Improving Policies and Procedures for Australian Hardware Store

This case study focuses on improving policies and procedures for the Newcastle store of Australian Hardware. It discusses the need for minor amendments to existing policies, developing a project plan, communicating changes, and providing training to staff. The project includes amending Wollongong policies, creating a Newcastle Store section on the company intranet, publishing policies and procedures, and organizing training.

Case study – Australian Hardware Store
You have recently been contracted by the Chief Operating
Officer (COO) of Australian Hardware as a Business
Consultant. You and the COO have discussed opportunities
for you to make improvements in relation to how the
Newcastle store operates.
An area for improvement that has been previously identified by the Human Resources
Manager involves developing policies and procedures for the store. You have recently
completed a similar review and implementation project on the Wollongong store and
this has made a positive operational impact. These policies and procedures only
require minor amendments before they can be used in the Newcastle store. As these
policies and procedures will be new to staff, it will be essential to communicate the
changes, as well as to organise and provide training to all staff.
To support you in developing and implementing the policies and procedures, you have
decided to develop a project plan which will assist you with planning, monitoring and
implementing your project.
The project will include:
 amending Wollongong policies and procedures to suit the Newcastle store
 creating a Newcastle Store section on the company intranet
 publishing policies and procedures to the intranet
 communicating the policies and procedures to staff
 organising and providing training to all staff.
The project will
not include:
 collecting feedback from staff on training
 collecting feedback from staff on new policies and procedures
reviewing policies and procedures to identify whether further changes are required.

Assessment task 2 – Prepare for meetings (32888IN/02)
Written report and presentation
Follow the instructions below to video and complete the provided templates required
for a business meeting.
Part A: Conduct an initiation meeting (video recording required, 5–10 min.
duration)
Scenario:Having gathered all your planning material, you are now ready to conduct
your Newcastle store Policy and Procedure Implementation Project (PPIP) meeting.
Before you start, however, you have one last piece to finalise on the Wollongong
store PPIP. You must gain formal agreement on the finalisation/closure report from
the COO.
The purpose of this meeting is to:
 formalise the COO's agreement on the finalisation of the Wollongong store
PPIP
 initiate the Newcastle store PPIP:
o contact the relevant stakeholders as identified
o discuss the process of improvement being undertaken
o identify the purpose, objectives/goals and key activities
o agree on the project scope (i.e. elements that will and will not be
included in the roll out)
o assign responsibilities and support requirements (NB. include a
participant with diverse abilities and/or background)
o set a timeline
o agree the budget.
During this session, you must address each of the following elements and capture a
video recording (video to be 5–10 minutes in duration maximum):
 Chairing the meeting.
 Opening the meeting, clarifying the purpose and objectives/goals of the
session and introducing the attendees.
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 Identifying organisational requirements, applicable conventions, and legal and
ethical requirements (using the Australian legislative framework).
 Keeping the session focused on the topic, within appropriate timeframes and
budget and achieving the original objective/goal.
 Consulting with team members and taking their views into account.
 Engaging and encouraging participation from all attendees.
 Facilitating conversation, problem-solving, negotiating and issue resolution.
 Asking questions and seeking clarification of answers.
 Identifying and taking responsibility for addressing predictable issues as they
arise.
 Ensuring project team members are clear about their responsibilities and the
project requirements.
 Using appropriate style, tone and language for the audience, context and
purpose.
 Demonstrating active listening during the meeting.
 Asking questions to clarify understanding.
 Ensuring communication style is appropriate for participants’ diverse abilities
and backgrounds.
Based on your preparation in Assessment 32888IN/01, you will need to include
yourself and at least three other mature participants including one Stakeholder and
two team members.
Within this group, you must have one minute-taker. Each participant must be briefed
on their role and advised of any key notes or information that they are expected to
share in the session prior to the recording. All participants must be 18 years or older.
Note:During this session, your designated Minute-taker must actually take the
minutes of this meeting using the Minutes template found in Appendix 1. This
completed template will be submitted and used for review in Part B of this
assessment.
Video recording instructions
In recording the video, you must meet the following criteria:
a) The recording must be carried out as per the instructions in the Open Colleges ‘Digital
Recording Handbook’ found in your additional resources on OpenSpace.
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b) Your video must be simulated as a role play according to the scenario provided. You
will need to engage at least one individual to participate as an audience member.
Please note: If properly briefed, you may use family members, friends or colleagues
to participate. They must consent to being recorded by signing the declaration form
found at Appendix 2 of the ‘Digital Recording Handbook’. You must submit the signed
forms as part of your evidence. Please see information on 'Resourcing your video'
below for more information on your options.
c) You must ensure you obtain appropriate approvals to conduct and record a meeting in this
setting, and the participant must sign the Audio/Video recording consent form which must be
submitted as part of this assessment (please see Appendix 4: Audio/video recording consent
form for the template to can use for this).
