Bsbadm 502 plan and prepare a meeting PDF

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BSBADM502 MANAGE MEETING

Assessment Task 1

Pl a na ndp r e p a r ef o rame e t i n g Su b mi s s i o nd e t a i l s Ca ndi da t e ’ sn a me

Ph on en o .

As s e s s o r ’ sn a me

Ph on en o .

As s e s s me n ts i t e As s e s s me n td a t e / s

Ti me / s

BSBADM502 MANAGE MEETING

Meeting Requirements Form Chairperson

Managing Director (Individual F)

Department

Healthcare Management

Meeting name

Understanding the Strategic Information Systems Planning (SISP)

Meeting details Date

25th May 2016

Location

Conference #01

Room

Time

09:00 am

Budget

A$ 600

Meeting format Purpose

To enhance the developed Strategic Information System Planning (SISP) for properly analysing budgeting, staff usage and related requirements in an improved manner

Agenda     

Participants

Developing relevant strategies Investigating software and hardware operating systems Analysing budget and staff usage, associated requirements and demands Presenting a long-range and tactical information systems plan for the facility Analysing healthcare IT vendors for proper technology strategy

Internal       

Health Services Assistant Secretary Director of Medical Services Health Services Administration Health Support Manager Healthcare IT Engineer Managing Director Minute Taker

External 

Healthcare IT professional trainer

Speakers   

Managing Director (addressing the concerned issue) Healthcare IT Support (identifying key areas of improvement and current position of the system) Healthcare IT professional trainer (indicating his/her professional opinions and enhancement strategies)

BSBADM502 MANAGE MEETING Supporting materials Pre-reading  

Material regarding the Strategic Information System Planning (SISP) Manual reports of the organisation in terms of the past and current performance of SISP

Meeting documentation  

Equipment requirements

First draft of defining reasons for implementing changes in the system First draft of which strategies and techniques (manual and technical) should be applied and how can they be performed based on the resources of the organisation

Laptops

Hospitality requirements Catering requirements

Accommodation requirements

Light breakfast snacks, water, and coffee:   

Fruits Bread Oatmeal

     

Catering Audiovisual Medium sized conference table Running air condition Comfortable seating arrangements Napkins

Other requirements Special attendees

needs

of

Other organisational requirements for conducting meetings Applicable conventions for conducting meetings

No needs as such

 

Set of papers and pens Working staff (if needed)

In order to follow the Standards of Ethical Coding that are based on focusing and agreeing on the decision of implementing the presented strategies for enhancing the

BSBADM502 MANAGE MEETING SISP system, the American Health Information Management Association`s (AHIMA`s) Code of Ethics would be regarded as an applicable convention Legal and ethical requirements for conducting meetings

    

 



Other requirements

specific

Code of ethics Treating each other with honesty, respect, and understanding Decent Behaviour Timely accuracy Participants should refrain from being involved in illegal, unethical, and unprofessional activities during the meeting Not to engage in actions that would disrepute not only the meeting but the whole organisation Promote generosity, ethical discipline, tolerance, perseverance, patience, enthusiasm, wisdom, and concentration Refrain from harmful intent, sexual misconduct, harsh speech, wrong views, insulting behaviour, idle gossip, lying, and covetousness.

Implementing strategies would require training for the employees that would be operating the system

Meeting preparation action plan Meeting name:

Understanding the Strategic Information Systems (SISP)

Meeting date:

25th May 2016

Chairperson/host:

Managing Director (Individual G)

Action required Initiate the meeting by identifying the topic and a brief introduction, identifying the members of the meeting, their professions and their relation to the meeting Address the issue, highlighting the purpose and agenda and which particular details would be defined by the participants present in the meeting

By whom

By when

Managing Director (Individual F)

9:00 am

Health Services Assistant Secretary (Individual A) 9:20 am

Director of Indicate the encounters faced by Services employees regarding the system (Individual B) Details of the encounters that were reported directly to the administration and received suggestions from the employee`s Explaining the process of the

Medical 9:50 am

Health Services Administration 10:05 am (Individual C) Health Support Manager

10:20 am

BSBADM502 MANAGE MEETING system and what problems are occurring in it, based on technical and manual aspects, whether problems were caused by the employees or by equipment. Presenting strategies in terms of the hardware and software of the system, and what measures are to be taken by the people who operate it and to what extent can they be questioned to make the system more reliable and enhanced Providing his/her opinions and further improvements that can be made in the designs provided by the Healthcare IT Support and training measures that should be adopted Highlighting major points of the meeting and initiate discussion amongst the members

(Individual D)

Healthcare IT Engineer (Individual E)

Healthcare professional (Individual G) Managing Director (Individual F)

10:45 am

IT 11:10 am

11:30 am

Invitation Email Following email will be sent to all the concerned participants of this meeting, with subject line being ‘Meeting regarding enhancing the problems encountered in Strategic Information Systems (SISP)’.

