Assessment Task 2: Case Study

Task summary:

1. This assessment task is in three (3) parts.

• Activity 1: You are required to answer all eight (8) case study questions
• Activity 2: You are required to develop the following documents:

– Meeting Plan

– Meeting Set-up Preparation Action Plan

– Meeting Agenda

• Activity 3: You are required to invite meeting attendees via Email

1. You will have five (5) hours to complete this assessment

Resources and equipment required to complete this assessment

• Computer and Microsoft Office/ Email
• Access to the internet
• Handout –HR Strategic Business Plan
• Handout – HR Operational Plan

Note: Clinton Institute will provide all the forementioned to complete this assessment

When and where do I complete this task?

This task is to be completed in the classroom. Your assessor will advise on the date and time of the assessment.

What do I need to submit and Do?

What do you need to do?	What evidence is required?
Complete all eight (8) case study questions	Completed eight (8) questions
Complete a Meeting Plan in required Template	Meeting Plan in required Template
Complete a Meeting Set-up Preparation Action Plan in required Template	Meeting Set-up Preparation Action Plan in required Template
Complete a Meeting Agenda in required Template	Meeting Agenda in required Template
Draft and send meeting invitation to meeting participants	Email with Meeting Agenda & Pre-reading supporting documents attached

Decision Making Rules

Assessors will compare student responses/performance with the model responses and performance descriptors contained in the Assessors Marking Guide. Your responses do not have to be verbatim (unless otherwise specified), but must convey the same meaning as each component listed. Similarly, you do not have to perform exactly as described in the marking guide (unless otherwise specified), but you must address each performance components listed.

You must achieve a satisfactory result for every question and component to achieve a satisfactory result for this assessment activity.

What happens if I get something wrong?

If your assessor sees that you have not completed all parts of this task satisfactorily, the details of resubmission will be advised by your Assessor in writing and discussed with you directly.

Assessment Task 2: Case Study

Students Instructions:

Case Study – Background Information You are employed by Grow Management Consultants (GMC), based in Melbourne. The company’s meeting policy requires the following: Meeting Agenda and supporting documentation should be distributed to all attendees, two (2) weeks prior to commencement of meeting via email. All formal meetings to be recorded in the form a Meeting Minutes. Chair must ask meeting attendees to declare any potential conflicts of interest at the commencement of the meeting and ensure no conflicts of interest apply prior to proceeding with the meeting. Meeting Minutes are to be stored in the meeting minute’s folder for audit and future reference. Meeting minutes should be signed by the chair and distributed within one (1) week of the meeting and distributed to all Attendees via email. The CEO requires the meeting organiser to report meeting outcome in the form of an action list within 10 working days. GMC, has its Strategic Planning Meeting coming up with the Board of Directors, and you have been given the task to organise and this meeting. Meeting information is as followed: Meeting Details Meeting type: Strategic Planning Meeting Department: Governance Attendees: Board of Directors (total of six (6) directors) Chairman: CEO Guest Speaker: Terry White (strategic planning specialist) Date: Tuesday 24th November 20XX Time: 9:30am – 4:00pm Budget: $2,000.00 Pre-reading documentation: HR Strategic Business Plan & HR Operational Plan Additional Information All six (6) directors all hold voting rights according to the company constitution. A quorum of four (4) or more is required to pass any decisions/ resolutions. Director meeting are usually held in the boardroom at the company’s offices but this room is unavailable and alternative arrangement will need to be make. One (1) of the directors will be coming from interstate to attend in person, whilst two (2) will participate via teleconference. It is company policy to give a minimum notification of two (2) weeks for all director meetings. As the meeting organiser you have access to the directors’ electronic diary, to confirm individual availability. The guest speaker would like to show a video via his laptop which will need to be projected onto a central screen and talk on emerging technological changes. Morning tea (30 mins) and lunch (60 mins) will be catered for on the premises. In the afternoon, following lunch the attendees will divide into 3 groups to develop ideas and consider their strategic needs for the upcoming year. The next meeting will be on the 15th January, which will be back in the board room for a regular board meeting 2:00pm – 4:00pm.

Activity 1

Complete the following Case Study Questions

Question 1

Identify and list below the meeting participants for the meeting in the case study.

Outcome for Question 1: □ Satisfactory OR □ Not yet satisfactory

Question 2

Confirm meeting arrangements, by outlining what you need to do for each tasks based on the case study meeting requirements:

Booking an appropriate venue	□ Satisfactory OR □ Not yet satisfactory
Deciding on process for recording of meeting	□ Satisfactory OR□Not yet satisfactory
Identifying any specific needs of participants	□ Satisfactory OR□Not yet satisfactory
Organising accommodation and transport	□ Satisfactory OR□Not yet satisfactory
Organising appropriate communication technology	□ Satisfactory OR□Not yet satisfactory
Catering requirements	□ Satisfactory OR□Not yet satisfactory
Timeframe for meeting attendees to receive relevant documentation	□ Satisfactory OR □ Not yet satisfactory
Scheduling date and time for the meeting	□ Satisfactory OR□Not yet satisfactory
Outcome for Question 2: □ Satisfactory OR □ Not yet satisfactory

Question 3

Based on the information from the case study, where are you required to store the meeting minutes.

Outcome for Question 3: □ Satisfactory OR □ Not yet satisfactory

Question 4

Based on the information from the case study, who would you distribute the minutes to? How would you distribute them? And in what timeframe would you distribute them.

Outcome for Question 4: □ Satisfactory OR □ Not yet satisfactory

Question 5

Based on the information from the case study, how would you report outcome of the meeting and to whom would you report.

Outcome for Question 5: □ Satisfactory OR □ Not yet satisfactory

Question 6

Based on the information from the case study, in what timeframe would you would you report meeting outcomes.

Outcome for Question 6: □ Satisfactory OR □ Not yet satisfactory

Question 7

Describe the following meeting requirements and how they might apply in the case study (60-80 words)

Conflict of interest provisions	□ Satisfactory OR □ Not yet satisfactory
Quorum requirements	□ Satisfactory OR □ Not yet satisfactory
Outcome for Question 7: □ Satisfactory OR □ Not yet satisfactory

Question 8

Outline below a draft meeting budget ensuring you don’t exceed the maximum budget of $2,000.00

Meeting Item	Budget
Venue Hire	$
Morning Tea catering	$
Lunch Catering	$
Computer hire	$
Projector hire	$
Screen Hire	$
One (1) night accommodation in Melbourne	$
One (1) return flight Hobart to Melbourne	$
Stationery for note taking	$
TOTAL BUDGET	$
Outcome for Question 8: □ Satisfactory OR □ Not yet satisfactory

Activity 2

Prepare three (3) Meeting Documents

For this task you are required to use the provided templates and case study background information to develop the following documents:

• Meeting Plan
• Meeting Set-up Preparation Action Plan
• Meeting Agenda

Develop/ Complete the following three (3) documents to ensure that all the preparations for the meeting will be correctly organised and the purpose of the meeting is clear.