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TWBACS201911001 Pavan Achana
TWBACS201911001 Pavan Achana
Assessment details
CANDIDATE to complete this section
Assessment 2– Part A
Assessment 2 – Part B
Assessment 3 –
Part A & B
Portfolio of all
assessment items
OVERALL RESULTS
(Please delete either COMPETENT NOT YET COMPETENT
one for resulting)
FEEDBACK
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constructive feedback)
Issue date Nov. 2019 Review date Nov. 2021 Version no 8 Page 1 of 15
Assessment 1
Part A
For the organization you currently work for, or for an organization you are familiar with such as your
local council, undertake some research and complete the following tasks:
1. Describe two types meetings (not and AGM). What is their purpose? Who attends? How would
you categorise them (formal, informal, etc.)? Who organises them? For each different type of
meeting are there any roles?
I am working in a manufacturing company there where two different meetings
1. Staff meeting
Purpose: To discuss about new project and to information latest information.
Who attends- Manager, supervisors and all employes.
Categorize- Formal meeting/ Toolbox
Who oraginizes them- Manager or director or CEO
Type of rolls: manager responsible for industry works and production, CEO responsible for
sales and marketing and others.
2. What legal or ethical requirements does the organization have to adhere to when organising the
various types of meetings and how do they do this? Provide examples of documentation or
instances where procedure and protocol is followed in order to satisfy legal requirements.
While holding a Legal and ethical requirement depend on type if industry you are into. They are
certain laws and ethical standards you need to follow in order to run your Business in a successful
manner. Local regulations may also apply as per the state or country your business is established.
Examples
Consumer protection act
Code of practices
Privacy act
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3. Choose one of the larger meetings the organization holds (for example, a staff meeting or an
AGM) and identify the:
As a company meeting.
Purpose : To find out different ideas and suggestions.
Structure: Formal
Protocols and procedures if voting takes place: Voting would take place depending upon
the agenda of the meeting
If voting takes place, by showing hands:
Participants and any special needs they may have: Disability and dietary transportation and
accommodation requirements
Participants and their role in the meeting:
List of attendees
Chairperson
Secretary
The resources and equipment required: Projector, stationary and laptops etc
Date and time – find out how these were chosen and how suitable they were for the
meeting’s participants: Every month first week friday 10:00 am as this day is less busy.
Venue – why it was selected and how well it worked:
Fibrecycle employs conference hall as it is equipped and can accommodate everyone
Travel and accommodation requirements of attendees
What information and communications technology (ICT) required: Projectors and laptops
would be required for a staff meeting
Actual cost and budget: Depends upon any catering/ accommodation is required. A budget
of 500$ is decided to hold a meeting
Process of organizing it, including how any changes to plans were communicated.
Chairperson decides the agenda and sent to all staff by email. Recourses are decided as per
the requirements. If there are any changes it will be communicated by secretary on behalf
of the chairman by sending an email to all the attendees.
4. Search online for a meeting and record the url. Describe the meeting and review the meeting.
Comment on how well it went and identify areas for improvement.
https://www.brisbane.qld.gov.au/about-council/governance-strategy/committees-meetings-
minutes/councils-meeting-minutes
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The main agenda of this meeting is community meeting and Brisbane City Council Business. The
meeting was attended by the mayor and councillors to discuss current operations and infrastructure
projects. Meeting was very effective because discussed by the Chair person. They followed the
agenda of the meeting and legal requirements of the meeting. So finally the meeting was so good
and I did not find any areas for improvement.
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Assessment 2
Part A
Read the case study. Write down, or tell your trainer, your answers to the questions that follow.
Case study
Hiroko is the administrative assistant for Wally, the general manager of Aptech Institute Pty Ltd, a
computer training group located in Melbourne, Sydney and Adelaide. Aptech offers diplomas and short
courses in the IT field. Most of the short courses are specially geared towards the corporate world. They
are accredited by Microsoft for example to offer courses on behalf of Microsoft. Similarly they have a
tie up to offer SAP accreditation to students. Hiroko is based at the head office in Melbourne. She will
be taking maternity leave shortly, so Wally has asked her to prepare detailed notes covering each of her
major responsibilities.
One of these responsibilities is to coordinate several important meetings. Hiroko organises the bi-
monthly board meetings, the fortnightly meetings between branch heads at the Melbourne location, and
the monthly meetings between the operations managers of each office.
The board meeting routinely includes discussion of the current sales performance for each location and
each department, review of the latest financial results, decisions on any facility changes, and status
reports on proposed new training centres anywhere in Australia. Each meeting may also include
different items depending on current business concerns.
The department meeting includes a short report on sales versus expenses target for each branch
manager, staffing issues, sharing information on key initiatives for each branch, training initiatives and
updates for the managers from Wally and the operations manager Donald, to the rest of the team.
The Operations managers meeting includes a finance report, sales report and discussion of key concerns
and initiatives. Murray Naismith attends to present the Finance Report. Other managers are invited as
required by discussion items on the agenda.
As well as writing detailed work instructions, Hiroko decides to create templates for each of the major
documents.
The board members are:
Wally Spychala Chairman and general manager, Aptech Institute Pty Ltd
Francine Spychala Treasurer
Donald Spychala Operations manager, Aptech Melbourne
Graeme Bryar Board member
Eva Phlorides Board member
Christine Chandra Board member
Administrative assistant/secretary (currently performed by Hiroko)
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1. Prepare a complete task list for coordinating the Board Meeting, including:
a) issuing notices
At least one month before the meeting. The notice should be sent by email.
