[Part 2] fwd bsbtwk503 manage project meetings

--- Page 1 --- BSBTWK503 – Manage meetings Project Portfolio --- Page 2 --- In this section, you only need to attach evidence as your assessor will be observing the meetings either in person, online or via a video recording and will complete the assessment checklist based on their observations. In this section, you need to attach evidence as you work through activity step 5 in your student instructions. You will also complete some reflections. --- Page 3 ---

BSBTWK503 – Manage meetings

Project Portfolio

Student name:

Student ID:

Assessor:

Date:

Business this assessment is

based on:

Meeting 1 description: New Product Line Launch

Meeting 2 description: Product Launch Marketing Strategy

Contents

Section 1: Planning your meetings

Meeting 1

Meeting purpose

Outline the purpose and

objectives of this meeting

● Present the key features, specifications, pricing, and target market for the new product line

● Gather feedback and insights from the cross-functional team regarding the proposed product launch strategy, including marketing, sales, and logistics considerations

● Identify any potential challenges, risks, or concerns that need to be addressed prior to the product launch

● Assign clear roles and responsibilities for the different aspects of the product launch process, such as marketing, sales enablement, supply chain, and customer support

By the end of this meeting, we aim to align the team on the product details and launch plan, and establish the next steps to ensure a successful introduction of the new product line to the market

Meeting requirements

Outline the requirements of the

meeting including timing,

location and type of meeting?

What organisational

requirements need to be

considered?

Who needs to be consulted and

how in relation to suitable dates

and times or catering

requirements etc?

*Attach evidence of how you

confirmed requirements

This will be a virtual meeting held via a secure video conferencing platform, specifically Microsoft Teams The meeting will be 1 hour long and is scheduled to take place on July 25, 2024, at 2 PM EST The following organizational requirements need to be considered:

● Confirm the availability of all required attendees for the proposed meeting date and time

● Ensure the meeting duration is sufficient to cover the agenda, but not too long to maintain engagement in the virtual setting

● Designate a meeting host who will be responsible for managing the virtual meeting logistics, such as starting the video call, screen sharing, muting/unmuting participants, and recording the session

● Give instructions to all participants on how to join the virtual meeting, whether they will be using any software for the meeting or any passwords required

● Verify the compatibility of the video conferencing platform and the screen sharing features before the actual meeting

● Remind the attendees to be in a quiet environment and ensure that their cameras are on to improve interaction and cooperation

● Before the meeting, set a detailed meeting agenda, and circulate it among all participants, as well as any presentation materials or other files that may be necessary

● Make sure all the participants receive all the product information, market data, and other materials needed to support the discussion

● Designate a note-taker to capture key action items,

decisions, and next steps during the meeting.

To confirm the meeting details and requirements, I have consulted with the following stakeholders:

● Product Manager: to finalize the product details and launch plan

● Marketing Manager: to align on the proposed marketing strategy and materials

● IT Manager: to ensure the video conferencing platform and other technical requirements are in place

Legal and ethical requirements

Outline all legal and ethical

requirements and

considerations here

● Keep any proprietary product information or strategic plans

a secret

● Adhere to data privacy laws especially where customers or financial information may be involved

● Ensure the participants do not engage in discriminating or harassing behaviors or language during virtual meetings Meeting attendees

Who is required to attend this

meeting? Which attendees will

be listed as ‘optional’? Can a

proxy attend in place?

How will you inform attendees

of the meeting and confirm

attendance?

● Product Manager: Responsible for presenting the new product details and launch plan

● Marketing Manager: Responsible for providing input on the marketing and promotional strategy

● Sales Manager: Responsible for assessing the sales and go-to-market approach

● Head of R&D: Responsible for providing technical insights and addressing any product-related concerns

● IT Manager: Responsible for ensuring the virtual meeting technology and infrastructure are in place

The meeting invitation will be sent to the required attendees, and they will be asked to confirm their attendance If a required attendee is unable to attend, they will be given the option to send a proxy representative who is fully informed and empowered to participate on their behalf

Additionally, the following attendees have been designated as optional:

● Customer Support Manager: Invited to provide insights on customer needs and potential support requirements

● Finance Manager: Invited to offer input on the pricing and financial implications of the new product line

Meeting papers

Which documents do you need

to prepare in advance of the

meeting?

