Unit Code and Name BSBADM405B Organize meetings Assessment No & Type ASSESSMENT 1_PROJECT_ GROUP-INDIVIDUAL_REVIEW OF AUTHENTICATED DOCUMENTS Student Name, ID & Sign Assessor Name Submission Date STUDENT DECLARATION Please tick to indicate that you/group understand the following statements: I/We declare that: • This assignment is my/our own original work, except where I/We have appropriately cited the original source (Appropriate citation of original work will vary from discipline to discipline). • This assignment has not previously been submitted for assessment in this or any other subject. For the purposes of assessment, I/We give the assessor of this assignment the permission to: • Reproduce this assignment and provide a copy to another member of staff; and • Take steps to authenticate the assignment, including communicating a copy of this assignment to a checking service (which may retain a copy of the assignment on its database for future plagiarism checking). Vocational Unit Outcome: Satisfactory (S) Not Yet Satisfactory (NS) Resubmission (RS) TRAINER FEEDBACK ON OUTCOME PROJECT: REVIEW OF AUTHENTICATED DOCUMENTS FROM THE SIMULATED WORKPLACE TRAINING ENVIRONMENT Society and workplaces have become more complex. Meetings increasingly play an important role in the management of every aspect of our lives. Therefore it is important that meetings are well organised. Your reason for calling a meeting is normally based on the objective. For example, do you need to solve a problem? Make a decision? Inform a group about an issue? Check the status of the project? There are identified skills and knowledge required to organise meetings that include making arrangements, liaising with participants, and developing and distributing meeting related documentation. The skills enable the organiser to achieve a well organised, time efficient and outcomes based meeting. The meeting organiser needs to: ? Identify the type of meeting and its purpose ? Identify and comply with legal and ethical requirements ? Identify requirements of meeting and participants ? Make meeting arrangements in accordance with requirements of meeting ? Advise participants of meeting details ? Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements ? Check documentation for accuracy and correct any errors ? Distribute documentation to participants within designated time lines ? Prepare spare sets of documents. ? Take notes with the required speed and accuracy to ensure an accurate record of the meeting ? Produce minutes that reflect a true and accurate account of the meeting ? Check minutes for accuracy and submit for approval by the nominated person ? Despatch copies of minutes within designated time lines. Instructions Here are two case studies providing workplace examples of the situations and skills covered in this topic. PROJECT_PART A_25% WEIGHT Read the following simulated scenario and write down your response to the questions: Stage 1 Ngoc works for SmartTech, a computer sales company. Each quarter, a Regional Sales meeting is held where a representative from each Region comes to head office to discuss any concerns raised by the sales staff, possible sales initiatives, customer satisfaction results and technical concerns. They are also briefed on any actions planned by the head office team. The next meeting will be held from 9.30 a.m. February 10 and conclude at 3 p.m. on 11 February. The meeting is held in the boardroom at SmartTech head office in Sydney. Ngoc is responsible for coordinating flights, accommodation and catering for the two day event. Representatives are expected to arrive the night before and make their own dinner arrangements for that evening, however, they are invited to attend a group dinner on 10 February, which Ngoc organises. Ngoc also coordinates documentation for these meetings. Two weeks before each meeting, the Regions must submit, in writing, any items they would like addressed by either the Sales, Warranty, Repairs or Marketing Department. Ngoc is responsible for providing these to the relevant managers and ensuring that their written responses to these concerns are circulated before the meeting. Managers of each Department are invited to attend the meeting and address any questions about their written responses, and also to deliver presentations on any relevant initiatives. They are provided with a time to attend for their pat of the meeting. The Regional Sales meeting is a big event for Ngoc and her manager, Gavin. And in her weekly one on-one meetings with Gavin, she provides a status report of how preparations are progressing. She does this by reviewing a checklist of key activities against her schedule. The entire two-day meeting is attended by: Meeting Chairman: Gavin Corcoran, Sales Manager Ngoc Luong, Sales administration assistant Regional Representatives Colin Werner Brisbane office Wayne Poletto Adelaide office Cary Hay Perth office Rebecca Stackpole Melbourne office Brian Phan Sydney office Helen Haikalis