BSBOPS405 Student Project Portfolio R

RTO No: 91223
Student Project Portfolio
BSBOPS405 Organise Business Meetings

Contents
Section 1: Plan for the meetings and prepare documentation 5

Section 2: Participate in and summarise meetings 17
Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBOPS405 Organise Business Meetings| 2
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Student name: Aaron James Barry
Assessor:
Date: 17/03/2024
Business this assessment is RTO: Strathfield College

based on:
Meeting 1 details: The type of meeting is face-to-face.

What is the type of meeting? The objective of the meeting is to ascertain the challenges and
What is the purpose of the problems that students are presently facing and to generate feasible
meeting? solutions to tackle those problems while simultaneously improving
the students' overall welfare.
Meeting 2 details: The type of the meeting is online conference.

What is the type of meeting? The meeting's objective is to determine the college's most
What is the purpose of the ecologically friendly methods for managing trash, recycling, and
meeting? energy use.

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Section 1: Plan for the meetings and prepare documentation
Summarise meeting requirements.

Attach the policies and procedures you read (including the notes/highlighting you made) as evidence that you read and interpreted the documents.
Meeting 1: Include description Meeting 2: Include description
This meeting will be attended by two RTO employees.

Meeting participants Participating in the meeting will be two Strathfield College students .
Who will participate in Particular needs consist of:
Particular needs consist of:
the meeting (include at
 A staff with a broken leg asks to be placed on a padded
least two participants)?  Auslan translation services are necessary for a participant
chair.
who has hearing impairments.
List any specific  It's crucial to have a video to display the participants.
requirements of the  Regarding the creative activities, the kids will require colored
participants (at least pens and paper.
one requiremesnt).
Date and time  Date: 18th Mar 2024  Date: 20th Mar 2024
 Time: 9 am  Time: 9:30 am
When will the meeting
take place?
What time is the
meeting?
Location: the 2nd floor, Meeting Room 3, Strathfield College

Location Location: The 2nd floor, Meeting Room 2, Strathfield College
Where will the meeting
take place?
Duration The meeting will last 2 hours. The meeting will last 1.5 hours.

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How long will the

meeting be?
Resource requirements Equipment requirements: Conditions for the apparatus:

What equipment do you  Highlight and pens  Projector
need (e.g., projector)?
 Paper  Loudspeaker
Do you need internet  Projector screen
access?  Laptop
 Wifi connection
 Projector
What documents should  Extra chair and cushion
be available at the  Micro, headphone
 Zoom meeting room and accounts
meeting?  Loudspeaker
Are chairs and tables  Wifi connection The following documents should be available at the meeting:
required?  To - do list
The following documents should be available at the meeting:
Should you provide  Presentation slides
 To do list
meeting participants  Meeting checklist
with stationery such as  Agenda
pens and paper?  Meeting checklist  The organization's policies and processes
 The organization's policies and processes Chairs and tables: required
Chairs and tables: required Give stationery to attendees of the meeting, including pencils,
paper, erasers, and highlighters.
Give stationery to meeting attendees:
 Coloured pens
 Coloured pens
 Highlighters
 Highlighters
 Rulers
 Rulers
 Paper
 Paper
Implicit and explicit Implicit organisational requirements: Implicit organisational requirements:

organisational  Air conditioner  Good air conditioner at the meeting room

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 Appropriate lighting  Applied ethics in the meeting

