Project Log and Library Management

This assignment focuses on developing research project management skills through the meticulous upkeep of a Project Log and Library. Learners are tasked with maintaining a 3-inch binder containing weekly meeting agendas and minutes, task logs, summaries of contacts, assignments, faculty feedback, and any team-related issues. A separate Project Library should house relevant research materials, brochures, web page printouts, and books, organized using an annotated bibliography. The assignment emphasizes the importance of consistent organization and documentation throughout the research project lifecycle.

Assessment Task 3: Project
The purpose of the project is to stimulate discussion, and sharing of information/ideas
about meeting tools and techniques, its challenges and best practice by students and the
facilitator.
Participation in the class forum is mandatory to achieve competency in this unit particularly
in relation to learner’s project selected for Assessment Task 3.
Purpose: Learn to effectively manage diverse and abundant information for use in project
meets, including through sharing amongst teammates and others.
Project Scenario: You work at a company called “Trucking Express” in North Sydney. Your
company transports refrigerated goods nationally and internationally. At the moment you
have several customers and all of them are happy except for one. He/She is from “Meat
Queensland” in Brisbane, Queensland which produces meat from Queensland and
unfortunately every order that has been sent to them has had problems.
• The first order was delayed by 24 hours.
• The second shipment was incorrect
• The third order had the incorrect invoice report (you charged them too much
money)
This situation is not good, your client is thinking about changing companies and using one of
you competitors. You are going to have a meeting where it is up to you to……
1. Reassure the client that all future deliveries will be without problems.
2. Address all the problems and create solutions.
3. You need to maintain a good relationship with this customer. You want them to leave
happy!
Role A - You work at Trucking Express, you are meeting the Queensland client who makes
very large orders with your company. You want to sort out the problems and make a good
impression.
Problems Solutions
The first order was delayed by 24 hours. Ma’am I can understand your problem and I
apologize on the behalf of my whole team. I
heard about the inconvenience that has been
caused to you and we regret for the
inconvenience and we are trying our best to
sort out your problems ma’am.
I tried to contact with my colleague on the
previous day itself and wanted proper
explanation as well. My colleague was guilty
about it and we have looked into the matter

as well. Since there was a delay of 24 hours
from our side, as per the policy our company
will be refunding you half portion of the paid
amount as well.
The second shipment was incorrect. Ma’am I heard about the incorrect shipment
that has been made about the product. This is
totally our fault and I have asked the
marketing and delivery department of my
company to check the shipment properly as
well.
I am trying to sort out the issue within a day
or so. I will be sending you the correct
shipment within a few days as well. Sorry
for the inconvenience caused ma’am
The third order had the incorrect invoice
report (you charged them too much money)
The invoice report that has been sent to you
was incorrect and the amount that was
charged from you was wrong as well. I am
mailing you the correct details and trying to
sort out the issues within a day or so. This
was the mistake of the finance department
wherein there was an issue in the network
and there was confusion about the different
invoices of different customers as well.
Trying to sort out the issues as soon as
possible ma’am. We regret for the
inconvenience caused to you due to us and
we apologize for the same as well. We are
sorry to hear about the incident and we look
forward for your support as well in the
future.
Role B - You are the man/woman from “Meat Queensland” meeting with “Trucking
Express”. You have had problems with deliveries and hope to resolve the problem at the
meeting you are attending. You are angry and upset.
Problems Solutions
The first order was delayed by 24 hours.
I never expected such kind of service
from your organization. The order that
has been received by me was delayed by

24 hours and this was not accepted as
well. Such kind of service is not expected
from professional people like you. If such
things are continuing, I have to change
the company and go to some other
company as well.
The second shipment was incorrect. The second shipment that has been
received by me was incorrect in nature
and this is making me losing my temper
as well. Your company is professional and
such services are not expected from you.
I want refund of the money as the
shipment is incorrect and this is the
second time this kind of mistake is
happening
The third order had the incorrect invoice
report (you charged them too much
money)
The third order had incorrect report of
invoice and the amount that has been
charged is too much as well. I will be
changing to other company and this is
the last time I will be coordinating with
you people as previously such things has
occurred as well.
I want refund of the amount along with
the proper explanation of such mistakes
that has caused issues to me as well.
Useful phrases you could use to start the meeting
A Hello. Let me introduce myself, I am ……………. from ……………. Nice to meet
you.
B I don’t think we have met before. I am…………… from ……………. Nice to meet
you too.
A How was your journey? Did you arrive here ok?
B Yes it was fine, there was very little traffic
A Please follow me, we can sit in my office and discuss the current problems

that you have been experiencing. I cannot apologise enough for the
problems, but I promise that everything will be resolved by the end of this
meeting.
So please tell me exactly what problems you have been experiencing.
B
I have faced several issues from your company and this is not expected as
well from you people who are so professional in their approach. The first
order that was placed by me did not receive on time and it delayed for 24
hours. I want a proper explanation for the inconvenience caused to me
A Yes ma’am I do understand about your issue and I apologize and regret for
the inconvenience that has been caused to you. I had a talk with the
respective department and we tried resolving such issues as well.
B But I do not understand how can you people be so casual in your approach? I
am amazed to see your causal approach and this is making me think about
continuing with your company in the future or not.
A
I completely understand your issue ma’am and we promise and assure you
that such issues will never repeat in the future as well.
B
Secondly, the shipment was wrong and this has made me think twice about
choosing some other company rather than yours.
A Yes ma’am I have talked with the marketing department and we are trying to
resolve your issue within a day or so. I am handling your matter personally
ma’am and we assure you that such things will never repeat again
B
No this is the second time this is happening and this is not expected from a
professional company like yours.
A Yes ma’am I completely understand your grievances and I assure you that the
matter will be resolved within a day or so and there will be a refund as well as
the shipment was delayed and there was wrong shipment as well.
B Lastly, the third shipment invoice report was wrong and you people charged
high amount that was not correct. I want the entire refund of the money and
this is the last time I am dealing with you people as I did not expect such kind
of service from you people
A We are sorry ma’am and we do not want to lose a loyal customer like you as
well. There will be entire refund of the money as the amount that has been

