BSBADM405 – Organise meetings

Assessment Task 2 – Activity 2

Schedule to Prepare for a meeting

Requirement Details
Date 14-Aug
Time 9am to 1pm
Duration Half day
Senior Management Team – CEO, General Manager, IT
Director, Finance Director, HR Manager, Marketing
Attendees
Manager, Buying Director, Warehouse Manager,
Regional Operations Manager, WHS Representative
Meeting structure (e.g. formal or
Formal
informal)
Regular monthly meeting of senior management team.
The meeting is formal and follows a standard format
including: minutes, business arising and correspondence.
Other standing agenda items include:
● CEO update (15 minutes).
● 10 minute activity reports from the General Manager
(Sonia Hurst), Finance Director (Brett Simons), HR
Manager, and Regional Operations Manager (Jeremy
Meeting purpose Singh).
● 10 minute morning tea break at about 10.30.
● Appropriate time between items for questions,
discussion and decision-making.
● CEO concluding remarks.
● This month‟s meeting will also include:
● 30 minute presentation from the IT Director (Jamie
Priddle) on progress of the computer terminal upgrade
project.
● 40 minute question and answer discussion on
Workforce Agreements lead by the HR Manager (Maria
Meeting purpose (continued)
Angelus).
● 10 minute report by WHS Representative.
Meeting chair CEO – Mark Schofield

Nine members of the senior management team and the

Number of participants (internal
CEO‟s personal assistant who will act as minute-taker.
and external)
WHS Representative

Boardroom, Bags About Town head office, Level 14, 194

Location
Collins Street, Sydney.

25/08/2019 Gonzalo Lopez Student ID 1006

 BSBADM405 – Organise meetings

A number of documents need to be distributed in hard

copy to meeting participants at least one week in
advance of the meeting, they are:
Pre-reading materials for
● Agenda
attendees
● Minutes of previous meeting
● Computer terminal upgrade progress report
● Draft Workforce Agreement.

The following documents will be distributed in hard copy

at the meeting:
Documentation requirements for ● Monthly budget report
the meeting ● Correspondence list
● WHS incident report, data analysis, safety inspection
form.
Equipment required for the
meeting (e.g. video/data
Laptop
projector, microphone,
whiteboard)
Data/video projector
Teleconferencing or
videoconferencing requirements Nil
and equipment
Catering Morning tea

Goals Tasks Resources needed Timelines

What do you want How will you achieve What will help me get When do I need to
to achieve? this? there? achieve this by?
This is to prepare Discuss with director 20/07
 Agenda item
the notice of about meeting agenda
meeting and
agenda for the next

25/08/2019 Gonzalo Lopez Student ID 1006

 BSBADM405 – Organise meetings

monthly directors’ Prepare information and 20/07

 Minutes of previous
meeting report that need to
meeting
discuss in meeting
 Sales terminal
upgrade progress
report
 Draft Workforce
Agreement.
 Monthly budget
report
 Correspondence list
 Design Team
summary report.
Send meeting agenda to 25/07
 Meeting agenda
participant

Distribute pre-read 30/07

 Soft or hard copy
document to participant

Organise meeting room 05/08

 Meeting room
Organise catering 13/08
 Morning tea

Prepare a notice of meeting based on the information provided.

Dear staff,

I hope this email finds you well.

In this email, I write to inform you that our monthly directors’ meeting will be conduct on 14
August, 9am to 1pm at Boardroom, Bags About Town head office, Level 14, 194 Collins
Street, Sydney.

This formal meeting purpose is to update progress of project and general discuss with staffs
on monthly basis.

25/08/2019 Gonzalo Lopez Student ID 1006

BSBADM405 – Organise meetings

In this email, I attached a meeting agenda and document that you need to read before attains
the meeting. This is included:

 Minutes of previous meeting

 Sales terminal upgrade progress report

 Draft Workforce Agreement.

Please confirm about your availability for meeting by31 August, 3pm.

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

Kind regards

Too

Administration Assistant

Meeting agenda - Monthly directors’ meeting

Date: 14 August
Time: 9am – 1pm
Venue: Boardroom, Bags About Town head office
Level 14, 194 Collins Street, Sydney.

Attendees:
- Senior Management Team –CEO - General Manager
- IT Director - Finance Director
- HR Manager - Marketing Manager
- Buying Director - Warehouse Manager
- Regional Operations Manager and design team

25/08/2019 Gonzalo Lopez Student ID 1006

BSBADM405 – Organise meetings

Meeting Agenda
9.00 – 9.15: CEO update
9.15 – 10.00: Activity reports
10.00 – 10.30: CEO concluding remarks
10.30 – 11.00: Morning tea break
11.00 – 11.30: Progress of the sales terminal upgrade project
11.30 – 12.10: Workforce Agreements lead
(Question and answer discussion)
12.10 – 12.30: Presentation from design team for International fashion trends
12.30 – 13.00: Conclusion of meeting

Pre-reading material

 Minutes of previous meeting

 Sales terminal upgrade progress report
 Draft Workforce Agreement.

Documents for Contact person Date required No. of copies

distribution prior to the
meeting
General Manager 25/07 10
Minutes of previous
meeting
IT director 30/07 10
Sales terminal upgrade
progress report
Draft Workforce HR manager 30/07 10
Agreement.

Finance Director 03/08 10

Monthly budget report

General Manager 05/08 10

Correspondence list

Design Team summary Design team 10/08 15

report.

25/08/2019 Gonzalo Lopez Student ID 1006