PROJECT

PORTFOLIO

BSBTWK503
MANAGE MEETINGS
First published 2020

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Business Works is a series of training and assessment resources developed for qualifications within the Business Services
Training Package.
 Contents

Section 1: Planning your meetings

Section 2: Chairing your meetings
Section 3: Meeting follow up

BSBTWK503 Manage meetings | 3

Student Name: Hoi Van Nguyen
Student ID: PC001866
Trainer Name: Munish Sharma
UOC: BSBTWK503
Due Date: 01/09/2024

BSBTWK503 Manage meetings | 4

Student name: Van Hoi Nguyen

Assessor: Munish Sharma

Date: 29/08/2024

Business this assessment is Grow management Consultant

based on:

Meeting 1 description: Formal meeting: to call a formal meeting to:

- Discuss own ideas for conference topics.
- Seek ideas for conference topics from staff for each of the
allocated spots in the program.
- Arrange a convenient schedule of meetings to ensure that plans
for the conference are regularly discussed and action.
- Allocate roles and responsibilities about organizing and running
the conference.

Meeting 2 description: Informal meeting: to call an informal meeting to:

- Announce implemented a work-life balance policy.
- Seek ideas for social activities and to discuss timing.

BSBTWK503 Manage meetings | 5

 Section 1: Planning your meetings

Meeting 1

Meeting purpose Introducing new products to our costumer

Outline the purpose and Declaration for Distribution of dividend, to convey the importance of
objectives of this meeting training to all department heads.

Meeting requirements Time: 27/09/2023 10 am

Location: Meeting room
Outline the requirements of the
meeting including timing, Type of meeting: virtual meeting
location and type of meeting?
Need to consult with senior, board of director, CEO
What organisational
organisational requirements:
requirements need to be
considered?  the organisation's vision, goals, objectives and priorities

Who needs to be consulted  business and performance plans

and how in relation to suitable  systems, processes and requirements for quality assurance
dates and times or catering
requirements etc?  specific change initiatives

*Attach evidence of how you  legal requirements, for example, occupational health and
confirmed requirements safety and anti-discrimination legislation
 standards (such as for ethical behaviour) and protocols
 confidentiality and security requirements
catering requirements: Arrangements of beverages such as
water bottles, Tea and coffee. Food arrangements including fast
food, chips and refreshments.
evidence of confirmed requirements via email

Legal and ethical requirements  Proper clarification of the agenda.

Outline all legal and ethical  Providing them the statement of profit and loss and financial
requirements and statement.
considerations here
 Fair and equal distribution.
 Work health safety
 Corporation Act
 Privacy Act

Meeting attendees  Chairman

Who is required to attend this  Directors
meeting? Which attendees will
 Company secretary

BSBTWK503 Manage meetings | 6

be listed as ‘optional’? Can a  Proxy of shareholders
proxy attend in place?
We will inform via e-mail, or phone call
How will you inform attendees
of the meeting and confirm
attendance?

Meeting papers Notice and Agenda of the meeting, resolution and minutes.
Which documents do you need We can distribute meeting papers by email we need to send it before
to prepare in advance of the meeting
meeting?
How and when will these be
distributed?

Agenda outline  Consideration of the minutes of previous meeting

Outline your agenda here.  Declaration of Distribution of dividend
What items and timings need
 Training
to be considered?
 Any other matter

Chair The meeting is attending on 27/09/2023 in Room no.4 in town hall

Summarise anything you need As the chairperson, I had to take care of the correspondence and
to consider as the chair of this welcome section. The meeting is virtual
meeting (physical or virtual)
considerations, issues that
could arise etc and how you
might deal with these

Minutes Meeting minutes are notes that are recorded during a meeting.
The minutes of a meeting are usually taken by a designated
How will these be recorded?
member of the group.
Who will record them?
The time frame will depend on the type of meeting; for example, board
What are the timeframes for members may need to be informed at least two weeks before the
delivery and review by you and meeting. In this meeting seven days
delivery to attendees?

