Planning a meeting

  There are three (3) parts to this task: 1. Develop an agenda 2. Make arrangements for a staff meeting 3. Develop a communication and action plan Note: Before you start this task, you will need to arrange and run a short informal meeting with your trainer (and/or any other persons(s)) to discuss ideas for your project. Submit evidence of this meeting with your project that includes all evidence of the criteria in the 'informal meeting checklist' provided in Section 1. Remember, an informal meeting can take place anywhere, such as a restaurant or a coffee shop, online or over the telephone. A formal meeting takes place at a pre-planned place (online or in person) at a particular time. Notes: • Your project needs to be based on a meeting that has a clear purpose and need and that you are able to chair • You will need to think of an example from a current or previous workplace or organisation you are a part of (e.g. a sports club or community centre). (Alternatively, if relevant to your work role, you can use the Eberly & Finch case study provided, see Student Resources on the right, also provided as an Appendix). • Students may choose the topic area. It could be related to a current or proposed project, sponsorship, proposed training program, a WHS committee, a sales presentation and discussion, a forum to discuss a topic of current interest or a regular team meeting to review business policies and procedures for example. • In your example, you should be very clear about what the purpose of the meeting is, its aims etc. You should write a short brief/notice of meeting that should include all of the relevant details for your meeting. Your brief can be included as a paper to distribute to the attendees with the agenda, sent via email, a formal letter or memo for example. Hints: o Use all templates that have been provided for you o Use formal meeting terminology at all times (see Appendix for guidance) o Complete all parts above and use the template to help you prepare and complete your practical component (this is for Assessment Task 3) For your meeting you will need to provide all of the evidence below: • Developed an agenda according to the meeting purpose • Identified meeting attendees and notified them accordingly • Organised and confirmed meeting arrangements ahead of time • Distributed the agenda and any papers (e.g. handouts, short brief etc.) • Chaired the meeting affectively taking into account any legal and ethical requirements • Conducts the meeting professionally, in a timely manner and ensures it remains on track • Follows up after the meeting, ensuring all relevant documentation is recorded and stored according to organisational policies and procedures 1. Developing the agenda: To prepare for the meeting you must develop an agenda and identify how it will be distributed. Consider the information that must be included in formal meeting minutes (see attached Appendix 3 - download below). Include legislation or policies and procedures that may affect the meeting. Explain how you will distribute the agenda and where you will course the contact details for attendees. Use Template 1 provided, (download below), and any additional resources to complete this part of the project. 2. Making arrangements for your meeting: Create a checklist and complete the checklist to show that you have made all the necessary arrangements for the meeting. Use Template 2 as a guide only. This section also includes the short brief that can be distributed to attendees when arranging the meeting. The brief (200-300 words) should include the date, start and finish time, location, purpose, current situation, any key points for discussion/issues, desired outcomes and if the attendees are to bring anything. 3. Developing your communication and action plan: You are to develop a communication and action plan using Template 3 (download below). This action plan must be in the format to brief a minute taker for recording meeting notes. Note: This action plan will be used as a report for the outcome of the meeting you conduct in Assessment Task 3