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BSBADM502 Assessment 1 – Quiz
Quiz (22 Questions)
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The person responsible for preparing for a meeting and often taking the role as minute taker and distributing those minutes of the meeting within agreed timeframe is:
c. Minute taker
The person leading the meeting in accordance with organisational requirements, who controls group dynamics, and who ensures that the meeting stays on track in terms of agenda items and time efficiency is:
c. Minute taker
The person responsible for ensuring that financial decisions made during the meeting are in line with the budget and who discusses financial topics is:
c. Minute taker
The person responsible for accurately noting the discussions and decisions made in a meeting by recording the minutes, which they then format in order to meet organisational requirements, is:
c. Minute taker
Which of the following four items are standard meeting documents? Select one correct answer.
a. Minutes of previous meeting
c. WHS report
d. Preferred lunch locations
e. Financial report
f. Research reports
From the following list, select the four items that would be included on the agenda for a regular workplace team meeting.
a. WHS occurrences since the last meeting
b. Department or team progress
c. Training needs
d. How the weather is changing
e. Staffing issues
f. Which staff members are getting married?
Different types of meetings have different requirements. Match the following meeting descriptions with the correct meeting type.
This meeting follows set meeting procedures and includes a notice of meeting and agenda. Motions are discussed, put, and voted upon, and structured minutes are taken. ✘
This meeting would usually have an agenda and minutes. It may be an information or reporting meeting. Decisions are recorded but not necessarily seconded. ✘
This is a meeting for the board of a company to discuss strategic details and make long-term business decisions. ✘
This meeting comprises a group or team of various employees whose focus is a specific task or project. ✘
This meeting is held via video link, thereby enabling attendees in various locations to participate ✘
In relation to public meetings, certain laws relate to the notification and conduct of shareholders’ meetings, particularly annual general meetings. Other laws and rules also affect the conduct the meetings, such as legislation relating to companies, ethical standards, WHS, EEO, IR and anti-discrimination, codes of practice, and environmental issues.
You have been asked to conduct a meeting for your organisation’s Sales team. Team members are based in Brisbane, Melbourne, and Perth. Select the most appropriate type of meeting for this Sales team. Select one correct answer.
a. Face-to-face meeting – all team members flying in to Brisbane
b. Teleconferencing, web conferencing, or videoconferencing
c. Weekend meeting for everyone away together
d. Email meeting
Meeting minutes follow the format of the agenda and should include which of the following? Select one correct answer.
a. Name of meeting, venue, date, and time
b. Names of attendees and apologies received
c. Matters arising, summaries of items, and tabled reports
d. Decisions made, agreed actions, timeframes, and deadlines
e. Date of proposed future meeting
f. All of the above
g. B, C, D
h. B, D, E
Group dynamics can include the type of people who participate in the meeting in terms of status, which may be formal or social. Social status represents the rights and responsibilities of the position; for example, the chairperson.
Meetings are the key to shaping the future actions of the organisation and its employees. Teams need to participate in regular meetings to retain their identity and place within the organisation.
Strong leadership skills reflect an understanding of group dynamics and ability to acknowledge power. Match each of the following types of power with its description.
Granted through the organizational hierarchy, i.e. is authority ✘
Personal and positional power
Power to withhold and give rewards, i.e. manager who controls bonuses ✘
Power to force agreement by psychological, emotional, or physical threat ✘
Power derived from knowledge and information ✘
Power stemming from position, e.g. manager or supervisor ✘
Power based on identification, imitation, loyalty, and charisma ✘
There are six critical steps for preparing meetings. Match the following descriptions with Steps 1 to 6 to demonstrate a systematic approach to preparing for meetings.
Step 1 ✘
Confirm meeting arrangements – Includes: date and time, venue, catering, budget, technology, and documentation.
Step 2 ✘
Define the type of meeting – Meeting may be formal or informal, and options include face to face, teleconferencing, videoconferencing, web conferencing, or use of webcams.
Step 3 ✘
Distribute papers/information – All meeting documents, including agenda, to be distributed to attendees prior to meeting.