Attach: Meeting agenda ☒

Evidence you have verified meeting requirements ☒

Evidence you have invited attendees ☒

Evidence of attendee confirmation ☒

Evidence of meeting paper distribution ☒

BSBTWK503 Manage meetings | 7

 Meeting policy and procedures ☒

Meeting Agenda

Meeting Date: 27/08/2024

Meeting Time/Duration: 10:00 A.M. to 4:00 P.M.

Meeting Location: Meeting Room

Attendees:  Directors
 Company Secretary
 Auditor
 Shareholders
 Chief executive officer
Chair: 20

Please Bring &/or Read: Paper and pen /policy and procedure

Agenda Items Time Allocated

1. Welcome and apologies 2 minutes

2. Correspondence 20 minutes

3. Date of next meeting 10 minutes

4. General business 20 minutes

5. Matters or business arising from the minutes 15 minutes

Evidence you have verified meeting requirements

Subject: verified meeting requirements

Dear Mr. chief of Director

The Gamesmen company has meeting on Training Needs for all departments of the company. “on
27/08/2024. We are doing meeting in meeting Room Level 4, 114-120 Castlereagh Street, 10 am.
Twenty people are attending in this meeting. In meeting we are going to provide all Arrangements of
beverages such as water bottles, Tea and coffee. Food arrangements including fast food, chips and
refreshments.

BSBTWK503 Manage meetings | 8

Thanks & Regards

Evidence you have invited attendees

Hi All,

I would like to inform you that the gamesmen company is going to introduce in our schedule for all staff
members. The directors want to do something different for their employees as everyone has contributed
well to the business.
This calendar invite is for the meeting going to held on 28 August at 10:45 am to discuss the Social
activities you are interested in and I advise everyone to do some research before the meeting on
activities that we can add to our list. Please find the attached meeting agenda.

Thank You.

Meeting Invitation

Dear Gamesman partner,

Managers of all departments including top management are warmly welcomed and invited to the
meeting. This meeting is specially designed to provide a know-how of training needs and its benefits to
all company managers of all departments. Your participation is highly valuable and we are looking
forward towards your honourable participation.

Our company is conducting a meeting on Monday, the 27/08/2024 – 10 am, at Room Level 4, 114-120
Castlereagh Street. The purpose of this meeting is to develop final strategies for our new product. We
have a commitment to our customers. We have a clear focus to deliver quality service, an extensive
range of products and to create a memorable shopping experience.

Regards,

Evidence of attendee confirmation

Subject: Confirmation on attending the meeting

BSBTWK503 Manage meetings | 9

Dear Mr. chief of Director

Thank you for inviting me to the meeting on management Needs for all departments of the company. “on
27/08/2024 I am gladly accepting your invitation. I am really looking forward to the discussion in the
meeting.

Thanks & Regards

Evidence of meeting paper distribution

Hi All,

I would like to inform you; everybody needs to know about the meeting papers Gamesman company like
to send these documents to you all. Meeting papers are the documents which are needed to conduct a
meeting. Some of these papers, such as the agenda and the minutes are requirements at a formal
meeting, but other meetings papers may depend upon the agenda of the meeting. Meeting papers
should be provided to all of the attendees at a meeting.

This calendar invite is for the meeting going to held on 27 August at 10:00 am we going to discuss that
day. I advise everyone to do some research before the meeting on activities that we can add to our list.
Please find the attached meeting papers.

Thank You.

Meeting policy and procedures

 All meeting invitees must respond to meeting requests and changes as quickly as they are able
to and ensure they are entered into their online calendar and that no clashes occur.
 Meetings must always be started on time regardless of whether all attendees are present or not.
All meeting attendees should endeavour to be on time for meetings.
 Mobile phones must be turned to silent during meetings.
 The meeting organiser must arrive early to ensure all equipment including conferencing software
is in working order and that technical issues are minimised.
 All other general legislation that applies to the business applies across the board in meetings
including privacy, confidentiality and anti-discrimination.

BSBTWK503 Manage meetings | 10

Meeting 2

Meeting purpose Declaration for Distribution of dividend, to convey the importance of

training to all department heads.
Outline the purpose and
objectives of this meeting Introducing new products to all people who likes play game.

