BSBOPS405 Project Portfolio Task 2

 

This is Project Portfolio template It is part of the supporting resource for Assessmen Assessmentt Task 2

Project Portfolio BSBOPS405 Organise business meetings

BSBOPS405 Organise business meetings   Student Version

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This is Project Portfolio template It is part of the supporting resource for Assessmen Assessmentt Task 2

Contents Section 1: Identify the type and purpose of the meeting..........................................................4 Section 2: Identify and comply with legal, ethical and organisational requirements.................5 Section 3: Meeting Section Meeting arrangement... arrangement.............. ..................... .................... ..................... ..................... .................... ...................................... ............................7 7 Section 4: Prepare notice of meeting, agenda and meeting papers......................................12 Section 5: Invite participants and confirm the meeting arrangements.....................................8 Section Secti on 6: Confirm Confirm presence presence of required required resources..... resources............... .................... .................................................9 .......................................9 Section Secti on 7: Conduct the meeting........ meeting.................. .................... ..................... ..................... .................... .................... ................................. ....................... 10 Section Secti on 8: Prepare Prepare meeting meeting minutes minutes ..................... ............................... .................... ..................... ........................................... ................................11 11 Section 9: Send an email to assessor...................................................................................12 Section 10: Send an email to staff.........................................................................................13

BSBOPS405 Organise business meetings   Student Version

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This is Project Portfolio template It is part of the supporting resource for Assessmen Assessmentt Task 2

Student Name:  Assessor: Date:

Subham Rawal MD FARQUL ISLAM 28/05/2021

Documentation Reviewed as Preparation of the  Assessment:

BSBOPS405 Organise business meetings   Student Version

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Task 2: Formal meeting project Section 1 Identify the type and purpose of the meeting.

Types meeting: From the given case study, the Grow management consultants is conducting formal of meeting.

Purpose of the meeting: The main purpose of this meeting is to discuss the new style and methods of leadership. And discuss how to successfully conduct the conference.

Section 2 Identify and comply with legal, ethical and organisational requiremen requirements ts for business meetings.

Legal: To create meeting space inspection checklist. To inspect the meeting space to insure the place is safe. To inform all the attendant at least five days before the meeting is conducted.

Ethical: The participants are not allowed to advertise any material or thing that have their own interest.

Organizational requirements: meetings should be held in board room. Refreshments should be provided to the staffs who attend the meeting. The meeting room should be facility with the projector and screen for powerponts.No refreshment is provided if the informal meeting takes less than 90 minutes.

BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Section 3 Make meeting arrangements according to meeting and participant’s requirements

Meeting Requirements Form

Chairperson

Subham Rawal

Meeting Name

Leadership Conference

Meeting Details

Date

02/06/2021

Time

11:00AM

Location

Board room at AFC

Budget

$200

Meeting Format

Purpose

To discuss on current and new techniques of leadership.

Participants

CEO ((P Paul B Bu urns), Op Operations Ma Manager (y (you), a Senior Ma Management Consultantt (Bob Downs), Marketing Manager (Jack Steel), an Consultan  Administration/Project  Administratio n/Project Officer Officer (Sally Smith), a Receptionist Receptionist (Zina (Zina Dainty) and an Accounts Officer (Sunny Singh).

Seating  Arrangements  Arrangements

Roundtable

Video or Teleconference Requirements

Not applicable

Supporting Materials

Meeting Documentation

Purpose conference topic summary

Equipment Requirements

Projector, Screen for PowerPoint slides and stationary items.

Hospitality Requirements

Catering Requirements

Tea and coffee

BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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 Accommodation  Accommodation Requirements

Not applicable

Other Requirements

Special Needs of  Attendees

Not applicable

Organisational/ Legal/ Ethical Requirements Requirements for Conducting Meetings

To inform all the attendee at least 5 working days before meeting is conducted.

Transportation Requirements

Not applicable

 Any Other Requirements

NO

BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Section 4: Prepare notice of meeting, agenda and meeting papers according to organisational requirements requirements

Meeting Agenda

Meeting Date:

02/06/2021

Meeting Time/Duration: 11:00AM(30 minutes) Meeting Location:

Board Room of AFC

 Attendees:

CEO (Paul Burns), Operations Manager (Subham Rawal), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel), an  Administration/Project  Administration /Project Officer (Sally (Sally Smith), a Receptionist Receptionist (Zina Dainty) Dainty) and an Accounts Officer (Sunny Singh).

Chair:

Subham Rawal

Please Bring &/or Read:

ID Proof 

Agenda Items

Time Allocated

1

Welcome and apologies

2

Over erv vie iew w of of le leadershi rship p co confere ferenc nce e 20 2021

3

Di Disc scus ussi sio on of id idea eas s of co conf nfer eren ence ce and and topi topics cs

4

2 minutes

5 minutes

15 minutes

5 minutes BSBOPS405 Organise Business Meetings

ID: 210127 

Subham Rawal

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 Allocation of of conference task 5

Conclusion and ou outcome

3 minutes

Section 5: Invite participants and confirm the meeting arrangements.