Step 4 ✘
Notify participants – Participants to be formally notified of meeting prior to meeting so as to enable opportunity to contribute to agenda.
Identify meeting participants – Appropriate individuals to be included in meeting using targeted approach. Formal meetings may require attendance of CEOs, board members, and designated employees.
Step 6 ✘
Clarify meeting purpose –Meeting must align with organizational goals and agendas developed to reflect specific purpose.
Conducting or chairing a meeting the correct way will not only ensure that the meeting runs to time and that objectives are met, but it will also ensure future success of meetings for the organization. For a meeting to be productive, the chairperson should:
Follow organizational requirements and agreed conventions Be prepared with all relevant documentation
Commence the meeting on time
Confirm meeting purpose, as per the agenda
Welcome participants, make introductions, and note apologies
Outline meeting protocol and the timeframe of the meeting, ensuring time efficiency to achieve required outcomes
Ensure that all participants have relevant documentation
Convey that the meeting will follow agreed organizational conventions
Select three of the following attributes that describe an efficient meeting chairperson.
a. Facilitates robust discussion and encourages participation from all attendees
b. Sets the agenda
c. Uses communication strategies and team dynamic awareness skills to resolve issues presented in the meeting
d. Makes all participants speak up
In closing a meeting, which of the following protocols should the chairperson follow? Select one correct answer.
a. Summaries discussion and decisions made, actions to be taken, by whom, and when.
b. Set a time and date for any possible next meeting.
c. Thank everyone for their participation and efforts.
d. All of the above
e. None of the above
Managing meetings requires skill. Participants will exhibit different behaviours, and these will require techniques to manage to ensure that the meeting is kept on track and within timeframes. Consider each of the following behaviours, and match the management technique to each.
Aggressive – is inflexible, out to score points
Maintain control of proceedings; Ask closed questions; Give them something to do
Undermining – is conspiratorial, whispers a lot
Encourage them to speak; Look for hidden agenda
Know it all – is a point of order expert, chats all the time, swings from one idea to another
Encourage participation to bring them back to point in question; Show respect; Be positive
Whinging – is sceptical and defensive
Challenge them; Select them without warning; Motivate them
Retiring and timid – a silent worrier, unwilling to stand their ground
Encourage participation; Ask direct questions; Praise
Blabbermouth – is ill informed, leaps in without thinking
Ask them to help; Respect their expertise; Give them status
Wallower – is half asleep, will agree to anything
Keep to the point in question; Ignore gaffs; Suggest they take notes/minutes
Distracter – is a silent worrier, unwilling to stand their ground, is easily distracted
Give them something to deal with; Separate their words from their manners; Keep cool
As chair of the next staff meeting, you need to brief the minute taker. You need to use organisational protocols for formatting conventions in taking meeting notes and including them in the minutes of the meeting. Select five of the following items to be included in the minutes.
a. Record of the number of meetings held in the last financial year
b. Word-for-word record of discussions
c. Apologies received
d. Record of action items including name of person responsible for each action and action due dates
e. Names of attendees
f. Date and time of meeting commencement and completion
g. Record of decisions made
Prior to disseminating minutes of a meeting, it is not important to ensure they are an accurate and true record of the meeting or that they meet organisational requirements in terms of meeting conventions and procedures.
Meeting documentation may be organised, distributed, and stored in various ways depending upon organisational processes. Which of the following best describes how meeting documentation can be organised, stored, and distributed? Select one answer.
a. Electronically – Files organised in line with organisational requirements, documents may be password protected. Emails provide a source of history, and a management system will be developed for such information
b. Hard copy – Organised and filed in cabinets. Meeting documents may be mailed to participants, with a record of all correspondence to be maintained on file.
c. Both A & B
d. Neither A nor B
It is important to follow organisational procedures for reporting meeting outcomes within designated timelines. This is to ensure which of the following?
a. All recipients are informed in accordance with organisational protocol
b. Items to be actioned can be done so in required timeframe
c. There is more time to undertake more pleasurable tasks
d. All the above
e. A & B A & C
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