Meeting requirements Time: 27/08/2024 10 am

Outline the requirements of Location: Meeting room
the meeting including timing,
Type of meeting: virtual meeting
location and type of meeting?
What organisational
requirements need to be Need to consult with senior, board of director, CEO organisational
considered? requirements:

Who needs to be consulted  the organisation's vision, goals, objectives and priorities
and how in relation to suitable  business and performance plans
dates and times or catering
requirements etc?  systems, processes and requirements for quality assurance

*Attach evidence of how you  specific change initiatives

confirmed requirements  legal requirements, for example, occupational health and
safety and anti-discrimination legislation
 standards (such as for ethical behaviour) and protocols
 confidentiality and security requirements
catering requirements: Arrangements of beverages such as water
bottles, Tea and coffee. Food arrangements including fast food,
chips and refreshments.

evidence of confirmed requirements via email

Legal and ethical Time that the meeting will be held

requirements
Outline all legal and ethical Privacy Act
requirements and
Anti-Discrimination Act
considerations here
Equal Opportunity Employment

 Proper clarification of the agenda.

 Providing them the statement of profit and loss and financial
statement.
 Fair and equal distribution.

BSBTWK503 Manage meetings | 11

  Privacy Act
 Anti-Discrimination Act
 Equal Opportunity Employment

Meeting attendees  Chairman

Who is required to attend this  Directors
meeting? Which attendees
 Company secretary
will be listed as ‘optional’?
Can a proxy attend in place?  Proxy of shareholders

How will you inform attendees  Board of director

of the meeting and confirm
attendance?

Meeting papers agenda

Which documents do you minutes
need to prepare in advance of
Meeting papers may be distributed in physical form, or in electronic
the meeting?
form via email.
How and when will these be
distributed?

Agenda outline  Consideration of the minutes of previous meeting

Outline your agenda here.  Declaration of Distribution of dividend
What items and timings need
 Training
to be considered?
 Any other matter
 Each agenda item is allocated an amount of time e.g. 9.00
am - 9.15 am and that this is enough time for the item to be
discussed.

Chair The chairperson is required to control the meeting procedures

Summarise anything you  nominating or requesting a staff member to take notes of
need to consider as the chair the meeting so the minutes can be prepared;
of this meeting (physical or
 dealing with the order of business;
virtual) considerations, issues
that could arise etc and how  keeping order by focussing only on agenda items;
you might deal with these  ensuring everyone has an opportunity to speak;

Minutes Miss Elisha will record meeting minutes. While meeting is in

progress, she will take the notes at the end of meeting within seven
How will these be recorded?
days Elisha will type all the paper and send it with all attendees
Who will record them?
 Minutes must be provided by the minute taker to the Chair
What are the timeframes for within 2 working days of the meeting.
delivery and review by you
 Minutes will be distributed via email by the Chair to all
and delivery to attendees?
attendees within 2 working days of the meeting.

BSBTWK503 Manage meetings | 12

 Attach: Meeting agenda ☒

Evidence you have verified meeting requirements ☒

Evidence you have invited attendees ☒

Evidence of attendee confirmation ☒

Evidence of meeting paper distribution ☒

Meeting policy and procedures ☒

Meeting Agenda

Meeting Date: 27/089/2024

Meeting Time/Duration: 10:00 A.M. to 4:00 P.M.

Meeting Location: Level 4 Meeting Room

• Directors
• Company Secretary

Attendees: • Auditor
• Shareholders
• Chief executive officer

Chair:

Please Bring &/or Read: meeting materials Company policies and procedures & marketing

Agenda Items Time Allocated

6. Open meeting 2 minutes

7. Develop an action plan in order to get feedback from and users 20 minutes

8. Make a list of approved Activities. 10 minutes

9. Deciding the budget that needed for the trained people 30 minutes

10. Close meeting 30 minutes

Evidence you have verified meeting requirements

Subject: verified meeting requirements

BSBTWK503 Manage meetings | 13

Dear Mr. chief of Director

The Gamesmen company has meeting on Training Needs for all departments of the company. “on
27/08/2024. We are doing meeting in meeting Room Level 4, 114-120 Castlereagh Street, 10 am.
Twenty people are attending in this meeting. In meeting we are going to provide all Arrangements of
beverages such as water bottles, Tea and coffee. Food arrangements including fast food, chips and
refreshments.

Thanks & Regards

Evidence you have invited attendees

Meeting Invitation

Managers of all departments including top management are warmly welcomed and invited to the
meeting.
This meeting is specially designed to provide a know-how of training needs and its benefits to all
company managers of all departments. Your participation is highly valuable and we are looking forward
towards your honourable participation.

Thanks & Regards

Evidence of meeting paper distribution

Hi All,

I would like to inform you; everybody needs to know about the meeting papers Gamesman company like
to send these documents to you all. Meeting papers are the documents which are needed to conduct a
meeting. Some of these papers, such as the agenda and the minutes are requirements at a formal
meeting, but other meetings papers may depend upon the agenda of the meeting. Meeting papers
should be provided to all of the attendees at a meeting.

BSBTWK503 Manage meetings | 14

This calendar invite is for the meeting going to held on 21st May at 10:00 am we going to discuss that
day. I advise everyone to do some research before the meeting on activities that we can add to our list.
Please find the attached meeting papers.

Thank You

Meeting policy and procedures

 All meeting invitees must respond to meeting requests and changes as quickly as they are able
to and ensure they are entered into their online calendar and that no clashes occur.
 Meetings must always be started on time regardless of whether all attendees are present or not.
All meeting attendees should endeavour to be on time for meetings.
 Mobile phones must be turned to silent during meetings.
 The meeting organiser must arrive early to ensure all equipment including conferencing software
is in working order and that technical issues are minimised.
 All other general legislation that applies to the business applies across the board in meetings
including privacy, confidentiality and anti-discrimination.

Section 2: Chairing your meetings

In this section, you only need to attach evidence as your assessor will be observing the meetings either
in person, online or via a video recording and will complete the assessment checklist based on their
observations.

Attach: Evidence you have briefed minute taker ☒

Recordings of two meetings if your assessor did not

☒
observe in person or online

Evidence you have briefed minute taker

Date 29/08/2024

Dear assessor,
Meeting minutes are the formal written notes from a meeting. Minutes are important because they can be
considered legal documents that capture discussions and decisions in writing, and minutes usually are

BSBTWK503 Manage meetings | 15

distributed to attendees. A successful minute taker must be able to listen carefully, document clearly and
understand the discussions, decisions and action items at the meeting. In this meeting minuter taker
done this reported which one I’m going to write down

1) the objectives of the meeting are clear;

(2) the number of meeting topics is appropriate
(3) the agenda is reasonable and complete;
(4) the time allocation of each topic is accurate and reasonable;
(5) the number of participants is appropriate;
(6) the time and place of the meeting are appropriate;
(7) the guidelines and marks are clear;
(8) the notice time for the meeting is appropriate;
(9) the content of the meeting notice is detailed;
(10) the venue is properly chosen;
(11) the completeness of meeting equipment;
(12) participants are adequately prepared;
(13) the pre-conference mood of the participants;
(14) the accommodation and catering for the meeting are properly arranged.

Thank you

Recordings of two meetings if your assessor did not observe in person or online: it has been
observed by assessor

BSBTWK503 Manage meetings | 16

 Section 3: Meeting follow up

In this section, you need to attach evidence as you work through activity step 5 in your student
instructions. You will also complete some reflections.

Write down two problems you faced during this project and the ways you managed them.

Problem 1: People Problems How did you manage this problem? Explain.

leads to unresolved conflicts which could have a detrimental effect on

the project. A Project Manager needs expert communication skills to
keep everybody on board and in agreement.

Problem 2: Insufficient Team How did you manage this problem? Explain.
Skills

Document the core set of skills needed to accomplish the workload

and analyze the strengths and weaknesses of the team members. If
required, train them to enhance their knowledge and end the skill
gaps.