BSBADM502 MANAGE MEETING Good morning, A three-hour meeting has been arranged on 25 th May 2016 Wednesday morning at 09:00 am in order to analyse the issues that were faced in the Strategic Information System (SISP) and further discuss the developed improvement strategies for it. It is best to fix this problem because it has been causing issues in the technical administration of data and as such. Please read the attached documents in the email, Material regarding the Strategic Information System Planning (SISP) and Manual reports of the organisation in terms of the past and current performance of SISP. A meeting agenda has also been attached in this email highlighting the key points that would be addressed in this meeting. Please identify your presence by acknowledging this email. Thank you. Sincerely yours, XYZ

Meeting Agenda Developing relevant strategies Investigating software and hardware operating systems Analysing budget and staff usage, associated requirements and demands Presenting a long-range and tactical information systems plan for the facility Analysing healthcare IT vendors for proper technology strategy

Meeting Minutes Template ATTENDANCE Name

Designation

Internal/ External

Present

BSBADM502 MANAGE MEETING

MEETING LOCATION Building: Conference Room: Conference Line: Web Address:

MEETING START Meeting timetable Start: Meeting Actual Start: Meeting Scribe: AGENDA (Analysing the points one after another) MEETING END MEETING TIMETABLE END: Meeting Actual End: POST MEETING ACTIVITIES Activities

Assigned To

Deadline

and prepare for a meeting

DECISIONS MADE

NEXT MEETING

Policy Document The following is a template of policy document that is required for the meeting, which will be distributed amongst the members when the meeting would be initiated. Introduction Agenda

BSBADM502 MANAGE MEETING Forms of Decisions and Recommendations Decision Issues

Meetings Procedures Introduction Summary of meeting deadlines Document Format Ethical Considerations

Co nduc t ,f o l l o wupa ndr e por to na me e t i n g

BSBADM502 MANAGE MEETING

Su b mi s s i o nd e t a i l s Ca n di d a t e ’ sn a me

Ph on en o .

As s e s s o r ’ sna me

Ph on en o .

As s e s s me n ts i t e As s e s s me n td a t e / s

Ti me / s

ASSESSMENT TASK 2: CONDUCT, FOLLOW UP, & REPORT ON A MEETING Part A Following table shows that all developed tasks in the first assessments for the preparation procedure has been conducted.

BSBADM502 MANAGE MEETING Developed Task for Meeting Preparation Initiate the meeting by identifying the topic and a brief introduction, identifying the members of the meeting, their professions and their relation to the meeting



Address the issue, highlighting the purpose and agenda and which particular details would be defined by the participants present in the meeting



Indicate the encounters faced by employees regarding the system



Details of the encounters that were reported directly to the administration and received suggestions from the employees



Explaining the process of the system and what problems are occurring in it, based on technical and manual aspects, whether problems were caused by the employees or by equipment.



Presenting strategies in terms of the hardware and software of the system, and what measures are to be taken by the people who operate it and to what extend can they be questioned to make the system more reliable and enhanced



Providing his/her opinions and further improvements that can be made in the designs provided by the Healthcare IT Support and training measures that should be adopted



Highlighting major points of the meeting and initiate discussion amongst the members



Part B The meeting had identified a better software and computational procedure for the system because it was running on an old model, which is why the presented software and the techniques in implementing it would not let the whole system be

BSBADM502 MANAGE MEETING removed. However, external hardware components would be required and insulation with respect to the healthcare environment is essential. -

Meeting evaluation forms Following are the Meeting evaluation forms filled by the participants of the

meeting, Candidate

The meeting started on time.

StronglyDisagree

Disagree

Agree



The meeting purpose was clear.



The chairperson kept discussions focused on achieving the purpose of the meeting.



The chairperson maintained control of the meeting throughout the duration. The chairperson ensured all participants were involved in discussions.

Neutral

Health Services Assistant Secretary StronglyAgree

name

 

The chairperson facilitated the problemsolving activity to resolve any issues.



The chairperson facilitated decision-making to ensure required decisions were made.



