ASSESSMENT TASK 1 : PLAN AND PREPARE FOR A MEETING

Appendix 1: Meeting requirements form

Meeting Requirements Form

Chairperson Amy Chee

Department Sales

Meeting name Improvement of Sales Team products Knowledge

Meeting details

Date 21 March 2019 Time 1000 - 1200

Location Company Budget $550

Meeting Room

Meeting format

Purpose How to improve sales team product knowledge

Agenda Plan a training for our sales team

Participants Internal External

Amy Chee Daniella Carozzi

Jayne Dashiell Cameron Royce
Ruth Crabbe Ellen Simon
Gareth Singh
Jack Macquarie
Peter McKenzie
Jonathan Redmond

Speakers

Jonathan Redmond
Seating group composition
arrangements

Video or Hire (or source internally) an AV/Technology expert to

teleconference handle the set up of all equipment and to assist with the
requirements running of required equipment on the day. Deliver to the
designated person/people a checklist of what is required.

Supporting materials

Pre-reading Product catalog, training guidebook, sales team

performance report, sales team product knowledge
questionnaire.

Meeting notice of meeting, agenda and meeting papers in accordance

documentation with meeting requirements

Equipment Laptops, Projector, Speaker, Mic, Laser Pointer, Projector

requirements Screen

Hospitality requirements

Catering requirements Hire a caterer to provide refreshments, snacks and a

lunchtime meal. Check with all attendees for any special
dietary requirements (vegetarian, allergies, gluten free etc.).
Relay any dietary requirements to the caters and confirm
menus and timing close to the event (one month out).

Accommodation The managers would need to email the chairperson a copy

requirements of each of their reports – mainly any graphs, tables or
statistics, so that they may be printed prior to the meeting
and brought in. The speaker would also be asked to email
through any supporting notes or documents for his/her
presentation to be printed and distributed accordingly. On
the day of the meeting a wireless printer would be required
so that any attendee may print documents or notes, as well
as any decisions or plans that had been made.
Other requirements

Special needs of Consider additional space requirements that will be needed

attendees to accommodate those with special mobility needs, and if
the standard sets will actually apply to the needs of our
participants.
Depending on our survey, consider the type of assisted
audio devices or interpreters we may need to provide to
support access to our programming, and how we may need
to alter visual components of our meeting to those who are
sight impaired, providing large font or braille materials, or
another altered format.

Other organisational none

requirements for
conducting meetings

Applicable none
conventions for
conducting meetings

Legal and ethical  Focus on the person’s ability.

requirements for  Be respectful.
conducting meetings  Be patient.
 Be observant.
 Ask questions.
 Listen carefully.
 Speak to the person, not their companion.
 Do not raise your voice.
 Seek guidance– it is understandable not to know
what to do.
 Consider this an opportunity to learn.
Appendix 2: Meeting preparation action plan

Meeting preparation action plan

Improvement of Sales Team products

Meeting name:
Knowledge

Meeting date: 21st June 2019

Chairperson/host: Amy Chee

Action required By whom By when

Invite all meeting participant Personal 1 week before

Assistant to CEO meeting
Jayne Dashiell

Sales Team product knowledge Sales Manager 1 week before

questionnaire preparation Jonathan Redmond meeting

Document preparation Personal 5 days before

Assistant to CEO meeting
Jayne Dashiell

Status Report Personal 3 days before

Assistant to CEO meeting
Jayne Dashiell

Reminder to all participant Personal 1 days before

Assistant to CEO meeting
Jayne Dashiell
MEETING INVITATION

Dear [Name of invitee],

It is with great pleasure that we invite you to our Improvement of Sales Team
products Knowledge meeting for How to improve sales team product knowledge,
hosted by our CEO, Amy Chee.

The venue for the meeting is company meeting room, and it is set to be held on 21st
June 2019 at 10am. We have invited all our department PIC, and would love to have
you there as we plan a training for our sales team.

Kindly acknowledge receipt of this email and reply back to confirm your spot.

If you have any questions or concerns, please feel free to contact us regarding them as
well.