Include the main agenda of the meeting to be included in the notice. Details of the meeting like
date, venue, time etc. Content should be understandable for everyone
b) issuing agenda
Agenda will include all the necessary issues to be discussed in the meeting. It will also include the
minutes of the previous meeting. It is send in advance to give the participants an idea of the
meeting. Please check with the chairperson whether anything needs to be changed. Send to all
participants by email.
d) issuing minutes
It is important that minutes should be recorded including all the items discussed on the meeting in
a true and precise manner. Template used to write minutes is same as the template for agenda.
This helps us understand easily in what structure the meeting is held. The meeting minutes to be
issued in three working days. During the meeting detailed notes are taken down they are then
transcribed into minutes of the meeting once prepared the minutes have been prepared they have
to be proof checked by the chair of the company to check for accuracy before it is issued. Minutes
have to be sent by email to all the participants.
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logistical arrangements.
Logistical arrangements may include
Booking of Venue/board room
Arranging catering for lunch
Arranging IT facilities
Teleconference arrangements for members attending from other offices
Arranging travel and accommodation for other branch managers from interstate
Part B
Read the case study. Write down, or tell your trainer, your answers to the questions that follow.
Case study
Ngoc works for SmartTech, a computer sales company. Each quarter, a representative from each region
comes to head office to discuss any concerns raised by the sales staff, possible sales initiatives,
customer satisfaction results and technical concerns. They are also briefed on any actions planned by
the head office team. The next meeting will be held from 9.30 am February 10 and conclude at 3.00 pm
on February 11.
The meeting is held in the boardroom at SmartTech head office in Sydney. Ngoc is responsible for
coordinating flights, accommodation and catering for the two day event. Representatives are expected
to arrive the night before and make their own dinner arrangements for that evening; however, they are
invited to attend a group dinner on February 10, which Ngoc organises.
Ngoc also coordinates documentation for these meetings. Before each meeting, the regions must
submit, in writing, any items they would like addressed by either the Sales, Warranty, Repairs or
Marketing department. Written responses to these concerns are circulated before the meeting.
Managers of each department are invited to attend the meeting and address any questions from their
written responses, and also to deliver presentations on any relevant initiatives.
The regional sales meeting is a big event for Ngoc and her manager, Gavin. In her weekly one-on-one
meetings, she provides a status report of how preparations are progressing. She does this by reviewing a
checklist of key activities against her schedule.
The entire two-day meeting is attended by:
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1. Prepare the minutes for the first day of the meeting, based on the information provided.
Part A
Complete the following activities answering the questions and providing the relevant information in your
portfolio.
1. Chair a brainstorming meeting. Choose an individual topic from the list and prepare an Agenda (no
two topics to be the same in each group). Produce the minutes for one brainstorming meeting in your
group. For this assessment, each student to complete the role of Chair and Minutes Secretary. Copy of
your agenda and the minutes of a different brainstorming meeting in correct format to be included
below.
Assessment 3 Part A & B
How to effectively chair brainstorming meeting Agenda
Employee services App
Date: 18th April 2020
venue: 64 Dalzell crescent darling heights Toowoomba 4350.
Time:9:23 AM
Chair’s welcome: pavan
I here welcome the land and all the attendance. I would like to present my greetings to elders past
present and future. We will be mainly talking about the Employee services App. First, I would be
like to know if there are any conflicts of interests and this meeting would be treated confidentially.
If time allows, we will also discuss the improvements on Employee services App.
Attendance
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Minutes of previous meeting: Minutes of previous meeting held 11 April 2020 are attached
on email. To be taken as read and confirmed about Clock in or out, View clocking history.
From the discussion on this app we came up with new ideas where
Request absences including; training, sick leave, maternity, paternity, study and much more…
Correspondence
Realising app to apple and android latest operating systems that can improve the fastness and smoothness of
app.
Brainstorming discussion.
Clock in or out
Book a holiday/vacation.
Any New Businesses: possibilities for Data storage, System security and payroll.
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Agenda
Employee services App
Date: 11/6/20
Venue: 64 Dalzell crescent darling heights Toowoomba 4350.
Time:9:23 AM
Chair’s welcome: pavan
I here welcome the land and all the attendance. I would like to present my greetings to elders past
present and future. We will be mainly talking about the Employee services App. First, I would be
like to know if there are any conflicts of interests and this meeting would be treated confidentially.
If time allows, we will also discuss the improvements on Employee services App.
Attendance
Minutes of previous meeting: Minutes of previous meeting held 11 April 2020 are attached
on email. To be taken as read and confirmed about Clock in or out, View clocking history.
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From the discussion on this app we came up with new ideas where
Book a holiday/vacation.
Request absences including; training, sick leave, maternity, paternity, study and much more…
Correspondence
Realising app to apple and android latest operating systems that can improve the fastness and smoothness of
app.
Brainstorming discussion.
Clock in or out
Book a holiday/vacation.
Any New Businesses: possibilities for Data storage, System security and payroll.
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2. Review the effectiveness of your brainstorming meeting and briefly present your observations to the
class with a short verbal report.
Part B - Your trainer needs to observe you demonstrating the following essential skills in your workp lace
or in a simulated environment.
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reading documentation
Demonstrate how you have: Show your assessor your relevant sections of your
Time management skills to allow sufficient printed or electronic diary and explain how you
time to prepare for and conduct meetings managed the various activities required to
coordinate meetings
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