2260602965450 Adept Owl GamesCompany Company InformationTable of Contents

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TOC h z t "AdeptOwl - Heading 2,2,AdeptOwl - Heading 3,3,AdeptOwl - Heading 1,1,AdeptOwl - Section Title,4" n "4-4" Adept Owl GamesCompany Company InformationAdept Owl Business Plan (excerpt) PAGEREF _Toc402509040 h 1Mission PAGEREF _Toc402509041 h 1Vision PAGEREF _Toc402509042 h 1Values PAGEREF _Toc402509043 h 1Strategic directions PAGEREF _Toc402509044 h 1Adept Owl Organisational Chart PAGEREF _Toc402509045 h 2Adept Owl GamesCompany Policies and ProceduresAdept Owl Code of Conduct PAGEREF _Toc402509047 h 4Adept Owl Anti-discrimination PolicyandProcedures PAGEREF _Toc402509048 h 5Policy PAGEREF _Toc402509049 h 5Procedures PAGEREF _Toc402509050 h 5Reasonable adjustment PAGEREF _Toc402509051 h 5Adept Owl Office Equipment Use PolicyandProcedures PAGEREF _Toc402509052 h 7Policy PAGEREF _Toc402509053 h 7Procedures PAGEREF _Toc402509054 h 7Photocopier and printers PAGEREF _Toc402509055 h 7Binder and laminator PAGEREF _Toc402509056 h 7Shredder PAGEREF _Toc402509057 h 8Telephones PAGEREF _Toc402509058 h 8Fax machine PAGEREF _Toc402509059 h 8Adept Owl Stationery and Consumables PolicyandProcedures PAGEREF _Toc402509060 h 10Policy PAGEREF _Toc402509061 h 10Procedures PAGEREF _Toc402509062 h 10Purchase PAGEREF _Toc402509063 h 10Replacement of consumables PAGEREF _Toc402509064 h 10Maintenance/servicing PAGEREF _Toc402509065 h 10Adept Owl Computer Use PolicyandProcedures PAGEREF _Toc402509066 h 11Policy PAGEREF _Toc402509067 h 11Procedures PAGEREF _Toc402509068 h 11Hardware PAGEREF _Toc402509069 h 11Software programs PAGEREF _Toc402509070 h 12Virus protection PAGEREF _Toc402509071 h 13Adept Owl Recordkeeping PolicyandProcedures PAGEREF _Toc402509072 h 14Adept Owl Electronic Communication PolicyandProcedures PAGEREF _Toc402509073 h 15Policy PAGEREF _Toc402509074 h 15Procedures PAGEREF _Toc402509075 h 15Allocation and access PAGEREF _Toc402509076 h 15Authorised use PAGEREF _Toc402509077 h 15Inappropriate use PAGEREF _Toc402509078 h 16Communicating information PAGEREF _Toc402509079 h 18Adept Owl Meetings PolicyandProcedures PAGEREF _Toc402509080 h 19Policy PAGEREF _Toc402509081 h 19Procedures PAGEREF _Toc402509082 h 19Planning meetings PAGEREF _Toc402509083 h 19Conducting/chairing meetings PAGEREF _Toc402509084 h 20Attending meetings PAGEREF _Toc402509085 h 20Following up meetings PAGEREF _Toc402509086 h 20Adept Owl Privacy Policy PAGEREF _Toc402509087 h 22What is personal information? PAGEREF _Toc402509088 h 22How does Adept Owl collect and use personal information? PAGEREF _Toc402509089 h 22What happens if you dont provide personal information? PAGEREF _Toc402509090 h 22To whom do we disclose personal information? PAGEREF _Toc402509091 h 22How do we protect personal information? PAGEREF _Toc402509092 h 22What about information you provide in job applications? PAGEREF _Toc402509093 h 23Is the personal information we hold accurate? PAGEREF _Toc402509094 h 23How can you access or correct the personal information we hold about you? PAGEREF _Toc402509095 h 23Adept Owls website privacy policy PAGEREF _Toc402509096 h 23Use of cookies PAGEREF _Toc402509097 h 24Disposal of personal information PAGEREF _Toc402509098 h 24Adept Owl Procurement and Preferred Suppliers Policy and Procedures PAGEREF _Toc402509099 h 25Principles governing the procurement process PAGEREF _Toc402509100 h 25Summary of procurement policy delegations PAGEREF _Toc402509101 h 28Adept Owl List of preferred suppliers PAGEREF _Toc402509102 h 29Sustainability principles PAGEREF _Toc402509103 h 32Waste management PAGEREF _Toc402509104 h 33Yearly environmental audit PAGEREF _Toc402509105 h 33Adept Owl GamesCompany StyleGuidePurpose of This Style Guide PAGEREF _Toc402509107 h 36Document/Communication Types PAGEREF _Toc402509108 h 36Writing Documents PAGEREF _Toc402509109 h 36Distributing Documents PAGEREF _Toc402509110 h 37Document Storage PAGEREF _Toc402509111 h 38Letters PAGEREF _Toc402509112 h 39Memoranda PAGEREF _Toc402509113 h 39Email PAGEREF _Toc402509114 h 39Meeting agendas* PAGEREF _Toc402509115 h 40Meeting minutes* PAGEREF _Toc402509116 h 41General Style Requirements PAGEREF _Toc402509117 h 42Page Layout PAGEREF _Toc402509118 h 42Fonts PAGEREF _Toc402509119 h 42Heading One PAGEREF _Toc402509120 h 42Heading Two PAGEREF _Toc402509121 h 42Heading three PAGEREF _Toc402509122 h 42Logo PAGEREF _Toc402509123 h 42Language Requirements PAGEREF _Toc402509124 h 44Tables PAGEREF _Toc402509125 h 45Specific Document Requirements PAGEREF _Toc402509126 h 46Letters PAGEREF _Toc402509127 h 46Memoranda PAGEREF _Toc402509128 h 48Emails PAGEREF _Toc402509129 h 49Meeting Agendas PAGEREF _Toc402509130 h 50Meeting Minutes PAGEREF _Toc402509131 h 51Template 1: Formal PAGEREF _Toc402509132 h 56Template 2: History of Correspondence PAGEREF _Toc402509133 h 57

Adept Owl Business Plan (excerpt)From Adept Owl business plan FY 20122013433808478740MissionAdept Owl aims to produce high-quality, entertaining board, card and puzzle games for the enjoyment of all ages.

VisionTo establish, within five years, the reputation of Adept Owl as one of the finest, most innovative and entertaining board game developers in Australia.

Values

customer focus

actively encourage excellence, innovation and continuous improvement

work collaboratively and consultatively with integrity, professionalism and teamwork

recognise the diversity and expertise of Adept Owl employees

sustainable manufacturing practices.

Strategic directionsThe strategic context in which Adept Owl will achieve its mission and vision is through:

engaging with customers

developing and improving products and production

supporting innovative thinking, management and leadership skills

creating a high-performing organisation

ensuring sustainable materials and processes are used in manufacture and distribution.

Adept Owl Organisational Chart

2260602965450 Adept Owl GamesCompany Policies and Procedures

Adept Owl Code of ConductAdept Owl acknowledges its role as a responsible corporate citizen. Adept Owls success will result not simply from satisfying specific needs for quality products at reasonable prices, but from conducting its business with integrity and in accordance with the core values of the organisation.

Employees and officers of Adept Owl are expected to:

respect and support the core values of the organisation:

customer focus

actively encourage excellence, innovation and continuous improvement

work collaboratively and consultatively with integrity, professionalism and teamwork

recognise the diversity and expertise of Adept Owl employees

sustainable manufacturing practices.

respect others and treat others (colleagues, managers, reports, clients, customers and organisational stakeholders) with fairness

act in accordance with relevant legislation, standards and industry codes of practice

act honestly to protect the reputation of Adept Owl; avoid the fact or appearance of conflict of interest

protect the privacy of others in accordance with organisational privacy and recordkeeping policies.

Adept Owl Anti-discrimination PolicyandProceduresPolicyThe purpose of this policy is to ensure transactions with customers of Adept Owl and other employees are handled fairly and transparently and in accordance with organisational and legal requirements. Generally, it is unlawful to discriminate on the basis of the following 16 characteristics:

sex

relationship status

pregnancy

parental status

breastfeeding

age

race

impairment

religious belief or religious activity political belief or activity

trade union activity

lawful sexual activity

gender identity

sexuality

family responsibilities

association with, or relation to, a person identified on the basis of the above.

The scope of this policy covers all employees and contractors of Adept Owl.

Responsibility for the implementation of this policy rests with all employees, contractors and management of Adept Owl.

Privacy Act 1988 (Cwlth)

Anti-discrimination Act 1977 (NSW)

Age Discrimination Act 2004 (Cwlth)

Australian Human Rights Commission Act 1986 (Cwlth)

Disability Discrimination Act 1992 (Cwlth)

Racial Discrimination Act 1975 (Cwlth)

Sex Discrimination Act 1984 (Cwlth).

ProceduresAll staff will comply with the following procedure when applying reasonable adjustments.

Reasonable adjustmentReasonable adjustments are changes that allow people with a disability to work safely and productively.

Adept Owl will make reasonable adjustments for a person with a disability who both:

applies for a job, is offered employment, or is an employee

requires the adjustments in order to participate in the recruitment process or perform the genuine and reasonable requirements of the job.

Examples of reasonable adjustments can include:

reviewing and, if necessary, adjusting the performance requirements of the job

arranging flexibility in work hours

providing telephone typewriter (TTY) phone access for employees with hearing or speech impairments

purchasing screen reading software for employees with a vision impairment

approving more regular breaks for people with chronic pain or fatigue

buying desks with adjustable heights for people using a wheelchair.

When thinking about reasonable adjustments, Adept Owl will weigh up the need for change with the expense or effort involved in making it. If making the adjustment means a very high cost or great disruption to the workplace, it is not likely to be reasonable.

In some cases Adept Owl can discriminate on the basis of disability, if either:

the adjustments needed are not reasonable

the person with the disability could not perform the genuine and reasonable requirements of the job even if the adjustments were made.

Adept Owl Office Equipment Use PolicyandProceduresPolicyAdept Owl provides staff with access to high quality office equipment in order to complete work tasks to a professional standard.

Adept Owl is committed to maintaining the confidentiality of its customers and employees. All documents relating to staff, suppliers and retailers will be shredded before removing to secure bins.

ProceduresAll staff will comply with the following procedures in the use of office equipment.

Photocopier and printersAll staff must:

attend a training session in the correct use and basic maintenance of the photocopier

operate the photocopier in accordance with the manufacturers guidelines

comply with copyright legislation

check that the machine is working properly and clear any paper jams

check that there is adequate toner and paper available and inform the Office Administrator if stocks are low

report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself

note that high-volume printing (500+ copies) should not be printed on Adept Owl printers but should be completed using Adept Owls preferred printing supplier, Pixel Precision

implement the companys policy on consumables conservation wherever possible.

Binder and laminatorAll staff must:

attend a training session in the correct use of the binding and laminating machine

use the binding and laminating machines only for the formal presentation of Adept Owl documents or as directed by your manager

check that the contents of documents are in the correct order and meet professional standards before binding

operate the binder and laminator in accordance with the manufacturers guidelines

ensure binding and laminating machines are turned off after use

report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself.

ShredderAll staff must:

attend a training session in the correct use of the shredder machine

use the shredder for the destruction of confidential documents or parts of documents which contain sensitive personal or confidential information relating to Adept Owls customers, employees, suppliers and franchisees

operate the shredder in accordance with the manufacturers guidelines

remove all paper clips and staples before shredding documents

empty shredded material into recycling bins as necessary

ensure that confidential documents approved for shredding are shredded before placing them in recycling bins

ensure shredder machine is turned off after use

report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself.

TelephonesAll staff must:

attend a training session in the correct use and functions of the telephone system

when making and receiving calls, remember as a representative of Adept Owl to ensure professional conduct at all times; be polite, courteous and clear

use the options provided by the system efficiently (e.g. call forwarding, voicemail, hold)

refer to the user manual supplied by the service provider

avoid use for personal calls

consider the need for long distance calls use other modes of communication instead (email, etc.), if appropriate

seek approval from your manager prior to making any international calls

report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself.

Fax machine

All staff must:

attend a training session in the correct use and functions of the fax machine

operate the fax machine in accordance with the manufacturers guidelines

complete a fax transmittal sheet and attach to all sent documents

check supply of fax transmittal sheets for all outgoing faxes and plain paper for all incoming faxes and inform the Office Administrator if stocks are low

check the fax machine for incoming faxes and distribute these immediately

load the fax machine with paper and leave on at night to receive any incoming out of hours transmissions

keep the area around the fax machine uncluttered

report any faults to your manager or the Office Administrator if you cannot easily resolve them yourself.

Adept Owl Stationery and Consumables PolicyandProceduresPolicyThis policy relates to the purchase and replacement of consumables and general stationery.

Note that some pieces of equipment require special training or an external technician for the installation of replacement consumables.

ProceduresPurchaseAs a general rule, all purchases must be approved by the department manager and processed by the Office Administrator.

A nominated person in each department will check paper supplies and other general stationery weekly, to ensure stock levels are adequate

All staff members are to implement Adept Owls policy on conservation and use paper and other consumables efficiently.

Replacement of consumables

All staff members are responsible for the replacement of paper in photocopier, fax machine, etc. for their own use.All staff members are to ensure that they remove special paper (coloured paper, letterhead, etc.) from the photocopier once they are done and return to supply cupboard.

Photocopier and printer toner is to be replaced by trained personnel only. Staff members that have not been trained by the Office Administrator to replace toner cartridge are not to attempt it.Photocopier drum cartridges are only to be replaced by the Xerox technician. Replacement by someone not authorised by Xerox will void our warranty.Notify the Office Administrator as soon as the Drum cartridge is running low message appears and they will arrange for a technician to attend as soon as practicable.Maintenance/servicingRegular servicing of equipment is to be booked and recorded in the equipment service log by the Office Administrator.

All equipment is to be serviced according to the manufacturers warranty and, at a minimum, once per year.

Adept Owl Computer Use PolicyandProceduresPolicyAdept Owl is committed to ensuring that staff use computer technology in a manner that promotes a safe work environment. Individual workspaces, furniture and equipment must be adjusted to suit the ergonomic requirements of the user.

All staff members are expected to be able to use a variety of software programs in the course of their daily duties; manage computer data proficiently; and maintain computer equipment in good order and condition.

ProceduresHardwareDo not eat or drink near your computer or laptop. Spills can permanently damage the equipment.

Develop a routine to maintain your computer equipment. The keyboard, monitor and mouse should be cleaned regularly. Before cleaning, make sure the computer is turned off.

Store any user manuals for your computer in a place where they can easily be accessed for reference.

Report any suspected hardware problems to the IT Manager.

Portable devices, such as laptops, smartphones (e.g. iPhones) and tablets (e.g. iPads) are especially vulnerable to physical damage, loss or theft.

Avoid dropping or knocking about mobile devices, ensuring they are kept secure in protective casing where required.

Carry and store your laptop in a padded laptop computer bag or strong briefcase to reduce the chance of accidental damage. An ordinary-looking briefcase is less likely to attract thieves than an obvious laptop bag.

Keep your laptop, tablet or smartphone in your possession and within sight whenever possible, just as if it were your wallet or handbag. Lock them away out of sight when not in use, preferably in a strong cupboard, filing cabinet or safe. This applies at home, in the office and in a hotel.

Never leave a mobile device visibly unattended in a vehicle. If absolutely necessary, lock it out of sight in the boot or glovebox. The physical security of any company-owned mobile IT devices in your possession is your personal responsibility. Please take all reasonable precautions to keep these devices safe and secure.

Software programsOnly registered software programs may be used. Do not download, install or use unauthorised software programs. Unauthorised software could introduce serious security vulnerabilities into the network as well as affecting the working of your computer. Software packages that permit the computer to be remote controlled and hacking tools are explicitly forbidden on Adept Owl equipment unless they have been explicitly pre-authorised by management for legitimate work purposes.

Be careful about software licences. Most software, unless it is specifically identified as freeware or public domain software, may only be installed and/or used if the appropriate licence fee has been paid. Shareware or trial packages must be deleted or licensed by the end of the permitted free trial period. Some software is limited to free use by private individuals whereas commercial use requires a license payment. Individuals and companies are being prosecuted for infringing software copyright: do not risk bringing yourself and the company into disrepute by breaking the law.

Authorised programs installed on each workstation are as follows:

operating system Microsoft Windows

antivirus software Symantec Antivirus

office software suite Microsoft Office Professional

internet browser Mozilla Firefox

email software Microsoft Outlook Express

file compression/decompression software WinZip

PDF reader Adobe Acrobat Reader.

Selected workstations also have specialised software relevant to job requirements. These include:

accounting software MYOB

design and publishing software Adobe Creative Suite

customer relationship management (CRM) software Act!

If your computer notifies you that an update is required, follow the instructions. and update the system or software.

These updates could relate to security flaws and it is imperative all software is secure.

Some software updates will try to get the user to install additional tools or add-ons for sister companies. Ensure to deselect all added options and only install the required update.

Use the softwares online Help files if you require assistance with the program.

Report any software problems immediately to the IT Manager.

Virus protectionThe server and all computers have antivirus software installed and they are automatically updated at least twice per week. Staff members are not to tamper with the antivirus or update settings on their computer.

Viruses are a major threat to your organisation and laptops are particularly vulnerable if their antivirus software is not kept up-to-date. Ensure your laptop virus software has been set to automatically update.

Staff are requested to exercise caution at all times:

Email attachments are now the number one source of computer viruses. Do not open email attachments that are from an unknown source.

Do not copy/open files from an external source (USB flash drive, external hard drive, CD/DVD-ROMs, etc.) until they have been scanned by the antivirus software. This should be automated by your computer; if not, notify the IT Manager.

Read carefully any emails or memos from the IT Manager regarding virus risks.

Report any suspected virus immediately to the IT Manager.

Do not forward any files or upload data onto the network if you suspect your computer might be infected.

Adept Owl Recordkeeping PolicyandProceduresRecords should be stored securely, being careful to protect privacy, business and personal confidentiality, and maintaining records as required by applicable laws.

Create a personal subfolder within the server (using your name as the subfolder name) to hold your day-to-day working files.

Do not store company data on your computer unless absolutely necessary. Company data should be stored in the appropriate server drive. Unlike the servers which are backed up automatically, data on your own computer is not backed up and your work may be lost if you experience a system crash.

If you use a laptop and require access to files offsite, you will be set up with offline files allowing remote access to server files away from the office.

Move completed files to the appropriate folder in your department.

Filenames:

Speak to your Manager regarding the filenaming conventions used in your Department

For ease of operator identification, add your initials to the end of each filename. For example, JulyConf-mq.doc (document about July Conference, keyed in by Mary Quinlan)

Back-ups:

Back-up copies of all electronic files on the server are made twice weekly.

If you spend an extended time away from the office network using a laptop, it is your responsibility to ensure local copies of company files are backed up.

Adept Owl Electronic Communication PolicyandProceduresPolicyThis electronic communication policy and procedures establish guidelines for the proper and improper use of Adept Owls email and internet resources.

All staff members have the responsibility to use Adept Owls internet and email resources in a professional, ethical and lawful manner.

Adept Owl will not tolerate inappropriate materials such as pornographic, racist, defamatory or harassing files, pictures, videos or email messages that might cause offence or embarrassment.

ProceduresAllocation and accessDue to its global nature, users of the internet may encounter material that is inappropriate, offensive and, in many instances, illegal. Adept Owl cannot control the availability of this information and has made the decision not to restrict access to it. However, staff members are notified that they are responsible for any material that they:

view on the internet

download from the internet

upload to the internet.

Authorised use

Internet and email services can only be used for:

Adept Owl business use

limited personal use.

Adept Owl business use includes any activity that is conducted for purposes of accomplishing official business, professional duties including research and, where appropriate, professional development.

Official business includes:

using devices and software for work-related use

using the internet to access work-related information

sending emails to colleagues on work-related matters

sending emails outside of the work environment on work-related matters.

