Process & Maintain Workplace Information

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BSBINM201 Process and maintain workplace information

Learner Instructions 2

(Record, forward and store minutes)

Submission details

Students Name
Student ID
Group
Assessor’s Name
Assessment Date/s

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for details.

Performance objective

You must be able to record, forward and store minutes from a meeting into a standard format.

Assessment description

A common workplace task is to record minutes from a meeting and distribute and store those minutes electronically. In this assessment task, you must work on your own to create a set of minutes from a transcript of a meeting. You can use the minutes template provided below to record the minutes electronically.

Procedure

1. Read the meeting transcript below.

2. Complete the meeting minutes listing each item in sequential order.

3. Indicate who you will send the minutes to: and who you will cc: using the Innovative Widgets organisational chart and contact list.

Note: Email addresses conform to the following format:

[email protected]

For example, the manager director, Bob Jenkins would be:

[email protected]

4. Save the minutes to the file server in the appropriate folder. Give the minutes document a filename that includes your name and the date, for example, ‘John Smith 20150701.docx’

Specifications

You must provide:

· a completed set of minutes as a word document in the template provided

· stored on the file server in the correct directory/folder.

Your assessor will be looking for the following:

· clear and concise writing style that contains good grammar

· the minutes are spell checked

· the attendance and apologies are recorded

· the minutes are dated

· the minutes are broken into items and each item has an action (what), completion date/time (when), and the person responsible (who)

· the items follow a chronological sequence

· all information relevant to the meeting and agenda is minuted

· email addresses are recorded accurately

· the minutes are stored in the correct folder on the server.

Candidate: I declare that this work has been completed by me honestly and with integrity and that I have been assessed in a fair and flexible manner. I understand that the Institute’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks.

Signature: ___________________

Date: ____/_____/_____

Appendix 1: Scenario

Your name is Jess Hogan. As the administrative worker at Innovative Widgets, it is your role to take meeting minutes for company meetings.

The purpose of the meeting is to solve some distribution problems. However, timelines are short and you must record clear, concise, and accurate minutes if the plan is going to work.

The following transcript of minutes is taken from the meeting. In attendance were:

· Bob Jenkins (CEO),

· John Anderson (Team Leader Customer Service), and

· Jane Smithers (Distribution Coordinator).

Robert Rogers (Deliveries) was asked to attend but has been unable to make the meeting.

The agenda for the meeting is brief and to the point: Resolve the customer complaints issue.

Bob: Hi John. Hi Jane. Thanks for coming. I’d like to introduce our new employee, Jess Hogan. Jess will be taking minutes for today’s meeting.

John/Jane: Nice to meet you Jess.

John: Thanks Bob. Isn’t Robert coming?

Bob: No, Robert is an apology. He’s off site for the morning, but he’ll need to review the minutes. Jess, can you ensure that you email the minutes to me and cc: John, Jane and Robert?

Bob: Okay, let’s get started. John, I understand that we have an extraordinary number of customer complaints over the last 24 hours; can you give us some background on this issue?

John: Sure, well, we have been receiving a lot of customer complaints about distribution delays. Our numbers are showing that between 20% and 25% of the customers are receiving late shipments.

Bob: Jane, what’s your perspective on this?

Jane: In the last week or so, we have had some problems with the mailing equipment leading to product not being delivered on scheduled delivery dates. Robert Rogers corrected the first few manually, but cannot keep up with the volume of deliveries required. This has resulted in the delays and the complaints in the last day or so.

Bob: Well we can’t deliver products to the wrong people, can we? So, Jane, what is being done about the distribution equipment?

Jane: We are getting mechanics in to check the problem. For the mean time we are thinking about hiring extra hands to get the deliveries moving while the problem is being fixed by the mechanics. Robert thinks we don’t need to, but I don’t agree.

Bob: Okay, I need a response from Robert Rogers on this issue by close of business today. I’ll contact Robert immediately after this meeting by phone and find out what the situation is. Robert will need to email his quality report to me and should also cc: John and Jane. Jane, how quickly can you repair the equipment?

Jane: It will take 24 hours. That’s why I told Robert we should just get extra people in to help.

Bob: That’s too late. Can you fix the equipment at the end of today’s deliveries? And can it be ready to run for the start of day shift tomorrow?

Jane: Yes, but we need to pay the mechanics to come in after hours.

Bob: OK, do that immediately. Phone me when you have organised it with the technician.

Bob: John, what can we do about the stock waiting to be relabelled and delivered?

John: Well, if it’s just the mail label, I’ll contact the customers and confirm their delivery addresses. That’ll get the products moving. However, if we can’t get hold of them, we’ll probably have to put together another plan.

Bob: Okay, before close of business today, can you contact all customers affected by the delay and explain the situation? Ask them what their addresses are. Contact me when you’ve done this.

John: Done.

Bob: Any questions? No? Good.

Bob: Jess, can you make sure that you type this up immediately, email to me and cc: Robert, Jane, and John and save a copy to the file server?

Appendix 2: Minutes template

Date: Time:

Attended by:

Apologies:

To:

Cc:

Item/Issue	Action to be taken	When	Who

BSBINM201 Learner Instructions 2

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