials that
aren’t pertinent, and don’t work on your PDA or laptop unless it pertains to the meeting.
Don’t engage in sidebar conversations, even if someone else initiates it. If you have a relevant
comment, say it to the entire group.
Do not leave a meeting, and do not allow others to interrupt you during a meeting.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 13 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Australian Hardware
Work Health and Safety (WHS) Policy
Purpose
The purpose of this policy is to ensure that work is carried out safely in accordance with
Australian Hardware’s ethical and legal obligation to provide and maintain a safe workplace.
Australian Hardware recognises its responsibility to provide a healthy and safe working
environment for employees, contractors, clients and visitors. Australian Hardware is
committed to the continued wellbeing of its employees and to ensuring that all employees
are safe from injury and health risks whilst undertaking work-related duties, including homebased work.
Scope
The scope of this policy covers all employees and contractors of Australian Hardware –
Wollongong store.
Responsibility
Responsibility for the implementation of this policy rests with employees and management
of Australian Hardware with responsibility for providing a safe place of work.
Management at the Wollongong Store are responsible for:
1. consultation with employees regarding health and safety and changes to legislation
and/or working practices which may affect the workplace
2. providing and maintaining a safe and healthy environment for work
3. providing support, training, and supervision to employees to ensure a safe and
healthy workplace.
4. the provision of adequate resources for employees to meet health and safety
management system targets
Individual employees are responsible for:
1. following all workplace health and safety policies and procedures
2. ensuring that they report all potential and actual risks to managers/supervisors
3. taking care to protect their own health and safety and that of their colleagues at
work
4. ensuring that their own, or others’ health and safety is not adversely affected by the
consumption of drugs or alcohol
5. encouraging others to follow healthy and safe working practices in the workplace.
Relevant legislation/standard
Work Health and Safety Act 2011 (NSW) ɿ AS/NZS 4804:2001 Occupational health and safety
management systems – General guidelines on principles, systems and supporting
techniques.
Updated/ authorized
09/2016 – Lynn Lee (Finance Manager Wollongong)

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 14 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Health and safety management system principles and objectives
In order to ensure a healthy and safe working environment, Australian Hardware will:
1. establish a safe and healthy workplace
2. ensure compliance with all relevant legislation
3. provide written procedures and instructions for safe working practices and material
safety data sheets (MSDS) where required
4. provide appropriate support, instruction, training and supervision to employees to
ensure safe working practices
5. consult employees and affected persons on health and safety issues
6. set and monitor clear performance goals for prevention and lessening of illnesses and
injuries in the workplace for employees, contractors and visitors (including clients
and volunteers)
7. detect hazards leading to assessment and appropriate control activities for all risks in
the workplace
8. commit to participation in workplace health and safety matters by all senior
managers, line managers, supervisors and staff (including employee representatives)
9. access and provide appropriate information relating to working safely and the
training required for organisational employees to carry out their duties in a safe
manner
10. establish and commit to a health and safety management system and continual
improvement including internal/external audits and systematic management review.
Evacuation procedure
If an evacuation is called:
1. On hearing the evacuation tone, follow procedures to evacuate the building.
2. Do not take personal belongings or bags as these may slow your departure from the
building.
3. Follow all directions from the wardens.
4. Do not use lifts.
5. Do not run, push or overtake.
6. Follow the emergency evacuation plan and assemble at the designated area.
7. Fire Brigade personnel will declare when the building is safe for people to return, no
one should return until the building is declared safe.
Evacuation wardens will:
1. Determine nature of emergency and ensure alarm has been raised.
2. Evacuate personnel via stairways from the danger area to the assembly point.
3. Direct all personnel to observe the evacuation procedure outlined above.
4. Check all areas including offices, toilets, change rooms etc.
5. Closing all doors after checking the areas above.
6. Move to assembly point.
7. Check that all personnel are accounted for.
8. Report to Chief Warden immediately if any persons are not accounted for.

Document	Assessment Task 2 – BSBADM502 Manage meetings	Page 15 of 15
Date created: June 2020	Date implemented: June 2020	Date reviewed: June 2020	Responsible by: Coordinator
Institute of Business Management – Victoria | CRICOS: 03785D | RTO No: 45516	| info@ibm.vic.edu.au | www.ibm.vic.edu.au

BSBADM502 Manage meetings
Grievance Policy
Australian Hardware supports the right of every employee to lodge a grievance with their
manager if they believe a decision, behaviour or action affecting their employment is unfair.
An employee may raise a grievance about any performance improvement action taken
against them.
Where a grievance may contravene Australian Hardware’s equal employment and
opportunity (EEO) policy or where the grievance constitutes bullying, discrimination or
harassment, the grievance should be resolved in accordance with the procedures outlined in
the Anti-discrimination policy.
We aim to resolve problems and grievances promptly and as close to the source as possible.
When necessary, Australian Hardware will escalate a grievance to the next higher level of
authority for more discussion and resolution and continue escalating it to the level above
until it is resolved.
Managers will do their utmost to action grievances objectively, discreetly and promptly. Be
aware that grievances that are misconceived, vexatious, and lacking substance may result in
disciplinary action being taken against the employee lodging the grievance.
Procedure
1. The employee should try to resolve the grievance as close to the source as possible.
This can be informal and verbal. At this stage, every possible effort should be made to
settle a grievance before the formal grievance process starts. If the matter still can’t be
resolved, the process continues and becomes formal.
2. To start the formal grievance, the complainants must fully describe their grievance in
writing, with dates and locations wherever possible and how they have already tried to
settle the grievance.
3. The person/s against whom the grievance/complaint is made should be given the full
details of the allegation/s against them. They should have the opportunity and a
reasonable time to respond in writing before the process continues.
4. A manager should have a discussion with both parties in an effort to resolve the
grievance at the workplace level.
5. If the grievance still can’t be resolved, refer the matter to the most senior manager for
consideration and a final decision. A grievance taken to this level must be in writing
from the employee.
Should the issue recur, a review may be undertaken at any stage thereafter by the most
senior manager or owner. Further reviews may be held if required.