Professional duties include:

using the internet for professional development or other approved study, research or professional forums

limited use of computer, email and other facilities to support study (during personal time)

limited support for employees to engage with professional associations.

Limited personal use means use that is infrequent and brief. This use should generally occur during personal time and should not include use:

that requires substantial expenditure of time

for private business, personal gain or profit

that impedes the efficiency of internet or email services

that clogs mailboxes with large numbers of messages

that would violate or breach any state or federal legislation

that would violate or breach Adept Owl organisational policies and procedures.

As a guide, use that occurs more than a few times per day and/or for periods longer than a few minutes would not be considered limited personal use.

Staff members may be held personally responsible for any use of internet and email services that do not comply with these principles.

Limited personal use includes:

limited personal emails and internet searches that are not unauthorised, unlawful or criminal

using a printer or photocopier to print out a few pages of personal information

making occasional brief local telephone calls

making financial transactions, including bill paying or home banking

using web-based email.

Note: It is expected that personal use of internet and email services is undertaken during a staff members personal time (Personal time: Staff members own time that is not during business hours, e.g. before 9.00 am, after 5.00 pm and during lunch breaks).

Inappropriate useAdept Owl will not tolerate inappropriate materials such as pornographic, racist, defamatory or harassing files, pictures, videos or email messages that might cause offence or embarrassment. Never store, use, copy or circulate such material, and steer clear of dubious websites.

If you receive inappropriate material by email or other means, delete it immediately. If you accidentally browse to an offensive website, click back or close the window straight away. If you routinely receive a lot of spam, talk to your IT Manager who can get your spam settings checked.

Staff members should not use internet and/or email services to:

infringe the copyright or other intellectual property right of Adept Owl or third parties

download software (without authorisation by management for legitimate work purposes)

scan and email print resources protected by copyright

disrupt communication and information devices through such means as mass emailing or transmitting files that place an unnecessary burden on departmental resources (without authorisation by management for legitimate work purposes)

access inappropriate internet sites

download, distribute, store or display offensive or pornographic graphics, images or statements or other material obtained from inappropriate websites

download, distribute, store or display material that could cause offence to others, e.g. offensive material based on gender, ethnicity or religious and political beliefs

download unreasonable amounts of material for non-business use

download information for the purpose of providing it to external organisations or the general public (without authorisation by management for legitimate work purposes)

distribute defamatory, obscene, offensive, or harassing messages

distribute confidential information (without authorisation by management for legitimate work purposes)

distribute messages that disclose personal information (without authorisation by management for legitimate work purposes)

distribute private information about other people

distribute messages anonymously, using a false identity or using another persons email account

engage in any illegal or wrongful activity

engage in private business or personal profit ventures

engage in online chat forums, if not for legitimate work purposes

stream video from internet sites, if not for legitimate work purposes.

Any serious or repeated inappropriate use of the organisations electronic communication equipment, or any illegal materials will be reported directly to management, and disciplinary processes will be initiated. This may include summary dismissal in the event of a serious breach of the policy.

Staff members may not:

disrupt or interfere with the use of internet or email services

without authority destroy, alter, dismantle, disfigure, prevent rightful access to or otherwise interfere with the integrity of internet or email services

misuse Adept Owl resources, including human and computing resources.

Note: Sending, receiving, displaying, printing or otherwise disseminating material which is fraudulent, harassing, illegal, sexually explicit, obscene, intimidating or defamatory is prohibited. Staff members encountering such material should report it to the General Manager of Operations immediately. Sexual harassment laws (and other anti-discrimination laws) at both Commonwealth and state level can deem Adept Owl responsible for any breaches of anti-discrimination legislation committed by any staff member.

Communicating informationStaff members should exercise the same care in drafting email messages as they would for any other form of written communication. Any messages on Adept Owls computer system may be subject to review by authorised Adept Owl personnel. Furthermore, email messages may be required to be disclosed, discovered or produced in a litigious matter involving Adept Owl.

Adept Owl Meetings PolicyandProceduresPolicyThis meetings policy and the procedures below establish guidelines for the expected procedures and conduct expected by Adept Owl staff when conducting and participating in meetings.

All staff members have the responsibility conduct themselves in a professional, ethical and lawful manner, as outlined in the Adept Owl Code of Conduct. Such conduct is expected at both internal and external meetings.

ProceduresPlanning meetingsStaff who are planning meetings are responsible for ensuring that:

a chairperson has been designated

a meeting invitation is sent to all required participants in an appropriate format and a timely fashion:

generally via email

at least 24 hours prior for standard meetings, at least one week prior where training or extensive preparation is required

the meeting space is to be booked and confirmed at the earliest opportunity:

meeting room 1: fits up to 5 people

meeting room 2: fits up to 10 people

board room: fits up to 30 people

AV or teleconferencing equipment is to be booked at the time of booking the meeting space, and collected:

no earlier than 24 hours prior to the meeting

no later than an hour prior to the meeting

if being conducted off-site, make sure arrangements have been made well in advance so as to not inconvenience other staff who may require the equipment

a meeting agenda is prepared and distributed to participants prior to the meeting, using the Adept Owl Meeting Agenda template

meeting minutes are to be taken, using the Adept Owl Meeting Minutes template

meeting duration is limited to an appropriate time for the purpose, generally 30 minutes to an hour

meeting budgets for catering are to be limited to $10 per head. See procurement policy for details of preferred catering supplier and menu.

Conducting/chairing meetingsThe chairperson is responsible for ensuring these conventions for conducting meetings are followed, where applicable:

meetings must start and finish on time

the purpose and goals of the meeting are clear to all participants

the agenda is followed and items are presented by the assigned speaker and within the allocated duration for discussion

all participants are encouraged to provide input in the discussions, as appropriate

discussions are restricted to agenda items only

discussions are conducted in a constructive and professional manner

one person is to speak at a time

time limit on speakers is adhered to, as per meeting agenda

participants have the authority to make decisions

conflict of interest provisions are followed

consensus is required for all decisions

the chairperson has casting vote

voting is conducted appropriately.

Attending meetingsAll staff who are attending meetings are responsible for ensuring that:

they arrive on time

their mobile phone is switched off

they behave professionally and appropriately, as per Adept Owl Code of Conduct

they participate actively, constructively and respectfully in meeting discussions to achieve meeting aims.

Following up meetingsAll staff who are following up meetings (generally the meeting planner or chair) are responsible for ensuring that:

The agenda filename includes the meeting type and date (e.g. Agenda-StaffMeeting-22052015.docx), and is stored in the Meeting Agendas folder on the Administration server:

Administration > Internal > Staff Meetings > Meeting Agendas

The meeting minutes filename includes the meeting type and date (e.g. Minutes-StaffMeeting-22052015.docx), and is stored in the Meeting Minutes folder on the Administration server:

Administration > Internal > Staff Meetings > Meeting Minutes

Sending an email to all participants advising them:

that the minutes are now available and providing a filepath to the document on the server

advising them of the date of any required follow-up meetings and who will be responsible for coordinating that meeting

attaching any additional documents that are required by outcomes of the meeting.

Adept Owl Privacy PolicyThe Adept Owl Games Company is committed to protecting privacy. It is bound by the National Privacy Principles contained in the Privacy Act 1988 and all other legislation that governs privacy.

Where appropriate, Adept Owl will handle personal information relying on the related bodies corporate exemption and the employee records exemption in the Privacy Act. Our respect for our staff and customers privacy is paramount. We have policies and procedures to ensure that all personal information is handled in accordance with National Privacy Principles.

This Privacy Policy sets out our policies on the management of personal information that is, how we collect personal information, the purposes for which we use this information, and to whom this information is disclosed.

What is personal information?Personal information is information that could identify you. Examples of personal information include your name, address, telephone number and email address, or more complex information like a resume.

How does Adept Owl collect and use personal information?Some of the ways in which Adept Owl collects personal information is when you send a job application to us or when you email us. These uses are discussed below.

What happens if you dont provide personal information?Generally, you have no obligation to provide any personal information to us. However, if you choose to withhold personal information, we are unlikely to be able to respond to your application or query.

To whom do we disclose personal information?We engage third party service providers (including related companies of Adept Owl, which may be located outside Australia) to perform functions for Adept Owl. Such functions include mailing, delivery of purchases, credit card payment authorisation, trend analysis, external audits, market research, promotions and the provision of statistical sales information to industry bodies.

For our service providers to perform these functions, in some circumstances it may be necessary for us to disclose your personal information to those suppliers. Where disclosures take place, we work with these third parties to ensure that all personal information we provide to them is kept secure, is only used to perform the task for which we have engaged them and is handled by them in accordance with the National Privacy Principles.

How do we protect personal information?At all times, we take great care to ensure that your personal information is protected from unauthorised access, use, disclosure or alteration. We endeavour to ensure that our employees are aware of, and comply with, their obligations in relation to the handling of personal information. Only properly authorised employees are permitted to see or use personal information held by Adept Owl and, even then, only to the extent that is relevant to their roles and responsibilities. Your personal information will not be sold to any other organisation for that organisations unrelated independent use. Further, we will not share your personal information with any organisations, other than those engaged by us to assist us in the provision of our products and services (as described above).

What about information you provide in job applications?If you submit a job application to Adept Owl, we will use the information provided by you to assess your application. In certain circumstances, Adept Owl may disclose the information contained in your application to contracted service providers for purposes such as screening, aptitude testing, medical testing and human resources management activities. As part of the application process, in certain circumstances, you may be required to complete a pre-employment health questionnaire. You may also be asked to undergo a pre-employment medical assessment. In that case, you will be asked to give specific consent to Adept Owl to disclose your questionnaire to its service providers for the purposes of arranging the medical assessment and for the relevant service providers to disclose the results of the assessment to Adept Owl. Please note that medical disclosures will only be communicated to Adept Owl if they are directly related to the job role that you are applying for.

If you refuse to provide any of the information requested by Adept Owl, or to consent to the disclosure of the results of your medical assessment to Adept Owl, we may be unable to consider your application.

Is the personal information we hold accurate?We endeavour to maintain your personal information as accurately as reasonably possible. However, we rely on the accuracy of personal information as provided to us both directly and indirectly. We encourage you to contact us if the personal information we hold about you is incorrect or to notify us of a change in your personal information.

