Manage meetings Task 1
Invitation
Dear all,
It is our honour and pleasure to invite you all to the meeting of XXX Company which will be held in 221, Burwood Highway, Deakin University, Building HC, LT13, 10 of December, 2012.
The meeting will focus on developing a fire evacuation plan.
This will also be a great opportunity to exchange experiences and information, learn from each others.
The meeting papers can be incorporated to the meeting program which will be given to you when you come to the meeting.
Sincerely yours,
Jeff Wu
CEO of XXX Company

Manage meetings Task 1
Meeting papers
Emergency Plans emergency contact telephone numbers Fire Brigade | 000 | Police | 000 | Ambulance | 000 | Gas Leaks (24 Hours) | xxx | Poisons Information Centre | xxx | fire equipment information & checklist TYPE | LOCATION | SITEPLANGRIDREFERENCE | DATE CHECKED | | | | | | | | | | | | | | | | | evacuation resources information & checklist ITEM | QTY | LOCATION | DATE CHECKED | | | | | | | | | | | | | | | | |

Emergency Management Plan Procedures
STRUCTURE FIRE * Alert all persons nearby and request assistance * Assist any person in immediate danger (only if safe to do so) * Call the Fire Brigade on "000" * Close the door on the fire to contain the spread * If threat to life exists, evacuate immediately, closing all doors * Isolate Electricity (only if safe to do so) * Shut off Gas Cylinders (only if safe to do so) * Extinguish the fire (only if safe to do so) * Check that all areas have been cleared * Control the movement of occupants to the Emergency Assembly Area or Evacuation Point * Maintain control of persons at the Emergency Assembly Area or Evacuation Point
12 Ways to Prevent a Workplace Fire
1. Practice good workplace housekeeping. Clutter contributes to fires by providing fuel and by preventing access to exits and emergency equipment.
2. Place oily rags in a covered metal container. This waste must be properly disposed of on a regular basis.
3. Maintain machinery to prevent overheating and friction sparks.
4. Report electrical hazards. Many fires start in faulty wiring and malfunctioning electrical equipment. Never attempt electrical repairs unless you are qualified and authorized.
5. Maintain free access to all electrical control panels. Material or equipment stored in front of the panels would slow down the shutting down of power in an emergency situation.
6. Use and store chemicals safely. Read the label and the Material Safety Data Sheet to determine flammability and other fire hazards. Provide adequate ventilation when using and storing these substances.
7. Use all precautions to prevent ignition in potentially explosive atmospheres such as those containing flammable liquid vapors or fine particles. Use non-sparking tools, and control static electricity as required.
8. Help maintain building security to prevent arson fires. Lock up as instructed; report suspicious persons; and don’t leave combustible rubbish where it can be set afire outside the building.
9. Smoke only in designated areas, and extinguish smoking materials safely. Never smoke in storerooms or chemical storage areas.
10. Never block sprinklers, firefighting equipment or emergency exits. Observe clearances when stacking materials.
11. Post emergency telephone numbers as well as the company address by the telephone in your station for quick access if a fire were to start in your work area.
12. Learn how to properly use a fire extinguisher.
What to Do in Case of Fire
It’s also important that you have a clear idea what to do in case a fire does occur. * Know your company’s emergency procedures and your role in them. * Sound the alarm so the building occupants can escape. * Proceed to the designated assembly area outside the building. * If you are trained to do so, you might be able to fight a small fire with a portable extinguisher. Choose the right extinguisher for the type of fire, and keep a clear escape route. * As you leave, shut down machinery or process equipment according to your company’s emergency plan. * Take fire drills seriously. They are organized to save lives and property in case of the real thing.

Manage meetings Task 1
Action plan

On 1/12/2012, Jeff Wu, the CEO needs to contact the fire station and invite them to the meeting. Fees and available date must be identified.
On 2/12/2012, Mary Chen, the marketing manager needs to contact Deakin University to rent the room for the meeting. Fees and available date must be identified.
On 5/12/2012, Angle Wang, the production manager needs to design and print out enough meeting papers for participants.
On 6/12/2012, Chris Lee, the purchasing manager needs to buy some drinks and snacks for participants during the meeting.
On 7/12/2012, Jeff Wu needs to send invitations to participants.
On 8/12/2012, Alex Zhang, the HR manager needs to prepare some drafts to host the meeting.
Before all activities, Dean Xie, the accounts manager needs to prepare the budget for the meeting.