Looking forward to your response,

Sincerely,

Signature

Jayne Dashiell

Personal Assistant to CEO

Adept Owl Games Company
MEETING AGENDA
Objective: To put knowledge on how to improve sales on the company’s
products.

Date: 21st June 2019

Time: 10:00am

Location: Company Meeting Room

Attendees: Amy Chee, Jayne Dashiell, Ruth Crabbe, Gareth Singh, Jack Macquarie,
Peter McKenzie, Jonathan Redmond, Daniella Carozzi, Cameron Royce, Ellen Simon

Agenda items:

1. Minutes of previous meetings

2. Business arising from previous meeting
3. Correspondence
4. Reports
5. Subcommittee reports
6. Motion on Notice
7. Notice of motion
8. Next meeting
9. Meeting close
 ASSESSMENT TASK 2 - CONDUCT, FOLLOW UP AND REPORT ON A
MEETING

Part A

Action plan
No. Action items Owner Target date Status
1 Draft Training Requirements Daniella Carozzi 27th March 2019 completed
2 Analyze and assess training Daniella Carozzi 28th March 2019 completed
needs
3 Give training and have Daniella Carozzi 29th March 2019 completed
feedback
4 Analyze employee Daniella Carozzi 29th April 2019 completed
performance after training

Part B

Minute taker evaluation form

Candidate Name Jayne Dashiell

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 

Minute taker evaluation form

Candidate Name Cameron Royce

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 

Minute taker evaluation form

Candidate Name Ruth Crabbe

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 

Minute taker evaluation form

Candidate Name Gareth Singh

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 
 Minute taker evaluation form

Candidate Name Jack Macquarie

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 
 Minute taker evaluation form

Candidate Name Peter McKenzie

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 
 Minute taker evaluation form

Candidate Name Jonathan Redmond\

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 
 Minute taker evaluation form

Candidate Name Ellen Simon

Strongly Agree Neutral Disagree Strongly

agree disagree
The chairperson clearly explained the 
meeting purpose and the meeting ‘s
expected outcome.
I was provided with a list of attendees 
prior to the meeting.
I was provided a copy of a minute 
template to use to record the meeting
discussions.
The chairperson explained any 
organizational requirements
/conventions for recording the meeting
purposes.
The chairperson explained the required 
method for recording the meeting notes
and their expectations with regards to
level of detail of information recorded.
I was provided with the examples of 
previous minutes to assist me with
understanding what was required
It was clear to me what was expected. 
 Conclusion

After analyzing all the documents and facts about the meeting in business and its
requirements regarding the case study of the Australian company named The Adept
Owl Games Company which is a manufacturer of dice and cards of games and other
systems, it is clear that proper documentation of meeting should be done in order to
better understand the aims and objectives of the meeting agendas and also to see
progress on the actions required in the action plans.
 ASSESSMENT TASK 3 - WRITTEN REFLECTION

Review meeting minutes

What strategies did you use to review the meeting minutes to ensure the information
presented a true and accurate record of the discussions that occurred during the
meeting?

Strategies for checking the accuracy of information that I used are:

 Read all information

 check with other participants if don’t remember something
 Refer to any notes I may have taken during the meeting to confirm
information
 Check for spelling and grammar with Grammarly program

I also checked the specific minute templates and formats that must be used

Detail the outcomes of your review regarding the accuracy of the information,
spelling and grammar and the correct use of the template.

Area Review summary

Accuracy of information  Read all information

 check with other participants if don’t
remember something
 Refer to any notes I may have taken during
the meeting to confirm information

Spelling and grammar Use a specific program for it

Correct use of template Use correctly
(organizational requirement)
Distributing Meeting Minutes

Describe how you will distribute these meeting minutes and why you have chosen this
method.

Minutes will be circulated to all attendees and other relevant parties within 2 to 3
days after the meeting and they will be circulated via email

Storing meeting minutes

Describe how you will store these meeting minutes and why you have chosen this
method.

The hard copy of the Minutes are kept in the administration office for 2 years.

The electionic copy of the minutes are kept in the system.

Security and Confidentiality

How can you ensure the minutes are kept secure and that sensitive information
remains secure?

The minutes are protected with password and with restrict editing options.