Hobart office (has advised she will be on annual leave) Department Managers will attend the meeting at stated times on the agenda: Frank Di Luca Warranty Manager Ray Price Repairs Manager Catherine Peeler Marketing Manager Stage 2 Day one meeting report The meeting began at 9.30 with a welcome from the sales manager, Gavin Corcoran, who briefly outlined the agenda for the next two days. The minutes from the November meeting were reviewed. During this meeting, Wayne and Cary had agreed to provide feedback to Ray Price about particular technical concerns which they had noticed in their Regions by January. Since this information had not been received before the meeting, this was tabled as an additional agenda item when Ray attended the next day. The minutes were then accepted. Each member presented their sales report for their region and listed their key concerns. All Regions except Sydney were behind target. There was considerable discussion about reasons for this. Wayne Poletto felt that the targets for Adelaide had been increased unreasonably versus last year and were not achievable. He requested relief on these targets by 10 per cent. This sparked heated debate from other regions, who felt this would be unfair. Gavin asked Wayne to prepare a summary of his reasons for feeling the targets were unachievable and submit it to him for consideration. He agreed that any changes should be equitable among Regions. Rebecca was frustrated that their competitors, Excellent Electronics, seemed to have a much stronger marketing presence than SmartTech. She showed examples of advertisements from local press and mailbox drops which she felt were superior to SmartTech. Gavin asked Rebecca to give them to Catherine. Frank Di Luca attended to hear feedback on the written responses he had provided to the group. The first three simply clarified policy queries. The fourth item was from the Brisbane office, about a long running dispute between head office and a disgruntled customer who felt their machine should be repaired under warranty. This customer was threatening to contact the media about their treatment. Frank asked Colin to schedule a telephone call between the customers, Colin and Frank to resolve the issue. Catherine attended to present the details of their upcoming marketing initiatives. Rebecca asked if she could compare the advertising schedule to the schedule for Excellent Electronics. Catherine responded that their schedule fully exhausted their budget for the quarter and no more could be planned. She agreed to review the materials provided by Rebecca and consider them for the next quarter. She also asked that attendees keep details of marketing initiatives confidential. The meeting closed for the first day at 4.30 p.m.; attendees were reminded that the dinner would commence at the restaurant at 7 p.m. and the following day’s discussion would begin at 8.30 a.m. in the same location. Task 1 a. Develop a time line which will allow Ngoc to prepare for the meeting, organise travel and accommodation etc, This will also include collecting the items from the Regional staff, collecting responses from the Department managers and issue the responses to the Regional attendees., as well as discussion of any other items raised by Gavin. Explain the reasons for your timings. b. Prepare a check list of key activities for Ngoc to use in her weekly meetings with her manager, Gavin. c. Prepare a meeting agenda d. Prepare the minutes for the first day of the meeting, based on the items above SUGGESTED WEBSITES Week wise MEETING CHECKLIST, PLANNING AND TIMELINE can be found: http://www.afj.org/wp-content/uploads/2013/10/ACTIVIST-CHECKLIST-AND-SAMPLE-TIMELINE.pdf MEETING MINUTES TEMPLATES o http://www.eduweb.vic.gov.au/edulibrary/public/schacc/TMPLTminutesagenda.pdf PROJECT_PART B_25% WEIGHT You or your group are to read the scenario below then complete the questions on a separate piece of paper an attached to your assessment. Scenario: Hiroko is the administrative assistant for Wally, the general manager of City Cars, a group of vehicle dealerships with locations in Melbourne, Sydney and Adelaide. Hiroko is based at the head office in Melbourne. She will be taking maternity leave shortly, so Wally has asked her to prepare detailed notes covering each of her major responsibilities. One of these responsibilities is to coordinate several important meetings. Hiroko organises the a) Bi-monthly board meetings, b) the fortnightly meetings between department heads at the Melbourne location, and c) the monthly meetings between the operations managers of each site. The Board meeting routinely includes discussion of the current sales performance for each location and each department, review of the latest financial results, decisions on any facility changes, and status reports on proposed new Service Department locations. The Department meeting includes a short report on sales versus expenses target for each manager, staffing issues, sharing information