Resourcing your video
You have three resourcing options when recording your video.
Option 1: Role play with colleagues
Where possible, you may choose to resource your video enlisting the help of
colleagues or co-workers. Where you have selected to use your own scenario or
example on which to base your assessment, this is the preferred method as it allows
for a real environment for your demonstration. Where you are using the case study,
you should ensure that you have provided your colleagues with details of their
character, the scenario and any key points you need them to know and address
during the scenario.
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Part B: Follow-up meetings
Scenario:Following the recent meeting, you now need to ensure that you have
accurately captured:
 the events that transpired
 actions to be addressed
 finalisation communications or reports to be completed.
1. Using Australian Hardware Store’s record of meeting minutes template found in
Appendix 2, complete the following information:
I. Check the transcribed meeting notes completed by the minute-taker in the
meeting and ensure they reflect a true and accurate
record of the meeting
and are appropriately formatted in line with the predetermined
organisational procedures and meeting conventions.
II. Check the transcribed meeting notes completed by the minute-taker in the
meeting and ensure they reflect the
original notes to check for accuracy.
III. Outline the process planned for distributing and storing the minutes and
other documents resulting from the meeting.
2. Complete the Meeting outcomes report to be distributed to the participants found
in Appendix 3. Include details of the outcomes of the meeting such as decisions,
actions, responsibilities and timelines as agreed in the meeting.
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Assessment 32888IN/02Appendices
Appendix 1: Minutes
Meeting minutes
Meeting title Preparing PPIP (Policy and Procedure Implementation
Project)
Meeting purpose The purpose of the meeting is to focus on preparing policies
and procedures for Newcastle store.
Chairperson/host Chief Operating Officer of Australian Hardware
Meeting details
Date 1-06-2019 Time 10:am
Location Newcastle Meeting opened 10:15 am
Participants
Attendees Senior level management and stakeholders
Apologies New policies and regulations
Minutes
Speaker Comments
Speaker 1 The meeting addresses the major aspects of considering
new policies and regulations for Newcastle store. There are
several changes that are made in order to ensure that the
meeting would work and benefit the human resource
department and employees to communicate effectively and
consider the major intrinsic measures to be taken in the
system. There are several changes in terms of policies and
procedures taken in terms of implementing the project. The
policies are amended from the project of Wollongong store.
These policies consider effective emendments to be made
while benefiting the staff and improving the culture of the
organization. Amending the policies and regulations of
Wollongong that best suits the Newcastle store is
implemented in the project plan.
Speaker 2 Creating a store section in the company intranet for
Newcastle store is important. Working on the rules and
regulations that best suit the Newcastle store reflects the
major importance of company intranet policies. Company
intranet helps to recognize that a Newcastle store is
addressed by Australian Hardware for improvement basis.
Speaker 3 Publishing the new policies and procedures is an important
strategy that is included in the project plan. The new
strategies and policies engage to focus on intranet.
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Publishing the policies and procedures in the intranet will
reflect a major change in the business outcome.
Speaker 4 It is important to communicate the policies and procedures
of the organization to the staff. However these policies must
be communicated with effective measures so that staff is
encouraged to follow the rules and regulations as per the
law of the company. The policies include remuneration,
employee engagement and employee performance. These
policies need to be communicated in detail while there is a
specific consideration of working on with the policies as
mentioned.
Speaker 5 Organizing and providing training to the employees is the
next important goal. Training and development programs
should enhance the major importance of communicating the
influence of growth and development purpose. Staff should
focus on training and development programs so that
sustainable objectives are achieved in the business. The
major purpose is to communicate the policies and
procedures that engage in effective planning, monitoring
and implementing the project effectively.
Closure
Meeting closed 11:00 am
Next meeting 4-03-2019
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Appendix 2: Record of meeting minutes
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?
To review the meeting and to ensure well formed information, an accurate record is
framed in the discussions. The meeting has presented a well managed initiative
that engages in presenting the policies and regulations of Newcastle store. The
policies and procedures in Wollongong store is presented in the meeting while the
meeting engages in the essential communication process that helps in training the
staff and considering a positive impact on employee performance. These policies
and procedures tend to focus on effective communication changes to help in
organizing and training the staff. Implementing and developing the policies and
procedures need proper project plan in which it is important to engage the
workforce to consider the organizational objectives and achieve the business
objectives. Video and audio recording helped to ensure that the meeting has
presented accurate information. The video recordings engaged in the new policies
and procedures to be implemented in Newcastle store. The amendments in the
policies and procedures consist of further communication process with staff to
engage them with new initiatives for organizational development. The meeting
minutes when recorded helped to gain and ensure correct information during the
meeting.