How and when will these be

distributed?

Product Information Pack:

● Detailed product specifications, features, and technical details

● Pricing structure and target market analysis

● Competitive landscape and market positioning This document will be shared with attendees at least 3 business days prior to the meeting to allow them time to review the information

Proposed Launch Plan:

● Outline of the planned marketing, sales, and distribution strategies

● Key milestones and timelines for the product launch

● Roles and responsibilities of the cross-functional team This document will also be distributed to attendees 3 business days before the meeting

Meeting Agenda:

● The detailed meeting agenda, including the purpose, objectives, and time allocations for each agenda item

● This will be sent to all attendees 2 business days prior to the meeting

All documents will be distributed electronically via email, with the meeting host also uploading them to a shared online folder (such

as a company cloud storage platform) to ensure easy access for all participants

Agenda outline

Outline your agenda here What

items and timings need to be

considered?

1 Welcome and Introduction (5 minutes)

● Greeting from the meeting chair

● Overview of the meeting purpose and objectives

2 Product Presentation (20 minutes)

● Detailed overview of the new product line by the Product Manager

● Key features, specifications, pricing, and target market

3 Discussion and Feedback (25 minutes)

● Open discussion and Q&A session

● Gathering input and insights from the cross-functional team

● Anticipating possible problems or issues

4 Action Planning (10 minutes)

● Distribute tasks for the product launch

● Discuss and coordinate on further actions and timeframes

5 Wrap-up and Close (5 minutes)

● Brief overview of the main decisions made and tasks that need to be completed

● Confirmation of subsequent actions and next meeting, if necessary

Chair

Summarise anything you need

to consider as the chair of this

meeting (physical or virtual)

considerations, issues that

could arise etc and how you

might deal with these

Virtual meeting management:

● Ensure the video conferencing platform is set up and tested in advance

● Appoint a designated meeting host to manage the technical aspects, such as screen sharing and muting/unmuting participants

● Establish clear guidelines for participant engagement and communication (e.g., raising hands, using the chat function)

Maintaining engagement and participation:

● Actively encourage all attendees to contribute their thoughts and concerns

● Watch for signs of disengagement or distractions and address them promptly

● Use interactive features of the video conferencing platform, such as polls or breakout rooms, to foster better

collaboration Addressing potential issues:

● Be prepared to handle any technical difficulties or connectivity problems that may arise during the meeting

● Manage any instances of inappropriate or disruptive behavior from participants

● Ensure the discussion stays focused and on-topic, redirecting the conversation if necessary

Maintaining a professional and inclusive environment:

● Set the tone for the meeting by demonstrating respect, empathy, and active listening

● Ensure all attendees have an equal opportunity to voice their opinions and concerns

● Address any concerns or conflicts promptly and in a fair and impartial manner

Minutes

How will these be recorded?

Who will record them?

What are the timeframes for

delivery and review by you and

delivery to attendees?

This meeting will be held virtually to discuss the new product line and create an action plan, and the note-taker will have to document all the critical issues discussed, decisions made, and plans to be implemented

The meeting minutes will be structured as follows:

● All the required and optional participants of the meeting and whether they were present or not

● Brief notes of the main points that were covered during the meeting, such as the presentation of the product and the ideas and suggestions from the team

● Summary of all decisions made during the meeting, who is going to do what and by when

● Confirmation of any further action, including any subsequent meetings or deliverables

● The meeting minutes will be written within 2 business days

of the meeting and submitted to the meeting chair for approval

The meeting minutes will be drafted within 2 business days of the meeting and shared with the meeting chair for review Once approved, the minutes will be distributed to all attendees within 3 business days of the meeting

The meeting host will also ensure that the recorded video of the virtual meeting is securely stored and made available to attendees,

if requested, for reference purposes

Attach: Meeting agenda ☐

Evidence you have verified

Evidence you have invited

Evidence of attendee

Evidence of meeting paper

Meeting Agenda

Meeting Time/Duration: 60 minutes

Meeting Location: Virtual Meeting via Microsoft Teams

Jane Doe (Marketing Manager) Michael Lee (Sales Manager) Sarah Jones (Head of R&D) David Williams (IT Manager) Emily Brown (Customer Support Manager) Lisa Davis (Finance Manager)

