RTO No: 91223

Student Project Portfolio

BSBOPS405 Organise Business Meetings

 Contents

Section 1: Plan for the meetings and prepare documentation 5

Section 2: Participate in and summarise meetings 17

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Student name:
Assessor:
Date:
Business this assessment is
based on:
Meeting 1 details:
What is the type of meeting?
What is the purpose of the
meeting?
Meeting 2 details:
What is the type of meeting?
What is the purpose of the
meeting?
Strathfield College RTO: 91223 CRICOS Provider Code: 02736K
Piaras Webb
27 March 2022
Strathfield College
- Type of meeting: Face to face
- Purpose: Figure out what difficulties and challenges those students
must face with when communicating to other who might come from
different culture. In addition, finding solution or better way to
communicate is needed.
- Type of meeting: Face to face
- Purpose: Discussing about how to identify and handle with potential
risk in classroom relating to chemistry experiment in class, fire,
physical activities.
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 Section 1: Plan for the meetings and prepare documentation

Summarise meeting requirements.

Attach the policies and procedures you read (including the notes/highlighting you made) as evidence that you read and interpreted the documents.

Meeting 1: Include description Meeting 2: Include description

Meeting participants Meeting Participant: Four students who come from different Participants in the meeting: Four staff at college
culture
Who will participate in Specific requirements:
the meeting (include at Specific requirements:
- Prepare some realistic situation relating to potential risk in college.
least two participants)?
- Need four students who come from different countries. One
- Need digital devices for presentation and video.
List any specific student can speak English fluently, whereas the others can
requirements of the communicate by English in basic level.
participants (at least one
- All of them should prepare some questions to enhance the
requirement).
two-way communication before attending the meeting.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Date and time - Date: 20 March 2022 - Date: 21 March 2022

When will the meeting - Time: 10 am - Time: 10 am
take place?
What time is the
meeting?

Location
In the classroom 3A, second floor In the RTO room, third floor
Where will the meeting
take place?

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Duration 1 hour 1.5 hours

How long will the
meeting be?

Resource requirements - Loudspeaker, laptop, paper and pen, board - Laptop and Projector, loudspeaker, board
What equipment do you - Soft drink and candy or snack - Soft drink and fruit
need (e.g., projector)?
- Internet access id required - Internet access is required
Do you need internet
- One table and at least 5 chairs - One large table and at least 5 chairs
access?
- Documents: meeting agenda, Minutes of meeting and Documents: meeting agenda, minutes of meeting and
What documents should
organisational policies and procedures organisational policies and procedures
be available at the
meeting? Pencil, eraser, paper and highlight pen will be provided Pencil, eraser, paper and highlight pen will be provided
Are chairs and tables
required?
Should you provide
meeting participants
with stationery such as
pens and paper?

Implicit and explicit • Implicit organizational requirements: • Implicit organizational requirements:

organisational
- Lightning - Lighting
requirements
- Internet access including Wi-Fi - Internet access including Wi-Fi
What are the
requirements for notice - good quality chair - Projector

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

of meetings? - Soft drink and food - Notebooks and pen

What are the - Air condition system and air purify system - good quality chair
requirements for
- Fire alarm system and fire extinguisher - Soft drink and food
meeting agendas?
- Regulation about health and safety - Air condition system and air purify system
What are the
requirements for • Explicit organizational requirements: - Fire alarm system and fire extinguisher
recording notes of the - Notice of meeting - Regulation about health and safety
meeting?
- Meeting minutes • Explicit organizational requirements:
What are the
requirements for - The meeting resolution - Meeting agenda
timelines to distribute • Requirements for notice of meetings: - Meeting minutes
meeting notice, agenda,
- the notice of meeting just needs to be sent within at least - The meeting resolution
and minutes?
two working days and include date, time, and duration, in
• Requirements for meeting agenda:
To whom minutes addition, a short summary and main points of the meeting are
should be submitted to also required. - List of items which are numbered
for approval?
• Requirements for recording notes of the meeting: - Time duration for each item

- Meeting Minutes Template is required - Short summary of what will be discussed during the meeting

- All staff need to note down some brief key points • Requirements for recording notes of the meeting:

- Any reason for absent must be recorded - Meeting Minutes Template is required

- Brief as possible without jeopardising accuracy and - All staff need to note down some brief key points
credibility - Any reason for absent must be recorded
- Meeting minutes must be developed by the Chair - Brief as possible without jeopardising accuracy and credibility
- Any resolutions or decisions should be recorded - Meeting minutes must be developed by the Chair

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Meeting 1: Include description Meeting 2: Include description