requirements
 Revelation  Secure ceiling and chair
What are the  Appropriate chairs  Appropriate lightning
requirements for notice  Health and safety policy on the organisation  Suitable sitting arrangement
of meetings? Explicit organisational requirements: Explicit organisational requirements:
What are the  Within two days following the meeting, the participants  Within two days following the meeting, the
requirements for receive the meeting minutes. participants receive the meeting minutes.
meeting agendas?  The conference's decision  The conference's decision
What are the  The membership roster for the meeting  The membership roster for the meeting
requirements for  Five years' worth of meeting minutes are kept on file.  Five years' worth of meeting minutes are kept on file.
recording notes of the Requirements for notice of meetings: Requirements for notice of meetings:
meeting?  At least ten working days before to the meeting, they will be  At least ten working days before to the meeting, they
What are the sent to each participant. will be sent to each participant.
requirements for  The meeting type, purpose, place, time, date, participant list,  The meeting type, purpose, place, time, date,
timelines to distribute and organizational policies and procedures are all included in participant list, and organizational policies and
meeting notice, agenda,
the text of the meeting notice. procedures are all included in the text of the meeting
and minutes?
Requirements for meeting agenda: notice.
To whom minutes  Logical structure Requirement of meeting agenda:
should be submitted to  Mark each point  Enumerate the main points of the agenda, numbering
for approval?  Easy to follow
each one.
 Simple to comprehend
 Allow them enough time to talk about each subject for
 The duration of each segment and the duration of each chat
the allotted amount of time. For example, the event
 A synopsis of the facts discussed
will happen in the morning between 8:45 and 9:00.
Requirements for recording notes of the meeting:
 Needs authorization  A summary of the information covered
Requirements for recording notes of the meeting:
 Emphasize the meeting's core point.
 Needs authorization
 Make use of the right template
 Emphasize the meeting's core point.
 Provide the meeting's date and subject.
 Make use of the right template
 Record any decisions or resolutions that were adopted at the

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meeting.  Provide the meeting's date and subject.

 Simplify it as much as you can without sacrificing accuracy or  Record any decisions or resolutions that were adopted
reliability. at the meeting.
Requirements for timelines to distribute:  Simplify it as much as you can without sacrificing
 The notification of the meeting will be sent to attendees no accuracy or reliability.
later than ten working days prior. Requirements for timelines to distribute:
 Within three working days of the meeting, the agenda will be  The notification of the meeting will be sent to
sent to you via email. attendees no later than ten working days prior.
 Within five business days following the meeting, meeting  Within three working days of the meeting, the agenda
minutes will be sent to participants via email. will be sent to you via email.
 The student dean must approve the meeting minutes before  Within five business days following the meeting,
they are submitted. meeting minutes will be sent to participants via email.
The student dean must approve the meeting minutes
before they are submitted.
Legislative requirements Implicit meeting legislation requirements: Implicit meeting legislation requirements:
Identify implicit meeting  Keep meeting minutes carefully stored in a secure location.  The major topics and decisions made at the meeting
legislation requirements Explicit meeting legislation requirements: should be documented.
(at least one).  Give out the proper notification along with sufficient details Explicit meeting legislation requirements:
about the event, including the time and attendees.  Make sure the location is secure by conducting a quick
Identify explicit
legislation requirements risk assessment before to the meeting.
(at least one).
Ethical requirements Ethical requirements: Ethical requirements:

What ethical  Ascertain that all meeting details are kept private.  Conduct that is polite and professional
requirements should  Pay close attention to everyone's ideas during the meeting.  When having a discussion, everyone involved must be
you consider when
truthful.
organising meetings (at
least one)?

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Notice of the meetings.
Notice of meeting 1
Meeting description: Meeting with students to determine and schedule activities and
services related to emotional well-being at the RTO
Meeting organiser Aaron James Barry
Meeting participants: Strathfield College Students

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Meeting details Finding out what issues and challenges students are facing and
What is the purpose? coming up with workable solutions that will support their welfare
are the main objectives of the conference.
How will the meeting take
The meeting type is a face - to – face.
place (e.g. face-to-face)?
Date: 18th Mars 2024
What is the date, time and Time: 9:00 am
location of the meeting? Location: The 2nd floor, Meeting Room 2, Strathfield College

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Notice of meeting 2
Meeting description: Meeting with administration staff to arrange for a more

environmentally friendly method of using resources in offices and
schools
Meeting organiser Aaron James Barry
Meeting participants: Staff of the Administration department
Meeting details The meeting's goal is to discuss various sustainable practices within
the college, including energy use, recycling, garbage management,
What is the purpose? etc.
How will the meeting take Date: 20th Mar 2024
place (e.g. face-to-face)? Time: 9:30 am
Location: Conference via Zoom platform
What is the date, time and
location of the meeting?

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Meeting agenda.
Meeting agenda
Meeting 1:
Meeting Date: 18th Mar 2024
Meeting Time/duration: 2 hours
Meeting Location: The 2nd floor, Meeting Room 2, Strathfield College
Attendees: Strathfield College Students
Chair: Aaron James Barry
 Review the agenda before the meeting

Please bring &/or read:
 Bring your pens
Agenda Items Time Allocated
1 Welcome 5 minutes
2 synopsis of the meeting's objectives and schedule 20 minutes
3 the topic of group students' issues and challenges 30 minutes
4 Responses from the students to those issues and any prospective RTO 25 minutes
activities that address the issue.