charged was wrong and the invoice was wrong as well. We assure you that
such things and mistakes won’t happen again and e guarantee you free
service as well for next two orders.
B Thank You so much and I hope such matters do not occur again
References
Brewster, C. and Cerdin, J.L. eds., 2017. HRM in Mission Driven Organizations: Managing
People in the Not for Profit Sector. Springer.
Cooke, F.L., Veen, A. and Wood, G., 2017. What do we know about cross-country
comparative studies in HRM? A critical review of literature in the period of 2000-2014. The
International Journal of Human Resource Management, 28(1), pp.196-233.
Goswami, T.G. and Ranjan, S.K., 2015. Green HRM: Approach to sustainability in current
scenario. Journal for Studies in Management and Planning, 1(4), pp.250-259.
Harley, B., 2015. The one best way?‘Scientific’research on HRM and the threat to critical
scholarship. Human Resource Management Journal, 25(4), pp.399-407.
Homberg, F. and Vogel, R., 2016. Human resource management (HRM) and public service
motivation (PSM) Where are we, and where do we go from here?. International Journal of
Manpower, 37(5), pp.746-763.
Mohammed, H. and Harney, B., 2017, January. Insights from the periphery: A systematic
literature review of HRM in SMEs. In Academy of Management Proceedings (Vol. 2017, No.
1, p. 14527). Academy of Management.

Student Tasks
Complete:
▪ Project Meetings: follow Agendas and Minutes guidance below
▪ Project Log: create and maintain as per instructions
▪ Project Library: create and maintain as per instructions
Project Meetings
Purpose: Develop business meeting organisational and communication skill
General Instructions
▪ Students need to undertake project with their faculty on the problem below
▪ Meetings: Learner team meetings with advisors will be held weekly for 45 - 60
minutes. Teams are also encouraged to request additional meetings as needed with
faculty to address any problems, issues or misunderstandings regarding the project
and\or interpersonal dynamics.
Agenda: Each team must email a meeting agenda by 2:00 pm the day before each
project meeting to team members and professors.
▪ Secretary & Minutes: One team member will act as a meeting secretary, responsible
for sending the agenda, preparing and bringing the week’s Project Log to the
meeting, and taking meeting minutes. The secretary will email minutes to team
members and facilators by 5:00pm the following day. Secretary responsibilities
rotate amongst team members each week, with secretarial performance noted and
counted toward the course and\or PROJECT grade.
Agenda
The agenda should be a bulleted or numbered list of specific topics to be discussed. The
agenda should fit on a single page. The first topic on every agenda should be a review of
Action Items from Minutes of the previous meeting, noting whether tasks were
accomplished and if not, why not.
Minutes
The meeting minutes should be written by filling in the spaces between the agenda’s
discussion topics, using the agenda document as a base. One or two sentences under each
topic should suffice to summarize the discussion. Make sure learners keep track of whatever
conclusions were reached, as well as loose ends. ACTION ITEMS of tasks to be accomplished
should be noted and assigned to specific people, with deadlines specified.

Project Log and Project Library
Due: Ongoing, brought to every team gathering
Purpose: Develop research project management skills by maintaining an organized
reference file of all project-generated documents, including meetings documents,
assignments, team decisions (e.g., norms, task responsibilities, etc.), faculty feedback, etc.
Project Log
General Description
▪ Every team will be required to keep a “Project Log”, using a 3”, 3-ring binder.
▪ The team must keep the Project Log up-to-date and bring it to every team
meeting.
▪ It will be a repository for everything that each team produces in the course of the
course
Project Log Contents
The Project Log will contain 7 tabbed dividers to separate each week’s information and each
weekly section will in turn contain the following items, more or less in this order:
▪ Project meetings: All agendas & minutes of weekly project meetings and any other
meetings with faculty
▪ A weekly log of tasks performed by the team, indicating who did what
▪ Summaries of the main contacts, meetings, interviews, letters or emails for the week
▪ All assignments due that week
▪ All returned assignments, drafts or other work commented on and returned by
faculty
▪ Any team-dynamics issues that emerged during the week
▪ Anything else that is of importance to the project and was collected or produced that
week
If one notebook should prove not to be enough, add others as needed.
Project Log Submissions and Grading
▪ The Project Log should be brought to every Project and team meeting. The log
will be reviewed and graded occasionally by the advisors.

Project Library
The Project Library should contain project-relevant research articles, brochures, web page
printouts, books, sponsor information, and other documents investigated as part of
learner’s project. Wherever practical, keep full copies of important articles, etc. for later
reference. Purchase or arrange to borrow books learners will need to have on-site. Keep
documents in a 3-ring binder and\or other appropriate container. Maintain an annotated
bibliography of materials in the Project Library as a table of contents.

Learners and assessor should refer to the assessment checklist below
Assessment Checklist
LearnerName/ID: ___________________________________
Performance & Knowledge Evidence C/NYC Comments
Developing and distributing
agendas and papers
Identifying and inviting meeting
participants
Organising and confirming
meeting arrangements
Running the meeting and
following up
Organise, take part in and chair a
meeting
Record and store meeting
documentation
Follow organisational policies and
procedures.
Outline meeting terminology,
structures, arrangements
Outline responsibilities of the
chairperson and explain group
dynamics in relation to managing
meetings
Comments:
Signed by Learner:
Date:
Signed by Assessor:
Date: