Leadership in Program Management: Zootz and Zero Waste Meeting Report

This report presents the agenda and minutes of a stakeholder meeting for the Zootz and Zero Waste program, undertaken as part of the BSB61215 Advanced Diploma of Program Management. The meeting, led by various project team members including the Project Manager, Project Supervisor, and Project Head, focused on several key areas. These included establishing the program vision for a new waste management system to improve sustainability, communicating explicit expectations for socially responsible practice, and outlining policies for reporting breaches. Discussions also covered identifying and addressing threats to socially responsible practice, defining individual behavioral expectations, and documenting individual program roles. Furthermore, the meeting addressed how desirable and undesirable behaviors would be managed, and how to support a learning environment through program planning, error handling, knowledge dissemination, and reflection on practice. The minutes detail the discussions, responsibilities, and timelines agreed upon by the stakeholders, providing a comprehensive overview of the project's progress and future direction.

Assessment Tool
Qualification BSB61215 Advanced Diploma of Program Management
Cluster number and name: PMAD 1.1 Provide leadership for the program
Units of competency: BSBPMG617 - Provide leadership for the program
Student’s ID:
Assessor’s name:
Assessment task 3: Meeting and presentation
Zootz and Zero Waste Stakeholder Meeting
Agenda
1. Welcome
2. Brief of the program vision
3. Communicate explicit expectations for socially responsible practice to
stakeholders
4. Communicate the policies and procedures to allow individuals to safely report
breaches of socially responsible practice without fear of retaliation
5. Identify and address threats to socially responsible practice within the program
6. Establish individual behavioural expectations for constituent project managers
7. Define, document and communicate agreed individual program roles
8. How desirable behaviours and undesirable behaviours will be encouraged
9. Discussion on you intend to support a learning environment by:
a. Viewing program planning and program plan implementation as a learning
process
b. Treating errors, mistakes and expressed concerns as learning opportunities
c. Developing and maintain plans for identifying, capturing, disseminating and
exchanging knowledge
d. Implementing program knowledge as planned
e. Encouraging reflection on and review of practice as a basis for learning
Meeting Minutes
Zootz and Zero Waste Stakeholder Meeting
Day and date: Please Insert Time:
Chair: Please Insert
Project team
members attended:
Project Manager, Project supervisor, resource manager,
project head, Risk Manager
Topics discussed: Content covered Name of individuals with
given responsibilities or
timelines:
BSBPMG409 Assessment Tool Version 1 Issued 3/02/2017
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Assessment tool
Qualification BSB61215 Advanced Diploma of Program Management
Cluster number and name: PMAD 1.1 Provide leadership for the program
Units of competency: BSBPMG617 - Provide leadership for the program
Student’s ID:
Assessor’s name:
Welcome The meeting discussed the aim and the purpose of project
implementation. The responsibility of the same is
undertaken by the project manager
Brief of the program
vision
The program aims in development of a new waste
management system in order to improve sustainability in
the hospital sector. The zootz kitchen Bar was given a
specialist advice to implement a new waste management
system under the Zero Waste SA’s Industry program for
implementing a new waste management system. The
implementation of a new waste management system will
help the organization qualify for the Green table Australia
certification.
The project vision is led by the project head and the project
manager.
Communicate explicit
expectations for
socially responsible
practice to
stakeholders
This is one of vital meetings associated with this project.
The expectation of the stakeholders were documented in
this meeting in order to develop a project plan accordingly.
This meeting was led by the project manager
Communicate the
policies and
procedures to allow
individuals to safely
report breaches of
socially responsible
practice without fear
of retaliation
Abiding by the policies and the procedures prove to be one
of the most vital needs of managing a project. The meeting
discussed the policies and procedures that are to be
followed for managing this project. The meeting
documented that all the associated policies and procedures
are needed to be abided by the team members for their
safety.
This meeting is led by the project head.
Identify and address
threats to socially
responsible practice
within the program
It is quite essential for a project to identify and address the
threats for socially responsible practice within the program.
The meeting discussed the plan for identification of these
threats and socially responsible practise associated with the
implementation of the program.
This meeting is led by the project risk manager.
Establish individual This meeting was quite vital as it discussed the behavioral expectations for
BSBPMG617 Assessment Tool Version 1 Issued 3/02/2017
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Assessment tool
Qualification BSB61215 Advanced Diploma of Program Management
Cluster number and name: PMAD 1.1 Provide leadership for the program
Units of competency: BSBPMG617 - Provide leadership for the program
Student’s ID:
Assessor’s name:
behavioural
expectations for
constituent project
manager
the management of a project. The individual and the behavioral
expectations of the project manager was analyzed and documented. This
meeting was one of the most vital meetings of this project. This particular
meeting is led by the project manager
Define, document and
communicate agreed
individual program
roles
For successful implementation of a project, it is quite
essential to define, document and communicate the agreed
individual program and roles of the team members within a
project. The meeting identified the skills and competencies
of the project team members and the individual members
agreed on the roles and the responsibilities.
This meeting is led by the project supervisor
How desirable
behaviours and
undesirable
behaviours will be
encouraged
This meeting set a plan for the process by which the
desirable behaviours of the project team will be encouraged
and the undesirable behaviours will be discouraged. This
plan will be followed throughout the project implementation.
This meeting is led by the project manager.
Discussion on you
intend to support a
learning environment
by:
a. Viewing program
planning and
program plan
implementation as
a learning
process
b. Treating errors,
mistakes and
expressed
concerns as
learning
opportunities
c. Developing and
maintain plans for
identifying,
capturing,
disseminating and
exchanging
The meeting discussed the process by which the program
planning and the program plan will be implemented as a
learning process. For this, it is decided that a plan for
improving the learning process will developed, which will be
followed throughout the project implementation phase.
The meeting discussed the process of errors identification
and treating the errors in the project. It is quite essential to
identify the issues and errors in the project so that the
concerns and opportunities of the project are addressed in a
timely manner.
The meeting further discussed the process by which the
project plans can be easily identified, captured or
disseminated. All the stakeholders of the project agreed to
the plan.
BSBPMG617 Assessment Tool Version 1 Issued 3/02/2017
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Assessment tool
Qualification BSB61215 Advanced Diploma of Program Management
Cluster number and name: PMAD 1.1 Provide leadership for the program
Units of competency: BSBPMG617 - Provide leadership for the program
Student’s ID:
Assessor’s name:
knowledge
d. Implementing
program
knowledge as
planned
The meeting further discussed about the program
knowledge of the project and its plan is discussed in the
meeting, which is agreed by all the stakeholders associated
with the meeting.
This particular meeting is led by the Project Head.
Encouraging reflection
on and review of
practice as a basis for
learning
Lesson learnt is an important aspect of project
management. The meeting discussed the process by which
the project works will be reviewed on basis of the learning.
All the project stakeholders agreed to the fact that lesson
learned will be implemented throughout the project life
cycle. This meeting was led by project manager.
BSBPMG617 Assessment Tool Version 1 Issued 3/02/2017
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