Reference no: EM133151768

Assessment Task: Case Study and Roleplays

TASK SUMMARY:
You are required to complete all four (4) activities satisfactorily for this task.

Case Study - Background Information

You are the Operations Manager of Coffee Bag's Café. Coffee Bags is a well-known local brand and has five (5) store locations, and has recently expanded its mobile food truck fleet to three (3) mobile food trucks.

It is Thursday afternoon and one of the Mobile food trucks has broken down and at the mechanics to be repaired. You have been advised that the truck will not be back in service for one (1) week and all three trucks have booking for this coming Saturday night.

The General Manager has asked you to chair an emergency meeting with all three (3) mobile food truck operators, with the aim to resolve the issue and maintain all three (3) bookings without causing customer disruption.
Booking for Saturday night are as following:
1) 50th Birthday (Private house) 7pm - 11pm
2) Sporting Event (Street location) 4pm - 10pm
3) Nightclubs (Street Location) 9pm - 3am

Activity 1
Conduct an Emergency Meeting (roleplay)
For this task, you are required to access the Handout: Coffee Bags Café Meeting Policy & Procedure, review the document and Chair an Emergency Meeting with the three (3) Mobile Food Truck Operators to discuss, problem-solve and establish a resolution to the current issue to ensure customer bookings are not disrupted, in accordance with the Meeting Policy & Procedure.

You must brief the minute-taker prior to the meeting on the method for recording the meeting notes in accordance with the Meeting Policy & Procedure for an Emergency Meeting. You will need to ensure the meeting is focused, time efficent and achieve the required outcome.

You must:
a) Brief the minute -taker prior to the meeting
At the meeting, you must ensure each of the following:
b) Discuss the issue (Two (2) trucks and three (3) bookings)
c) Outline the desired resolution (customer bookings are not disrupted)
d) Discuss potential solutions which maintain legal and ethical requirements
e) Ensure all attendees actively participate
f) Ensure verbal exchange uses appropriate style, tone and vocabulary for attendees
g) Listen to specific information during the meeting
h) Ask questions and listen to responses to clarify understanding

Your assessor will play the role of the minute-taker and ask other students (not being assessed during the simulated meeting) to play the role of the three (3) Mobile Food Truck Operators.

Roleplay Cast:
As a minimum the following individuals will be at the meeting;
- Minute-taker (Assessor)
- Mobile Food Truck Operators #1 (Classmates)
- Mobile Food Truck Operators#2 (Classmates)
- Mobile Food Truck Operators#3 (Classmates)

Activity 2
Review transcribed meeting minutes
You are required to request a copy of the recorded Minutes for the Emergency Meeting in Activity 1 from the minute-taker. Check the transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with the organisations Meeting Policy & Procedures.
Distribute meeting minutes via email
Once satisfied, you must sign the meeting minutes to confirm they are a true and accurate record of the meeting and distribute minutes via email to meeting participants.
Write an Email
Your assessor will provide you with an email address, so you can submit this assessment activity via email to your assessor.

In this email, you must include the following:
1) Address email to meeting attendees
2) Find attached meeting minutes for your reference
3) Attach signed meeting minutes

Activity 3
Complete the following Questions

Question 1
Where will you store the meeting minutes following distribution to meeting attendees

Question 2
Following the Meeting, the General Manager has requested an update on the outcome of the meeting. Outline below the resolution of the meeting for the General Manager.

Activity 4
Background information

It is now Monday Morning, following the Saturday night with three (3) bookings.
You have been asked by the General Manager to hold a quick informal meeting (no minutes required) to establish the outcomes (success/ lessons learnt) from Saturday night.

All mobile truck operators are currently in the office and available for a quick chat.

Conduct aFollow-up Meeting(roleplay)
For this task, you are required toconduct an informalfollow-up meeting with Mobile Food Truck Operators to discuss the outcome/s from the event on Saturday night.

During the meeting you must:
1) Request for information and feedback from the event from Saturday night
2) Use active listening techniques to establish outcomes

Your assessor will play the role of the Mobile Food Truck Operator #1, and ask other students (not being assessed during the simulated meeting) to play the role of Mobile Food Truck Operator #2 and Mobile Food Truck Operator #3.

Roleplay Cast:
As a minimum the following individuals will be at the meeting;
- Mobile Food Truck Operator #1 (Assessor)
- Mobile Food Truck Operator #2 (Classmates)
- Mobile Food Truck Operator #3 (Classmates)