Attach: Minute takers copy of minutes ☒

Revised and edited copy of minutes ☒

Evidence you have distributed minutes to attendees

☒
(email or screenshots)

Evidence you have reported the outcomes of the meeting

as per your organisation policy (e.g. email to ☒
management)

Screenshots of meeting documentation storage and

☒
recordkeeping

Minute takers copy of minutes

The following factors should be taken into account in the assessment of pre-conference preparations:

BSBTWK503 Manage meetings | 17

(1) the objectives of the meeting are clear;
(2) the number of meeting topics is appropriate
(3) the agenda is reasonable and complete;
(4) the time allocation of each topic is accurate and reasonable;
(5) the number of participants is appropriate;
(6) the time and place of the meeting are appropriate;
(7) the guidelines and marks are clear;
(8) the notice time for the meeting is appropriate;
(9) the content of the meeting notice is detailed;
(10) the venue is properly chosen;
(11) the completeness of meeting equipment;
(12) participants are adequately prepared;
(13) the pre-conference mood of the participants;
(14) the accommodation and catering for the meeting are properly arranged.

Evidence you have distributed minutes to attendees

To: All Department Managers

From: chief Manager

Subject: Revised Minutes

Dear All,
Please find minutes of our previous meeting discussing several recent issued namely:
1 training needs all the staff
2 management skill need to be improved
3 the meeting staff are on time for the meeting;
4 the meeting secretary is taking notes;
5 how about the natural environment of the venue and whether there is external interference;
6 whether the meeting is monopolized by a minority;

In the revised meeting minutes also written:

 Send email to inform all staff regarding the training or management issues and encourage them
to follow the rules.

BSBTWK503 Manage meetings | 18

  Establish and perfect the system of rewards and punishments
 whether the meeting staff are on time for the meeting;
 whether the meeting secretary is taking notes;
 how about the natural environment of the venue and whether there is external interference;
 how about the cultural environment of the venue, whether there is a phenomenon of whispering
among participants;
 whether the host sticks to the topic
 whether the meeting is monopolized by a minority;
 participants speak and discuss whether the topic is relevant (whether it is beside the point);
 whether the participants can express their real feelings or opinions;
I hope we obey what we already decided and we can achieve a comfortable work environment.
Thank you
Best Regards,

Corrected minutes
The following factors shall be taken into account in the evaluation of each link in the
conference:
1) how about the reception work of the conference;
2) whether the meeting starts on time;
3) whether the meeting staff are on time for the meeting;
4) whether the meeting secretary is taking notes;
5) how about the natural environment of the venue and whether there is external interference;
6) how about the cultural environment of the venue, whether there is a phenomenon of whispering
among participants;
7) whether the host sticks to the topic (whether the host is off topic);
8) whether the meeting is monopolized by a minority;
9) participants speak and discuss whether the topic is relevant (whether it is beside the point);
10) whether the participants can express their real feelings or opinions;
11) whether there was a debate among participants;
12) whether the participants had an argument with the chairman of the meeting, and what the
situation was;
13) whether the audio-visual equipment is normal (whether there is a fault);
14) whether participants are enthusiastic about the meeting;
15) the warmth of the atmosphere;

BSBTWK503 Manage meetings | 19

 16) whether the decisions made at the meeting are correct (whether they are in line with reality and
whether they are biased);
17) whether the agenda of the meeting is completed as scheduled (whether the meeting ends);

Copy of communication
After the agenda, there is a series of work to be done, and how well it is done also needs to be
evaluated.
After the evaluation, the following factors should be considered:
1) whether the meeting minutes are well organized;
2) the issuance of meeting minutes and briefing notes;
3) whether the resolutions of the meeting have been implemented;
4) whether to conduct a survey on the satisfaction of participants;
5) summarize the success or failure of the meeting;
6) whether the conference committee or the working group of the conference that has completed its
tasks has been dissolved;
7) other factors

Evidence you have reported the outcomes of the meeting as per your organisation policy (e.g.
email to management)

Hello Sir,

This email contains the outcomes of the meeting held on 17th -May-2021. The meeting happened to
discuss the speech topics for Training needs in all departments of the organization”. which is going to be
held on 21st May 2021 and all the other arrangements like catering, venue and organisers were also
discussed in this meeting. The Meeting minutes contain all the required information.

The outcome of the meeting has been agreed from all participants during the meeting. The method of
distributed the meeting minutes was teleconferencing and written the minute meeting paper regarding
the procedure and policy of the company. The Gamesman Company.
Please find the attached documents snapshot of the folder,
please let me know if you have any concerns.
Regards,

BSBTWK503 Manage meetings | 20