Detail the outcomes of your review in terms of information accuracy – spelling, grammar, the correct
use of the template and accuracy against original notes.
Area Review summary
Accuracy of information The information presented engages accurate
information as the meeting minute reviews. The
information about rules and regulations in the new
store provides a detail analysis of information that
is included such as remuneration performance
measurement system and employee benefits. This
information helped in Wollongong store effectively
as depicted by human resource department of
Wollongong.
Spelling and grammar The information is up-to-date while considering
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error free grammar and spelling.
Correct use of template The use of template for the business is effectively
noticed while providing minutes of meeting.
Accuracy against own/
original notes
The accuracy measured with the notes are
completely error free because the information was
recorded while preparing the minutes of meetings.
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Distributing meeting minutes
Describe how you will distribute the meeting minutes, why you have chosen this method and what
timeline the minutes will be distributed in.
Distributing the meeting minutes is an important criteria thereby it is distributed
evenly while focusing on meeting importance. The distribution of meeting minutes
consider customer retention and is a perfect blend of interaction among staff with
automated measures taken for distribution process. The meeting minutes were
distributed via email that is electronic mail. This method is chosen as there the
employees in the meeting consist important information regarding policies and
procedures. Excellent way to distribute the meeting minutes helps to engage
employees to consider effective growth. Great relationship are build with the help of
communication process.
Storing meeting minutes
Describe how you will store the meeting minutes and why you have chosen this method.
After the minutes are recorded, it is important to store the minutes instead of
distributing immediately. The minutes are stored as there is important criteria that
is rules and regulations for Newcastle store. The minutes hold an entitle of PPIP.
The minutes stored can be demanded on reasonable request by senior levels as
an when needed thereby the important documents are protected and a good
standing is available for protecting the minutes in a form of software document.
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Appendix 3: Meeting outcomes report
Meeting Report
To:
Recipient names and titles
Staff of Australian Hardware
From:
Sender name and title
COO Chief Operating Officer of Australian Hardware
Subject:
Communication title
Policy and Procedure Implementation Project
Date:
Date of report circulation
2—6-2019
Type/format:
Letter, email, phone script etc.
Email
Content of communication:
Report on the outcomes of the
meeting, confirming actions,
agreements, responsibilities
and timelines as well as any
follow up processes
The content of communication distributed to
employees include PPIP for Newcastle store.
The support and improvement on Newcastle store is
identified with the new policies and procedures that
are amended for the store. The report considers
planning, monitoring and implementing the project.
The policies and procedures include code of
conduct, anti-discrimination policy, reasonable
adjustments, etc. The code of conduct that is
communicated include performance excellence,
personal development, sustainability, personal
development and diversity. Treating and respecting
individuals equally ensures that employee
engagement and employee performance increases.
Protecting the reputation of the company is vital
standard that is provided. Act honestly with the
standards of the organization while adhering
legislations and rules.
Anti-disciplinary policy helps to ensure customers
and transactions that focus on transparent
information and consider legal requirements. There
are several unlawful discriminations that are
mentioned on the basis of characteristics such as
age, breastfeeding, employment, impairment, marital
status, industrial activity and parental carer.
Remuneration and appraisal policy includes
attracting and retaining employees while providing
them the best remuneration as discussed by the
senior level management decisions. The major
purpose is to focus on attracting the employees and
considering competitive measures taken towards
competitors with external market analysis.
Promoting and reinforcing the values of business
and considering employee behaviour is involved in
remuneration policy. The relevant legislation include
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Fair Work 2009, Privacy Act 1988 and Anti-
discrimination act 1997. These are based according
to the staff remuneration policy that includes the
compensation of all employees in different levels of
the organization. The base salary is included with
risk performance measures and a pay component
considers employer guarantee programs that include
modern award, base salary levels and staff
performance plans.
Staff performance plans are prepared for individual
performance for subsequent years. The probation
period is analysed with work plans that are agreed
for performance measurement systems.
Performance appraisals include binannual basis that
consists of performance management policy. The
performance appraisals are provided in August and
February. Appraisal provides major avenues and
discuss the level of attracting employees in the job
performance while clarifying the expectations of
supervisors.
Procedures such as investigating the complaint,
making the complaint and considering receiving the
complaint is focused and mentioned in the PPIP
project plan.
Possible outcomes of the procedures include the
justification of management actions that are taken to
consider complaint as the criticism to be improved.
There are disciplinary actions that are taken by
conunsellor in terms of dismissal and warnings to
staff, staff training, additional training, counselling,
apology to agree for the complaint, etc. These are
major procedures to be focused by employees in
terms of rules and regulations addressed in
Newcastle store.
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Appendix 4: Audio/Video recording consent form
Learner’s name: _____________________ Date: ________________
Participant’s name Signature
By signing this form, you have consented to participating in a recording.
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