- The subject of meeting and date of meeting must be saved - Any resolutions or decisions should be recorded
- A record must be sent to participants’ email within five - The subject of meeting and date of meeting must be saved
working days of the meeting
• Requirements for timelines to distribute:
• Requirements for timelines to distribute:
- Notice of meeting: require at least 10 working days prior to the
- Notice of meeting: require at least 10 working days prior to meeting
the meeting
- Meeting agenda: require three working days prior to the meeting.
- Meeting agenda: require three working days prior to the
- Minutes: require 5 working days of the meeting
meeting.
• To whom minutes should be submitted to for approval?
- Minutes: require 5 working days of the meeting
Minutes must be provided to a manager of students such as the
• To whom minutes should be submitted to for approval?
dean of students
Minutes must be provided to a manager of students such as
the dean of students

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Legislative requirements • Legislative requirements • Legislative requirements

Identify implicit meeting - Implicit meeting legislation requirements: Meeting minutes - Implicit meeting legislation requirements: The participant should
legislation requirements should be saved in a specific file. Informal meeting with be suggested to noted down key points of the meeting
(at least one). students should be held in a normal classroom
- Explicit meeting legislation requirements: Regulation of health and
Identify explicit - Explicit meeting legislation requirements: meeting minute safety must be provided
legislation requirements requires date and time as well as form of the meeting
(at least one).

Ethical requirements Ethical requirements: Ethical requirements:

What ethical - The participants’ private information must not be used with - Any ideas related to self-interest or conflict of interest must not be
requirements should you wrong purpose. provided by the members who attend the meeting.
consider when
- The participants’ point of view must be respected and
organising meetings (at
considered
least one)?

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Notice of the meetings
Notice of meeting 1

Meeting description: Short conversation with four student who come from different culture
and feel difficult in communicating in English

Meeting organiser Piaras Webb

Meeting participants: Four students from Strathfield College

Meeting details - Purpose: Figure out what difficulties and challenges that students
must face with when communicating to other who might come from
What is the purpose?
different culture. In addition, finding solution or better way to
How will the meeting take communicate is needed.
place (e.g. face-to-face)?
- Form of the meeting: face to face meeting
What is the date, time and
- Date: 20 March 2022
location of the meeting?
- Time: 10 a.m.
- Duration: 1 hour
- Location: In the classroom 3A, second floor, Strathfield College

Notice of meeting 2

Meeting description: Meeting with four staff of Strathfield College to discuss about health
and safety in the university

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Meeting organiser Piaras Webb

Meeting participants: Four staff from Business Administration department

- Purpose: Discussing with four staff about how to identify and handle
Meeting details
potential risk in classroom relating to chemistry experiment in class,
What is the purpose? fire, or physical activities.

How will the meeting take - Date: 21 March 2022

place (e.g. face-to-face)?
- Time: 10 a.m.
What is the date, time and
- Duration: 2 hours
location of the meeting?
- Location: In the RTO room, third floor, Strathfield College

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Meeting agenda

Meeting agenda
Meeting 1

Meeting Date: 20 March 2022

Meeting Time/duration: 1 hour

Meeting Location: In the classroom 3A, second floor, Strathfield College

Attendees: Four students from Strathfield College

Chair: Piaras Webb

Following instruction in meeting agenda which was sent through email

Please bring &/or read:

Agenda Items Time Allocated

1 Introduction the purpose of the meeting 2 minutes

2 The members introduce about themself

10 minutes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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3 Discuss about what difficulties and challenges that these students have to
face with during studying and communicating.
30 minutes

4 Students provide some questions to other to promote two-way

communication
10 minutes

5 Providing some solutions for students to enhance their communication

8 minutes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Meeting agenda
Meeting 2

Meeting Date: 21 March 2022

Meeting Time/duration: 1.5 hour

Meeting Location: In the RTO room, third floor, Strathfield College

Attendees: Four staff of Business Administration department

Chair: Piaras Webb

Following instruction in meeting agenda which was sent through email

Please bring &/or read:

Agenda Items Time Allocated

1 Introduction about purpose of the meeting 2 minutes

2 The staff introduce about themselves and their working

10 minutes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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3 Discuss about potential risk that may happen in the university
20 minutes

4 Show some realistic videos about some accident occurring in the

university
20 minutes

5 Discuss some solutions to identify and handle the potential hazard

30 minutes

6 Question and answer

8 minutes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Evidence
of editing
of
agenda
Insert
evidence
that you
have
edited
your work
(e.g.
screen
shot of
spelling
and
grammar
check,
screen
shot
showing
that you
made
changes
using
“Track
Changes”
).

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Distribute documentation and arrange for resources and participant requirements to be available.

Meeting 1: Include description Meeting 2: Include description

Calculate The notice of meeting should be sent in 10 March 2022 The notice of meeting should be sent in 11 March 2022
timeframes
The meeting agenda should be sent in 11 March 2022
By which
The meeting agenda should be sent 17 March 2022
date must
your notice
be sent
out?
By which
date must
your
agenda be
sent out?

