BSBOPS405 Organise Business Meetings - Assignment Help

Assessment Task 2 – Project & Role Play

The following Assessment Task use a simulated business called Angel Solutions Australia (ASA). To complete the tasks, you will need to access information, templates, and policies and procedures found on the ASA. Your assessor will provide you with the entire simulated business documents pack.

For this assessment you will play the role of Administration and Project Officer for ASA, Jacob Mathews. ASA is a consultancy service providing assistance with compliance, finances, human resources, information technology and other business needs to ensure that businesses have the expertise and support that they need to survive and prosper. You should familiarise yourself with what ASA does, the company’s services and history, its organisational structure and its employees. Ensure that you read the ASA Business Plan to understand the company’s mission, vision and business objectives.

Part A: Meeting 1

This part requires you, in the role of Administration and Project Officer, to organise a meeting to discuss the program for the upcoming Leadership Conference for Angel Solutions Australia (ASA). This will include making meeting arrangements, preparing documentation for the meeting, and then participating in the meeting as a minute-taker, then writing up, checking and distributing the minutes.

Read the following email and its attachments, then complete the tasks that follow: To:                                 Jacob Mathews ([email protected])

From:                         John Clarke ([email protected])

Date/time:                  Monday 11:19 a.m.

Subject:                     Leadership Conference

Attachments:              Staff Calendars.docx, Draft Conference Program.docx

Good morning Jacob,

We will be holding our annual Leadership Conference in October. I want to organise a meeting during the coming week to discuss the conference program. I have a number of ideas I would like to share.

As the Administration and Project Officer for the company, you are responsible for organising all meetings. I require Managing Director (Martha Steward), Governance Manager (John Clarke), two Senior Management Specialists (Ian Banks and Gina Zhang) and an Administration and Project Officer (yourself) as well as management consultant contractors (Jane Simms and Leander Duval) to attend the meeting. Participants may attend via Skype if there is no option to attend in person.

Please check all staff availability and identify a time in the week commencing 6 February when we could all meet. The meeting will need to be for 1 hour, maximum.

Please send an email to all staff as soon as possible advising them of this meeting in accordance with our Communication Policy and Procedures. Please let them know what the meeting is about, and ask them to come along with ideas for conference topics.

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Please also advise them that we will be finalising the conference program at the meeting, as well as allocating roles and responsibilities for organising the conferences. This will include organising a suitable venue and the catering, as well as the conference speakers. I would also like to plan a series of meetings over the upcoming months to ensure that we are keeping on track, and would therefore like to discuss a schedule for these with staff.

Once all the arrangements have been made, I will need you to prepare an agenda with the draft conference program attached to send out to staff as per the timelines specified in the meeting policy. The meeting will mostly focus on the finalising the conference themes and I will also give all staff an overview of the conference.

Please cc me into all correspondence with staff.

I’ve attached the draft conference program for you to send with the agenda. Please contact me if you have any questions.

Kind regards John Clarke

Governance Manager

Bourke Street, Melbourne, VIC 3000 Phone: 1000 111 222

Complete the following activities:

1. Develop meeting agenda according to the ASA Communication Policy and Procedures, and as set out in the scenario Use the ASA Meeting Agenda Template to guide your work. The agenda must include the following:
   • date and time for the meeting

• items for discussion as per the email

2. Create an email draft for the notice of meeting to all staff after reviewing the email information above as well as the staff calendars, ASA Communication Policy & Procedures and any other legal, ethical or organisational requirements that need to be considered when planning the Your notice email must include:
   • the type of meeting that is being planned, its objectives and requirements
   • an intended date and time
   • confirmation of the meeting arrangements
   • an introduction to the attachments
   • the meeting agenda and the conference program as

3. Confirm meeting resources are available prior to To do this you should:
   • Consider all resources required for the meeting. For example: If a computer is required at the meeting to host someone via Skype/ Zoom, you should ensure that a computer and internet connection are available for
   • List all resources that may be required (ensure you have listed at least four).

4. Participate in the meeting - You must participate in a role play to demonstrate that you can chair a meeting in accordance with the Communication Policy and Procedures. Chairing the meeting includes:
   • Printing at least two copies of your proofread agenda and the Draft Conference Program to provide as hard copies at the meeting should participants not bring along their own
   • Introducing the meeting and acknowledging staff, stating the meeting’s purpose, and encouraging all team members to
   • Ensuring the meeting follows the meeting rules as outlined in the Communication Policy and
   • Ensuring the meeting is kept to time and focused on its specified
   • Taking the required

Your assessor will have organised three other students to play the roles of the management specialists in attendance (assume that a few are attending via Skype/ Zoom). At the meeting, the staff will discuss the proposed conference program and you will need to take notes of the meeting as per the requirements of the minute’s section of the meeting policy and procedure, including:

• using a laptop to record notes in the meeting minutes’ template
• taking clear and accurate notes to use to develop the minutes (your assessor will check this during the meeting)
• ensuring your notes clearly indicate where a key decision is made, or an action is requested so that this may be made clear in the minutes, and provides a clear record of what was discussed should the minutes ever require reference in the future
• ensuring that you follow the discussion at all times so that nothing is missed
• where you are not sure of a point made, asking the meeting participant to repeat what they

At the conclusion of the meeting, discuss arrangements for follow up meetings and determine an appropriate meeting schedule. Once agreed upon, advise all participants of the date and time of the next meeting.

5. Write up the meeting minutes and draft an email to be sent to the Governance Manager for approval of the
   • use the Meeting Minutes Template to guide your work
   • write up the meeting minutes ensuring reflect key points
   • save the minutes as Draft Meeting Minutes
   • proofread the documents ensuring all changes are
   • the approval email should introduce and summarise the contents of the attachment (Meeting Minutes) and seek feedback and approval of the minutes so you can send them on to staff
   • the text of the meeting minutes & the email should be in grammatically correct English, written in an appropriate (polite, business-like)