Reference no: EM132507606 , Length: word count:2500

BSBADM502 Manage Meetings - Australian Centre of Further Education

Task overview You are required to complete a scenario based project and prepare a set of documents accordingly.

This is an open book assessment. You will do this task in the classroom or as homework. There is no time limit in completing this assessment.

Project Scenario

You have been promoted as the project manager for the national technology upgrade project. The project commences in two weeks. You report directly to the project management office. The project team includes a technology team of three developers, two business analysts, a junior project administrator, a change manager and a training specialist. There are also two subject matter experts from different parts of the business who will be involved in the project and available to you, as required. One of them is in Canberra and the other is based in Perth. The organisation has engaged an external technology company to implement the technology solution. They have provided two resources officers who work onsite at the Melbourne office for the period of the project. However, they do not have access to the organisation's network.

As part of your role, you are required to organise and manage a number of project team meetings, including conducting and chairing these meetings. The junior project administrator's role is to assist you with a range of administrative tasks, including meeting preparation and minute-taking. You are to brief her prior to the meetings on her role and agreed methods of recording notes for your meetings.

Refer to Attachment 1-Project Scope Document. It provides the names of the project team members.

Prepare a portfolio by completing all the following tasks and meeting all the requirements included in the following four areas:

Question 1. (P1) Read the information in Attachment 1- National Technology Update Project Scope. Develop an agenda (use the template Attachment 2-Project Meeting Agenda Template) for the first project team meeting using the project meeting agenda template. Refer specifically to Attachment 3-Meeting Procedures and Attachment 4-Information Management Policy when completing this task. The first project meeting must include:
• Introduction to all project team members
• Discuss the Phase 2 of the project "Assembly of components of upgrade" (refer to Attachment 1 for more details), allocation of work etc.

Question 2. (P2) Write a paragraph to describe the meeting style and structure that you believe is appropriate for the purposes of this project group and explain why.

Question 3. (P3) Given the geographical separation of the project team participants, you are required to determine the appropriate form, channel and mode of communications to use for the project meetings. Justify how your choice suits the participants and the meeting purpose

Question 4. (P4) Write a paragraph including the following information:
• Identify participants of the first project meeting and explain why they should be invited.
• How to send out invitations and other notifications as required according to ABC Company's meeting procedures (Attachment 3).

Question 5. (P5) Prepare an action plan for preparing the first project meeting. This should include
• Confirming and making meeting arrangements according to the requirements of the meetings and participants.
• despatching meeting paper to participants within designated timelines according to ABC Company meeting procedures (Attachment 3).

Question 6. (P6) The minute-taker for the project meetings will be the junior project administrator. Prepare a checklist of items that you will need to brief this person on, regarding taking minutes for the meetings.

Question 7. (P7) Describe how you will ensure that meeting minutes and other relevant notes taken by yourself and other participants will reflect a true and accurate record of the meeting.

Question 8. (P8) Use the document style guide to explain how you will ensure the meeting documentation, including agenda, minutes and reports, are in accordance with the style guide requirements.

Question 9. (P9) Use the information management procedures to prepare a checklist for the junior project administrator that outlines how you want to record, distribute and store the minutes and other associated documentation of the project meetings.

Question 10. (P10) Prepare a short report for senior management that outlines your plans for running the project meetings. It should also highlight any issues or difficulties that you envisage may occur in conducting the meetings. As this is being presented to senior management, ensure that the information presented is accurate and complete.

Attachment:- Manage Meetings.rar