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Distribute
the notice
and agenda
to meeting
participants
Insert a
screen shot
of your draft
email here.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Arrange for Meeting requirement: Loudspeaker, Laptop, Board Meeting requirement: Projector, Loudspeaker, Laptop, Board
meeting
requirement
s
Which
meeting
requirement
did you
arrange?
Insert a
screen shot
or attach
proof of
how you
made the
arrangeme
nt.

Arrange for Participant requirement: table with chairs, food and drink, A4 papers and Participant requirement: large table with at least five chairs, food and
participant pens. drink, notebooks with pens.
requirement
s

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Which
participant
requirement
did you
arrange?
Insert a
screen shot
or attach
proof of
how you
made the
arrangeme
nt.

Attach: Policies and procedures (with highlighting/notes) ☒

Meeting notice (if your own business has a different template to the one provided) ☐

Meeting agenda (if your own business has a different template to the one provided) ☐

Evidence of meeting requirement arrangement made (if you did not add a screen shot into the portfolio) ☐

Evidence of participant requirement arrangement made (if you did not add a screen shot into the portfolio) ☐

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Strathfield College RTO: 91223 CRICOS Provider Code: 02736K
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 Section 2: Participate in and summarise meetings

Participate in meetings.

Meeting 1: Include description Meeting 2: Include description

Meeting Digital tool for taking note: MS Word Digital tool for taking note: MS Word
Which
digital tool
did you
use to
take
notes?
Attach
proof of
the notes
you made
at the
meeting.
If not
already
viewed in
person by
your
assessor,
attach
proof of
the
meeting

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

(e.g.,
video
recording)
.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Meeting minutes.
Add more rows for “items discussed” if required.

Minutes for Meeting 1

Student meeting

Date: 20th March 2022

Time: 10 A.M.

Place: Classroom 3A, third floor, Strathfield College

Attendees: 4 students

Apologies: None

Item Description

1 Meeting purpose: Figure out what difficulties and challenges that students must
face with while they are communicating with other who might come from
different culture as well as finding solution or better way to improve their
communication

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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2 Item 1: Students find difficult to communicate with people from other countries.
Participants speaking English fluently use too much slang with complicated
words.
Solution: Students should speak slowly and try to use simple words and
sentences.

3 Item 2: People with basic level of English could not keep with the conversation
and misunderstand some words.
Solution: Attending some English class to improve communication and try to
practice with English teacher.

4 Out comes: provide two ways to improve the students’ conversation

Minutes for Meeting 2

hazard management

Date: 21th March 2022

Time: 10 A.M.

Place: In the RTO room, third floor

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Attendees: 4 staff of Business Administration department

Apologies: None

Item Description

1 Purpose of the meeting: Discussing about how to identify and handle with
potential risk in classroom

2 Introduce about the important of identifying potential hazard and how to manage
them

3 Item 1: Lack of protect equipment for some physical activity

Solution: Equip new protect clothes for student while they are doing some
physical activity

4 Item 2: Lacking of protective gloves for college’s laboratory

Solution: Ask Dean of department to equip new groves for laboratory and
provide instruction for student to handle with special chemical

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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5 Item 3: Some special material which can cause fire are not put in a separate
area
Solution: Set up a separate room or area to put some material which can easy
catch burn.

6 Outcomes: suggest some methods to handle with the hazard when it happen.
Ask headmaster to equip new protective items. Show some videos relating to
handle with hazard and introduce hierarchy of control risk.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Review, approve and distribute minutes.

Meeting 1: Include description Meeting 2: Include description

Compare
minutes
and notes
Did you
read
through the
notes and
compare
them with
the
minutes?
Were the
minutes
accurate?
Attached
your
reviewed
notes with
evidence
that you’ve
read them
and
compared
them to the
minutes
(e.g., notes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

with added
comments
and
highlighting
)

Seek
approval
Insert a
screen
shot of
your draft
email here.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Calculate Minutes was sent to email of participants within 5 working days of the Minutes was sent to email of participants within 5 working days of the
timeframes meeting. Therefore, the minutes of meeting with students will be sent meeting. Therefore, the minutes of meeting with students will be sent in
in 25th of March 26th of March
By which
date must
the
minutes be
sent out?

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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 Meeting 1: Include description Meeting 2: Include description

Distribute
the
minutes
Insert a
screen
shot of
your draft
email here.

Attach: Notes made at the meeting using a digital tool ☒

Recording of meeting (if relevant) ☐

Meeting minutes (if your own business has a different template to the one provided) ☐

Notes with added comments/highlighting as evidence of review ☒

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

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Strathfield College RTO: 91223 CRICOS Provider Code: 02736K
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