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5 Participants in the meeting decide which actions need to be taken and 30 minutes
when they should be completed.
6 Summary and Q&A 15 minutes
Meeting agenda
Meeting 2: Description involved
Meeting Date: 20th Mar 2024

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Meeting
1.5 hours
Time/duration:
Meeting Location: Zoom Meeting
Attendees: 3 Staff of Administration department
Chair: Aaron James Barry
Please bring &/or  Go over the agenda in advance of the meeting.

read:  To participate in the online meeting, a laptop is necessary.
Agenda Items Time Allocated
1 Welcome 3 minutes
2 Talk about the sustainable methods used by the college, such as

18 minutes
recycling, trash management, energy use, and types of lightbulbs.
3 Make some suggestions for improving those methods. 20 minutes
4 Decide ultimately which strategies are the most appropriate to

32 minutes
use.
5 Summary and Q&A 17 minutes

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Evidence of
editing of
agenda
Insert
evidence
that you
have edited
your work
(e.g.
screen shot
of spelling
and
grammar
check,
screen shot
showing
that you
made
changes
using
“Track
Changes”).

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Distribute Meeting 1: Include description Meeting 2: Include description
documentation
and arrange
for resources
and participant
requirements
to be available.
Calculate The meeting notice must be sent out by 8th Mar 2024. (prior to 10 days of The meeting notice must be sent out by 10th Mar 2024. (prior to 10 days
timeframes the meeting day) of the meeting day)
By which The meeting notice must be sent out 16th Mar 2024. (prior to 3 days of the The meeting notice must be sent out 17th Mar 2024. (prior to 3 days of
date must meeting day) the meeting day)
your notice
be sent
out?
By which
date must
your
agenda be
sent out?
Distribute Email: Email:

the notice
Dear participant, Dear participant,
and agenda
to meeting I'm sending you this email to inform you of an impending meeting with I'm sending you this email to inform you of an impending meeting with
participants the Strathfield College RTO. the Strathfield College RTO.
Insert a The aim of the meeting is to ascertain the issues and challenges faced by Examining and suggesting ways to enhance the college's present
screen shot

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documentation
and arrange
for resources
and participant
requirements
to be available.
of your university students and to ascertain the most effective means of sustainability policy is the aim of the conference.
draft email resolving them to advance their welfare.
here. Below are the details that are included in the meeting notification:
Below are the details that are included in the meeting notification:  Date: 20th Mar 2024
 Date: 18th Mar 2024  Time: 9:00 am
 Time: 9:00 am  Duration: 1.5 hours
 Duration: 2 hours  Location: Conference via Zoom platform
 Location: The 2nd floor, Meeting Room 2, Strathfield College  Participants: Strathfield College staffs in the attached list
 Participants: Strathfield College students in the attached list  Requirements: Examine the agenda for the meeting and bring
 Requirements: Participants should prepare ideas on what your own laptop.
services the RTO can provide to support students' well-being.  Meeting Agenda:
 Meeting Agenda:

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documentation
and arrange
for resources
and participant
requirements
to be available.
Arrange for The requirement of the meeting: The requirement of the meeting: Zoom Meeting
meeting
 Projector
requirement
 The screen of projector
s
Email:
Which
meeting Dear Manager of Facility,
requiremen
This email is to inform you that the RTO meeting will take place next

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documentation
and arrange
for resources
and participant
requirements
to be available.
week, March 18th 2024 and that we will need some facilities in order to
t did you
hold it.
arrange?
Insert a For the purpose of displaying the presentation during the meeting, we
screen shot will require a projector and screen.
or attach
proof of At 9:00 am, the meeting starts. Consequently, I'm hoping you can deliver
how you the screen and projector to Meeting Room 2 on the second floor by 8:30
made the
am at the latest.
arrangeme
nt.
Thank you so much.
Best regards,
Kate Lagan
Students Services Officer.
Arrange for The participant requirement: The participant requirement: Highlighters and paper sheets
participant
 Chair  Paper
requirement
 Cushion  Highlighters
s

