Business Meetings Student Workbook v1.0

BSB40920 CERTIFICATE IV IN PROJECT MANAGEMENT PRACTICE A20236 BUSINESS MEETINGS BSBOPS405 Organise business meetings STUDENT WORKBOOK Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2020 2 This workbook has been designed for use in conjunction with information and materials provided at lecture and tutorial sessions. Students should attend all timetabled sessions so they can obtain all subject information. Students should read and understand all materials provided. Assessments and any other supplementary material will be available at myAPC.hub Publisher: Young Rabbit Pty Ltd (A.C.N. 003 381 182) trading as Australian Pacific College Ground Floor, 189 Kent Street Sydney NSW 2000 Australia Tel: (02) 9251 7000 Edition: 1st Edition Released: October 2021 The publisher owns the copyright in this publication. All rights reserved. No part of this publication may be reproduced by any process without the prior written permission of Young Rabbit Pty Ltd. © 2021 Young Rabbit Pty Ltd Australian Pacific College Lower Ground, 189 Kent Street Kent St Campus (CBD) Sydney NSW 2000 P (61 2) 9251 7000 F (61 2) 9251 7575 Web: www.apc.edu.au CRICOS Provider: Young Rabbit Pty Ltd – 01331F ABN: 28 003 381 182 RTO PROVIDER: 90396 Front cover image sourced from: Pixabay.com A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 3 Contents Introduction�� 4 Elements and Performance Criteria�� 5 Foundation Skills�� 6 Performance Evidence�� 6 Knowledge Evidence�� 6 Session Plans�� 7 Session 1......................................................................................................................... 7 Session 2......................................................................................................................... 8 Session 3......................................................................................................................... 9 Session 4....................................................................................................................... 10 Session 5....................................................................................................................... 11 Session 6....................................................................................................................... 12 Session 7....................................................................................................................... 13 Session 8....................................................................................................................... 14 Session 9....................................................................................................................... 15 Introduction�� 17 1. Prepare Meeting Documentation and Details�� 19 1.1 Identify type and purpose of meeting being organised�� 19 Activity 1.1.................................................................................................................... 20 1.2 Identify and comply with legal, ethical and organisational requirements for business meetings�� 21 Activity 1.2.................................................................................................................... 24 1.3 Make meeting arrangements according to meeting and participants requirements �� 25 Activity 1.3.................................................................................................................... 28 1.4 Prepare notice of meeting, agenda and meeting papers according to organisational requirements�� 29 Activity 1.4.................................................................................................................... 32 1.5 Distribute documentation and meeting details to participants within designated timelines�� 33 Activity 1.5.................................................................................................................... 34 1.6 Confirm presence of required resources prior to meeting commencement�� 35 Activity 1.6.................................................................................................................... 38 2. Record meeting outcomes�� 39 2.1 Take notes of the meeting�� 39 Activity 2.1.................................................................................................................... 40 2.2 Outline key decisions and actions for implementation�� 41 Activity 2.2.................................................................................................................... 42 2.3 Review minutes for accuracy and submit for approval by the nominated person� 43 Activity 2.3.................................................................................................................... 44 2.4 Distribute relevant post-meeting materials to attendees within designated timelines�� 45 Activity 2.4.................................................................................................................... 46 Additional Resources�� 47 A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 4 Introduction This subject A20236 Business Meetings, in the BSB40920 Certificate IV in Project Management Practice, describes the skills and knowledge required to assist with project scheduling activities, apply and monitor the agreed project schedule, and evaluate the effectiveness of time management for the project. This is an online subject with Subject Enhancing Tutorials (SET) delivered in the classroom or in the Virtual Learning Environment (VLE). There are 2 hours of tutorials per week, from Week 2 to 8. Students can find the tutorial details in their timetable. Students will be able to work on a real case study provided in the subject or on their own project under their Individual Learning Plan. The subject, which delivers the Unit of Competency BSBOPS405 Organise Business Meetings, has a specific focus on individuals who are project practitioners working in a project support role. After successfully completing this subject, students are expected to achieve the performance criteria outlined in the elements and demonstrate the ability and knowledge to complete the tasks listed in the performance evidence, knowledge evidence and foundation skills of this subject. The detailed information about performance criteria, performance evidence, knowledge evidence and foundation skills of this subject are available on the following pages. This subject comprises two Assessments. The following table summarises the information about each assessment. APC is using Rubric for assessment marking. A rubric is s tool used to interpret and grade students’ work against a set of criteria. Assessment 1 Assessment 2 Due Date Session 5 (*Not Week 5) Session 8 (*Not Week 8) Weighting 50% 50% Rubric Rubric Grading Method Submission Method Students are required to submit their assessments to myAPC.hub. Feedback The results will be available within 7 days after the due date of the assessment. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 5 Elements and Performance Criteria Subject: Unit of Competency: Element A20236 Business Meetings BSBOPS405 Organise business meetings Performance Criteria 1. Prepare meeting 1.1 Identify type and purpose of meeting being organised documentation and details 1.2 Identify and comply with legal, ethical and organisational requirements for business meetings 1.3 Make meeting arrangements according to meeting and participants requirements 1.4 Contribute to achieving an agreed schedule baseline and communicating the schedule to stakeholders 1.5 Distribute documentation and meeting details to participants within designated timelines 1.6 Confirm presence of required resources prior to meeting commencement 2. Record meeting outcomes 2.1 Take notes of the meeting 2.2 Outline key decisions and actions for implementation 2.3 Review minutes for accuracy and submit for approval by the nominated person 2.4 Distribute relevant post-meeting materials to attendees within designated timelines A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 6 Foundation Skills Skill Description • Reading • • Writing • • Oral Communication • • • Numeracy Initiative and enterprise Teamwork Planning and organising Technology Identifies and interprets information from instructions, organisational policies and procedures, or legislation Compares final output with original notes to check accuracy Prepares complex texts from notes using appropriate structure, accurate spelling, grammar and punctuation Records notes of meeting proceedings according to organisational requirements Edits and corrects own work to ensure accuracy Listens for specific information during meetings Conveys specific instructions using vocabulary appropriate to context, purpose and audience Asks questions and listens to responses to clarify understanding • Performs calculations required to measure output against predetermined timeframes • Recognises and responds to both explicit and implicit organisational procedures and protocols and legislative/regulatory requirements • Selects the appropriate form, channel and mode of communication for a specific purpose relevant to own role • Applies formal processes when planning complex tasks, producing plans with logically sequenced steps, reflecting an awareness of time constraints • Understands the purposes, specific functions and key features of common digital systems and tools and operates them effectively to complete routine tasks Performance Evidence The candidate must demonstrate the ability to complete the tasks outlined in the elements, performance criteria and foundation skills of this unit, including evidence of the ability to: • organise business meetings, prepare agenda and take notes on at least two occasions. Knowledge Evidence The candidate must be able to demonstrate knowledge to complete the tasks outlined in the elements, performance criteria and foundation skills of this unit, including knowledge of: • relevant communication techniques • common formats for agendas and minutes • organisational policies and procedures relating to facilitation of meetings, including • meeting quorums • required notice periods • meeting resolutions and storage of minutes. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 7 Session Plans SESSION 1 INTRODUCTION TO BUSINESS MEETINGS Time Element Performance Criteria 1st Half Topics • • • • • • • • Welcome First Day checklist Introduction Explain the subject outline, tutorials, and assessment methodology and due dates. Explain the concept of Individual Learning Plans (ILP). Explain how to make the best use of the Student Care and trainers. Lesson schedule Introduction to Business Meetings Delivery Methods and Learning Tools Introductory lecture Slides Q/A Group discussions BREAK 2nd Half 1. Prepare 1.1 Identify type and meeting purpose of meeting documentation being organised and details • • • Types of meeting Purpose of meeting Activity 1.1 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • understand the different types of meeting • define purpose of meeting A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 8 SESSION 2 PREPARE MEETING DOCUMENTATION AND DETAILS Time 1st Half Element 1. Prepare meeting documentation and details Performance Criteria 1.2 Identify and comply with legal, ethical and organisational requirements for business meetings Topics • • Codes of practice Legislation relating to companies or associations Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 1. Prepare meeting documentation and details 1.2 Identify and comply with legal, ethical and organisational requirements for business meetings • • Public meetings Activity 1.2 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • identify and comply with legal, ethical and organisational requirements for business meetings • understand what codes of practice apply to business meetings • communicate relevant legislation relating to companies or associations • understand requirements for public meetings A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 9 SESSION 3 MEETING ARRANGEMENTS Time 1st Half Element 1. Prepare meeting documentation and details Performance Criteria 1.3 Make meeting arrangements according to meeting and participants requirements Topics • • • • Meeting structure Participants Meeting requirements Budgets and costs Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 1. Prepare meeting documentation and details 1.3 Make meeting arrangements according to meeting and participants requirements • • • • • • Booking a venue Organising accommodation and transport Organising facilities Preparing relevant documents for participants Keep accurate records Activity 1.3 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • make meeting arrangements according to meeting and participants requirements • understand how to structure meetings • understand meeting requirements • keep accurate records of meetings A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 10 SESSION 4 COMMUNICATING THE SCHEDULE TO STAKEHOLDERS Time 1st Half Element 1. Prepare meeting documentation and details Performance Criteria 1.4 Contribute to achieving an agreed schedule baseline and communicating the schedule to stakeholders Topics • • • Meeting information Agenda Papers Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 1. Prepare meeting documentation and details 1.4 Contribute to achieving an agreed schedule baseline and communicating the schedule to stakeholders • • • Notes Minutes Activity 1.4 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • contribute to achieving an agreed schedule baseline and communicating the schedule to stakeholders • coordinate meeting information to prepare agenda and relevant documentation A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 11 SESSION 5 DISTRIBUTE DOCUMENTATION AND MEETING DETAILS Time 1st Half Element 1. Prepare meeting documentation and details Performance Criteria 1.5 Distribute documentation and meeting details to participants within designated timelines Topics • • Proof check documents Prepare spare set of documents Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 1. Prepare meeting documentation and details 1.5 Distribute documentation and meeting details to participants within designated timelines • • • Distribute copies Spare document sets Activity 1.5 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • distribute documentation and meeting details to participants within designated timelines • proof check documents • Distribute copies of documentation A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 12 SESSION 6 RESOURCES PRIOR TO MEETING COMMENCEMENT Time 1st Half Element 1. Prepare meeting documentation and details Performance Criteria 1.6 Confirm presence of required resources prior to meeting commencement Topics • • Preparation before meeting commencement Technology resources Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 1. Prepare meeting documentation and details 1.6 Confirm presence of required resources prior to meeting commencement • • Travel, accommodation, and venue Activity 1.6 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • confirm presence of required resources prior to meeting commencement • prepare before meeting commencement • identify technology resources required. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 13 SESSION 7 RECORD MEETING OUTCOMES Time 1st Half Element 2. Record meeting outcomes Performance Criteria 2.1 Take notes of the meeting Topics • • • Taking notes Accurate note taking Activity 2.1 Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 2. Record meeting outcomes 2.2 Outline key decisions and actions for implementation • • • Outline key decisions Actions for implementation Activity 2.2 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • take notes of the meeting • outline key decisions and actions for implementation A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 14 SESSION 8 REVIEW MINUTES FOR ACCURACY Time 1st Half Element 2. Record meeting outcomes Performance Criteria Topics 2.3 Review minutes for • accuracy and submit for approval by the • nominated person • • Checking and approval of meetings Perform self-check Agenda Activity 2.3 Delivery Methods and Learning Tools Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions BREAK 2nd Half 2. Record meeting outcomes 2.4 Distribute relevant post-meeting materials to attendees within designated timelines • • • • • Printing copies Emailing meeting minutes Timeframes Filing and storing Activity 2.4 Online lectures PPT Slides Online resources (e-books, articles, case reports and videos) Q/A Moderated Discussions Learning Outcomes At the end of this session, students will be able to: • review minutes for accuracy and submit for approval by the nominated person • distribute relevant post-meeting materials to attendees within designated timelines • email meeting minutes • use filing and storing for all meeting generated documentation A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 15 SESSION 9 REVISION OF TASKS AND ASSESSMENTS – LEARNING FROM FEEDBACK Time Element 1st Half Performance Criteria Topics • • General review Week 9 resubmission Delivery Methods and Learning Tools Face-to-face and/or VLE BREAK 2nd Half • • General review Week 9 resubmission Face-to-face and/or VLE Learning Outcomes At the end of this session, students will be able to: • review all the topics and activities throughout the subject • have questions in accordance with the assessments A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 16 Intentionally left blank to separate the detailed contents of the workbook A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 17 Introduction A major part of project management involves communication. The purpose of communication is to maintain information relevant and up to date within a project and maintain all project stakeholders informed and involved in all aspects of decision making. Communication needs to be organised, conducted in a professional manner and all information discussed needs to be recorded. Meetings are the method used in project management to keep all stakeholders informed and current about the project’s progress. Important decisions, keys issues and action need to be made and followed up after the meetings. What does the future of meetings in project management look like? Definition of a hybrid meeting: A hybrid meeting is a meeting where a part of the audience joins from the office and another part joins remote, enabled by audio and video conferencing technology with a strong focus on content sharing. Source: https://www.barco.com/en/news/2020-11-03-what-are-hybrid-meetings A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 18 How will business meetings take place? Below are some possibilities to consider: ZOOM MEETINGS HYBRID MEETINGS ONLINE MEETINGS REMOTE MEETINGS VIRTUAL MEETINGS A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 19 1. Prepare Meeting Documentation and Details 1.1 Identify type and purpose of meeting being organised Before organising a meeting, you will need to know your organisation’s and/or the originator’s requirements for the meeting. You should check which type of meeting is intended to be held with the originator/appropriate person. You should also check the purpose of the meeting as this will