BSBOPS405 Organize business meetings Assignment

Task A Short Answer Questions

Use the information in the case study and themeeting policy and procedureto answer the following questions.

1. What type of meeting will you be organising (formal or informal)? Provide an explanation for your answer
2. What is the purpose of the meeting?
3. Outline any specific requirements of the meeting participants?

Task B Make meeting arrangements

Q1.Use the template below to draft an email to make the arrangements for the participant requirements and resources you identified in Task A. Ensure you have followed theMeeting Policy and Procedurefor making meeting arrangements. You need to ensure

• The date field is complete & adheres to correct timelines
• The To field is filled in & has the correct email address
• The body of the email is complete and includes all required information

Task C Prepare meeting papers, agenda, and notice

This assessment task consists of three parts and your assessor will be look to see that you have completed the following

• C1 Create meeting papers
• C2 - Preparing the agenda for the meeting
  • Prepare the agenda according to theMeeting Policy & Procedure
  • Ensure all designated timelines are adhered to
• C3 Preparing the meeting notice

C1 Create meeting papers

This task requires you to create some meeting papers to include within your meeting notice.

To complete this assessment task

1. Create a document to provide participants the information they need to prepare for the meeting. Dont forget to include any additional information the participants have requested. Please ensure all pictures included in the document are clearly labelled
2. Complete this document in word based on the data and information that is found in thecase study. Your assessor will be looking to see that your meeting papers were created in line with the requirements of theMeeting Policy and Procedure.

Remember to save the file as you go so you dont lose your work. When you have completed your document, you will need to upload the file to OpenSpace, along with this completed assessment document.

C2 - Agenda

This task requires you to create an agenda

For this task, you will be required:

• Complete the minute template located inAppendix 2
• Ensure your Agenda meets the requirements of theMeeting Policy and Procedure

C3 Meeting Notice

You will need to create a meeting in Zoom to answer all components of this question. To sign up for Zoom, click here -Sign Up - Zoom. You can find video tutorials on how to set up and schedule a meeting at thislink

Q1.Use the template below to create your meeting notice. Ensure you have used the relevant information in the case study and followed theMeeting Policy and Procedure. Specifically, have you made sure

• The date adheres to correct timelines and are consistent
• The email addresses are correct
• The correct information is included in the body of the email including mention of any relevant attachments
• Ask the participants to confirm if they have received their required resources

Task D Role Play

In this role play Kyla will chair the meeting and your role will be to observe and take notes of a meeting based on the scenario shared and following from tasks A, B, and C. WhileAppendix 1 Meeting Policy and Proceduresstates that the meeting should be 30 minutes (and this should be reflected in all documents), the actual length of this role play will only be approximately 10 minutes. Your participants will read through the script provided inAppendix 5.

You will be required to create a digital recording of yourself completing the role play and submit this as evidence for assessment. Instructions for submitting digital recordings (video) are provided on theAssessment Support pagein Open Space. You must ensure you have read and complied with these requirements when creating and submitting this assessment, including identifying yourself and obtaining consent from participants.

Your Assessor will observe you during the role play and complete thePractical Skills Checklistlocated in Appendix 4.

During the role-play, you will need to demonstrate the skills and knowledge needed to:

• observe and take meeting notes,
• outline key decisions and actions for implementation.
• convey specific instructions using vocabulary appropriate to context, purpose and audience
• listen for specific information
• ask questions and listen to responses to clarify understanding

You will be involved in a scenario/role-play that involves complex interactions with real people.

When you have finished recording, you will need to upload your video file to OpenSpace, along with this completed assessment document.

Task E Create minutes

Task E consists of three tasks:

• E1 compare the notes you took throughout the meeting with the notes of the chairperson.
• E2 create minutes of the meeting using the minutes template.
• E3 seek approval of minutes.

Task E1 Compare

This task requires you to compare the notes taken by Kyla with your own notes and then answer the question below.

Q1.Based on the comparison you have completed, were your notes accurate and consistent with Kylas? Did you need to make any updates to your notes?

Task E2 Develop minutes

After you have compared your notes to the chairpersons notes, you will need to use your notes to develop the draft meeting minutes.

For this task, you will be required:

• Complete the minute template located inAppendix 3
• Ensure you draft your minutes according to theMeeting Policy and Procedure

Task E3 Seek approval

Draft an email to the appropriate stakeholder to approve the meetings minutes. Refer toAppendix 1 Meeting Policy and Proceduresto view the requirements for getting approval for the meeting minutes

Task F Distribute minutes

Q1.Assume you have received approval from Kyla to distribute the final meeting minutes. Use the email template below to send out the minutes to the required stakeholders. Ensure you follow the requirements in theMeeting Policy and Procedure