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documentation
and arrange
for resources
and participant
requirements
to be available.
Which
participant
Email: Email:
requiremen
t did you Dear Manager of Facility, Dear Little Stationary,
arrange? This email is to inform you that the RTO meeting will take place next This email is a request for the purchase of fifteen highlighters and
Insert a week, March 18th 2024 and that we will need some facilities in order to thirty-five large papers in order to be ready for a meeting.
screen shot hold it.
or attach On March 20, 2023, the meeting is scheduled. Thus, if possible, please
One of our guests has a shattered ankle, so we'll need a chair and
proof of ensure that they are delivered to Strathfield College by March 19, 2023,
cushion to support their leg.
how you or earlier.
made the At 9:00 am, the meeting starts. Consequently, I'm hoping you can deliver
arrangeme the chair and cushion to Meeting Room 2 on the second floor by 8:30 am Please give me the total cost of this order as well as any other inquiries
nt.
at the latest. you may have.
Thank you so much. Thank you so much.
Best regards, Best regards,
Kate Lagan Kate Lagan
Students Services Officer. Students Services Officer.

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Attach: Policies and procedures (with highlighting/notes) ☐
Meeting notice (if your own business has a different template to the one provided) ☐
Meeting agenda (if your own business has a different template to the one provided) ☐
Evidence of meeting requirement arrangement made (if you did not add a scren shot into the portfolio) ☐
Evidence of participant requirement arrangement made (if you did not add a screen shot into the portfolio) ☐
Section 2: Participate in and summarise meetings
Participate in meetings.
Confirm that Projector and projector screen are available. Resources that are available: Zoom Meeting
resources are
available
Insert the photo
showing that at
least one
resource is
available or
attach them as
evidence.

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Meeting Digital tool I used to take meeting notes is Microsoft Word Digital tool I used to take meeting notes is Microsoft Word
Which digital
tool did you use
to take notes?
Attach proof of
the notes you
made at the
meeting.
If not already
viewed in
person by your
assessor,
attach proof of
the meeting
(e.g., video
recording).

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Meeting minutes.
Add more rows for “items discussed” if required.
Minutes for Meeting 1

Include name of meeting.
Date: 18th Mar 2023
Time: 9:00 am
Place: The 2nd floor, Meeting Room 2, Strathfield College
Attendees: 2 required students of Strathfield College
Apologies:
Item Description
1 Finding out what issues and challenges students are facing and coming up with
workable solutions that will support their welfare are the main objectives of
the conference.
2 Discussion point: Pupils who struggle with their English communication skills
find it difficult to interact with others. They can find it challenging to express
their thoughts clearly or to adequately convey their feelings.
Results: Offer English language courses or speaking groups to students to help

them practice and socialize with others while they work on their English
language proficiency.

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3 Discussion points: Students are unable to access trustworthy sources of
information or make inquiries about mental health when they need it.
Results: Students should be able to get in touch with a designated department

at RTO if they are experiencing mental health issues.
4 Summary and conclusion: At the meeting, two proposals are examined. The
department's establishment for consultation will be the topic of a future
meeting.
5 The upcoming meeting: Discuss the department's details and the hotline for
students' wellbeing.
Time: 9 am
Date: 21st Mar 2023
Minutes for Meeting 2

Include name of meeting.
Date: 20th Mar 2023
Time: 9:30 am
Place: Zoom Meeting

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Attendees: 2 Administration staff of Strathfield College
Apologies: None
Item Description
1
The purpose of the meeting is to come up with the most suitable sustainable
approaches for the college including waste process, energy use, recycling, etc.
2 Discussion point: The college's increasing usage of electricity is driving up its

electricity costs significantly.
Results: The college needs to switch to a more environmentally friendly way of

efficiently using electricity. We can switch out the current light bulbs for ones
that use less energy. Another way to lower the amount of electricity used is
through solar panels.
3 Discussion point: Students in college don't organize their trash or put it in the
appropriate bins. As a result, recycling at the college needs to be improved.
Outcomes: Plan instruction sessions for pupils, particularly those who are new,
to teach them the correct recycling techniques.
4 Summary and conclusion: The training sessions and the solar panel installation
need to be scheduled for another meeting.
5 The upcoming meeting: Talk about the schedule for the training sessions and
the solar panel installation
Time: 9.30 am

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Date: 25th Mar 2023

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Review, approve and distribute minutes.
Compare minutes and

notes
Did you read through
the notes and
compare them with
the minutes?
Were the minutes
accurate?
Attached your
reviewed notes with
evidence that you’ve
read them and
compared them to the
minutes (e.g., notes
with added comments
and highlighting)