How can you access or correct the personal information we hold about you?Wherever possible and appropriate, we will let you see the personal information we hold about you and correct it if it is wrong. If we do not allow you access to any part of the personal information we hold about you, we will tell you why.

Adept Owls website privacy policyAdept Owl generally only collects personal information from its website when it is provided voluntarily by you, for example, when you send us an electronic message with a query about Adept Owl or its products. We will generally use your information to respond to your query, to provide and market our services to your or as otherwise allowed or required by law.

For the same purposes, Adept Owl may share your information with other members of the Adept Owl group (including those who are located outside Australia) and their respective service providers, agents and contractors. If we do this, we require these parties to protect your information in the same way we do.

When you visit this website or download information from it, our internet service provider (ISP) makes a record of your visit and records the following information:

your internet address

your domain name, if applicable

date and time of your visit to the website.

Our ISP also collects information such as the pages that our users access, the documents they download, links from other sites they follow to reach our website, and the type of browser they use. However, this information is anonymous and is only used to statistical and website development purposes.

We use a variety of physical and electronic security measures, including restricting physical access to our offices, firewalls and secure databases to keep personal information secure from unauthorised use, loss or disclosure. However, you should keep in mind that the internet is not a secure environment. If you use the internet to send us any information, including your email address, it is sent at your own risk.

You have a right of access to personal information we hold about you in certain circumstances. If we deny your request for access we will tell you why.

Use of cookiesA cookie is a small message given to your web browser by our web server. The browser stores the message in a text file, and the message is then sent back to the server each time the browser requests a page from the server.

Adept Owl makes limited use of cookies on this website. Cookies are used to measure usage sessions accurately, to gain a clear picture of which areas of the website attract traffic and to improve the functionality of our website.

When cookies are used on this website, they are used to store information relating to your visit such as a unique identifier, or a value to indicate whether you have seen a web page. We use session (not permanent) cookies. They are used to distinguish your internet browser from the thousands of other browsers. This website will not store personal information such as email addresses or other details in a cookie.

Most internet browsers are set up to accept cookies. If you do not wish to receive cookies, you may be able to change the settings of your browser to refuse all cookies or to notify you each time a cookie is sent to your computer, giving you the choice whether to accept it or not.

Disposal of personal informationAdept Owl is committed to maintaining the confidentiality of its customers and employees. All documents relating to staff, suppliers and retailers will be shredded before removing to secure bins.

Adept Owl Procurement and Preferred Suppliers Policy and ProceduresProcurement is also called supply management or purchasing. The procurement policy is concerned with processes that control incoming products and materials.

The purpose of this policy is to ensure the purchase of resources is carried out consistently, fairly and transparently and in accordance with Adept Owl requirements. The scope of this policy covers the purchasing and acquisition of resources by employees and contractors of Adept Owl Games Company.

Responsibility for the implementation of this policy rests with those employees and management of Adept Owl with responsibility for purchasing resources.

Principles governing the procurement process1. Probity and ethical behaviour

The principle of probity (which means to have strong moral principles, honesty and decency) and ethical behaviour governs the conduct of all procurement activities. Employees who have authority to procure goods and services must comply with the standards of integrity, probity, professional conduct and ethical behaviour. Employees or directors must not seek to benefit from supplier practices that may be dishonest or unethical.

2. Sustainability

Follow the sustainability policy and principles outlined in the sustainability policy when procuring supplies.

3. Value for money

Value for money is the core principle underpinning procurement. Organisations contracted to do work for Adept Owl must be cost-effective and efficient in the use of resources whilst upholding the highest standards of probity and integrity.

In general, a competitive procurement process that is carried out in an open, objective and transparent manner can achieve best value for money in procurement.

4. Non-discrimination

This procurement policy requires that the procurement process is non-discriminatory. All potential contracted suppliers should have the same opportunities to compete for business and must be treated equitably based on their suitability for the intended purpose.

5. Risk management

Risk management involves the systematic identification, analysis, treatment of risk as well as, where possible, the implementation of appropriate risk mitigation strategies. It is integral to efficiency and effectiveness to proactively identify, evaluate, and manage risks arising out of procurement related activities. The risks associated with procurement activity must be managed in accordance with the organisations risk management policy.

6. Responsible financial management

The principle of responsible financial management must be applied to all procurement activities. Factors that must be considered include:

the availability of funds within an existing approved budget

staff approving the expenditure of funds strictly within their delegations

measures to contain costs of the procurement without compromising any procurement principles.

7. Procurement planning

In order to achieve value for money, each procurement process must be well planned and conducted in accordance with the principles contained in this document. The process must also comply with all of the organisations policies and relevant legal and regulatory requirements.

When planning appropriate procurement processes, consideration should be given to adopting an approach which:

encourages competition

ensures that rules do not operate to limit competition by unnecessarily discriminating against particular suppliers

recognises any industry regulation and licensing requirements

secures and maintains contractual and related documentation for the procurement which best protects the organisation

complies with the organisations delegations policy.

8. Buy Australian made/support Australian industry

Employees who are involved in procurement activities must make a conscious effort to maximise opportunities for Australian manufacturers and suppliers to provide products where there is practicable and economic value. In making a value for money judgment between locally made and overseas sourced goods, employees are to take into account:

whole of life costs associated with the good or service

that the initial purchase price may not be a reliable indicator of value

the quality of locally made products

the record of performance and delivery of local suppliers

the flexibility, convenience and capacity of local suppliers to take on larger orders and meet fluctuations in order numbers

the scope for improvements to the goods and add-ons from local industry.

9. Pre-registered list of suppliers and contractors

Adept Owl maintains a pre-registered list of preferred suppliers and contractors.

This list is reviewed at regular intervals with admission of interested parties on a rolling basis. Care should be taken to ensure that such lists are used in an open and non-discriminatory manner. The list should be maintained in accordance with the sustainability policy. Suppliers must be audited once per year with regard to sustainable practices. It is in the interest of the organisation that the pool of potential suppliers is actively maintained and updated. Employees should provide reports of their experiences in working with each supplier/contractor to assist future decisions concerning the list.

See list of preferred suppliers and contractors at the end of this policy and procedures.

10. Avoid conflict of interestEmployees and directors are not permitted to personally gain from any aspect of a procurement process. Employees and directors are required to be free of interests or relationships in all aspects of the procurement process.

For those individuals who are involved in procurements, any investment in, or close relationship with, a contractor represents a conflict of interest. This individual must disclose the conflict of interest to the Finance Manager to allow sufficient time for a review.

Employees and directors shall ensure that to the best of their knowledge, information and belief, that at the date of engaging a supplier or contractor that no conflict of interest exists or is likely to arise in the performance of the supplier/contractors obligations under their contract.

Should employees or managers become aware of potential conflicts of interest, they must advise the Finance Manager and CEO immediately.

11. Report collusive tenderingEmployees should be aware of anti-competitive practices, such as collusive tendering.

Collusive tender would occur if an employee of Adept Owl were to secretly share information or arrange a situation that would control the result of tendering to favour or discriminate against particular applicants.

Any evidence of suspected collusion in tendering should be brought to the attention of the Finance Manager.

12. Competitive process It is a basic principle of procurement that a competitive process should be used unless there are justifiably exceptional circumstances. The type of competitive process can vary depending on the size and characteristics of the contract to be awarded.

13. Direct invitation (selective or restricted tendering)A process of direct sourcing to tender may be used. This may involve an invitation to organisations deemed appropriately qualified for a particular product or service (this may be appropriate for specialised requirements in markets where there is a limited number of suppliers or service providers).

The selection process should have particular regard to the need for equal treatment and reasonable distribution of opportunities.

14. Evaluation and contract award

For projects being awarded, consideration will be given not only to the most economically advantageous tender, but also to the track record of the tender respondent and the degree of confidence that the panel has in the quality if the bid. It will be the normal practice to have the evaluation of tenders carried out by a team with the requisite competency.

15. Results of tendering process

All tender respondents should be informed in writing of the result of a tendering process immediately after a contract has been awarded.

Summary of procurement policy delegationsAuthority Purchase amount Required number of quotes Comment

CEO and Finance Manager (together) Authority to sign contracts for products and services over $75,000. Two or more competitive quotes for contracts over $75,000. Detailed services contract required.

Follow Adept Owl procurement procedures.

CEO and General Manager of Operations (together) Authority to sign contracts for products and services up to $75,000. Two or more competitive quotes. Detailed services contract required for contracts over $20,000. Follow Adept Owl procurement procedures.

Managers

Delegated authority only through Finance Manager or General Manager of Operations Authority to sign contracts for products and services under $30,000. One or more competitive quotes preferred. Provided they are within the approved budget and consistent with business/operational and strategic planning.Follow Adept Owl procurement procedures.

Managers Authority to sign contracts for products and services under $10,000. One or more competitive quotes preferred. Follow Adept Owl procurement procedures.

IT Officer, Product Development Officers, Distribution Officers and Manufacturing Officers Authority to sign contracts for products and services under $5,000. Must use preferred suppliers list. Follow Adept Owl procurement procedures.

Office Administrator Authority to sign contracts for products and services under $1,500. Must use preferred suppliers list. Follow Adept Owl procurement procedures..

Contractors and external consultants No authority. One or more competitive quotes preferred.

Must use preferred suppliers list. Contractors and external consultants must follow Adept Owl procurement procedures and must seek approval for purchases from person holding relevant authority.

Adept Owl List of preferred suppliersAdept Owl has an established commercial relationship with the following companies, who should always be the first contact for their respective services.

Service Preferred supplier

Specialised expertise and advice in areas of:

finance

business management

marketing and design

human resources and training. Ace Consultants

For short-term project and temporary recruitment needs in areas of:

business and office administration

project management

technical writing

marketing and design

training and education. Ace Recruitment

Business travel bookings Innovative Travel

Fleet sales and service Melbourne Car World

Office equipment, photocopiers, office stationery and consumables Ready Office Supplies

Computer hardware, software and technical support Ready Office IT Solutions

Everyday and event or function catering Coffeeville (see menu attached below)

Wholesale paper stock; for paper, board, packaging, and label products for product manufacture Yanakie Paper Merchants

Ink and coating wholesaler INK!