The meeting followed the agenda.



The desired outcome for the meeting was achieved.



The meeting concluded on time.



General feedback regarding the way in which the meeting was conducted: It was conducted in a proper manner but could have been controlled in a better way 4

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

The meeting started on time.

StronglyDisagree



The meeting purpose was clear.



The chairperson kept discussions focused on achieving the purpose of the meeting.



The chairperson maintained control of the meeting throughout the duration.



The chairperson ensured all participants were involved in discussions.



The chairperson facilitated the problem-solving activity to resolve any issues.



The chairperson facilitated decisionmaking to ensure required decisions were made.



The meeting followed the agenda.



The desired outcome for the meeting was achieved.



The meeting concluded on time.

Disagree

Neutral

Agree

Director of Medical Services

StronglyAgree

Candidate name



General feedback regarding the way in which the meeting was conducted:

-

5

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

The meeting started on time.



The chairperson kept discussions focused on achieving the purpose of the meeting.



The chairperson maintained control of the meeting throughout the duration.



The chairperson ensured all participants were involved in discussions.





The chairperson facilitated decisionmaking to ensure required decisions were made.



The meeting followed the agenda.



The desired outcome for the meeting was achieved. The meeting concluded on time.

StronglyDisagree



The meeting purpose was clear.

The chairperson facilitated the problem-solving activity to resolve any issues.

Disagree

Neutral

Agree

Health Services Administration

StronglyAgree

Candidate name

 

General feedback regarding the way in which the meeting was conducted:

The issues

6

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

The meeting started on time.

StronglyDisagree



The meeting purpose was clear.



The chairperson kept discussions focused on achieving the purpose of the meeting.



The chairperson maintained control of the meeting throughout the duration.



The chairperson ensured all participants were involved in discussions.



The chairperson facilitated the problem-solving activity to resolve any issues.



The chairperson facilitated decisionmaking to ensure required decisions were made.



The meeting followed the agenda.



The desired outcome for the meeting was achieved.



The meeting concluded on time.

Disagree

Neutral

Agree

Health Support Manager

StronglyAgree

Candidate name



General feedback regarding the way in which the meeting was conducted:

-

7

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

The meeting started on time.



The meeting purpose was clear.



The chairperson kept discussions focused on achieving the purpose of the meeting.

StronglyDisagree



The chairperson maintained control of the meeting throughout the duration.



The chairperson ensured all participants were involved in discussions.



The chairperson facilitated the problem-solving activity to resolve any issues.



The chairperson facilitated decisionmaking to ensure required decisions were made.



The meeting followed the agenda.



The desired outcome for the meeting was achieved. The meeting concluded on time.

Disagree

Neutral

Agree

Healthcare IT Engineer

StronglyAgree

Candidate name

 

General feedback regarding the way in which the meeting was conducted:

-

8

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

The meeting started on time.



The meeting purpose was clear.



The chairperson kept discussions focused on achieving the purpose of the meeting.



The chairperson maintained control of the meeting throughout the duration.



The chairperson ensured all participants were involved in discussions.



The chairperson facilitated the problem-solving activity to resolve any issues.

StronglyDisagree

Disagree

Neutral

Agree

Managing Director

StronglyAgree

Candidate name



The chairperson facilitated decisionmaking to ensure required decisions were made.

 

The meeting followed the agenda. The desired outcome for the meeting was achieved.



The meeting concluded on time.



General feedback regarding the way in which the meeting was conducted:

-

9

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

The meeting started on time.



The meeting purpose was clear.



The chairperson kept discussions focused on achieving the purpose of the meeting.



The chairperson maintained control of the meeting throughout the duration.



The chairperson ensured all participants were involved in discussions.



The chairperson facilitated the problem-solving activity to resolve any issues.

StronglyDisagree



The chairperson facilitated decisionmaking to ensure required decisions were made.



The meeting followed the agenda.



The desired outcome for the meeting was achieved.



The meeting concluded on time.

Disagree

Neutral

Agree

StronglyAgree

Candidate Healthcare IT professional trainer name



General feedback regarding the way in which the meeting was conducted:

-

10

BSBADM502 MANAGE MEETING BSBADM502 Plan and prepare for a meeting

Minute Taker Evaluation Form

The chairperson clearly explained the meeting purpose and the expected outcomes.

StronglyDisagree

Disagree

Neutral

Minute Taker

StronglyAgree

Candidate name

Agree

-



I was provided with a list of ...