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Assessment Task 2 BSBADM405 Organise meetings

Prepare meeting documents


Submission details

Candidate’s name

Assessor’s name

Assessment date/s

The assessment task is due on the date specified by your assessor. Any variations to this
arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for
details.

Performance objective
The objective of this assessment task is to prepare meeting documents including a notice
of meeting and an agenda as per meeting requirements.

Assessment description
You are required prepare a notice of meeting and an agenda for the Bags About Town
monthly directors’ meeting. You are also expected to identify all other documents that will
be required for the meeting and plan for their preparation and distribution.

Procedure
1. Read the Bags About Town meeting details in Appendix A of this assessment task.
2. Prepare a timeline of tasks and resources to complete to prepare for the meeting
using Appendix B of this assessment task. Include activities for checking accuracy
of documents.
3. Prepare a notice of meeting based on the information provided.
4. Prepare a meeting agenda based on the information provided.
5. Use the following template to identify all of the other documents you will need for
the Bags About Town meeting. Plan two spare copies of each document. To plan for
the meeting you need to identify the people you need to contact in order to get a
copy of each document and the date by which you will need each document.

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

Documents for Contact person Date required No. of copies


distribution prior
to the meeting

Agenda 4 Aug 2017 12


- update CEO
- activity Sonia Hurst-General
reports Manager Brett,
Simons - Finance Seth
Gorman- Director
Marketing Manager,
Vincent Khoo - Buying
Director, Chris de
Kunder -Warehouse
Manager,
Jeremy Singh Regional
Operations Manager.

Minutes of CEO’s personal assistant 4 Aug 2017 12


previous meeting

Sales terminal Jamie Priddle - IT Director 4 Aug 2017 12


upgrade progress
report

Draft Workforce Maria Angelus - HR 4 Aug 2017 12


Agreement. Manager

Specifications
Notice of meeting, agenda and meeting document template completed using the correct
format and information for both documents.
Notice of meeting, agenda and meeting document template completed with the correct
information as per the meeting requirements detailed in Appendix A.

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

Notice of Meeting
Bags About Town monthly Director’s meeting to be held on

14 August 2017
09.00am – 01.00pm

Propose of meeting will be updated on


Activity report, sales terminal upgrade project, workforce
agreement and international fashion trend

Brett Simons - Finance Director


Seth Gorman - Marketing Manager
Vincent Khoo - Buying Director
Chris de Kunder - Warehouse Manager
Jeremy Singh - Regional Operations Manager

Location: Boardroom, Bags About Town head office,


Level 14, 194 Collins Street, Sydney.

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

Bags About Town

Monthly Director’s meeting Agenda


Boardroom, Bags About Town head office, Level 14, 194 Collins Street, Sydney.
14 August 2017

09.00 - 09.15 am CEO update Mark Schofield

09.20 -10.30 am Activity report Sonia Hurst - General Manager


Brett Simons - Finance Director
Seth Gorman - Marketing Manager
Vincent Khoo - Buying Director
Chris de Kunder - Warehouse Manager
Jeremy Singh - Regional Operations
Manager

10.30–10.40 am morning tea break

10.50–11.20 am progress of the sales Jamie Priddle - IT Director


terminal upgrade project.

11.30–12.10 am question and answer Maria Angelus HR Manager


discussion on Workforce
Agreements

12.15 - 12.25 pm reporting on international Design Team


fashion trends

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

Appendix A – Meeting requirements


You are the Administration Assistant for Bags About Town, a handbag manufacturer. You
have been asked to prepare the notice of meeting and an agenda for the next monthly
directors’ meeting. You are also expected to organise the preparation and distribution of
meeting papers.
The CEO’s personal assistant is responsible for making meeting arrangements. She has
provided you with the following details for the meeting.