Delivery and shipping Speedy Transport

CoffeeVille

Catering Menu

Breakfast, lunch, snacks and drinks we've got you covered!

Our menu changes seasonally. Where possible, we source local, organic products.

Breakfast

Bacon and egg roll $5

A range of freshly baked muffins* $4

Lunch

A range of fresh focaccias made daily $910

A range of salads* $8$10

Snacks

A selection of cakes, pastries and biscuits* $47

Drinks

Espresso coffee, leaf teas, hot chocolate $34

Milk shakes and iced coffee $5

Bottled drinks $34

* Gluten-free, vegetarian and vegan options available

Catering orders must be received no later than 24 hours prior to event. Catering orders for more than 30 people must be received one week prior to event.

CoffeeVille3216 Collins StreetMelbourne Vic 3000P: 03 1234 5678

CoffeeVille

Catering Menu

Breakfast, lunch, snacks and drinks we've got you covered!

Our menu changes seasonally. Where possible, we source local, organic products.

Breakfast

Bacon and egg roll $5

A range of freshly baked muffins* $4

Lunch

A range of fresh focaccias made daily $910

A range of salads* $8$10

Snacks

A selection of cakes, pastries and biscuits* $47

Drinks

Espresso coffee, leaf teas, hot chocolate $34

Milk shakes and iced coffee $5

Bottled drinks $34

* Gluten-free, vegetarian and vegan options available

Catering orders must be received no later than 24 hours prior to event. Catering orders for more than 30 people must be received one week prior to event.

CoffeeVille3216 Collins StreetMelbourne Vic 3000P: 03 1234 5678

Adept Owl Sustainability PolicyAdept Owl takes its commitment to the sustainable and socially responsible use of resources seriously.

Sustainability principles

Adept Owl adheres to the following six sustainability principles:

1. Taking action now to reduce environmental risk

Consider the risk to the environment as part of risk management at Adept Owl.

Take action immediately to reduce environmental risk as you would with any other risk such as health and safety or financial risk.

2. Intergenerational fairness

Consider whether the actions of Adept Owl deplete or use up resources that could be used by later generations. Is your business or workplace activity fair to people who will live tomorrow as well as those who live today?

Ensure the next generation is fairly treated by Adept Owl!

Sustainable use of natural resources

Consider whether Adept Owl uses natural resources at the rate they are naturally replenished. If not, how will Adept Owl compensate for unsustainable use? Compare like businesses to Adept Owl.

Does Adept Owl use resources more sustainably than all other comparable businesses?

Maintenance of biological diversity

Consider how Adept Owl contributes to or diminishes the variety of life on the planet. Biological diversity is important for maintaining ecosystems that contribute to the overall health of the planet.

What ecosystems are disturbed by the location of the manufacturing plant and associated car park? How can this be prevented or offset?

What ecosystems are disturbed by production and distribution of purchased products? How can this be prevented or offset?

Enhanced economic and social wellbeing

Consider how Adept Owl attributes value or cost to business activity. Is wastage considered (and calculated) as a cost to the environment (which has to be paid by someone), or only as a cost in relation to the narrower financial interests of the business (only the cost of disposal)?

Consider how Adept Owls use of resources contributes to social wellbeing. Are people in your community better-off or happier as a result of Adept Owl business activities?

Ensure the community is better off because of Adept Owl!

Strengthened community

Consider how Adept Owls use of resources contributes to community. Are people in your community more connected with their community as a result of Adept Owls business activities?

Ensure the community is stronger and more cohesive because of Adept Owl!

Waste managementThe waste hierarchy is an effective approach to waste management which should be applied by all employees of Adept Owl with direct or indirect responsibility for waste management. The diagram below demonstrates the stages:

Yearly environmental auditAn environmental audit should be performed yearly. General operations and administration staff should use the Sustainable Office Checklist provided by the NSW Department of Environment Climate Change and Water:

<http://www.environment.nsw.gov.au/resources/government/100051SusChklist.pdf>

2260602965450 Adept Owl GamesCompany StyleGuidePurpose of This Style GuideFor consistency and clarity of communications, Adept Owl Games Company requires all internal documents to conform to the following requirements of style. All employees of Adept Owl are expected to ensure their documents incorporate the following standards.

As a general rule, for clarity of communications, Adept Owl favours cleanly and simply presented documents.

General Procedures for WritingAdept Owl Games Company requires all staff comply with the following organisational requirements:

templates are to be used for document types that are created frequently, both to save time and to maintain clarity and consistency

documents are to be created in line with the Adept Owl Games Company Style Guide

correct procedures for design, approval, distribution, and storage of documents are followed where required.

Document/Communication TypesThere are several standard types of documents and communications used by Adept Owl in the course of day-to-day business that staff will be required to produce:

letters

memoranda

emails

meeting agendas

meeting minutes.

Writing DocumentsThe person responsible for making and distributing the document is generally the person who is doing the communicating, e.g. if you need to send a letter, you are the person who writes the letter. See the following table for who is responsible for creating the most common types of documents used by Adept Owl.

Document Staff member responsible Special procedures

Letter Sender -

Memoranda Managers only, or staff with managerial approval In most cases, mangers will be the ones sending memos. On occasion, other staff members may need or wish to send internal memos. In those cases, a manager must approve and countersign the memo before it is distributed.

Email All staff -

Meeting agenda Meeting Chair Meeting Chair is to email all required attendees prior to the meeting, inviting them to attend and requesting agenda items.

Meeting Chair is to make note of replies from those unable to attend the meeting so as to compile the apologies.

Meeting minutes Meeting Minute-Taker The Meeting Minute-Taker is to use the agenda provided by the Meeting Chair to write up the minutes.

Distributing DocumentsThe distribution of documents is also done by the person responsible for the writing of the document. See the following table for who is responsible for distributing the most common types of documents used by Adept Owl.

Document Staff member responsible Special procedures

Letter Sender Letters are to be enveloped and addressed, then placed in the mail box for the Office Administrator to arrange postage.

Memoranda Managers only, or staff with managerial approval Managers are to print the finished memo and give it to the Office Administrator, who will photocopy the memo and place it in the required noticeboards and pigeon holes.

Email All staff Staff are advised to use the Reply, Reply All, Cc and Bcc functions with care and attention where appropriate.

Meeting agenda Meeting Chair Meeting Chair is to email the agenda to all attendees preferably a week before the meeting. They are to immediately double check that the Minute-Taker received the agenda.

On the day of the meeting, the Chair is to print the agenda make enough photocopies for all attendees.

Meeting minutes Meeting Minute-Taker The Minute-Taker is to email the completed minutes as an attachment to all meeting attendees, with a link to the files location on the server.

Document StorageAll files should be saved to the shared drive to ensure they are backed up. No files should be saved only to the C: drive on personal computers.

Files should be saved using the document name and the date. For example, a meeting agenda for a meeting on 1 March 2012 would be saved as Meeting Agenda 01032012.

See the following table for who is responsible for naming and saving documents used by Adept Owl.

Document Staff member responsible Special procedures

Letter Sender Electronic copies of all letters sent should be saved on the server in the appropriate folder.

A copy must be made of letters once they are signed and before they are sent. The copy should display the words copy and sent in the top right-hand corner, preferably by way of an ink stamp.

Memoranda Managers only, or staff with managerial approval All memos should be filed on the server in the Internal Memoranda folder. The file name should also include the surname of the manager, e.g. MemoMcKenzie01032012

Email All staff Staff should archive old emails when advised by their email software.

Meeting agenda Meeting Chair All agendas should be filed on the server in the Meeting Agendas folder. The file name should also include the surname of the meetings chair, e.g. MemoCallis01032012

Meeting minutes Meeting Minute-Taker All minutes should be filed on the server in the Meeting Minutes folder. The file name should also include the surname of the meetings chair, e.g. MemoRezek01032012

Special Document ProceduresLettersWhen to use: Letters should be used for all written communications to external organisations or clients, in particular, communications with government departments.

Who can use: All staff may be required to write letters in the course of their duties.

Only general managers and the Chief Executive can sign letters addressed to government department staff.

Format to use: Letters should always be in the form of the attached letter template.

Other rules: A copy must be made of letters once they are signed, and before they are sent. The copy should display the words copy and sent in the top, right-hand corner, preferably by way of an ink stamp.

MemorandaWhen to use: Memoranda must only be used for internal correspondence.

Who can use: Generally, only managers are permitted to send internal memoranda. In some cases, staff can prepare and send internal memoranda.

In those cases, staff members are required to first seek managerial approval for the memo, and it must be countersigned by a manager before it is sent out.

Format to use: Memoranda should be in the form of the attached memorandum template.

EmailWhen to use: Email can be used for a variety of internal and external correspondence.

Care and attention must be made before sending emails that it is the most appropriate form of communication. Email can confuse some kinds of messages, while saving time and energy for others. Consider, for example, would it be more appropriate to be written formally by letter? Would a meeting be more appropriate?

Who can use: All staff can and should make use of email.

Format to use: Emails, for both internal and external recipients, should be in the form of the attached email template.

Other rules: The company signature must appear on all emails.

When attaching files to emails, be considerate to your recipient:

only attach files when necessary

keep files sizes low your recipient will not appreciate their inbox being filled to capacity

make sure you mention any attachments in the body of the email, explaining what it is, why you have attached it and what you would like/require the recipient to do with it.

Conform to standards of etiquette in all aspects of email use by ensuring:

courteous tone and use of appropriate greetings, etc. (avoid sarcasm and similar styles of humour that could be misinterpreted at all costs)

appropriate language and relevant content

timeliness in replying to email received, e.g. do not wait too long before replying email is an instant communication; senders expect prompt responses.

Meeting agendas*When to use: Agendas should be written and distributed prior to all meetings.

Who can use: Agendas should be written by the Chair of the meeting, incorporating input from all people they are inviting to attend.

All people invited to attend the meeting should receive a copy of the agenda prior to the meeting, even those invited who are unable to attend.

Format to use: Meeting agendas, for both internal and external recipients, should be in the form of the attached meeting agendas template.

