BSB41515 CERTIFICATE IV IN PROJECT MANAGEMENT PRACTICE

Project Communication
UNIT OF COMPETENCY
BSBADM405 ORGANISE MEETINGS
BSBPMG414 APPLY PROJECT INFORMATION MANAGEMENT AND COMMUNICATION TECHNIQUES
Assessment 1.
<<Please complete ALL the spaces marked with blue and answer ALL the questions on this
assignment. Save your work regularly on your own PC (or flash drive) and upload the file once
it has been completed>>

Family Name:
Castro
Given Name:
Ester
Student ID: Course:
BSBB4515 Certtificate
IV in project
S40064172 Management Practice
Module: Trainer’s name:
Glenn Taylor
Date Due: Date Submitted:
22/05/2019
Declaration: I certify that this assignment is entirely my own work. I have provided full referencing
to the work of others. The material in this paper has not been submitted before.

© 2016 AUSTRALIAN PACIFIC COLLEGE - DEDICATED TO QUALITY, EQUITY AND ADVANCEMENT

PROVIDER: YOUNG RABBIT PTY LTD | ABN: 28 003 381 182 | CRICOS CODE: 01331F | RTO PROVIDER: 90396
BSB41515 | PROJECT COMMUNICATION
 IMPORTANT – READ THIS FIRST
PLAGIARISM:You must compose your answers in your own words. Simply pasting text from the
Internet will result in a failing grade. It is better to write your own thoughts in your own words –
even if your English is not perfect – rather than copy word-for-word the thoughts of someone
else.
SUBMITTING IDENTICAL ANSWERS:You may discuss your assessments with other students, but
submitting identicalanswers to other students will result in a failing grade. Your answers must be
yours alone.
TUTORIALS:Tutorials are run every week to help you answer the assessments. The schedule for
tutorials will be announced during the first week of term. You are urged to attend the tutorial
that pertains to your online subject.

TO PASS THIS COMPETENCY

YOU MUST PROVIDE EVIDENCE THAT YOU CAN

▶ Make meeting arrangements

▶ Prepare and distribute documentation for meetings
▶ Record and produce minutes of meeting
▶ Contribute to communications planning
▶ Conduct information-management activities
▶ Communicate project information
▶ Contribute to assessing effectiveness of communication

© 2016 AUSTRALIAN PACIFIC COLLEGE - DEDICATED TO QUALITY, EQUITY AND ADVANCEMENT

PROVIDER: YOUNG RABBIT PTY LTD | ABN: 28 003 381 182 | CRICOS CODE: 01331F | RTO PROVIDER: 90396
BSB41515 | PROJECT COMMUNICATION
Part A – Written or Oral Questions

a) Identifying the different types of meetings you might have to organize?

 Videoconference: A videoconference is a group or person-to-person discussion in which the

participants are in different locations but can see and hear each other as if they were gathered in
one place. Video conferencing has some advantages, and is being used more and more in
companies, such as: saving time, avoiding the physical movement to a special place, saving
resources, reducing travel expenses and plus a search feature, since the meeting can be recorded
and made available later.

 Teleconference: The teleconference is a meeting held by two or more agents that are distant from
each other, using sound and image transmission technologies. The main infrastructures used for
this purpose are the telephone, internet and radio networks. The great advantage of
teleconferences is that they create the possibility to be dynamic and exchange information in real
time between people who are not in the same physical space.

 Staff Meeting: Team meetings are one of the most productive ways to keep people together, even
if conflicting agendas and different workplaces make it difficult. In these meetings, everyone can
better detail and discuss what each one is doing than in the stand-up meetings and feel more
comfortable collaborating with each other.

 Annual general meeting: A meeting usually has business or community issues as a discussion
topic. In the organizations the meetings are important events for personal contact and
communication between the co-participants.

