copyright 2007 mcgraw-hill australia pty ltd ppts t/a office skills: a practical approach 4e by...
TRANSCRIPT
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides prepared by David Plowman
15-1
Chapter 15
BSBADM306A—Create electronic presentations
BSBADM307A—Organise schedulesBSBADM405A—Organise meetings
BSBADM406A—Organise business travelBSBADM407A—Administer projects
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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)
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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?
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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• ItineraryInternational travel (in addition to above)• Visas• Health insurance• Passport
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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)
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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
Copyright 2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and TurnerSlides 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.