Other rules: Agenda items should be clearly itemised.

Ensure that action having arisen since the previous meeting is incorporated in the agenda, and is not left to be brought up as other business.

Ensure time has been schedule to allow for other business to be raised.

Meeting minutes*When to use: Meeting minutes should be drafted during the meeting, written and fully typed and distributed within 24 hours of the meetings conclusion.

Who can use: Meeting minutes should be written by the assigned Minute-Taker.

All people invited to attend the meeting should receive a copy of the minutes after the meeting, even those invited who are unable to attend.

Format to use: Meeting minutes, for both internal and external recipients, should be in the form of the attached meeting minutes template.

Other rules: Meeting minutes should be based on the meeting agenda.

* Note: before planning a meeting, ensure you have read and follow the requirements listed in the Adept Owl Meetings Policy and Procedure.

General Style RequirementsPage LayoutHeader and Footer The footer should include the page number and number of pages on the right hand side of the footer.

The document date should appear on the left hand side of the footer.

Templates All internal documents must be prepared using the relevant template.

Company logo The Adept Owl Games Company logo should appear in the top left side of the header.

FontsText type Details Sample

Heading 1 Georgia 16pt, Bold. Title Case.

Paragraph spacing: 18pt before and after, single line spaced, underlined using bottom border. Heading OneHeading 2 Georgia 14, Bold. Title Case.

Paragraph spacing: 18pt before, 6pt after, single line spaced. Heading TwoHeading 3 Georgia 12pt, Bold. Sentence case.

Paragraph spacing: 12pt before, 6pt after, single line spaced. Heading threeNormal Georgia 11pt.

Paragraph spacing: 6pt before and after, single line spaced. Normal

Logo Full logo:

Should be used in the first instance.

Icon only logo:

Should be used in cases where full logo is already present and prominent and is being repeated or used as a watermark.

Adept Owl

Games Company Text only logo:

To be used sparingly where regular logo may not print correctly.

Lithos Pro Regular font, single line spaced.

Adept Owl 26pt, 0pt before, 6pt after, single line spaced, bold only on Adept.

Games Company 11pt, 6pt before, 0pt after.

Positioning The logo should always be positioned on the left-hand side of header.

Colour The logo should be used in colour, where possible, so the dice colour is prominent. The only other permissible uses of colour with the logo are:

Black and white Greyscaled and washed out Red wash

Language RequirementsAustralian English Ensure when word processing, language is set to English (Australia)

Preferred reference: Macquarie dictionary. Use the first spelling option listed in entries in Macquarie dictionary.

Plain English Avoid pompous and unnecessary words.

Use concise and correct language.

Explain all jargon where it is unavoidable.

Spell out all acronyms at first appearance.

Tone Formal in most communications; informal is permissible in some email communications. See Email in Special Document Requirements.

Gender-specific language Avoid using gender-specific language such as chairman, male, authoress. Use chairperson. Replace his or hers with they.

Capitalisation Use capital letters for proper nouns and acronyms. Do not use capital letters to emphasise text.

Numbers Use the ten rule, i.e. spell numbers out in words from one to ten, then use digits, e.g. 14. Use a space if there are five or more digits, e.g. 55 000 or 555 000. Use words for numbers at the sentence beginnings. Use digits for dates, times, phone numbers, addresses, measurements and sums of money.

Exceptions number ranges, for example 12 days

Dates Write months out in full, Day Month Year, with no punctuation. Example: 2 September 2012

Day: Use numerals with no suffixes, e.g. do not include the nd in 2nd.

Month: Spell out whole month, e.g. September not Sept.

Year: Use four digit year, e.g. 2012 not 12

Punctuation Minimum punctuation to be used. The use of plain English will make your sentences simpler and reduce the need for complicated punctuation.

Do not use exclamation marks and avoid repeated punctuation, e.g. ???.

Check names Make sure you check that you have spelt all names correctly prior to sending or distributing your communication.

TablesOn occasion, you may need to isolate material, or present it in a visual way.

Tables should be used consistently and should be presented simply and cleanly, as shown:

border lines should be:

thin

grey

header rows and columns:

no shading

titles, where required, presented in bold and in sentence case

header rows should repeat if table spans multiple pages

cell text to be plain, matching the Normal style

table rows should not break over pages. Column 1 Column 2

Row 1 Text

Text

Row 2 Text

Text

Row 3 Text

Text

Specific Document Requirements

LettersContent and presentation

Structure Header

Address block

Greeting line

Subject line

Content

Signature block

Header Letter headers must always include:

the Adept Owl Games Company logo:

full logo

positioned at the left side of header

on the first page only

a date, which should be the date upon which the letter was signed and sent

company details and address, left justified and as shown below:

Adept Owl Games Company42 Challenge LaneRICHMOND VIC 3121Ph: 03 9234 5678Fax: 03 9234 5679www.adeptowl.com.au

Greeting line Letters should always use the salutation Dear Mr Dear Ms or Dear Dr (as appropriate) followed by the addressees last name, unless the sender personally knows the addressee, in which case their first name can be used (e.g. Dear Bob).

Subject line A subject line in bold format, setting out the subject of the letter

Letter content Bulleted lists Bulleted lists should:

have line spacing values before and after of 3pt

start each point with a capital letter

contain no punctuation

not allow bulleted lists to run across multiple pages

Bulleted lists should contain no more than two levels:

Level one should have:

an indent of 0.5cm

a hanging indent of 0.5cm

Level two should have:

an indent of 1.5cm

a hanging indent of 0.5cm.

Numbered lists Numbered lists should:

have line spacing values before and after 3 pt

start each point with a capital letter

contain no punctuation

Numbered lists should contain no more than two levels:

level one should:

use Arabic numbers

have an indent of 0.5cm

have a hanging indent of 0.5cm

level one should:

use alphabetical characters

have an indent of 1.5cm

have a hanging indent of 0.5cm

Colour Do not use colour for fonts or highlighting unless directed.

Tables Use tables where noted in templates, and presented as noted in this guide.

Table rows should have headings.

General Do not indent text.

All text to be left justified.

Language to be set to English (Australian).

Signature block Letters should always be signed Yours sincerely followed by the signatorys name and job title in bold format (Signature Block).

Letters should indicate whether any documents are attached or enclosed with the letter by use of the term enc. directly beneath the Signature Block.

If other parties will also receive a copy of the letter, this should be indicated beneath the Signature Block by use of the term cc followed by the full names of the parties.

MemorandaContent and presentation

Structure To:

From:

Re:

Date:

Purpose:

Background:

Action taken:

Recommendations:

Contact details

Signature with title

Header Memorandum headers must always include:

the Adept Owl Games Company logo:

full logo

positioned at the left side of header

on the first page only

Memo content Use bulleted lists Bulleted lists should:

have line spacing values before and after of 3 pt

start each point with a capital letter

contain no punctuation

not allow bulleted lists to run across multiple pages

Bulleted lists should contain no more than two levels:

level one should have:

an indent of 0.5cm

a hanging indent of 0.5cm

level two should have:

an indent of 1.5cm

a hanging indent of 0.5cm.

EmailsContent and presentation

Structure Greeting

Message

Farewell

Email signature

Message content Text Be brief emails should be used for quick communication.

Break separate concepts/discussion points into separate lines/paragraphs so they can be seen.

While email is a less formal communication than letter, remember it is still a business communication do not write or send anything via email you wouldnt say to the recipient in person!

Make text a little larger, around 12pt, to make on-screen reading easier for your recipient.

Dont use common internet acronyms in emails, such as LOL or BRB; use proper English, with fully constructed sentences.

Colour Do not use colour for fonts or highlighting unless directed.

Signature Signatures must include the following:

your name

your position

company address

your direct phone line

your email address written out

company fax number

company website URL

privacy disclaimer

environmental disclaimer.

Note: Between 1 December and 7 January each year, all emails should instead use the companys Christmas signature, which includes all of the above material, but contains a Seasons Greetings image at the top.

Attachments Attachments should not be embedded in the body of the email and attached properly in the first instance.

Meeting AgendasContent and presentation

Structure of meeting Welcome/open meeting

Meeting preparation

Apologies for any absences

Approve minutes of the previous meeting

Matters arising from the previous meeting

Agenda items

Any other business

Arrangement of next meeting

Close meeting

Header Agenda headers must always include:

the Adept Owl Games Company logo:

positioned at the left side of header

on the first page only

date, time and location of meeting

Chair and Minute-Taker

title of meeting

attendees

dial-in information if you have any attending via video or teleconferencing facilities.

Content Text: All language should be clear and concise.

All required reading and preparation has been noted.

Ensure all agenda items have been included.

All action arising from previous meeting has been noted.

All attendees and apologies have been noted.

Duration for each item of discussion has been allocated.

Meeting MinutesContent and presentation

Structure (Mirrors the agenda structure)

Welcome/open meeting

Meeting preparation

Apologies for any absences

Approve minutes of the previous meeting

Matters arising from the previous meeting

Agenda items

Any other business

Arrangement of next meeting

Close meeting

Header Minutes headers must always include:

the Adept Owl Games Company logo:

positioned at the left side of header

on the first page only

date, time and location of meeting

Chair and Minute-Taker

title of meeting

attendees.

Content Text: All language should be clear and concise.

Ensure all agenda items have been included, and all other business has been noted.

2260602965450 Adept Owl Games Company Templates

Letter template Adept Owl Games Company42 Challenge LaneRICHMOND VIC 3121www.adeptowl.com.au

<Date, e.g. 27 March 2012>

Dear <Title><First name/Surname/both>

Yours <sincerely/faithfully>

<Enc: any documents enclosed>

<Cc: any other parties receiving this letter>

Memorandum template Internal Memorandum

To: <Name/s>

From: <Name>

Cc: <Name/s>

Date: <Date memo sent>

Subject: <Summary of memo content>

Attachments:

<1.>

<2.>

<3.>

Page X of Y

Email templates

Template 1: FormalDear <Addressee>,

Regards,

Adept Owl Games Company42 Challenge Lane | RICHMOND VIC 3121 Ph: 03 9234 5678 | Fax: 03 9234 5679website: www.adeptowl.com.au | email: <initial>.<surname>@adeptowl.com.au

Please consider the environment before printing this email.This email and any attachments to it may be confidential and are intended solely for the use of the individual to whom it is addressed. Any views or opinions expressed are solely those of the author and do not necessarily represent those of Adapt Owl Please contact the sender if you believe you have received this email in error.