 Informational meeting: The informational meeting happens strictly for the communication or
exchange of information of a company. This tool also promotes participatory management by
recognizing the legitimacy of professionals to take stock of the facts, making them feel part of the
institution in which they work.
 b). Identifying the participants

We choose the participants of the meeting according to the subject that will be addressed

1- Person who has full knowledge about the subject that will be addressed and who will make
the "speech".
2- Who should know about the subject and have knowledge if there are changes
3- People responsible for solving the problem if there is one.
4- Team representatives with time in the agenda to replicate what was said in case the other
participants do not have time to participate
5- Responsible for coupling all information and replicate through an email at the end of the
meeting with the topics covered and conclusion of what has been resolved.

c) Adhering to the organisation and legal requirements

The organization shall ensure that these legal requirements applicable requirements and other
requirements are taken into account in the establishment, maintenance implementation of your
management system. Always respecting the laws of the state.

d) What to consider when booking a room or a venue?

Points to consider when booking a meeting room are:

 Know how many people will attend the meeting
 Know the type of meeting and whether it will be necessary to arrange some kind of snack if
you have an interval
 Make sure there are enough places for participants to feel comfortable
 Check the structure of the site, if the equipment is working correctly
 Make sure there are materials in the room that may be important for the time of the meeting,
such as paper, pen and etc. e) Availability of participants and prior advice given to them? For a
successful project meeting the project manager has to first communicate all those involved
about the meeting dates so that everyone is scheduled and present on the meeting day. It is
important that everyone involved attends the meetings. Important information for participants:

Purpose of the new project:

 Confidentiality of the subject so that the information is not scattered before the end of the
project.
 Dates for delivery of tasks

 Delegate the tasks for each responsible person to perform his / her part
 Project start date, project end date and dates for the meetings and discussion about the
progress of the project.
 Final details and objectivity of the project, what will be the main focus, the main
documentation to be provided if necessary, and all the bureaucracies that can be addressed
should also be informed. f) Meeting protocol requirements.

f) Meeting protocol requirements?

 Start the meeting at the scheduled time respecting the participants

 Have noted the way to follow the meeting (topics to be covered)
 Provide meeting time for questions
 Set the time for each question and answer
 Finalize the meeting with the certainty that all matters have been clarified

g) Costs to run the meeting (create a budget)

In some cases meetings are held in different locations of the company, either because you have
a branch office, or because you are a service provider and need to take off to the customer. To
make a budget you need to know:
 How much time is required for the effectiveness of the meeting? Do you need to travel more
than one day?
 How much will this affect the company's economy?
 Is it really necessary to move to another location?
 Will this affect the delivery date?
 Will this be effective for the project or will it only be a waste of time and money?

h) In the event of interstate (or Internationals) participants attending, how is the travel and
accommodation organised?

The trip should be planned according to the planning of the meetings and the project.
 You must allocate the participant near the meeting place
 Provide transportation
 Keep the schedules and dates on which the project member is currently on the agenda  How
many days will it take to book the hotel and the employee's schedule.
 Calculate food costs and see the availability of meals at the lodging location

i) Catering (if any)?

If you have a meal break, you need some information before choosing the menu:
 Check the number of participants
 Check if any participant has intolerance to any food
 Make sure it will be a light and healthy food
 Set break time for snack
 Provide water, coffee or tea and napkins

j) Preparation of relevant documentation and providing accurate records?

To get the project documentation, you must have recorded the step-by-step of everything that
will happen.
 Identifying the most relevant information
 Defining the analytical structure of projects
 Checking duration and predecessor
 Delimiting roles and responsibilities
 Creating the template effectively
 Simulating and validating
 It is important that all involved sign the documentation by understanding what was agreed
upon at the first moment.

Part B – Written or oral questions

1. Explain the difference between a Formal and Informal meeting?
Formal meeting: it is said of a meeting that follows formalities and rules of etiquette.
 Room reservation
 Meeting agenda
 Room organization
 Availability of participants
 Make the invitation according to the agenda of the participants
 Determine subjects covered
 Objectives of the meeting
 Conclusion of the meeting Informal meeting: It is said of a meeting that was not planned
in the ways of formality. In an informal meeting, people feel more free to experience their
ideas and opinions as they do not need to follow a rule of structure and formality.