Requirement Details

Date 14 August

Time 9am to 1pm

Duration Half day

Attendees Senior Management Team – CEO, General Manager, IT


Director, Finance Director, HR Manager, Marketing
Manager, Buying Director, Warehouse Manager, Regional
Operations Manager

Meeting structure (e.g. Formal


formal or informal)

Meeting purpose Regular monthly meeting of senior management team. The


meeting is formal and follows a standard format including:
minutes, business arising and correspondence. Other
standing agenda items include:
● CEO update (15 minutes).

● 10 minute activity reports from the General Manager


(Sonia Hurst), Finance Director (Brett Simons),
Marketing Manager (Seth Gorman), Buying Director
(Vincent Khoo), Warehouse Manager (Chris de
Kunder) and Regional Operations Manager (Jeremy
Singh).
● 10 minute morning tea break at about 10.30.

● Appropriate time between items for questions,


discussion and decision-making.
● CEO concluding remarks.

● This month’s meeting will also include:

● 30 minute presentation from the IT Director (Jamie


Priddle) on progress of the sales terminal upgrade
project.

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

Requirement Details

Meeting purpose ● 40 minute question and answer discussion on


(continued) Workforce Agreements lead by the HR Manager
(Maria Angelus).
● 10 minute presentation by the Design Team,
reporting on international fashion trends (5 members
of the Design Team will attend for this portion of the
meeting only).

Meeting chair CEO – Mark Schofield

Number of participants Nine members of the senior management team and the
(internal and external) CEO’s personal assistant who will act as minute-taker.
Five members of the Design Team will attend only for their
meeting item.

Location Boardroom, Bags About Town head office, Level 14, 194
Collins Street, Sydney.

Pre-reading materials for A number of documents need to be distributed in hard copy


attendees to meeting participants at least one week in advance of the
meeting, they are:
● Agenda

● Minutes of previous meeting

● Sales terminal upgrade progress report

● Draft Workforce Agreement.

Documentation The following documents will be distributed in hard copy at


requirements for the the meeting:
meeting
● Monthly budget report

● Correspondence list

● Design Team summary report.

Equipment required for Laptop


the meeting (e.g.
Data/video projector
video/data projector,
microphone, whiteboard)

Teleconferencing or Nil
videoconferencing
requirements and
equipments

Catering Morning tea

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

Appendix B – Schedule to prepare for meeting

Goals Tasks Resources needed Timelines


What do you want How will you What will help me When do I need to
to achieve? achieve this? get there? achieve this by?

- Invitation all - E-mailing for - Appointment 4 Aug 2017


participants agenda, minute of software: outlook,
meeting email

- Pre-reading - Sent previous - Email 4 Aug 2017


materials for agenda and
attendees minute meeting

- Catering ordering - Find any supplier - Bakery and 7 Aug 2017


and preparing and order meal catering supplier
sets
- Internet/ phone to
contact

- Venue booking - Set up the seats - Building’s team or 7 Aug 2017


and management and tables department ‘s
secretary
- Book the meeting
room

- Get responding - Collect - All participants 8 Aug 2017


email information from
- Email software
each functional
team

- Documentation - Coordinate with - All functional 10 Aug 2017


and material team to get and leaders as General
providing and organize soft file Manager (Sonia
contributing for Monthly Hurst), Finance
budget report Director (Brett
Simons),
Marketing
Manager (Seth
Gorman), Buying
Director (Vincent
Khoo), Warehouse
Manager (Chris de
Kunder) and
Regional
Operations
Manager (Jeremy
Singh).

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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Assessment Task 2 BSBADM405 Organise meetings

- Coordinate with - Coordinate with


team to get and design team to get
organize soft file summary report.
for “international
fashion trends”

- Coordinate with the IT Director


team to get and (Jamie Priddle)
organize soft file
for Sales terminal
upgrade progress
report

- Coordinate with - Coordinate with


team to get and HR Manager
organize soft file (Maria Angelus)
for draft
workforce
agreement

- Equipment - Checking - Building’s staffs 11 Aug 2017


providing microphone and
- Secretary
speaker and
audio
- Checking
presenting files
- Checking laptop,
projector,
program,

iigg

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1
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