PART B - CHAIR A FORMAL MEETING To begin this part, read the following email and then complete the tasks that follow: To: Glenda Williams (glenda.williams@cbsa.com.au) From: Gavin Stead (gavin.stead@cbsa.com.au) Date/time: Monday 9:19 a.m. Subject: Meeting to Address Unclean Office Premises Good Morning Glenda, Thank you for the meeting agenda. I want you to conduct the meeting following organisational processes with the departmental heads to: talk about each area in the workplace and its problems (one agenda item per office area) discuss what can be done to fix the problem (you are to talk about resolutions once you have discussed the topic) come to an agreement for each issue. I look forward to receiving a copy of the minutes with the resolutions documented. Good luck! Kind regards, Managing Director 300 Fictional Way, Sydney, NSW 2000 CBSA Phone: 1800 111 222 COMPLETE BUSINESS www.cbsa.com.au SOLUTIONS AUSTRALIA TASK INSTRUCTIONS Step 1 Now it is time to run your meeting. Your assessor will have arranged for an area in which you and your group can meet, which will simulate a boardroom environment Make sure you set up the room, so it is free of hazards, attendees have a glass of water each and there are pens and notepads available so they can take notes - place copies of the Meeting Agenda on the table. You should review the Communication Policy and Procedures, including the Code of Ethics it mentions. Remind yourself of your responsibilities as Chair of the meeting.| Bring a copy of the Meeting Minutes Template to the meeting. Provide this to the minute-taker, so they have it as guidance for when they are recording the meeting notes. Step 2 Start the meeting on time and follow your agenda - make sure that all of your topics are discussed and resolutions are found. Demonstrate professional, appropriate practice that meets CBSA's expectations. For example: Let everyone have a chance to speak. Encourage brainstorming of ideas to make the workplace cleaner, safer and healthier for all.- Get the group to come to an agreement on the best ideas. - Keep the meeting on track. - Be a role model for professional and appropriate behaviour. - Consider how you are communicating with others do they understand what you are saying, can they hear you, how does your body language come across? You must keep the meeting focused and on track. Meetings can easily stray into time-wasting territory. Ensure a resolution is found and remember to thank your meeting attendees when you adjourn the meeting. During the meeting, your assessor will be looking to see that you can: ensure that the meeting area is free from potential hazards and take action to address any hazards found follow the agenda and keep the meeting focused and time efcient participate in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose listen for specific information during the meeting ask questions and listen to responses to clarify understanding select the appropriate form, channel and mode of communication for a specic purpose enable participation, discussion, problem solving and resolution of any issues that arise cooperate with others as part of familiar activities, playing an active role in facilitating group interaction achieve a consensus amongst the team, in regard to how to keep the workplace safer, cleaner and healthier for all. Step 3 Meeting minutes: - Your minute taker will email you the meeting minutes with their meeting notes. Yourjob is to review them and ensure that the minute taker has documented a true and accurate record of your meeting. - Ensure the Meeting Minutes Template has been used to record the meeting notes into a format that meets CBSA's requirements. If you identify any issues with the notes, make appropriate changes. - You must also ensure minutes are formatted in accordance with the CBSA Style Guide. When you have nished reviewing the minutes and are satised that they accurately reect your meeting and its outcomes, proofread the document and make sure it is clear, accurate and free of errors. - Save the meeting agenda and the nalised meeting minutes to an online cloud-based storage system you have access to and invite your assessor to view the les. If you don't have an account for an online storage system you can create a free account through drop box and one drive. - Ensure you follow the Document Management Policy and Procedures when storing these les. Step 4 Distribute meeting minutes: - You are now required to send the meeting minutes to the attendees. Use the Email Template to: specify who the email is to specify who the email is from specify the date and time you sent the email specify the subject of the email provide a copy of the nalised meeting minutes as an attachment summarise the outcome of the meeting and include any action items complete the email footer specifying the job position you are role-playing. Step 5 Reflection: Write a short report about your experiences during the meeting. Your report is to be typed in Microsoft Word or similar word processing program. You will need to email your assessor this report. In your report, you should write about the following: Is there anything you would improve/change next time you have to chair a meeting? Was there anything you found challenging in your responsibilities as Chair? What types of meeting-specific terminology did you use? What legal and ethical requirements did you consider while conducting this meeting? Describe any strategies you used to guide the meeting back on track, defuse disagreements or arguments, and encourage participation and problem solving to come to a resolution. Your report must use appropriate structure, and it must be free of any spelling, punctuation and grammatical errors. SUBMISSION Meeting minutes REQUIREMENTS: O Email for minutes PART B Reflection report CBSA Meeting Minutes Meeting Details Location Date Attendees Absences Time Agenda Items The meeting will consist of the following items: . > . > ]Action Items To following actions are outcomes of the meeting that need to be completed: > Action Item Responsibility Deadline Status n C C Email for Minutes To: [ > From: [ > CC: > BCC: > Date/time: > Subject: > Attachments: > To >, > ] Kind regards [ > ] [ > ] CBSA 300 Fictional Way, Sydney, NSW 2000 Phone: 1800 111 222 COMPLETE BUSINESS SOLUTIONS AUSTRALIA www.cbsa.com.au