Reference no: EM133011340

Project Assessment Iask 1

This task will provide you with an opportunity to demonstrate the knowledge you have obtained through the completion of this unit. You can draw from your own experience and/or research online and use class notes for completion of this task.

1 Collect information on the different types of meetings that can occur in a workplace.

• Describe in detail the difference between formal, semi-formal, and inform meetings and give examples of each
• Describe why these meetings are held
• Who attends these meetings?

2 Research & explain the meeting requirements for the following types of companies:
• Proprietary Company
• Public Company
• Listed Company

3. Define in detail these meeting terms:
• Chairperson
• Secretary
• Treasurer
• Abstention
• Adjournment
• Agenda
• Motion
• Casting vote
• Proxy
• Tabled

4. Select a venue in your area and research and report on the costs for the following:
• Room Hire
• Catering costs
- Morning tea
- Lunch
- Afternoon tea
• Equipment hires
- Overhead projector
- Electronic whiteboard
- Data projector
Information should include details and printouts of Web Pages, brochures. quotes researched.

5. What documentation is required when organising and managing a formal meeting? Include a description of who is responsible for the documentation and indicate any timelines required for this documentation.

6. Write a report on the skills and qualities needed to manage efficient meetings.

7. Describe legal and ethical requirements that you must be aware of while managing a meeting

8. When planning and managing a meeting there are a number of tasks that can, and should be delegated List the types of tasks that could fall in this category and the benefits associated with delegating these tasks to other staff members

9. Read the case study and prepare an agenda for the following meeting:

Case Study:

Coco - Knight Clothing Company (CKCC) will hold a meeting on the first Monday of next month The meeting will take place in the Board Room at CKCC premises - 18 Mary Street, Smithtown. Vic. The meeting is for the Department Managers of CKCC.

The meetings always commence at 2pm. The next meeting will include a varied discussion on topics such as: sales results. new company car acquisition, Italian fabric wholesalers, company travel expenditure, recruitment needs (2 positions to be filled),) scheduling of staff performance appraisals and implementation of new WHS procedure

10 Explain the role of the minute taker and the interaction undertaken before. during, and after a meeting.

11. All communication with participants relating to organising a meeting must be undertaken with culturally appropriate communication techniques Explain what is meant by this

12 Describe the layout you would use for the following meeting types
• Formal presentations to large groups
• Medium-sized participative meetings
• Small meetings for debate and discussion
• Relaxed team meetings for planning and creative sessions

13 Describe in detail the following legislation and how it affects business operations regarding managing meetings?
• anti-discrimination legislation
• ethical principles
• codes of practice
• privacy laws
• Copyright
• Work health and safety

Part 2:

Following on from the 'Case Study Part 1' you are required to chair the meeting you have organised You will be observed by the Trainer/Assessor (based on the Checklist below) in the required aspects of managing a meeting in the simulated work environment provided This will include how you interact with other members of the meeting, utilise your meeting agenda, and the overall managing of the meeting The Trainer/Assessor will delegate the following roles to a group of students
Student 1 Chairperson/Personal Assistant Trainer/Assessor Director
Student 2 Admin Manager
Student 3 Business Development Manager Student 4 Business Development Team Member Student 5 Customer Service Manager
Student 6 Finance Manager
Students 2 to 6 must contribute in the Role Play by asking questions and/or making statements relating to the content in the agenda
Whilst conducting your meeting, you are to ensure that
• Meeting is chaired in accordance with organisational requirements. agreed conventions for
the type of meeting and legal and ethical requirements
• Meeting is conducted to ensure they are focused and time efficient
• Meeting facilitation enables participation, discussion, problem solving and resolution of issues
• Minute taker is briefed on recording meeting notes in accordance with organisational requirements and conventions for the type of meeting

Part 3:
After the meeting, you are to follow up, ensuring that
• Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions
• Minutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organisational requirements
• Outcomes of meeting is reported as required. within designated timelines

Assessment- Task 1

Answer the written questions - you can find some help on the PowerPoint slides.
• Q4 - Research and select a 'Conference package' then report on the costs for the required points. Choose and calculate the package for at least 50 people!-Reference it!!!!
• Q6 - Write a short (250-500 words) report on the skills and qualities to
manage efficient meetings.
• Q9 -Prepare a meeting 'agenda' for the Coco -Knight Clothing Company by using the given information. There is an 'agenda' example on the PowerPoint.

Assessment -Task 2 - Case study Part 1
You are the personal assistant to the National Electronics Company, it is called `Computers R' Us. Three new computer items have been chosen to be added to the company's product range. You have to organise a meeting for launching the new products. You are required to complete the tasks below and submit these documents:
• Write a 'Notice of Meeting' -which will notify the meeting participants
- Develop an 'Agenda' which outlines the meeting's topics for launching the three new computers
• Make a 5-6 slides PowerPoint presentation which will detail the features and benefits of each new product. (3 chosen computers) - You will be using this presentation in Part2!!!!
In the Case study part 1 you need to consider the following:
• Place for the meeting - The Board room is used for the meeting
• Purpose of the meeting - To discuss the new products (3 different computers)
• Chairperson of the meeting: is the Business Manager, and will conduct a PowerPoint presentation.
• Invited people - Admin Manager, Business Development Manager, 5 Business Development Team Members, Customer Service Manager, Finance Manager, Customer Representatives
• Resources required are: desks, chairs, data projector, projection screen, computer/ laptop, whiteboard, whiteboard markers
Part 2 -Role play
Presentation (5-6 slides of PowerPoint)
Now you are the 'development manager' and required to chair the meeting what you have organised in Part 1. This will include how you interact with others. utilise your meeting agenda, and overall managing the meeting....

Part 3
Follow up:
• Now you are the 'minute taker' and required to complete a 'Meeting Minutes' about your meeting you have 'conducted in Part2, so summarises the topics and activities being discussed on your meeting.
• MINUTES must include:
• Attendees of meeting
• Contain details of the meeting
• Contain details of the discussion of agenda items
• Contain details of any resolutions or recommendations made at the meeting
• You are also required to write a short REPORT (250-500 words) about the outcomes of the meeting ... For example:
- Where, When, How was the meeting held....
-Who attended or didn't attend the meeting.
- Any other topic was discussed...
-Which computers will be launched....
-What are the features of the chosen computers.
-How much budget will be required to launch it...
-Why has the management decided to launch those items etc...
-When is the next meeting?