Please Bring &/or Read: Product Information Pack (distributed via email 3 business days prior)

Proposed Launch Plan (distributed via email 3 business days prior)

2 Product Presentation by John Smith

* New product line overview (AquaFit 3000 water purifier)

20 minutes

* Key features: high-filtration capacity, smart leak detection, smartphone app

connectivity

* Target market: health-conscious consumers

* Pricing strategy

3 Discussion and Feedback

* Q&A session

* Feedback from marketing, sales, and R&D teams

* Identifying potential challenges and opportunities

25 minutes

4 Action Planning

* Assigning roles and responsibilities for launch tasks (marketing campaign

development, sales enablement materials creation)

* Setting deadlines for key milestones

10 minutes

5 Wrap-up and Close

* Summarizing key decisions and action items

* Next steps and follow-up meeting

5 minutes

Meeting Minutes

Attendees: John Smith (Product Manager) - Chair

Jane Doe (Marketing Manager) Michael Lee (Sales Manager) Sarah Jones (Head of R&D) David Williams (IT Manager) Apologies: Emily Brown (Customer Support Manager)

Lisa Davis (Finance Manager)

Item Description

1 Meeting purpose: The meeting aimed to discuss the launch of the new AquaFit 3000 water

purifier, gather team feedback, and assign roles for a successful launch

2 Item discussed: The meeting aimed to discuss the launch of the new AquaFit 3000 water

purifier, gather team feedback, and assign roles for a successful launch

Outcomes:

- Clear understanding of launch goals

- Team aligned on launch strategy

3 Item discussed: John Smith presented the product details, including features (high-filtration

capacity, smart leak detection, smartphone app connectivity), target market

(health-conscious consumers), and pricing strategy

Outcomes:

- Team gained comprehensive understanding of the AquaFit 3000

- Identified potential areas for further discussion

4 Meeting close: Key decisions and action items were summarized John Smith confirmed

next steps and the possibility of a follow-up meeting depending on progress

5 Next meeting: To be determined based on team progress

Time: To be determined based on team progress

Date: To be determined based on team progress

Place: To be determined based on team progress

Minute taker:

Signed:

Name:

Date:

Meeting 2

Meeting purpose

Outline the purpose and

objectives of this meeting

● Present the proposed marketing campaign, including the creative assets, promotional channels, and timeline

● Gather feedback and input from the cross-functional team to refine and optimize the marketing strategy

● Align on the roles and responsibilities for the various marketing activities

● Establish the necessary budgets and resource allocations to support the product launch marketing efforts

By the end of this meeting, the team will have a comprehensive and agreed-upon marketing plan to support the successful introduction of the new product line to the market

Meeting requirements

Outline the requirements of

the meeting including timing,

location and type of meeting?

What organisational

requirements need to be

considered?

Who needs to be consulted

and how in relation to suitable

dates and times or catering

requirements etc?

*Attach evidence of how you

confirmed requirements

This meeting will also be held virtually, using the Microsoft Teams video conferencing platform The meeting is scheduled to take place

on August 8, 2024, from 3 PM to 4:30 PM EST

The following organizational requirements need to be considered:

● Confirm the availability of all required attendees for the proposed meeting date and time

● Ensure the meeting duration is sufficient to cover the agenda, but not too long to maintain engagement in the virtual setting

● Designate a meeting host who will be responsible for managing the virtual meeting logistics

● Provide clear instructions to all attendees on how to access and participate in the virtual meeting

● Test the video conferencing platform and screen sharing capabilities in advance

● Encourage attendees to use a quiet, distraction-free location and have their video cameras turned on

● Prepare a detailed meeting agenda and share it with all attendees in advance

● Ensure all attendees have access to the proposed marketing campaign materials, including creative assets, promotional plans, and budgets

● Designate a note-taker to capture key action items, decisions, and next steps during the meeting

To confirm the meeting details and requirements, I have consulted with the following stakeholders:

● Marketing Manager: to finalize the marketing strategy and materials

● Sales Manager: to align on the go-to-market approach and sales enablement

● Finance Manager: to review the proposed marketing budgets and resource allocations