Portfolio of Evidence Manage Meetings Operations Manager Case Study Management Assignment Help

Assignment Task

General Instructions
To complete this assessment, you will need to read the case study provided below and complete all activities and tasks. Prior to commencing the activities in this assessment, read the resource documents provided in the Additional Resource section of this assessment as they will be referred to throughout this assessment. Read and familiarise yourself with the following documents:
Appendix A – Company Profile
For this assessment you will need to draw on your personal experience and apply it to the case study provided.
Evidence Required:
To be deemed competent in this assessment you will need to successfully complete all task below. A checklist is provided at the end of the assessment which needs to be completed to ensure all evidence is submitted for this unit of competency.
Case Study:
As the Operations Manager at the Key 2 Learning Community Hub you are often responsible for organising and chairing meetings. With the recent acquisition of a 2nd community centre you need to meet with the management team to determine key roles and responsibilities for the preparation of opening the new centre once renovations have been completed at the end of the month. Whilst the venue will have its own teams, all management roles will be maintained by the Key 2 Learning management team initially. A key component of the acquisition is to ensure that all new team members are inducted and trained in their roles according to the Key 2 Learning standards, so it is important that the following key points are addressed: Induction training required for all teams at the Community Hub Specific legislations and organisational policies/procedures which must be followed when conducting an induction program. Who will be responsible for its delivery in each teamTimelines for the delivery of the induction (completed over two days in three weeks’ time) and the budget for the induction which is $2000.00 Any issues the management team have regarding the induction program Resolutions to issues as required to ensure the Key 2 Learning induction process is followed. Your assistant is currently on leave, so you need to conduct all preparations for the meeting which is to be held next Monday. The agenda and notification to the participants must be completed today. It is important that all formal meeting protocols are met so you will need to prepare the agenda, inform all attendees, establish and brief the note taker, chair the meeting and prepare the minutes etc for distribution.
Activity 1: Meeting Preparation
For this activity you will need to complete a series of tasks as part of the preparation for the meeting. Where specified, templates are provided and must be used. All tasks must be professionally formatted using the correct structure, grammar, spelling and punctuation.
Task a): Meeting Agenda
For this task you must prepare the Agenda for the management meeting which is to be held next Monday (use the current calendar for this task). Complete the Meeting Agenda template provided in Appendix B in detail for this task, addressing each point from the case study. This is a formal meeting, so you need to ensure that the structure and terminology used is appropriate for this style of meeting.
Task b): Meeting notification
With the Agenda prepared you must now inform all meeting participants and confirm the meeting arrangements. For this task, draft an email to all management at the Key 2 Learning Community Hub (refer to the company profile in Appendix A), as notification for the meeting. In your email you will need to include the following:
The purpose of the meeting

• Confirm the location and date of the meeting
• Attach the agenda and inform the participants of the need to review the document before the meeting
• Select the minutes note taker for the meeting from the list of participants.
• Task c): Arrange informal meeting with minute taker
• With the agenda completed and all participants notified, you need to arrange a meeting with your selected minute take to discuss the method to be used to record the meeting notes. It is also important to ensure they understand the organisational requirements and conventions for this type of meeting.
• Draft an email to your selected minutes note taker and:
• Request a meeting for that afternoon at a time of your choosing
• Explain the purpose of the meeting
• Request a confirmation of their attendance.
• Task d): Informal meeting with minute taker (role play)
• For this task, you will need to conduct an informal meeting with your nominated meeting minute taker, to discuss the points raised in your email (Task 1c).
• Enlist the help of one (1) classmate to play the role of the minute taker and ensure that they actively engage with you during the role play. (they will need to be heard asking questions etc).
• Your role play will need to be 2 to 3 minutes in length.

Outline the general conventions which are followed for a formal meeting (e.g. the general steps which are conducted). Ask the minute taker if they have any questions or issues regarding the meeting and what is expected in their role. Activity 2: Conducting a formal meeting (role play)For this task, you will need to conduct and record the meeting you have arranged and chaired with the management team regarding the induction of new teams at Key 2 Learning Community Hub. To complete this role play you need to enlist the help of two (2) classmates to play the role of: member of the management team and minute taker. The minute taker will be required to actually take notes during the meeting (which you will need to complete Activity 3), so ensure they are briefed accordingly and ensure that all participants actively engage with you during the role play. (they will need to be heard asking questions etc). roviding a briefing of what the minute taker is required to do Explaining the method or methods which must be used to record the minutes Outlining two (2) key organisational requirements which need to be adhered to Outlining the general conventions which are to be followed for a formal meeting (e.g. the general steps which are conducted). Asked the minute taker if they have any questions or issues regarding the meeting and what is expected in their role. Using effective questioning techniques to ensure the note taker clearly understands their role during the meeting. Using appropriate tone, vocabulary and language suitable for an informal meeting. Appendix D: Management Meeting – Role Play (Activity 2)Manage Meetings Learner Signature: Learner skills have been deemed: Satisfactory: Not Satisfactory: Date observation completed: Criteria Assessor Comments The learner has been observed: Apply the appropriate conventions expected at a formal meeting and meet the organisational requirements you discussed with minute taker. Outline the legal and ethical requirements which need to be followed including: Privacy and confidentialityRespectCultural awareness Reinforce the timelines for the meeting including the start and finish time.Discuss each point you have included in the Agenda including the budget allocation (Task 1a). Ask the participants questions and seek their feedback and input into the induction process, addressing any issues they may have raised.Confirm that the minute taker has taken the required notes and provide a timeline for distribution of the minutes (this must be no more than 2 working days). Conclude the meeting and obtain the notes from the minute taker. Appendix E: Meeting Minutes template