Improving Policies and Procedures for Australian Hardware Store

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.
Open Colleges BSBADM502 Manage meetings Page 2 of 14

 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.
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.
Open Colleges BSBADM502 Manage meetings Page 3 of 14

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.
Part B: Follow-up meetings
Scenario:Following the recent meeting, you now need to ensure that you have
accurately captured:
 the events that transpired
Open Colleges BSBADM502 Manage meetings Page 4 of 14