Template 2: History of CorrespondenceHi <Addressee>,

Cheers,

Adept Owl Games Company42 Challenge Lane | RICHMOND VIC 3121 Ph: 03 9234 5678 | Fax: 03 9234 5679website: www.adeptowl.com.au | email: <initial>.<surname>@adeptowl.com.au

Please consider the environment before printing this email.This email and any attachments to it may be confidential and are intended solely for the use of the individual to whom it is addressed. Any views or opinions expressed are solely those of the author and do not necessarily represent those of Adept Owl Games Company. Please contact the sender if you believe you have received this email in error.

Meeting Agenda Template Meeting agenda

DATE: MEETING TITLE: TIME: ATTENDEES: LOCATION: CHAIR: MINUTE-TAKER: DIAL-IN INFORMATION: Meeting preparation

PLEASE READ: PLEASE BRING: Meeting structure

ITEM TOPIC PRESENTER DURATION

1 Open meeting Chair 2 Objective of meeting Chair 3 Apologies Chair 4 Approve minutes of previous meeting Chair 5 Action from previous meeting Chair 1 2 6 Agenda items 1 2 3 4 5 7 Any other business Interested parties 8 Arrange next meeting Chair 9 Close meeting Chair Meeting Minutes Template Meeting minutes

DATE: MEETING TITLE: TIME: ATTENDEES: LOCATION: CHAIR: MINUTE-TAKER: Open meeting

OBJECTIVE OF MEETING: APOLOGIES: APPROVE MINUTES OF PREVIOUS MEETING Action from previous meeting

ITEM TOPIC RESPONSIBLE DUE DATE

1 2 Agenda

ITEM TOPIC PRESENTER DURATION

1 2 3 4 5 Any other business

TOPIC RAISED BY ACTION

Next meeting

DATE: ATTENDEES:

TIME: LOCATION: CHAIR: MINUTE-TAKER: Close meeting

Meeting Policy and Procedures

Intro

Meetings are a very useful tool when decisions need to be made, problems need to be brainstormed and collaboration needs to happen! But meetings can be a waste of valuable time if they are not effective. As meetings are a useful tool and a great way to collaborate and idea share, by following a few ground rules we can make sure we get the most out of them.

This policy applies to all types of meetings and covers both formal and more informal meetings, physical meetings and virtual meetings. We encourage virtual meetings, and if physical meetings are arranged, a virtual option needs to be set up and arranged so that if someone is unable to make it in person, they can still attend.

All meetings must have an agenda and this must be sent to participants in advance, unless an emergency meeting is called. If there is no pre-reading, the agenda must be sent 24 prior to the scheduled meeting. If participants are required to do some pre-reading or work, then it must be sent at least 48 hours in advance.

An online calendar must be used to schedule and arrange meetings. The meeting organiser is solely responsible for updating the calendar if a meeting needs to be rescheduled or cancelled.

The notice of the meeting is in the form of the calendar invite and all relevant information must be provided to attendees including:

The type of meeting (for example, face to face or virtual)

The purpose of the meeting and any additional requirements

The place, date and time of the meeting.

Advice that the agenda will be forwarded within 24 hours of the meeting (unless there is pre-reading or work as above)

All meeting invitees must respond to meeting requests and changes as quickly as they are able to and ensure they are entered into their online calendar and that no clashes occur.

Meetings must always be started on time regardless of whether all attendees are present or not. All meeting attendees should endeavour to be on time for meetings.

Mobile phones must be turned to silent during meetings.

The meeting organiser must arrive early to ensure all equipment including conferencing software is in working order and that technical issues are minimised.

When a virtual meeting is set up, meeting participants settings should be arranged in the following way:

Sound on, camera on

Attendees should be asked to pace themselves on mute by the host as appropriate

The chat function can be enabled for groups larger than 6.

Meeting agenda

The purpose of an agenda for a formal meeting is to inform the staff of when and where the meeting will be, as well as what will be discussed and done at the meeting.

The person organising the meeting must develop the agenda.

The Agenda Template must be used ensuring that:

Each agenda item is numbered

Each agenda item is allocated an amount of time e.g. 9.00 am 9.15 am and that this is enough time for the item to be discussed.

There is a short summary of what will be discussed under each agenda item.

Agendas must be sent by email to each meeting participant at least one working day prior to the meeting, but sooner if possible.

Legislation

In the case of a physical meeting, in order to meet the requirement of the WHS Act, the chair of the meeting is required to conduct a short hazard inspection prior to the meeting to ensure the space is safe. Any hazards must be removed. All other general legislation that applies to the business applies across the board in meetings including privacy, confidentiality and anti-discrimination.

Ethics

Meeting participants must not promote any ideas related to self-interest or conflict of interest.

Physical meeting arrangements

Informal meetings should be held in a participating staff members office. No catering is required for informal meetings.

All formal meetings are to be held in the Boardroom, which can seat up to 10 people.

Meetings will generally be up to around an hour. However, for longer meetings, those expected to last longer than 2 hours, refreshments should be organised. Depending on the time of day this might be breakfast, morning tea, lunch or afternoon tea.

A maximum cost of $10 per person is allowable for morning or afternoon tea or $15 for breakfast or lunch.

All catering is to be organised through Crave Catering:

http://www.cravecatering.com.au/

For client meetings involving more than 20 people, a venue will need to be organised:

http://venuemob.com.au/corporate-function-venues/melbourneThere will need to be a projector and screen for power point presentations.

Travel to the venue should be organised for all staff. Organise taxis through:

https://www.13cabs.com.au

Chairperson

A formal meeting must have a chairperson to chair the proceedings. This will usually be the person who organises the meeting and sends out the agenda.

The chairperson is required to control the meeting procedures and has the task of:

nominating or requesting a staff member to take notes of the meeting so the minutes can be prepared;

making sure proper notice is given and that there is an agenda, listing all items that need to be covered;

introducing the meeting, including, welcoming, stating purpose of meeting, advising of meeting time frame and encouraging all to participate;

checking (and, usually, signing) the minutes of previous meetings if applicable;

keeping time (to ensure the meeting gets through its business in the allocated time);

dealing with the order of business;

facilitating discussion through encouraging all to participate;

keeping order by focussing only on agenda items;

ensuring everyone has an opportunity to speak;

limiting the amount of time each staff member can have to speak on a matter; and

making sure that decisions are reached on issues that are discussed and that everyone understands what the decisions are; and

declaring the meeting closed.

For informal meetings, the person organising the meeting will still act as the chair albeit on a much more informal basis.

Minutes

It is essential to keep accurate minutes of all meetings as follows:

At the outset of a meeting, the Chair is to nominate or request a staff member to take notes of the meeting so as to develop the formal meeting minutes following the meeting. The Chair is also required to take notes but these will be brief dot points to have a record of the meeting contents. They will generally be handwritten dot points.

A laptop and the Meeting Minutes Template is to be provided to the staff member taking the notes of the meeting. The notes can be entered into the meeting minutes template or into a word document.

The staff member should be advised that notes of the meeting must be saved according to the subject of the meeting and the date and saved in a specific project file or under existing files.

The staff member should be advised to note down the key points of the meeting.

The notes must be provided to the chair following the meeting so as to develop the formal meeting minutes.

Meeting minutes must be developed by the Chair following the meeting as follows:

It is important that the minutes record any resolutions or decisions made at a meeting.

Minutes should be as brief as possible without jeopardising accuracy and credibility.

Attendances and any apologies must be noted. This is usually done at the beginning of a meeting, although if people leave early or arrive late, keep a note of this in the minutes.

Meeting minutes must be saved according to the subject of the meeting and the date of the meeting. The meeting minutes will be saved in a specific project file (e.g. Conference Folder YEAR folder or under a general folder such as Marketing Materials or such as staff meetings).

Minutes must be provided by the minute taker to the Chair within 2 working days of the meeting.

Minutes will be distributed via email by the Chair to all attendees within 2 working days of the meeting.

For informal meetings, a record of the meeting should be sent via email summarising the key outcomes of the meeting.

Meeting Minutes

Date: Time: Place: Attendees: Apologies: Item Description

Meeting purpose:

Review of previous meeting (if applicable. Delete of not):

Item discussed:

Outcomes:

Item discussed:

Outcomes:

Meeting close:

Next meeting:

Time: Date: Place: Minute taker: Signed: Name: Date:

Meeting Agenda

Meeting Date: Meeting Time/Duration: Meeting Location: Attendees: Chair: Please Bring &/or Read: Agenda Items Time Allocated

Welcome and apologies 2 minutes

Add rows depending on the number of items

453075356515PROJECT PORTFOLIO

020000PROJECT PORTFOLIO

-30149-107950000

05887106MANAGE MEETINGS

00MANAGE MEETINGS

05212008BSBTWK503

020000BSBTWK503

Contents

TOC o "1-3" h z t "RTO Works Heading 1,1" Section 1: Planning your meetings PAGEREF _Toc56498242 h 4Section 2: Chairing your meetings PAGEREF _Toc56498243 h 8Section 3: Meeting follow up PAGEREF _Toc56498244 h 9

Student name: Assessor: Date: Business this assessment is based on: Meeting 1 description: Meeting 2 description:

Section 1: Planning your meetingsMeeting 1

Meeting purpose

Outline the purpose and objectives of this meeting Meeting requirements

Outline the requirements of the meeting including timing, location and type of meeting?

What organisational requirements need to be considered?

Who needs to be consulted and how in relation to suitable dates and times or catering requirements etc?

*Attach evidence of how you confirmed requirements Legal and ethical requirements

Outline all legal and ethical requirements and considerations here Meeting attendees

Who is required to attend this meeting? Which attendees will be listed as optional? Can a proxy attend in place?

How will you inform attendees of the meeting and confirm attendance? Meeting papers

Which documents do you need to prepare in advance of the meeting?

