This is Project Portfolio template

It is part of the supporting resource for Assessment Task 2

Project Portfolio
BSBOPS405
Organise business meetings

BSBOPS405 Organise business meetings

Student Version
1
 This is Project Portfolio template
It is part of the supporting resource for Assessment Task 2

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

BSBOPS405 Organise business meetings

Student Version
2
 This is Project Portfolio template
It is part of the supporting resource for Assessment Task 2

Student Name: Subham Rawal

Assessor: MD FARQUL ISLAM

Date: 28/05/2021

Documentation Reviewed
as Preparation of the
Assessment:

BSBOPS405 Organise business meetings

Student Version
3
 Task 2: Formal meeting project

Section 1 Identify the type and purpose of the meeting.

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

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

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

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

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

Organizational requirements: meetings should be held in board room. Refreshments should be

provided to the staffs who attend the meeting. The meeting room should be facility with the
projector and screen for powerponts.No refreshment is provided if the informal meeting takes less
than 90 minutes.

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
4
Section 3 Make meeting arrangements according to meeting and participant’s
requirements

Meeting Requirements Form

Chairperson Subham Rawal

Meeting Name Leadership Conference

Meeting Details

Date 02/06/2021 Time 11:00AM

Location Board room at AFC Budget $200

Meeting Format

Purpose To discuss on current and new techniques of leadership.

Participants CEO (Paul Burns), Operations Manager (you), a Senior Management

Consultant (Bob Downs), Marketing Manager (Jack Steel), an
Administration/Project Officer (Sally Smith), a Receptionist (Zina Dainty) and
an Accounts Officer (Sunny Singh).

Seating Roundtable
Arrangements

Video or Not applicable

Teleconference
Requirements

Supporting Materials

Meeting Purpose conference topic summary

Documentation

Equipment Projector, Screen for PowerPoint slides and stationary items.

Requirements

Hospitality Requirements

Catering Tea and coffee

Requirements

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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Accommodation Not applicable
Requirements

Other Requirements

Special Needs of Not applicable

Attendees

Organisational/ Legal/ To inform all the attendee at least 5 working days before meeting is
Ethical Requirements conducted.
for Conducting
Meetings

Transportation Not applicable

Requirements

Any Other NO
Requirements

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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Section 4: Prepare notice of meeting, agenda and meeting papers according to
organisational requirements

Meeting Agenda

Meeting Date: 02/06/2021

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

Meeting Location: Board Room of AFC

CEO (Paul Burns), Operations Manager (Subham Rawal), a Senior

Attendees: Management Consultant (Bob Downs), Marketing Manager (Jack Steel), an
Administration/Project Officer (Sally Smith), a Receptionist (Zina Dainty) and
an Accounts Officer (Sunny Singh).
Chair: Subham Rawal

Please Bring &/or Read: ID Proof

Agenda Items Time Allocated

1 Welcome and apologies 2 minutes

2 Overview of leadership conference 2021

5 minutes

3 Discussion of ideas of conference and topics

15 minutes

4 5 minutes

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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 Allocation of conference task

5 Conclusion and outcome

3 minutes

Section 5: Invite participants and confirm the meeting arrangements.

Date: 28/05/2021

To: All Staff

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

Subham Rawal
Operational Manager

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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Section 6: Confirm presence of required resources prior to meeting commencement.

Name Subham Rawal

Signature

Meeting Space Inspection Checklist

Areas Checklist Comments
Checked
(tick)
Lighting levels appropriate for meeting. √
General
Glare is minimised √
Lighting
Emergency lighting is operable √
Electrical No broken plugs, sockets or switches √
No frayed or damaged leads √
Portable power tools in good condition √
No leads on floor where work may damage v
them
Ventilation Adequate natural ventilation √
Air conditioning system working properly v
Emergency response procedures are in place v
Confined
Spaces

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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 Designated access ways are clearly marked, √
Access/
adequately lit and are free from obstructions
Walkways/ Floor surfaces are well maintained, smooth, V
Floors non-slip, and uncluttered
Housekeeping Work areas are cleaned √
Bins located at suitable points and emptied √
regularly
Fire exits clearly marked and exit doors easily √
Emergency
opened and clear of obstructions
Plans
Furniture All furniture are in good condition and does √
not possess in health and safety risk to
participants
Equipment All required equipment are available and in √
working condition.

Checked By

Position Operational manager

Date 02/06/2021

Section 7: Conduct the meeting

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

 Jack steel will arrange marketing material.

 Subham Rawal (Operational manager) will choose suitable speaker.
 Subham Rawal (Operational manage)r will manage travel and accommodation for
speakers.
 Subham Rawal (Operational manger) will manage the catering.

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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Section 8: Prepare meeting minutes
.

Grow Management Consultants

Meeting minutes

Date: 02/06/2021

Time: 11:00 AM

Place: Board Room at AFC

CEO (Paul Burns), Operations Manager (Subham Rawal), a Senior Management

Attendees: Consultant (Bob Downs), Marketing Manager (Jack Steel), an Administration/Project
Officer (Sally Smith), a Receptionist (Zina Dainty) and an Accounts Officer (Sunny
Singh).
Apologies: Not applicable

Item Description

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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 Meeting purpose: The main purpose of this meeting is to discuss the new style and
1
methods of leadership.

2 Review of previous meeting (if applicable. Delete of not) : Not applicable

Item discussed :

 organising catering for approximately 100 people

 identifying suitable speakers
 organising travel and accommodation for speakers
 developing and printing marketing material

3 Outcomes

 Jack steel will arrange marketing material.

 Operational manager will choose suitable speaker.
 Operational manager will manage travel and accommodation for speakers.
 Operational manger will manage the catering.

5 Meeting close: 11:30 AM

Next meeting:

Time: 10:00 AM
6
Date: 16/06/2021

Place: Board Room at AFC

Minute taker: Operational Manager

Signed:
Subham Rawal
Name:

Date: 02/06/2021

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

Date: 02/06/2021
To: CEO
Subject: Request for approval of meeting minutes.

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
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Content
Dear CEO,
The attached minutes include following Item that we discussed:

 organising catering for approximately 100 people

 identifying suitable speakers
 organising travel and accommodation for speakers
 developing and printing marketing material

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

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

Date: 31/05/2021
To: All Staff
Subject: Meeting minutes and conference program.
Content
BSBOPS405 Organise Business Meetings
ID: 210127
Subham Rawal
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Dear Staff,
Based on the discussion we collectively come to following result:

 Jack steel will arrange marketing material.

 Operational manager will choose suitable speaker.
 Operational manager will manage travel and accommodation for speakers.
 Operational manger will manage the catering.

All above points are discussed in minutes which is attached below. I have also attached the
conference program below.

If you have any question, feel free to contact me.

Regards,
Subham Rawal
Operational manager

BSBOPS405 Organise Business Meetings

ID: 210127
Subham Rawal
14