Project 1

• Overview:

  Within this project, you are required demonstrate your skills and knowledge to manage a range of meetings including overseeing the meeting preparation processes, chairing the meetings, organising the minutes and reporting meeting outcomes.

  You are required to prepare documents and make arrangements prior to conducting two separate meetings. Specifically, you will be required to:

  • Develop agendas
  • Confirm meeting arrangements
  • Identify and notify meeting participants
  • Distribute meeting minutes
  • Report meeting outcomes

  If you are currently in a workplace, you are strongly encouraged to complete the tasks using the workplace version of this assessment. You will need to nominate a workplace supervisor who will be able to observe you completing the tasks within this project. Contact your trainer/assessor to obtain the workplace version of this project.

  Where a current workplace in not available, you must conduct your practical assessment in an environment where conditions are typical of those experienced in a workplace. Therefore, you must complete the following assessment using the simulated company MaxiTools.

  Before commencing this project, you are required to discuss the best pathway for completion with your trainer/assessor.

  Resources required:

  To complete this project via the simulated workplace assessment option, you will need access to the following:

  • A computer with internet connection
  • A printer and printing paper
  • Email
  • Phone
  • Microsoft Office Software including Word, Excel and PowerPoint
  • A Video camera or mobile phone with video recording capabilities
  • A safe environment to conduct the role play activity
  • MaxiTools case study overview
  • Task 4 observation checklist
  • Task 5 observation checklist
  • Task 5 formal and informal character briefs
  • MaxiTools meeting policy and procedures
  • MaxiTools style guide
  • MaxiTools Christmas Party venue quotes
  • Agenda template
  • Meeting minutes template
  • Email template
• 1

  Task 1 - Develop Meeting Agendas

  You must develop a meeting agenda for one formal meeting and one informal meeting in accordance with the MaxiTools Meeting Policy and Procedure.

  Please read the BSBADM502 Case Study Overview document and the MaxiTools Christmas Party Venue Quotes document for information regarding the two meetings that you will conduct within this project.

  Your trainer/assessor would have emailed all supporting documents to you.

  1. Develop two meeting agendas ensuring that the style and structure of your meetings are appropriate to their purpose. Please ensure that you use the MaxiTools Meeting Agenda Template provided.

     Ensure your two meeting agendas cover the following:

     • Meeting description
     • Date of meeting
     • Start and finish times of meeting
     • Venue
     • Chairperson
     • Minute taker
     • Attendees
     • Agenda items
     • Start and finish times for each topic

     Save both meeting agendas in accordance with MaxiTools policies and procedures (See MaxiTools Style Guide). Upload your meeting agendas in the space provided below.

     Note: you can only upload one document or zipped/compressed folder in the space provided below. When uploading more than one document, you will need to upload a zipped folder containing the documents.

  Maxi-Tools-Informal-Meeting-Agenda.docx (17.7 KB) | Remove

  Upload a file (7MB max)

• 2

  Task 2 Organise and Confirm Meeting Arrangements

  For the purpose of this task, your trainer/assessor will play the role of Sandy Cohen.

  1. Sandy Cohen is the Receptionist at the MaxiTools Brisbane Head Office. She is in charge of all room bookings, equipment hire and catering. Write an email/s to Sandy to request the room booking, equipment hire and catering required for each meeting.
  2. Save a copy of the email/s and Sandys response as a PDF. Upload your email correspondence in the space provided below.

  Note: You must actually send the email/s to your trainer/assessor. They will play the role of Sandy Cohen and respond with confirmation of room booking, equipment hire and catering.

  Email-Informal-Meeting.docx (17.6 KB) | Remove

  Upload a file (7MB max)

• 3

  Task 3 Invite Meeting Attendees

  Your meeting arrangements have now been confirmed so you are ready to send invitations to your attendees for your two meetings

  1. Develop an email invite for the attendees of each meeting. Please note that you are not required to actually send the meeting invites.

     An email template has been provided. Complete all the email fields within the template including your name and email address.

  2. The invitations must be sent within the specified timeframe as outlined in the MaxiTools Meeting Policy and Procedure.

     You must include the following details:

     • Purpose of the meeting
     • Date of the meeting
     • Start and finish times of the meeting
     • Preparations needed for the meeting
     • A copy of the meeting agenda
     • A copy of any additional documentation

  3. Save the email invites to PDF. Upload your email invites in the space provided below.

  Email-Formal-Meeting (1).docx (17.8 KB) | Remove

  Upload a file (7MB max)

• 4

  Task 4 Brief the Minute Taker

  This task must be conducted as a role play activity.

  You will require one (1) volunteer to play the role of the minute taker for your formal and informal meetings.

  1. Before your meetings are due to commence, brief your nominated minute taker/s on their role. When briefing your minute taker/s, you must advise them on the method of recording the meeting minutes as outlined in your companies meeting procedures.

  2. You will need to video record yourself briefing the minute taker/s.

     Save a copy of the video recordings for submission. You will be required to share the video recordings via Dropbox. Your trainer/assessor will review the video recordings and assess you based on the Task 4 Observation Checklist provided.

     Note: you must brief the minute taker on the requirements for both the informal meeting and the formal meeting. This can be completed in one video recording or separated into two video recordings (one for each meeting).

  Upload a file (7MB max)

• 5

  Task 5 - Conduct Meetings

  This task must be conducted as a role play activity using the Case Study Overview document and the Formal and Informal Meeting Character Briefs that have been provided.

  You will require three (3) volunteers to play the roles of three (3) staff members. Your volunteers must participate in the two meetings by following the character brief instructions. Please ensure that you give each of your volunteers a copy of their character brief prior to commencing the meetings.

  1. You are required to chair and facilitate the two meetings that you have arranged. The meetings should be productive ensuring you achieve the required outcomes within the timeframe allocated. They should also enable the attendees to participate in discussions and problem-solving activities to resolve any issues raised during the meeting. There should be at least one issue raised during each meeting.
  2. You will need to video record your meetings. Save a copy of the video recordings for submission. You will be required to share the video recordings via Dropbox. Your trainer will review the video recording and assess you based on the Task 6 Observation Checklist provided.
  3. Collect the meeting minutes from the minute taker after the conclusion of each meeting.

  4. Save the following documents and upload them in the space provided below.

     • Meeting minutes for the informal meeting
     • Meeting minutes for the formal meeting

  Upload a file (7MB max)

• 6

  Task 6 Follow Up Meetings

  1. You are required to carefully read the minutes taken by the minute taker. Re-write the minutes for each meeting to edit and correct grammar and spelling errors whilst ensuring that they accurately reflect the meetings events.
  2. Write an email for the purpose of distributing the final copy of the minutes to the meeting attendees. Ensure that you comply with MaxiTools policies and procedures regarding time frames in which they must be distributed. Please note that you are not required to actually send the emails. Instead, use the email template provided.
  3. Save the emails and final copy of meeting minutes as PDF. Upload the documents in the space provided below.

  Upload a file (7MB max)

• 7

  Task 7 Report Meeting Outcomes

  1. You are required to report the outcomes of the meetings and store the meeting minutes in accordance with your organisations policies and procedures.

  2. Write an email to the following people reporting the outcomes of the meetings.

     • Annual Christmas Party Report to Tom Pale, MaxiTools Managing Director
     • Supplier Product Malfunction Report to Greg Swain, MaxiTools CEO. Cc Tom Pale, MaxiTools Managing Director.

  3. Please note that you are not required to actually send the emails. Instead, use the email template provided.

  4. Save the emails as PDF. Upload the documents in the space provided below.