How and when will these be distributed? Agenda outline

Outline your agenda here. What items and timings need to be considered? Chair

Summarise anything you need to consider as the chair of this meeting (physical or virtual) considerations, issues that could arise etc and how you might deal with these Minutes

How will these be recorded?

Who will record them?

What are the timeframes for delivery and review by you and delivery to attendees? 61859414351000 Attach: Meeting agenda

Evidence you have verified meeting requirements

Evidence you have invited attendees

Evidence of attendee confirmation

Evidence of meeting paper distribution

Meeting policy and procedures

Meeting 2

Meeting purpose

Outline the purpose and objectives of this meeting Meeting requirements

Outline the requirements of the meeting including timing, location and type of meeting?

What organisational requirements need to be considered?

Who needs to be consulted and how in relation to suitable dates and times or catering requirements etc?

*Attach evidence of how you confirmed requirements Legal and ethical requirements

Outline all legal and ethical requirements and considerations here Meeting attendees

Who is required to attend this meeting? Which attendees will be listed as optional? Can a proxy attend in place?

How will you inform attendees of the meeting and confirm attendance? Meeting papers

Which documents do you need to prepare in advance of the meeting?

How and when will these be distributed? Agenda outline

Outline your agenda here. What items and timings need to be considered? Chair

Summarise anything you need to consider as the chair of this meeting (physical or virtual) considerations, issues that could arise etc and how you might deal with these Minutes

How will these be recorded?

Who will record them?

What are the timeframes for delivery and review by you and delivery to attendees? 61859414351000 Attach: Meeting agenda

Evidence you have verified meeting requirements

Evidence you have invited attendees

Evidence of attendee confirmation

Evidence of meeting paper distribution

Meeting policy and procedures

Section 2: Chairing your meetingsIn this section, you only need to attach evidence as your assessor will be observing the meetings either in person, online or via a video recording and will complete the assessment checklist based on their observations.

61859414351000 Attach: Evidence you have briefed minute taker

Recordings of two meetings if your assessor did not observe in person or online

Section 3: Meeting follow upIn this section, you need to attach evidence as you work through activity step 5 in your student instructions. You will also complete some reflections.

Write down two problems you faced during this project and the ways you managed them.

Problem 1: How did you manage this problem? Explain.

Problem 2: How did you manage this problem? Explain.

61859414351000 Attach: Minute takers copy of minutes

Revised and edited copy of minutes

Evidence you have distributed minutes to attendees (email or screenshots)

Evidence you have reported the outcomes of the meeting as per your organisation policy (e.g. email to management)

Screenshots of meeting documentation storage and recordkeeping

Assessment Task 2: Project Portfolio

Course SIT50422 Diploma of Hospitality Management

Unit Code & Name BSBTWK503 Manage Meetings

Assessor Name Student Name Student Signature Assessment Task 2: Instructions

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.

You will need access to:

a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access

your learning resources and other information for reference

Meeting Agenda template

Meeting Minutes template

Meeting Policy and Procedures

Project Portfolio template.

Ensure that you:

review the advice to students regarding responding to written tasks in the Business Works Student User Guide

comply with the due date for assessment which your assessor will provide

adhere with your RTOs submission guidelines

answer all questions completely and correctly

submit work which is original and, where necessary, properly referenced

submit a completed cover sheet with your work

avoid sharing your answers with other students.

i Assessment information

Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:

where this task should be completed

how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.

Assessment Task 2: Project Portfolio

Complete the following activities:

Carefully read the following:

This project requires you to manage a meeting on two different occasions. You can engage in meetings with friends, colleagues or classmates or you may have the opportunity to manage a real meeting/s in your workplace. This will depend on the way you are participating in this course. These meetings can be virtual meetings or they may be face-to-face meetings you can decide along with your assessor what will work best for you.

Your meetings must run for a minimum of 30 mins but must not exceed 1 hour.

The second meeting can only be a follow-up meeting from the first meeting if a period of time has passed which has allowed for certain action items and tasks to be completed from the first one and there is activity to report on and discuss and further decisions and action items can be scheduled.

Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, conducting real meetings will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way!

Although these meetings can be simulated in the sense that they are not being held in an actual workplace they need to be based on a real need with each meeting attendee contributing from their own ideas and opinions not staged or scripted as this would never happen in the real world. Ideas for meetings you can arrange include:

WHS meeting in your classroom to discuss your colleges WHS procedures

A physical or virtual meeting between classmates to arrange and discuss the plans for an event or gathering (e.g. end of year workplace dinner)

A meeting to discuss and plan for a charity or sports sponsorship or event

A creative meeting to discuss concept development for a new project or idea

You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.

Speak to your assessor to get approval for the meetings you want to manage prior to beginning your portfolio.

You need access to a meeting policy and procedure and agenda and minutes templates. Use the ones provided in the Simulation Pack for this unit if not basing this on a real workplace.

Plan your two meetings

Work through Section 1 of your Project Portfolio for this unit and plan out the two meetings you are going to manage.

During this stage you will need to access your organisations meeting policy and any associated procedures. If using the case study, you will find these documents in the Simulation Pack for this unit.

Finalise meeting preparation

Now that your planning is complete, you need to finalise the arrangements for your two meetings. You can schedule your meetings to run on the same day or different days if these meetings are being held at separate times and for different and distinct reasons.

During this step, you need to:

Develop and complete your agenda

Verify any meeting requirements with attendees or others (e.g. dietary requirements if catering is involved, suitable days and times of attendees etc.)

Send out meeting invites

Confirm attendance of all attendees

Distribute meeting papers

Tip: Take screen prints of your online calendar invites and keep copies of email communication during this step. You must provide all evidence outlined in your portfolio so its recommended you save it as you go.

Attach all relevant evidence as indicated in Section 1 of your Project Portfolio.

When you are happy with your planning, have checked and edited your work for accuracy, spelling and grammar, submit to your assessor for approval before proceeding to the next activity step.

Conduct your meetings

Its now time to chair your meetings.

Prior to the meetings, you are required to brief the minute-taker on the method for recording the meeting notes. Remember to attach evidence of this in your portfolio in the relevant part of Section 2.

Your assessor will be looking to see that you:

Chair the meetings according to your organisational requirements and any agreed-upon conventions for the types of meetings you have organised

Follow all legal and ethical requirements as outlined in Section 1 of your portfolio

Promote participation, discussion, problem solving and resolution of issues during the meeting

Keep the meeting on track and within the allocated timeframes for each scheduled agenda item

Communicate effectively during the meeting, including:

Using relevant communication style, tone and vocabulary suited to the meeting context and participants

Speaking clearly and concisely

Using non-verbal communication to assist with understanding

Asking questions to identify required information

Responding to questions as required

Using active listening techniques to confirm understanding

i This can either be viewed in person by your assessor, your assessor can view online via video conferencing software or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes as indicated in your meeting agenda and the timeframes in Step 1 above.

Attach the relevant attachments in Section 2 of your Project Portfolio.

Follow up

After the meetings are finalised, complete the following activities:

Review the minutes taken and edit as necessary

Distribute the final edited version to the meeting attendees as per meeting policy timeframes

Report on the outcomes of the meetings as per meeting policy timeframes

Store the minutes and any other meeting papers for follow up according to record-keeping requirements

Reflect on how you managed at least two routine problems you encountered when managing your meetings record this in Section 3 of your Project Portfolio.

Complete Section 3 of your Portfolio and attach the relevant evidence as you work through these steps.

Submit your completed Project Portfolio

Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary.

Remember to check that all necessary evidence attachments are included.

Submit to your assessor for marking.

Assessment task 2: Project Portfolio ANSWERS

Assessment Task 1: Knowledge Questions

Course SIT50422 Diploma of Hospitality Management

Unit Code & Name BSBTWK503 Manage Meetings

Assessor Name Student Name Student Signature Assessment Task 1: Instructions

Information for students

Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:

review the advice to students regarding answering knowledge questions in the Business Works Student User Guide

comply with the due date for assessment which your assessor will provide

adhere with your RTOs submission guidelines

answer all questions completely and correctly

submit work which is original and, where necessary, properly referenced

submit a completed cover sheet with your work

avoid sharing your answers with other students.

i Assessment information

Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:

where this task should be completed

the maximum time allowed for completing this assessment task

whether or not this task is open-book.

Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.

Assessment Task 1: Knowledge Questions

Provide answers to all of the questions below:

Complete the table by providing an explanation of each of the following meeting terminology:

Agenda Chair Quorum Proxy Minutes Motion Actions Apologies Outline a meeting structure for a formal meeting.

Outline a meeting structure for an informal meeting.

Outline at least three key arrangements that need to be made for a meeting.

Outline two responsibilities of a chairperson prior to a meeting.

Outline three important aspects of a chairpersons job during a meeting.

Explain why it is important for a chairperson to monitor the participation of all those involved in a meeting.

In relation to group dynamics answer the following questions:

Explain how, in the role of a chairperson, you would manage someone who is dominating the meeting.

Explain how, in the role of a chairperson, you would manage someone who is too shy to contribute to a meeting.

Explain how, in the role of a chairperson, you would manage two people having a private conversation within a meeting.

Explain group dynamics, including how these are important in relation to conducting meetings.As a chairperson, you need to be aware of the different roles that may be present during a meeting. Provide a definition for each role listed below.

Role Definition

Initiator Clarifier Dominator Degrader Distractor Supporter Gate keeper Describe two ways of conducting meetings.

Describe three advantages of face-to-face meetings and give an example of a workplace situation where this type of meeting may be used.

Describe three advantages of virtual meetings and give an example of a workplace situation where this type of meeting may be used.

Describe the use of webcams for meetings, including a brief description of how to use video conferencing software and common features.

List three different applications you can use to communicate with someone using web conferencing.

Explain the purpose of an agenda and identify five items that should be included in an agenda.

Explain the purpose of meeting minutes and list five items that should be included in meeting minutes.

Explain the difference between informal meeting minutes and formal meeting minutes.

Access the Corporations Act 2001 from the Internet and identify the information from the Act that relates to notices of meetings. Now answer the following questions:

To whom must a notice of meeting be provided?

How must the notice of the meeting be provided? Indicate at least two ways.

Identify two organisational policies and procedures relevant to conducting meetings. For each one, explain why it would be important to follow.

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