Date: 28/05/2021

To: All Staff Subject: Meeting

Dear Staff, I writing this mail regarding the discussion of coming leadership conference in June. I would like to invite you all for a meeting to discuss regarding the conference. The meeting will be conducted on 02/06/2021 at Board Board room of AFC AFC at 11:00AM. I have attached all the meeting Agenda, draft of the conference program and summary of the topics to be discussed. And please reply to this mail, if you are available during that time and going to attend the meeting. If you have any other queries, don’t hesitate to contact me .I hope I will see you all in the meeting. Regards, Subham Rawal Operational Manager 

BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Section 6: Confirm presence of required resources prior to meeting commencement. Name

Subham Rawal

Signature

Meeting Space Inspection Checklist Areas

General Lighting Electrical

Ventilation

Confined

Checklist

Checked (tick) √

Lighting levels appropriate for meeting. Glare is minimised √ Emergency lighting is operable   √ No broken plugs, sockets or switches √ No frayed or damaged leads √ Portable power tools in good condition √ No leads on floor where work may damage v them  Adequate  Adequat e natural ventilation ventilation √  Air conditioning conditioning system working working properly v Emergency response procedures are in place   v

Comments

                   

Spaces BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Access/ Walkways/ Floors Housekeeping

Emergency Plans Furniture

Equipment

Designated access ways are clearly marked, Designated adequately lit and are free from obstructions Floor surfaces are well maintained, smooth, non-slip, and uncluttered Work areas are cleaned Bins located at suitable points and emptied regularly Fire exits clearly marked and exit doors easily

√ V

 

√ √

   

√

 

√

 

√

 

opened and clear of obstructions  All furniture are are in good condition condition and and does not possess in health and safety risk to participants  All required equipment equipment are available available and in working condition.

Checked By Position

Operatonal manager

Date

02/06/2021

Section 7: Conduct the meeting

The meeting is going too held on 02 of June 2021 at boardroom of AFC at 11: AM. The meeting discussed on various aspects regarding how to successfully conduct the conference that is going too held in June. In the meeting we discussed the when and where to conduct the meeting, allocation of different tasks and topic. Some of the task distributed among staff are:   



Jack steel will arrange marketing material. Subham Rawal (Operational manager) will choose suitable speaker. Subham Rawal (Operational manage)r will manage travel and accommodation for speakers. Subham Rawal (Operational manger) will manage the catering.

BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Section 8: Prepare meeting minutes

.

Grow Management Consultants Meeting minutes

Date:

02/06/2021

Time:

11:00 AM

Place:

Board Room at AFC

 Attendees:  Attendee s:

 Apologies:

Item

  CEO (Paul Burns), Operations Manager (Subham Rawal), a Senior Management Consultant (Bob Downs), Marketing Manager (Jack Steel), an Administration/Project Officer (Sally Smith), a Receptionist (Zina Dainty) and an Accounts Officer (Sunny Singh). Not applicable applicable

Description BSBOPS405 Organise Business Meetings

ID: 210127 

Subham Rawal

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1

Meeting purpose: The main purpose of this meeting is to discuss the new style and methods of leadership.

2

Rev eviiew of p pre revi vio ous meeting ting (if (if a ap ppl plic ica abl ble. e. Dele Delete te of no not) t) : No Not a ap ppl plic ica abl ble e Item discussed :    

3

Outcomes    

5

organising catering for approximately 100 people identifying suitable speakers organising travel and accommodation for speakers developing and printing marketing material

Jack steel will arrange marketing material. Operational manager will choose suitable speaker. Operational manager will manage travel and accommodation for speakers. Operational manger will manage the catering.

Meeting close: 11:30 AM Next meeting: Time:

10:00 AM

Date:

16/06/2021

Place:

Board Room at AFC

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Minute taker:

Operational Manager 

Signed: Name: Date:

Subham Rawal 02/06/2021

Section 9: Send an email to the CEO (your assessor) for approval.

Date: 02/06/2021 To: CEO Subject: Request for approval of meeting minutes. BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Content

Dear CEO, The attached minutes include following Item that we discussed:  

organising catering for approximately 100 people identifying suitable speakers

 

organising and accommodation for speakers developing travel and printing marketing material

Please read and approve the meeting minutes, revised conference program and meeting action plan attached below. I have also attach the meeting minutes below. If you have any questions, don’t hesitate to contact me. Regards, Subham Rawal Operational Manager 

Section 10: Send an email to staff (your assessor).

Date: 31/05/2021 To: All Staff Subject: Meeting minutes and conference program. Content BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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Dear Staff, Based on the discussion we collectively come to following result:    

Jack steel will arrange marketing material. Operational manager will choose suitable speaker. Operational manager will manage travel and accommodation for speakers. Operational manger will manage the catering.

 All above points are discussed in minutes which is attached below. I have also attached the conference program below. If you have any question, feel free to contact me. Regards, Subham Rawal Operational manager 

BSBOPS405 Organise Business Meetings ID: 210127 

Subham Rawal

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