help you to make the correct decisions when you organise the details for the meeting. Compile a list of the tasks to do and the contacts that you will need to liaise with. Each meeting type will have its own needs. Types of meetings Once you know the type of meeting, you can start to make the appropriate arrangements. You will also need to know how many people will be invited to attend, as this will have an impact on the room requirements. Types of meetings may include: • Annual general meeting • Board meeting • Face-to-face • Staff meeting • Teleconference • Videoconference. Purpose of Meeting You must be very clear on why the meeting is being called. You have to be very on what you want to accomplish and why you are bringing together the group of people that have been invited. Meetings are held for any of the following reasons: • To resolve conflicts • To negotiate contract or agreement, or matters related to them • To deal with a specific problem within the group or within the business or organisation • To receive a report for assessment and review – eg: project status report • To supply information to those present or to canvas views of those present on the particular matter at hand • To put forward ideas or systems for implementation • To deal with any matters concerning the project Source: https://www.startrungrow.com/information/business/1,2383,1,purpose-of-meetings.htm A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 20 Activity 1.1 1 2 3 What would be one type of meeting that you could hold if the intended participant could not attend a meeting in person? Name one meeting type that would occur on a regular basis. Why should you check the purpose of the meeting? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 21 1.2 Identify and comply with legal, ethical and organisational requirements for business meetings Codes of practice Part of your task to organise a meeting will be to ensure that you follow the correct codes of practice and legislation requirements. For instance, there are certain health and safety requirements that you will need to consider such as making sure that the meeting is being held in an appropriate area/room with good ventilation, the correct amount of access points in case of an emergency, and that there are enough chairs for participants attending. Some of these codes of practice will be common sense but if you have any doubts as to whether you have covered these, you should check this with your manager. Once you have the list of all participants attending, check if any participants have any specific requirements. If you are providing refreshments or lunch, check if participants have any food allergies or dietary requirements. You should also find out if any individuals have any specific needs that you need to assist with. You may need to check that the meeting premises have wheelchair access, or if there are any health conditions that you should be aware of, such as epilepsy. Check that the meeting is not scheduled during lunch times. If it is, make sure that a break is included in the agenda for either lunch to be provided to all, or for participants to leave, have their lunch and then return at an agreed time. Legislation relating to companies or associations Ensure that the meeting is held in accordance with current legislation. Confidential information should not be disclosed and all topics covered should contain clear and accurate details. Privacy Act 1988 The Privacy Act 1988 regulates the handling of an individual’s personal information. Personal information is defined by the Act as “information or an opinion, whether true or not, and whether recorded in a material form or not, about an identified individual, or an individual who is reasonably identifiable” and includes: • Name • Address • Telephone number • Signature • Date of birth • Medical records • Bank account details • Commentary and opinion. The Privacy Act includes 13 Australian Privacy Principles (APPs) that set out guidelines for appropriate handling, holding, accessing and correcting of personal information, including sensitive information (see below), for example how personal information can be used and disclosed and the right for individuals to access and correct their own personal information. The APPs apply to Australian and Norfolk Island government agencies and private sector organisations whose annual turnover is more than three million dollars. There are exceptions to this. To find out if the APPs apply to your organisation and for more information go to: https://tinyurl.com/y2uzvofh A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 22 Sensitive information includes: • An individual’s racial or ethnic origin • Health information • Political opinions • Membership of a political association, professional or trade association or trade union • Religious beliefs or affiliations • Philosophical beliefs • Sexual orientation or practices • Criminal record • Genetic information • Biometric information that is to be used for certain purposes • Biometric templates. Legal requirements can also include meeting workplace health and safety legislation. The venue where you hold the meeting needs to meet the legislation requirements so no one attending the meeting is at risk. You may need to pay for public liability insurance to meet this requirement and some venues will ask you to pay a fee for this. In addition if you are providing food service then you need to ensure that safe food-handling practices are in place. Generally the place that you are sourcing the food from will have a certification for this; your responsibility is to check that they do and it is current. Public meetings A meeting that is open to the general public will have particular legislative requirements. You should follow the current public meeting legislation that applies to your state/territory. When organising this type of meeting, you will need to consider the number of people that may attend, especially if this is an ‘open to all’ meeting where confirmation of attendance will not be applicable. For example, if a proposed building development meeting is being held by a local government office and all local residences in the area are invited. An awareness of numbers will help you to manage the meeting requirements and will allow you to determine if any additional staff/stewards will be needed to assist. You will need to ensure that there are enough access points for the amount of people invited and that all access points remain clear and unobstructed throughout the duration. Ensure that there are clearly marked fire exits and that all safety precautions are taken to minimise risks. Do not overfill any venue, you must make sure that there is a procedure in place to control entry and exit from the premises. Note: It may be helpful to inform your local police force, in advance of a public meeting, especially if the meeting may cause controversy. Let them know the purpose of the meeting, the duration, and how many people may come, if known. If you are organising a meeting that could stir up extremes of behaviour, the police will be able to provide assistance if needed. No person(s) should demonstrate obstructive, threatening, riotous, or any disorderly behaviour. Ethical requirements Ethical requirement cover the meeting protocol and the expected behaviour of people attending the meeting. This is often in the form of a code of conduct and can be covered at the beginning of the meeting to set the requirements. This may include: • Confidentiality • Honesty • Respect • Integrity • Accountability A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 23 Organisational requirements The organisation might have specific templates and formats to be used for meeting agendas and minutes of meetings. They may also have policies and procedures that need to be followed for organising and running a meeting. Timelines The timeline will depend on the type of the meeting eg. an Annual General Meeting might require that board members be given 4 weeks notice of the meeting to be held. This is then followed by providing the agenda and the documentation 2 weeks prior to the meeting. Alternatively if there is an emergency meeting called of all managers in the organisation, an hour’s notice maybe sufficient with the agenda distributed at the meeting. If there are any legal, contractual or organisational requirements that surround a particular meeting eg. notification to shareholders of a meeting may need to be sent as a personal letter 14 days prior to the meeting as well as public notices in major newspapers. Meeting Quorum Definition of Quorum: “… A quorum refers to the minimum acceptable level of individuals with a vested interest in a company needed to make the proceedings of a meeting valid under the corporate charter. This clause or general agreement ensures there is sufficient representation present at meetings before any changes can be made by the board of directors of a company/ corporation/organisation…” Source: https://www.investopedia.com/terms/q/quorum.asp Corporate Charter definition: • A corporate charter is a document filed with the Secretary of State or registrar to establish a company as a corporation. • The corporate charter must detail the governance, structure, objectives, operations, as well as other major details of the company. Source: https://www.investopedia.com/terms/c/corporatecharter.asp Quorum is the number of voting members who must be present at a properly called meeting such as • Board Meetings, • General Meetings of Shareholders, • Assembly of company members, • Structured meeting based on laws, that will require voting – to conduct business in the name of the group. A quorum should consist of a number that is as large as can be depended upon for being present at all meetings. More than 50% of the members need to be present at the meeting. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 24 Activity 1.2 1 2 3 4 What do you need to check when considering booking a room/venue for a meeting? What should you check with the participants if providing lunch at the meeting? What is a public meeting? Name two precautions you should take if holding a public meeting. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 25 1.3 Make meeting arrangements according to meeting and participants requirements After identifying the type of meeting you are organising, you will also need to know the requirements that will need planning and arranging. All meetings will have their own unique needs that need to be taken into account. Meeting structure Meetings can be formal or informal in nature. A formal meeting will be more defined in its content and approach. There will usually be a set agenda of information that will need to be covered and you may need to produce and circulate an agenda to attendees in advance of the meeting. This may be necessary so that other people attending have time to prepare reports, or plan a presentation. Often more complex or serious subjects need to be discussed in this type of meeting and it will be more structured to cover set points. An informal meeting may not have a fixed agenda; it may develop from an initial starting point that requires input from attendees as the meeting progresses. It may be more relaxed in its organisation such as ad hoc refreshment breaks. If there is a set programme for the meeting, it may be that the subject is informal, such as discussing a social event that needs to be planned for your organisation. Between formal and informal, you may also need to organise a semi-formal meeting that could have a serious subject for discussion but is held for one department within your organisation, such as discussing new business leads and assigning work tasks. It may be that the meeting has a more informal subject but the people attending are company directors who require a more formal approach, such as a discussion on internal procedures. Some meetings may need to be self-managed, for example, a brain-storming meeting to generate ideas for a campaign, or when discussing work tasks within departments and a more interactive format is needed. Participants You will also need to have information on the participants and the numbers attending. This is so that you know how much preparation will be needed for attendees. This includes planning the room size and facilities, any requirements when organising refreshments or food and any specific needs for the participants. You may also need to assist participants with travel or directions to the meeting and advice on the local area. As mentioned in section 1.2, certain codes of practice will need to be adhered to for participant requirements. Advise participants of meeting details • When you arrange a meeting you must notify all participants of the meeting details as soon as you are able. This will strike up a rapport with participants and will provide them a point of contact for the intended meeting. • You should inform all participants of the confirmed meeting details, such as the date and time, the venue and the meeting content and duration. You should also advise on catering, if it is to be provided, and request any dietary requirements. Check that the participants are able to find the venue and if they need any details on transport or facilities in the local area. As well as your own organisation of the meeting, participants will also need to make arrangements and prepare for the meeting. • Meeting information A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 26 • • You may be able to provide documentation such as an agenda to the participants. This may help the participants to establish a business dialogue at the meeting and for them to have the time to prepare their own documentation. If any changes to the meeting are made, ensure that you advise all person(s) involved as soon as possible. Meeting requirements Requirements for the meeting may include: • Purpose of the meeting What is the intention of the meeting? For example, will it be to inform participants, to organise a business event, to discuss departmental work, or to gather opinions? • Specific resources and equipment What will be required for the meeting? For example, video/data projectors, whiteboards and teleconference set-up. You may need to request your facilities department or ICT department to assist with your preparations. • Teleconferencing or videoconferencing meeting protocols Ensure that you are able to arrange for the technical set-up of this so that the meeting can start on time and any protocols are relayed to those involved. • Voting procedures Will you need to set up a system to enable participants to vote on meeting points? Check in advance on the method that will work best for the meeting. Sometimes a simple show of hands is all that is required, but for more confidential voting, you may need to arrange a discrete system. Check with your manager/appropriate person if you need to arrange this kind of set-up. Meeting Arrangements Once you have established the requirements, the arrangements will need to be actioned. If you are responsible for sending meeting requests/invites, make sure you include all relevant information on the invite. You will need to know the date and time, the venue details, and information on the meeting. You should also include a return date on the invite, for receiving replies to accept or decline. Make sure there is a definitive list of all intended participants, and once all invites have been sent, allow time to gather the responses to accept or decline and to confirm other needs such as dietary requirements or travel. You will need to confirm the date and time for the meeting, and this may need to be done after you have confirmed the participants’ availability. Budgets and costs Your manager may have given you information on the budget allowed for the meeting. An informal one-hour meeting within your organisation may not have any budget but a meeting where external clients/contacts are coming to attend a two-day seminar will have a set budget that your organisation needs to meet. If you are made aware of the cost implications, always ensure that the venue, equipment, any food catering, accommodation, travel and other requirements, are kept to budget. If costs increase you should discuss this with your manager so that the appropriate measures can be taken. Booking a venue You may need to book a meeting room within your organisation, or you may need to book an external venue. Identify the venue needs and book accordingly. If you are booking a A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 27 venue that you/your organisation have used before, you should have information on their facilities and costs. Always check that the details have not changed, or you may need to renegotiate costs and requirements with them. If additional equipment or food catering are being arranged to arrive at the venue, make sure all relevant person(s) are made aware of the arrangements. If you are required to book a venue that your organisation have not used before, check to see if you need to visit the venue to ensure it will be correct for your organisation’s needs. Alternatively, you may be able to discuss all requirements by telephone and email. Be mindful that you may need to negotiate costs and set up a payment procedure with your organisation/organisation’s accounts department. Organising accommodation and transport At certain time you may need to book or arrange accommodation requirements for participants. It may be that you have a small number of participants that are traveling a long distance or that the meeting is over a two-day period. Your organisation may use an external company to arrange this, or you may need to book accommodation yourself. Your organisation may book accommodation regularly with one or two establishments and you may be able to arrange this fairly easily. Other times, you may need to research for accommodation, and you should consider the particular participant requirements, cost and proximity to the meeting. You may also be tasked to arrange for transport, such as taxis or train tickets. Once again, take into consideration the cost and times for arranging transport. Book in advance and secure costs as much as possible. Organising facilities As well as organising the venue with the correct facilities for the meeting, you may also need to consider additional ICT requirements. If you are booking a venue that regularly hosts meetings it is most likely that they will have a large screen and data projector facility for showing presentations. You are still best to check these details in case the equipment is not suitable. Alongside this, you may need to check that there is an adequate sound system and internet access. If you have a softly spoken speaker, or there is a large attendance, you may also need to consider the use of lapel microphones. If you are hiring equipment, check that the items can be delivered in good time before the meeting and that someone is there to look after the equipment and set-up as required. If you are organising catering, you will need to arrange a suitable menu and take into account any dietary requirements of the participants. If the venue is able to supply the catering, ensure that their facilities adhere to the correct food and hygiene standards and that the food is freshly prepared. If you are using a separate company to provide catering requirements, make sure that the venue is aware and that a suitable area can be used for this. Preparing relevant documents for participants Ensure that you prepare, or you arrange the preparation of, all relevant documentation for the meeting. If you need to arrange for display boards, ensure that you arrange for these to be setup in the room/at the venue beforehand. If you are printing documentation for each participant, leave plenty of time to collate the required information and for the printing and presentation of the document(s). It is important to produce documents professionally to your organisation’s style guidelines and within time. This is so that the documentation accurately represents the standards of your organisation. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 28 Keep accurate records Organising your meeting may take time to arrange; make sure you keep accurate records every step of the way. Organising tasks may change and evolve depending on circumstances, such as a venue change due to a double-booking. Always document your progress and any changes and let the appropriate person(s) know. Activity 1.3 1 2 3 4 Describe what formal and informal meetings are. Why would you need to know how many participants are attending a meeting? What information would you need to put on the meeting request/invite? Name three other requirements that you may need to organise. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 29 1.4 Prepare notice of meeting, agenda and meeting papers according to organisational requirements You will need to ensure the preparation of all meeting documentation and that this is circulated to all participants as needed. Notice of meeting Preparation of notice of meeting is important and often will be sent to the participants expected to attend via email with the Agenda attached or an outline of the purpose of the meeting and main topics to be discussed. In other words, the notice of meeting is the form of an invitation to the meeting. This notice of meeting will inform interested parties about the time, place and date of the upcoming meeting. Information that should be included in the notice of meeting: • Name of the company • Type of meeting • Meeting participants • Date of meeting • Date of notice (date of invitation) • Time of meeting • Location of the meeting • Meeting agenda • Name and title of person sending the notice of meeting Example of a Notice of Meeting for Zoom Source: https://it.cornell.edu/zoom/ zoom-add-password-existing-meetingdoes-not-have-one Agenda This may be in the form of an agenda, which will give initial details of the meeting and any relevant information in support of this. There is a range of possible information that can be included in an agenda. An agenda may include: • Correspondence • Date of next meeting • Date, time and location of meeting • General business • Major agenda items • • • • • Matters or business arising from the minutes Minutes of the previous meeting Reports Statement of the meetings purpose Welcome. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 30 Meeting Agenda Project Progress and Team Performance Date: 29th of July 2020 Start Time: 08:30 AM End Time: 16:30 PM Meeting called by: Project Manager Attendees: All team members involved in the Project. Location: Board Meeting Room – The Acacias, Level 10, 399 Lonsdale Street, Melbourne, VIC 3000 Reference documentation: Project Status Report (latest version), Project Budget, KPI status report TIME ITEM PERSON 08:30 – 08:45 AM Meet and Greet All participants 08:45 – 09:00 AM Introduction to all participants Chairperson • • • • 09:00 – 09: 30 WHS checklist Information about the topics that will discussed Who will present each topic? How the meeting agenda will be run. Maria Smith Project Manager First Topic – Project Progress Status John Hall Project Quality Issues Administration Manager Impact on the project overall Coffee Break 09:30 – 09:45 AM 09:45 – 10:15 AM Second Topic – Project Progress Status Nicolas Turnbull Project Risk Management onboarding for new team members Electrical Engineering Manager Dos and Don’ts 10:15 – 10:45 AM Third Topic – Project Progress Report Guillermo Rojas Logistics Manager 10:45 – 11:15 AM Fourth Topic – Project Progress Report Carlos PEREZ Production Manager 11:15 – 11:45 AM Fifth Topic – Project Progress Report Carlos PALMA Civil Works Manager 11:45 – 12:15 PM Sixth Topic – Project Progress Report Claudia VILLE HR Manager Lunch Break 12:15 – 13:30 PM 13:30 – 14:00 PM Seventh Topic – Project Progress Report Chairperson Maria Smith Project Manager 14:00 – 16:00 PM Q&A Time Contribution from all participants about each of the topics discussed earlier. Chairperson to lead discussion. Suggestions for improvements. 16:00 – 16:30 PM Closing Chairperson to close Meeting Review of all topics discussed Action Items for each of the topics Next meeting agenda and follow up discussion points. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 31 Papers As well as an agenda, you may also have information in the form of papers. This may be documentation that already exists and is being used to provide further details in support of the meeting, or it may be information that needs to be collated and produced specifically for the meeting. Papers may include: • Chairperson’s report • Committee reports • Correspondence • Draft documentation • Financial reports • Itemised meeting papers • Minutes of previous meeting • Research reports. Notes This can be made up of previously recorded information, such as action points from a previous meeting that need to be discussed. Notes can also be taken during the meeting, as a consequence of the discussions. Notes may include: • Action items • Arrangements for next meeting • Decisions taken at the meeting • Formal motions • Future action • Issues raised at the meeting • Points discussed at the meeting • Record of participants who were present at or absent from the meeting (attendees and apologies) • Suggestions made at the meeting. Minutes Minutes can be additional points of information and can also be an account of a meeting. Minutes may include: • Meeting details (e.g. title, date, time, location) • Agenda items • Apologies • Names of absent and attending participants • Approval of the record of the previous minutes • Correspondence • Lists rather than complete sentences • Matters arising from the previous meetings • Other business • Reports • Date of the next meeting • Using organisation templates • Using previous minutes to determine required format. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 32 Activity 1.4 1 2 Name three items that an agenda may include: • • • What are minutes? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 33 1.5 Distribute documentation and meeting details to participants within designated timelines After the relevant documents have been prepared for the meeting, you should make sure that you see all materials before they are printed and/or circulated to the required person(s). You will need to check that all documentation is accurate and meets your organisation’s requirements. Proof check documentation You should take the time to check through all documentation, ensure that everything that needs to be included has been. Take the time to proofread for spelling, grammar and intended meaning. Ask yourself the following, ‘Is this correct? Does this make sense?’ If you have access to the electronic copies, you could also perform a spelling and grammar check. This will highlight any points that you may have missed when reading paper copies. If another person has produced the documents and you find an error, you should note down the error so that the originator of the documents can take ownership and make the amendments. You should request to see the final copy after any amendments have been made to check the required changes have been made and that all is correct. If you have produced documentation for the meeting, you should also check through your work. Perform a self-check for spelling, grammar and intended meaning and if you find any errors, you should make the changes. Always re-check amended copies to ensure that the documentation is still correct. If you need to check any documentation with another person, make sure you allow time to do this and to incorporate any other comments/changes from that person. Prepare spare sets of documents Once you have the documentation finalised and ready to use, you will need to organise printing copies and/or sending final electronic copies to the participants. Make sure that all presentation of the documentation is correct and to the specification of your organisation. Distribute copies You may need to prepare documents to circulate prior to the meeting, or you may need to prepare and hand out documents on the day, at specified times. If you need to distribute before the meeting, often this is to give participants time to read the documents prior to the commencement of the meeting, so usually sending them at least a few days before the meeting is required. This is commonly done via email with the document attached to the email. If the participants are all internal to the organise, often an email with links to the documents are sent to save space in a person’s inbox. Sometimes document may need to be handed out as paper copy at a meeting due to confidentiality requirements and commercial in confidence as the information is sensitive and access needs to be limited for a security or financial reason. In these circumstances, sometimes the documents also need to be collected at the end of the meeting for this same reason. You will need to ensure you have the right number of paper copies and to hand out and that the same number are collected at the end of the meeting. Check the requirements for the meeting. It is important to follow the instructions given and only handout the appropriate documentation at the required time. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 34 Spare document sets You should always make sure that you print more copies than you will need. This will guarantee that you have enough copies to hand out for the meeting and will allow for any copies that may get damaged or lost before, during or after the meeting. You may also have unexpected participants arrive for the meeting. If you only print enough copies for the confirmed number of participants, it would cause last minute pressure to produce more copies for the start of the meeting. This could prove difficult as you may already be tasked to assist in the meeting and you would then need to find another colleague to help you. If your documentation has been produced as a beautiful bound document, or has been collated into a folder with other information, you may not have the time to produce additional copies to the same standard of presentation. Activity 1.5 1 2 Why should you proof check documentation? What should you proof check for? 3 Should you see a new copy of an amended document after changes have been made? 4 What should you do if you need to include other personnel in the checking and approving documentation process? 5 6 When should you distribute final documentation? Why should you prepare spare sets of documents? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 35 1.6 Confirm presence of required resources prior to meeting commencement Before meeting commencement Before meeting commencement, it is important that all required resources are confirmed so that the meeting is not interrupted because technological resources don’t work, or someone forgot to bring their presentation to the meeting. It is important to ensure that participants attendance is confirmed, so that the venue is appropriate and can cater for all confirmed attendees. Resources required before the meeting would include: • Equipment/technology - Electronic whiteboard - Overhead projector - Television screen/monitor - Flip chart - iPads (if appropriate) - USB device • Catering (if required) - Morning tea - Lunch - Drinks - Special dietary needs - Break time (coffee/tea/biscuits) • Stationary - Notepad - Pens - USB device (containing a copy of the presentations) Technological resources In today’s world, there are so many resources available to conduct meetings, that you may participate or organise a meeting from the comfort of your home. We will discuss some of the available resources of today below. Web conferencing is perhaps the most used tool nowadays, considering the pandemic that began changing our world from early 2020. Using the technological resources, you have the ability to arrange a webinar or a meeting with many participants online. When considering the online option, it is important to start the meeting by indicating what is expected of participants, in relation to web etiquette or online meeting etiquette. Online meeting etiquette (for attendees who are remote): • Ensure that an agenda has been emailed prior to meeting commencement • Come prepared • Ensure that (household members) know that you are in an online meeting – background noise • Prevent distractions • Log in early (at least 10 mins prior to meeting commencement) • Start with video on and keep camera on • Muting – stay on mute if you are not required to participate A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 36 • • • Don’t leave the room – if the doorbell rings then turn camera off and send a message on chat that you will return shortly Chat – if encouraged to participate you may want to use chat function Don’t talk over people Hybrid meeting etiquette (you are conducting the meeting from the office and have some participants connecting online and others present in the office meeting room): • Make sure you can be seen • Be inclusive • Do not whisper • Defer to remote speakers instead of interrupting • Stay around afterwards – give the opportunity for a team member who may have more questions and may want to debrief from the meeting The rules have changed Proper online meeting etiquette for attendees is new and changing every day. Virtual meeting etiquette exists to smooth out the digital experience so that everyone gets the most out of the meeting. Source: https://thedigitalworkplace.com/articles/online-meeting-etiquette-for-attendees-a-2021-update/ Zoom Zoom is a heavy hitter in the video conferencing world because of the many options included in every plan. The platform also boasts flawless video, crystal clear audio and instant sharing capabilities that make it our favourite option for video conferencing. Many people who use Zoom often switch from other conference call software because of frustrations they face using other available platforms. Zoom is the ideal web meeting software for users who want to simply and effectively connect with customers and clients remotely. It also has Chrome and Linux OS support for increased flexibility and secure socket layer (SSL) encryption to guarantee secure communications Microsoft Teams Microsoft Teams is designed for seamless efficiency and collaboration. It integrates with Office applications like Word and SharePoint, and its design and infrastructure make it exceptionally interactive. The company has also made it possible to integrate Skype for Business into Microsoft Teams. This program was designed as a response to the growing number of collaboration tools, like Slack, that have dominated the market in the last few years. Microsoft Teams is a catchall chat tool for the workplace, but its video conferencing option is just as compelling and powerful. Users can launch video conferences directly from their chats. GoToMeeting Even though GoToMeeting no longer dominates the video conferencing space, it remains a highly polished remote meeting software with a long list of features that would satisfy the needs of most business environments. This user-friendly software has a few important advantages over its competitors, including its polling and “raise a hand” features. Furthermore, GoToMeeting allows unlimited video meetings and secures these meetings with end-to-end encryption. Skype for Business Packaged with Microsoft Office 365, Skype for Business is likely already familiar to many users. The business version takes the free, standard platform’s capabilities to the next level. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 37 All Skype for Business plans include: • Unlimited meetings • Screen sharing • Instant messaging anytime • Tight security • Conferencing with up to 250 participants Skype can also easily integrate with Microsoft Office programs like Word, Excel, PowerPoint, OneNote and Outlook. By adding an enterprise package, meeting leaders can host up to 250 participants over a secure connection. Upgrading to Online Plan 2 adds HD video and audio calling, a 50GB mailbox and up to 1 TB file storage and mobile technical support. Cisco Webex Cisco Webex is an excellent video collaboration software for online training, webinars and remote support. In particular, it’s excellent for businesses that have legitimate security concerns. This teleconference software features Transport Layer Security (TLS), third-party accreditations, encryption, firewall compatibility, single sign-on and secure scheduling options. Cisco Webex includes seamless integration with Outlook and the ability to use it across different platforms including Mac, Windows and iPads. What’s more, Cisco Webex is part of an ecosystem of interoperable solutions for working remotely. It allows you to add specialized functionalities for training, remote technical support or webinars. Travel, accommodation, and venue There are resources that may need to be considered prior to meeting commencement, such as travel, accommodation and venue. It is important to consider that these would need to be organised with a minimum of one to months, prior to meeting commencement, as they require fine tuned coordination with participants not being in the same location, as the meeting – when considering international and interstate travelling. • Travel - Booking interstate flights (within Australia) - Booking international flights - Car rental - Transport payment card (eg: cabcharge card – if organisation has one available or Uber (if organisation has an account with Uber) • Accommodation - Booking hotels - Review if meals should or should not be included in the rate, or only breakfast - Non-smoking floor room - Among other considerations for hotel bookings • Venue/location - Lighting - Accommodates confirmed participants comfortably - Adjustments can be made to room temperature - Appropriate seating and meeting table - Meets WHS requirements (location of toilets, special needs access, emergency exit signage and any other participant’s needs). A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 38 Activity 1.6 1 2 Identify three resources that need to be confirmed prior to meeting commencement. Name two technology resources that can be used for a meeting. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 39 2. Record meeting outcomes 2.1 Take notes of the meeting If you are needed to assist during the meeting you may need to take notes to record all details. Make sure that you have the tools you need to take notes with the required speed and accuracy. Be aware that the information discussed at the meeting may be confidential in parts and as such you will need to have the required degree of sensitivity. You must remain professional and abide by the correct codes of practice, Workplace Health and Safety (WHS) law and data privacy laws. Taking notes To record your notes you must decide on the best method to use. You can take notes by pen and paper, or on an electronic device such as a tablet or laptop. Check with your organisation’s procedures for taking notes, and also with the person(s) you are taking notes for. It may be that your organisation has no preference but the person you are taking notes for may require you to use pen and paper. Always make sure that you are seated comfortably in a chair adjusted to the correct posture for you. If you need to use a desk/table ensure that this has been requested for your use and is made ready beforehand. If you are able to take notes on an electronic device such as a tablet or laptop, make sure that this does not impede on taking notes, i.e. if you have other browser windows open, or access to your email which could cause distractions. Accurate note-taking You will need to take an accurate record of the meeting. If you are able to use shorthand, this method of note-taking is perfect for speed and taking a word by word account. If not, you could try including the use of symbols instead of words to help quicken your notetaking. For example, you could use an exclamation mark to signify an action point. It is always better to note everything down, it may be that some of the meeting notes will be summarised when circulated, but this may not be decided until afterwards. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 40 Activity 2.1 1 2 3 What can you use to take notes? What method of note taking is used in business to ensure speed and accuracy? If you are unsure, is it better to note all the details down, or just a summary? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 41 2.2 Outline key decisions and actions for implementation Don’t assume that ideas discussed during a meeting will be put into action or even remembered. To ensure follow-through and accountability a meeting leader needs to do three key tasks after the meeting ends. These are discussed in detail below. Outline key decisions It is important to ensure that meeting minutes were documented during the meeting. The meeting minutes is a document that will include: • Attendee names • Time and date • Objective and description of the meeting • Key points discussed during the meeting – indicating which participant discussed the points • Decisions that would be agreed or disagreed by participants • Action items – with information about who is accountable or responsible for the action item and deadline Actions for implementation Action items are the next steps necessary to achieve your goals after a meeting. They can be handled or easily led by a single person. They are typically created when decisions are made in a meeting about how to execute a plan or work towards a goal. Because action items are created in the midst of a meeting, it’s important for meeting leaders to document them in real-time and ensure they are managed for follow-up. After all, if no one executes on an action item, then the next steps towards a goal are never taken! When checking off meeting tasks, creating action items, and taking next steps to conquer the world (or whatever your organization’s goal is), keep these tips in mind to raise your chances of success. Write action items using an action item template How you write action items is important. The task, its owner, and the deadline must be clear. Otherwise, the action item can easily slip through the cracks due to misunderstanding. Ensure action items are clear Action items should be understood by everyone in the room, but most importantly by the person assigned to each one. Ensure action item assignees have what they need The role of each participant towards meeting a goal needs to be clear-cut to avoid confusion and stagnation. Additionally, action items need to be reasonably achievable by their assignee. Confirm that designees are up to the task Besides having everything they need, action item designees also need the time and energy to commit to their tasks. If you’re piling too many tasks on one person, they can easily become overwhelmed and fall behind. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 42 Highlight action items in your notes We take so many meeting notes, it’s easy to imagine how action items can get lost among them. There are a couple of ways to avoid losing your action items. One option is to put action items all at the bottom or the top of your notes page so that they stand out from everything else and are easy to find when it’s time to follow up with people. A second option is to literally highlight (or underline, star, etc) any action item in-line in your notes. For longer meetings, this helps leave action items in the context of the rest of the meeting note, but still draws extra attention to work that needs to be done. Too often, leaders assign a task without checking in with the person they’ll be following up with. This leads to unfinished action items. Confirm with the designee out loud at the meeting that they’re up to the task. If they’re not, perhaps someone else can step in. Assign a person and due date to every action item An assignee may, of course, have help from other team members. However, an action item should be manageable for one responsible party. The idea isn’t to overload one person with a monumental meeting task for them to delegate to others. Instead, make action items simple enough for an individual to tackle with a little collaboration. Activity 2.2 1 2 Name the document where you can outline key decisions from a meeting What steps should you follow to action implementations? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 43 2.3 Review minutes for accuracy and submit for approval by the nominated person Transcribing meeting minutes After the meeting, you will need to transcribe your notes to a final account of the meeting. This needs to be accurate in all the details, as this is the official record of the meeting. Your manager/appropriate contact person will keep this as proof of discussions. You should do this soon after the meeting has taken place and while the account is still fresh in your mind. This way it will be easier for you to produce your document and if you need to check any meeting details with your manager/appropriate contact person, the meeting will still be fresh for them too. Project Progress and Team Performance meeting minutes Location: Board Meeting Room – The Acacias, Level 10, 399 Lonsdale Street, Melbourne, VIC 3000 Date: 29th of July 2020 Time:08:30 AM Attendees: All team members involved in the project Agenda items 1. Project Quality Issues 2. Project Risk Management onboarding for new team members 3. Logistical Schedule for delivery of completed equipment 4. Production delays due to supplier’s delivery delay 5. Civil works completed on schedule Action items Owner(s) Deadline Status Project Quality issues John Hall 29th of August 2020 In progress [Action item 2] [Name(s) 2] [Date 2] Pending [Action item 3] [Name(s) 3] [Date 3] Completed [Action item 4] [Name(s) 4] [Date 4] [Status 4] [Action item 5] [Name(s) 5] [Date 5] [Status 5] Checking and approval of meeting minutes Always check your transcribed minutes of the meeting. During the meeting you may not have had the time to consider the correct spelling or specific technical terms that you noted down. This checking stage allows you the time to thoroughly examine these details. You should also check that you have conveyed the intended meaning and that the grammar is correct and the text flows well, when read. If information is incorrect in the minutes it could lead to decisions being made on the wrong information. It may also lead to legal or legislation requirements not being met. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 44 Perform a self-check Once you have checked the minutes, you should make sure that you make the appropriate amendments. After making any changes, always perform another self-check to make sure that the changes have been made successfully and that the document is correct. You should then make sure that you pass the transcribed minutes to the appropriate person for checking and final approval. They will need to check your transcription is accurate, and they will also be able to spot any unforeseen errors such as misspelt names. You will need to ensure the preparation of all meeting documentation and that this is circulated to all participants as needed. Agenda This may be in the form of an agenda, which will give initial details of the meeting and any relevant information in support of this. There is a range of possible information that can be included in an agenda. Activity 2.3 1 2 When is it best to transcribe your notes/minutes? Why should you check your transcribed minutes? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 45 2.4 Distribute relevant post-meeting materials to attendees within designated timelines After you have final approval from the appropriate person(s) for proceeding to circulate your final document, you should check how the final version needs to be circulated and to whom. You may need to print and dispatch your meeting minutes, or you may need to send an electronic file version by email. Follow the instructions given to you by the appropriate person. Printing copies If you are printing copies, you will need to check how many copies are needed. You may need to dispatch copies of the final minutes to all participants that attended the meeting. Make sure you have collated all names and addresses of the intended recipients and keep a note of where and when you send the final copies out. You could also email the participants to inform them of the dispatch date. Emailing meeting minutes It may be that you need to send this by email as an electronic file. Make sure you have a list of the participants’ email addresses and ensure that if you send this as one email that no email addresses or recipient’s personal details are on view in the message. This is especially important for any external business contacts. Make sure you blind copy recipients to meet data privacy requirements. Timeframes The minutes may need to be sent within a certain timeframe. Keep a record of when the final print-run/file was prepared and sent. Filing and storing documents Once you have dispatched the final minutes, make sure that you file all work associated with the meeting in the correct place. You will need to keep a record of the task from organisation to post-meeting tasks. Your office should have a dedicated filing system for storing work, but if you need to create a filing system, make sure that you follow your organisation’s procedures and file work logically and clearly. You will most likely have a set place on your computer system to store any electronic files from the meeting. Make sure that all information is saved and stored and that any personnel that need access have the access to these files and to any paper copies that you have filed. If any work is confidential in nature, ensure that only authorised personnel can view files and documentation. You may need to lock file cabinets (storing the key in a safe and secret place within the work site for speed of access), and restrict file permissions on your computer system. If in any doubt as to the confidentiality of information, check this with your manager/appropriate contact person. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 46 Activity 2.4 1 2 What should you do if you need to print and send the final minutes? What should you do if you are emailing an electronic copy of the minutes to external business contacts? A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 47 Additional Resources 6 Tips to writing meeting minutes and keeping track of key decisions 1. Create an outline: Take notes under each meeting agenda item as the meeting progresses. 2. Check-off attendees as they enter the room: Have each person introduce themselves at the beginning of the meeting, especially if you don’t know them. 3. Record decisions or notes on action items: Record these decisions or action items as soon as they happen to transcribe accurately. 4. Ask for clarification if necessary: Don’t be afraid to ask for clarification if something is unclear. It avoids having to come back to it later when things are not as fresh in our memories. 5. Don’t try to capture it all: Capturing it all would be impossible. Instead, listen attentively for major decisions, action items, problems or solutions. 6. Record it: With permission, consider recording the meeting on your phone or a recording device if you are worried about missing important content in your meeting minutes. 5 Steps to writing effective meeting minutes: 1. Plan beforehand Like everything in the business world, effective meeting minutes require some preplanning. Before you begin looking at the meeting agenda, it is a good idea to have a discussion about the format that you are expected to use to take the meeting minutes. If this is unclear, you can refer to a previous meeting minutes example to use as a template. Clarifying expectations of the meeting minutes with the Chair or any other familiar counterpart is going to make you feel much more confident about writing the meeting minutes. Ensuring that you have put together a well-thought-out meeting agenda is going to set you up to transcribe your meeting in an organized fashion. 2. Use the agenda as an outline When considering what should be included in the meeting minutes, start with the basics. First, provide the date and time of the meeting. Next, document the names of all of the meeting participants and any individuals who were unable to attend. It is likely that at the beginning of the meeting, there will be some time dedicated to the acceptance or amendment to previous meeting minutes. Ensure you are documenting the decisions made about prior meetings before you begin looking at the meeting agenda. Once this part of the meeting has been completed, you can use the meeting agenda as an outline, with each agenda item as a sub-topic where you can add specific notes. Finally, be sure that your language is clear, unambiguous, and complete. It’s important to write your meeting minutes objectively, avoiding adjectives and adverbs where you can. 3. Add additional notes and clarify points raised A key trick to successful meeting minutes is to write the meeting minutes during the meeting, or right after the meeting if you’re not able to transcribe as the meeting takes place. Review your outline to gain the full scope of the meeting and if necessary, add additional notes and clarify points raised. Ensure you’re including sufficient detail by elaborating as much as possible on each meeting agenda item, any discussions or decisions made. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 48 For meeting minutes, include a short description of each action taken, as well as the rationale behind the decision for future reference. If there was a lot of discussion before passing a motion, write down the major arguments for and against, adding as much dialogue as possible. After you have completed writing your meeting minutes, edit them to ensure brevity and clarity, so the minutes are easy to read, clear and to the point. It’s a good idea to attach any meeting documents that were referred to during the meeting, rather than attempting to summarize any additional documentation. 4. Distribute the meeting minutes Before sharing your meeting minutes, think about if there is an approval process that must take place before distribution to the board. The Chair may need to review and approve the meeting minutes before you can share them. If there is an approval process, allow yourself some extra time when you disclose the expected date of distribution. There may also be some standardized protocols for sharing and storing the meeting minutes. Think about if you will be sharing your meeting minutes online, providing a physical copy or storing the minutes in a meeting minute in a particular shared folder such as Google document folder. 5. Save the meeting minutes for future reference Make sure that wherever you are storing your meeting minutes, you have given access to all of the individuals who have attended the meeting and any other individuals who will need access to these meeting minutes. Finally, check-in with the Chair or their assistant to see if they prefer to also print and store hard copies that you can then provide to any other staff members or Chair for filing. A20236 Business Meetings | BSB40920 Certificate IV in Project Management Practice | Student Workbook v1.0 Young Rabbit Pty Ltd (ABN 28 003 381 182) trading as Australian Pacific College RTO Code: 90396 | CRICOS Provider Code: 01331F | © 2021 BSB40920 Certificate IV in Project Management Practice 9 subjects 1. Scope management techniques 2. Quality management techniques 3. Life cycle management processes 4. Time management techniques 5. Business meetings 6. Information management and communication techniques 7. Risk management techniques 8. HR Management approaches 9. Implementing and monitoring WHS DESIGN | ACCOUNTING | BUSINESS | MANAGEMENT | MARKETING HOSPITALITY | TOURISM | SOCIAL MEDIA | PROJECT MANAGEMENT HUMAN RESOURCES | EDUCATION BSB20120 BSB30120 SIT30216 SIT50116 SIT30316 SIT50416 BSB50120 BSB40520 BSB50420 BSB60420 BSB40820 BSB50620 BSB60520 10904NAT BSB40420 BSB50320 Certificate II in Workplace Skills Certificate III in Business Certificate III in Travel Diploma of Travel and Tourism Management Certificate III in Hospitality Diploma of Hospitality Diploma of Business Certificate IV in Leadership and Management Diploma of Leadership and Management Advanced Diploma of Leadership and Management Certificate IV in Marketing and Communication Diploma of Marketing and Communication Advanced Diploma of Marketing and Communication Diploma of Social Media Marketing Certificate IV in Human Resource Management Diploma of Human Resource Management BSB60320 BSB50820 BSB60720 FNS40217 FNS50217 FNS60217 BSB80120 CUA30720 CUA50720 CUA60315 CUA60320 MSF50218 MSF60118 MST50119 MST60119 Advanced Diploma of Human Resources Management Diploma of Project Management Advanced Diploma of Program Management Certificate IV in Accounting and Bookkeeping Diploma of Accounting Advanced Diploma of Accounting Graduate Diploma of Management (Learning) Certificate III in Design Fundamentals Diploma of Graphic Design Advanced Diploma of Graphic Design Advanced Diploma of Graphic Design Diploma of Interior Design Advanced Diploma of Interior Design Diploma of Applied Fashion Design and Merchandising Advanced Diploma of Applied Fashion Design and Merchandising For further information on APC courses please see Student Services, email info@apc.edu.au with your enquiry, or visit our website at www.apc.edu.au

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