on key initiatives for each department, training initiatives and updates for the managers from Wally and the operations manager Donald, to the rest of the team. The Operations Managers meeting includes a finance report, sales report and discussion of key concerns and initiatives. Murray Naismith attends to present the Finance Report. Other managers are invited as required by discussion items on the agenda. Each meeting may also include different items depending on current business concerns. It is Hiroko’s responsibility to ensure that the agenda is prepared and the reports required for each meeting are available for distribution to the meeting members on the day prior to the meeting. Hiroko decides to create a detailed work instruction, agenda and minutes templates she can use for each for each of the meetings. The board members are: I. Wally Spychala Chairman and General Manager, City Cars II. Francine Spychala Treasurer III. Donald Spychala Operations manager, City Cars Melbourne IV. Graeme Bryar Board member V. Eva Phlorides Board member Administrative assistant/ secretary to the Board: (currently performed by Hiroko) The Operations Managers are: I. Donald Spychala Operations manager, City Cars Melbourne II. Greg Spiteri Operations manager, City Cars Sydney III. John Robinson Operations manager, City Cars Adelaide The Department Managers are: I. Donald Spychala Operations manager, City Cars Melbourne II. Adem Ali New car sales manager III. Margaret Grinsted Used car sales manager IV. Mark Edwards Service manager V. Denise Farfalla Marketing manager VI. Trevor Cash Parts manager VII. Murray Naismith Finance manager TASK: a. Prepare a work instruction template for issuing notices of the Board meeting b. Prepare a sample agenda for the Operations managers meeting to be held at the Melbourne location at 10 a.m. on 14 November 2008 which Hiroko could include in the work instructions as an example. c. Prepare a minute’s template for the Department managers meeting with sales report summaries, staffing and training items, GM update, operational report summary and follow-up action items. Unit Code and Name BSBADM405B Organize Meetings Assessment No & Type WRITTEN RESPONSE Student Name, ID& Sign Assessor Name Submission Date Read The Following Instructions Carefully 1. Do not commence your assessment until you are told to do so. 2. You should have valid Student ID card and should present your ID Card if your assessor ask for it. 3. Cheating will not be tolerated. Disciplinary action will be taken against anyone who attempts to cheat. 4. Communication devices (e.g., Mobile phones, PDAs, pagers etc.) are to be kept Switched-Off and should be placed inside your bag or surrendered to the assessor. 5. Computers are not to be used except as specified in the assessment. 6. If you think there are any special reasons why you may perform poorly in this assessment, please inform your assessor now. 7. Read each question carefully before attempting to answer. 8. Do not take the assessment questions out of the room. Other Important Instructions 1. If you use your mobile/any electronic devices (Except Normal Calculator) for cheating / unethical means 50% mark will be deducted from whatever the mark you achieved. 2. Whispering/talking with friends not permitted, either you or both will receive deduction of marks 3. Sharing any materials are not permitted; Marks may be deducted for both supplier and user. 4. Use of any language other than English is not acceptable, disciplinary action will be taken. Thanks for reading and acknowledging the rules, policies and procedures. Good luck on your exam. Vocational Unit Outcome: ? Satisfactory (S) ? Not Yet Satisfactory (NS) ? Resubmission (RS) TRAINER FEEDBACK ON OUTCOME WRITTEN QUESTIONS_50%_Each Question is Carrying 10 Marks (Converted to 50% weight) NO PC QUESTIONS VOC OUTCOME S NS 1 1.1 Classify the various meeting types and for any one type, explain some of the purposes this type of meeting may have. 2 1.2, 1.5 Explain why it is important to have a meeting agenda and how a meeting agenda could improve participants meeting engagement? Discuss some of legal and ethical concerns that the convener of a business meeting may need to address? 3 1.4, 2.1, 2.2, 3.2 Select and name the common pieces of accurate and error free documentation required for meetings and what attributes should they display? 4 1.3, 2.3, 3.3, 3.4 Outline and organize the key factors to consider when distributing meeting documents, and recording and producing minutes within the designated timeline? 5 3.4 Give an example of an appropriate process for preparing and circulating minutes for a Formal and confidential board meeting? 6 3.1 Explain why it is important to take accurate minutes of a meeting but not to record the conversation verbatim. 7 2.4 Outline why it is important to prepare a few extra sets of meeting papers. 8 3.3 Appraise 3 (THREE) techniques that you could use to check your minutes before distributing them.