 Book meeting room or simply call the meeting at your own desk or at a coffee shop
 Even if it is informal, it is necessary to invite the participants
  It is not necessary to follow the formality of an agenda
 It is not always necessary to report after an informal meeting
 Flexibility to experience opinions as it is an informal meeting

2. What are some of the notes and actions that need to be taken during a meeting?  Date
and time of the meeting
 What was the purpose of the meeting?
 Who was present at the meeting
 What was agreed at the meeting, what were project changes like
 Who is responsible for each role
 Final decision on procedures
 Who assigned a role and ran
 What is expected for the next meeting

3. Who prepares the agenda of the meeting?

When it comes to a project with more than two people involved, it is possible for each one
to make his or her outline of the agenda and unite in one. Once this is done, an elected
person to organize the agenda (secretariat or assistant) will do the organization by themes
or teams.
 Introduction
 Objectives of the meeting
 Ground rules
 Project budget
 Meeting close

4. What should be included in the agenda?

 project name
 type of project
 justification
 goal
 organization / customer
 program
 executing area

 description
 scope
  premises
 restrictions

5.When should you prepare and distribute final documentation?

 Once you have the documentation finalised and ready to use.

 you will need to organise printing copies and/or sending final electronic copies to the
participants.
 Make sure that all presentation of the documentation is correct and
 to the specification of your organisation.
 When you arrange a meeting you must notify all participants of the meeting
 details as soon as you are able to.
 You should inform all participants of the confirmed meeting details, such as the
 date and time, the venue and the meeting content and duration.
 You should also advise on catering, if it is to be provided, and request any dietary
requirements.
 Check that the participants are able to find the venue and if they need any details. 
Prepare a proper agenda with all details for a one day meeting.

6. Prepare a proper agenda with all details for a one day meeting.
 One-day Project Management Meeting Agenda
Date/Time: 7/05/2019 Location: Conference
Room 0001
Attendees: Project Manager, Ester Castro
Role Responsibilities: exchange agency and restaurant
Agenda Item Respondent Discussion points Recommende
d
time

Introduction Project Present themselves to those involved in the

manager project
Meetings Project Present idea to project members.
Goals manager Present the objectives of the project
Communicate the expectation with
the new project
Set project duration time
Gather new ideas with members
Make an action plan to delegate the
functions
set delivery date for each stage of the
project
Morning tea break

Project Project Evaluate the water quality

background Sponsor
and purpose
Evaluate the mission, vision
and values that will be offered
Project goals Project The project aims to bring together new arrivals in
and objectives Manager Australia
Practice English
Make new friends
Show what the company can offer as well as
travel, scholarships
Unite fun and study, making different people
know each other. Knowing new cultures and
customs.

Lunch Time
Ground rules, HR manager Review who will be involved in the project to
roles and project control overtime
responsibilitie manager
s
Analyse the need of participants in external
meetings so that there is no
unnecessary cost for the
company

Hiring new staff to the new restaurant

Check wage amount
Check the counters
Hold a separate meeting with the company's
profit controller
Project Accountant Analyse the current financial situation
Budget to start activities
Check the company's cashier for new furniture
purchases, rent, and hiring new employees.
Make the summary of the meeting with the
subjects that were addressed
E-mail to everyone involved in the new project

© 2016 AUSTRALIAN PACIFIC COLLEGE - DEDICATED TO QUALITY, EQUITY AND ADVANCEMENT

PROVIDER: YOUNG RABBIT PTY LTD | ABN: 28 003 381 182 | CRICOS CODE: 01331F | RTO PROVIDER: 90396
BSB41515 | PROJECT COMMUNICATION