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Seek approval Dear the Dean of students, Dear the Dean of students,
Insert a screen shot of A meeting has been scheduled with a few college students to I scheduled an agenda item with the Administration department
your draft email here. discuss their issues and create a plan to assist with their mental staff to address issues they are facing, provide answers, and
health. provide programs for those who can't make it.
As you can see in the email attachment, I also finished the meeting
As you can see in the email attachment, I also finished the
minutes. Give the minutes some thought and approval.
meeting minutes. Give the minutes some thought and
approval.
Kindly notify me by email if you have any concerns.
Best regards,
Kindly notify me by email if you have any concerns.
Kate Lagan
Best regards,
The Officer of Student Service Department
Kate Lagan
The Officer of Student Service Department

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Calculate timeframes  After the meeting, all participants receive the  After the meeting, all participants receive the meeting
meeting minutes by email within five working days. minutes by email within five working days.
By which date must
the minutes be sent  The date of meeting: 18th Mar 2023  The date of meeting: 20th Mar 2023
out?  The date of distributing minutes: before 12th Mar 2023  The date of distributing minutes: before 14th Mar 2023
Distribute the minutes Dear student, Dear Staff of Administration Department,

Insert a screen shot of Good day! Good day!
your draft email here.
I am contacting you in order to send the meeting minutes from I am contacting you in order to send the meeting minutes from
March 18, 2023. The Dean has approved the minutes. Please March 18, 2023. The Dean has approved the minutes. Please
review the attached document. review the attached document.
Certain decisions and tasks that were decided upon during the Certain decisions and tasks that were decided upon during the
meeting are listed in the minutes. meeting are listed in the minutes.
Please send me an email if you have any concerns. Please send me an email if you have any concerns.
Best regards, Best regards,

© 2021 RTO Works
Kate Lagan Kate Lagan

The Officer of Student Service Department The Officer of Student Service Department
Attach: Notes made at the meeting using a digital tool ☒
Recording of meeting (if relevant) ☐
Meeting minutes (if your own business has a different template to the one provided) ☐
Notes with added comments/highlighting as evidence of review ☒

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RTO No: 91223

Student Project Portfolio

BSBOPS405 Organise Business Meetings

Section 1: Plan for the meetings and prepare documentation 5

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Business this assessment is RTO: Strathfield College

Meeting 1 details: The type of meeting is face-to-face.

Meeting 2 details: The type of the meeting is online conference.

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Summarise meeting requirements.

Meeting 1: Include description Meeting 2: Include description

This meeting will be attended by two RTO employees.

Location: the 2nd floor, Meeting Room 3, Strathfield College

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

How long will the

Resource requirements Equipment requirements: Conditions for the apparatus:

 The organization's policies and processes Chairs and tables: required

Implicit and explicit Implicit organisational requirements: Implicit organisational requirements:

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

 Appropriate lighting  Applied ethics in the meeting

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

meeting.  Provide the meeting's date and subject.

Ethical requirements Ethical requirements: Ethical requirements:

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Meeting organiser Aaron James Barry

Meeting participants: Strathfield College Students

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Meeting description: Meeting with administration staff to arrange for a more

Meeting organiser Aaron James Barry

Meeting participants: Staff of the Administration department

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Meeting Date: 18th Mar 2024

Meeting Time/duration: 2 hours

Meeting Location: The 2nd floor, Meeting Room 2, Strathfield College

Attendees: Strathfield College Students

Chair: Aaron James Barry

 Review the agenda before the meeting

Agenda Items Time Allocated

2 synopsis of the meeting's objectives and schedule 20 minutes

3 the topic of group students' issues and challenges 30 minutes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

6 Summary and Q&A 15 minutes

Meeting Date: 20th Mar 2024

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Meeting Location: Zoom Meeting

Attendees: 3 Staff of Administration department

Chair: Aaron James Barry

Please bring &/or  Go over the agenda in advance of the meeting.

Agenda Items Time Allocated

2 Talk about the sustainable methods used by the college, such as

3 Make some suggestions for improving those methods. 20 minutes

4 Decide ultimately which strategies are the most appropriate to

5 Summary and Q&A 17 minutes

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Distribute Email: Email:

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Best regards, Best regards,

Kate Lagan Kate Lagan