1. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-1 Chapter 15 BSBADM306A—Create electronic presentations BSBADM307A—Organise schedules BSBADM405A—Organise meetings BSBADM406A—Organise business travel BSBADM407A—Administer projects

2. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-2 Contents 1 Electronic presentations –Safe working practices (BSBCMN306A/01) –Prepare presentation (BSBCMN306A/02/03) Organise schedules –Schedule requirements (BSBADM307A/01) Organise meetings –Types of meetings (BSBADM405A/01)

3. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-3 Contents 2 Business travel –Itineraries (BSBADM406A/01) –Travel arrangements (BSBADM406A/02) Administer projects –Plan the project (BSBADM407A/01) Summary

4. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-4 Safe working practices (BSBCMN306A/01) Effectively using an electronic presentation Text size is important when members of the audience may be sight-disadvantaged Always focus the projector before the audience arrives. Bad focus creates headaches and shows a lack of professionalism If you are using a modern projector be sure to set the correct aspect/trapezoid ratio for your presentation

5. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-5 Prepare presentation (BSBCMN306A/02/03) Planning your presentation To inform your audience? To promote an idea or change in policy? Decision making? Instructions for a new procedure or equipment? Analyse your audience What do they know about the subject? Why would they attend your presentation? What is your audience’s relative education level? What will be their attitude to new ideas?

6. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-6 Prepare presentation (BSBCMN306A/02/03) cont. Plan the presentation Are aids required, e.g. handouts, samples? What needs to be set up, e.g. load file on computer, room seating arrangements, lectern? Prepare the speech –Introduction –Body –Conclusion Giving the presentation –Manage your time –Control your nerves –Test the presentation on a captive audience

7. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-7 Schedule requirements (BSBADM307A/01) Arranging appointments Incoming –Decide priority –Avoid overlaps Outgoing –Include travel time –Try to schedule appointments in the same area consecutively –Take into account meal breaks and start and finish times Using personal organisers –Personal diary –Desk pad –Wall planner

8. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-8 Schedule requirements (BSBADM307A/01) cont. Electronic scheduling (email) Electronic diaries often use an email program to transmit information Shared files and folders permit groups of people to view the information at the same time Schedules can be made up to a year in advance and alarms set so that pending appointments are not overlooked Daily task lists can be programmed in advance and ‘ticked’ off after completion

9. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-9 Types of meetings (BSBADM405A/01) Common types of meetings A committee or sub-committee comprises a small number of individuals with similar skills whose purpose is to complete a specific task A convention may comprise hundreds of delegates representing various groups A conference is for consultation, discussion and information-sharing on a common theme A seminar may comprise a small number of people who meet to discuss a particular topic

10. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-10 Types of meetings (BSBADM405A/01) cont. Substitutes for physical meetings: Email and web cameras Internet relay chat sessions Computer videoconferencing Threaded discussions Despite advances in technology nothing is as effective as actually meeting face to face in a dynamic situation

11. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-11 Types of meetings (BSBADM405A/01) cont. Formal meetings Predetermined rules and regulations Official records are made and kept of the proceedings Formal meetings will have –A notice of the meeting –An agenda –Specific time and place –Invited members –Official minutes –Chairperson Informal meetings Held as necessary, e.g. emergencies No specific agenda May have a leader but not a designated chairperson Some records may be kept and perhaps referred to in later formal meetings

12. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-12 Types of meetings (BSBADM405A/01) cont. 1.Planning and organising a meeting Planning the meeting will require a location –Boardroom –Office –Conference centre Timing for business meetings –Regular intervals –During working hours –Not during busy times (end of financial year) Date for the meeting may be set in advance at a previous meeting or agreed upon by the members

13. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-13 Types of meetings (BSBADM405A/01) cont. 2.Informing members By telephone, email or letter A minimum number of members may have to attend for the meeting to go ahead Invitees should include technical experts or those with the information to participate in the decision- making process Those personally involved in the situation should be invited

14. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-14 Types of meetings (BSBADM405A/01) cont. 3.Preparing should involve: Minutes of previous meeting(s) to be available Notice of meeting to inform all members of forthcoming meeting Agenda or the order in which topics are to be discussed On the day, advise switchboard of meeting and have phones call-forwarded The venue could have: –Name tags –Appropriate documents –Refreshments –Spare copies of everything and note pads/pens

15. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-15 Types of meetings (BSBADM405A/01) cont. 4.Controlling the meeting A successful meeting is one when all members participate in the meeting process The designated leader (or chairperson) should control the time spent on particular items, who should speak and summarise any action(s) that need to be undertaken If the meeting requires a vote to be taken, it is the duty of the leader to cast the deciding vote in the eventuality of a tie

16. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-16 Types of meetings (BSBADM405A/01) cont. 5.Summarising and recording Minutes are a formal record of all decisions and events that take place at the meeting. The many purposes of the minutes include: –Record keeping for legal requirements –Formal decision making –To give authority in writing to undertake a specific action –To act as an historical record –To act as a reporting and reminder system –To give the meeting a permanent structure

17. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-17 Itineraries (BSBADM406A/01) Domestic travel Airline tickets Car rental or taxi vouchers Hotel accommodation Appointments for meetings Travel insurance Itinerary International travel (in addition to above) Visas Health insurance Passport

18. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-18 Itineraries (BSBADM406A/01) Departure and arrival times with associated flight numbers Contact person or organisation Name and address of hotel accommodation Times and contact details of appointments Dates and times for relaxation Currency conversions (international) Time zone allowances Meals provided

19. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-19 Travel arrangements (BSBADM406A/02) Required details Name(s) of traveller(s) Address, business and home Departure and return dates Final destination and preferred stopovers Standard of travel and accommodation Facilities required Dietary requirements Any health or special conditions Passport number (international only)

20. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-20 Plan the project (BSBADM407A/01) A major project will include the following activities: Documentation, e.g. contract, technical details including design drawings and financial statements Time lines –Using a Gantt chart specific milestones are scheduled to be completed by contractually agreed dates Milestones –Are significant activities or events which occur in logical sequence during the delivery of a major project, e.g. levelling of site, building of foundations, erection of framework or superstructure Staff coordination roles

21. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 15-21 Summary Clarify the purpose of the presentation Check all equipment and test-run your presentation Meetings are a valuable group communication process There are five stages in organising formal meetings: –Planning, Informing, Preparing, Controlling, Summarising and recording The itinerary must set out departure and arrival times and dates with corresponding flight numbers Appointments and contact details must be confirmed before travel commences All major projects will specify dates for completion of certain tasks or construction. These are termed milestones and are tracked using a Gantt chart.