Assessment

Task 2

Communicate with influence

BSBCMM511

 

 

 

 

 

 

 

 

 

 

Student Declaration

To be filled out and submitted with assessment responses

◻   I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)

◻   I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me

◻   I have correctly referenced all resources and reference texts throughout these assessment tasks.

◻   I have read and understood the assessment requirements for this unit

◻   I understand the rights to re-assessment

◻   I understand the right to appeal the decisions made in the assessment

 

 

 

Unit Title Unit Code
Student name
Student ID number
Student signature		Date
Task Number

 

 

 

 

 

 

 

 

 

——OFFICE USE ONLY—– For Trainer and Assessor to complete:   ◻   Student requested reasonable adjustment for the assessment

 

 

Completed successfully   Did the student satisfactorily:	Comments	Y	N	DNS
The student has satisfactorily completed and submitted the following:   ·         Meeting agenda in Task 2.1.1 ·         Email to the marketing team in Task 2.1.1 ·         Meeting preparation table in Task 2.1.2 ·         Reflection – meeting with the Marketing Team in Task 2.1.3 ·         Meeting minutes in Task 2.1.4 ·         Email to the CEO in Task 2.1.5 ·         Meeting agenda in Task 2.2.1 ·         Email to stakeholders in Task 2.2.1 ·         Meeting, presentation and negotiation – preparation table in Task 2.2.2 ·         PowerPoint in Task 2.2.2 ·         Reflection – Meeting with stakeholders in Task 2.2.3 ·         Peer Review forms in Task 2.2.4 ·         Meeting minutes in Task 2.2.5 ·         Email to the CEO in Task 2.2.6 ·         Focus group presentation –  preparation in Task 2.3 ·         PowerPoint in Task 2.3 ·         Testing feedback forms in Task 2.3 ·         Reflection on the focus group in Task 2.3 ·         Email to the CEO in Task 2.3		☐	☐	☐
The student organised and led the meeting with the marketing team (Role-Play): ·         Explained the meeting objectives and seek consensus ·         Assigned roles such as the meeting chair and note-taker ·         Facilitated the brainstorming ·         Made sure that all team members participate actively ·         Led the meeting to achieve clear outcomes ·         Used active listening and questioning to seek information and confirm understanding ·         Adapted communication style to build trust with the team ·         Sought consensus ·         Created a positive work environment during the meeting   Feedback in comments.		☐	☐	☐
Demonstrated ability to: ·         Confirm authority to present material on behalf of an organisation or work area, according to organisational policies and procedures ·         Identify information that may be subject to confidentiality and manage appropriately ·         Identify information needs of audience and prepare a position in line with purpose of communication   This is evidenced by: ·         Meeting preparation table in Task 2.1.2 ·         Meeting, presentation and negotiation – preparation table in Task 2.2.2		☐	☐	☐
Demonstrated ability to: ·         Identify the need for meeting and schedule according to stakeholder availability ·         Prepare meeting materials and distribute to stakeholders   This is evidenced by: ·         Meeting agenda in Task 2.1.1 ·         Email to the marketing team in Task 2.1.1 ·         Meeting preparation table in Task 2.1.2 ·         Meeting agenda in Task 2.2.1 ·         Email to stakeholders in Task 2.2.1 ·         Meeting, presentation and negotiation – preparation table in Task 2.2.2 ·         PowerPoint in Task 2.2.2		☐	☐	☐
Demonstrated ability to: ·         Conduct meeting and contribute to discussions ·         Seek consensus on meeting objectives   This is evidenced by: ·         Reflection – meeting with the Marketing Team in Task 2.1.3 ·         Meeting minutes in Task 2.1.4 ·         Participation in the meeting with the marketing team (Refer to Marking Sheet) ·         Reflection – Meeting with stakeholders in Task 2.2.3 ·         Peer Review forms in Task 2.2.4 ·         Meeting minutes in Task 2.2.5 ·         Participation in the meeting with the stakeholders (Refer to Marking Sheet)		☐	☐	☐
Demonstrated ability to: ·         Summarise outcomes of meetings and distribute to stakeholders   This is evidenced by: ·         Meeting minutes in Task 2.1.4 ·         Email to the CEO in Task 2.1.5 ·         Meeting minutes in Task 2.2.5 ·         Email to the CEO in Task 2.2.6		☐	☐	☐
The student participated in the meeting with relevant stakeholders (Role-Play): ·         Explained the meeting objectives and sought consensus ·         Assigned roles such as chair and note-taker ·         Facilitated the conversation ·         Ensured participation and engagement from stakeholders ·         Led the meeting to achieve clear outcomes ·         Used active listening and questioning to seek information and confirm understanding ·         Adapted communication style to build trust with the team ·         Created a positive work environment during the meeting ·         Presented the promotional message and the mood board ·         Answered questions from stakeholders and provide relevant information ·         Established areas of common ground and potential compromise ·         Managed the stakeholders’ different personalities and expectations ·         Negotiated changes and improvements ·         Achieved consensus and obtain approval for the promotional message and the mood board   Feedback in Comments.		☐	☐	☐
Demonstrated ability to: ·         Identify objectives of negotiation, and needs and requirements of stakeholders ·         Identify and document potential issues and problems ·         Prepare positions and supporting arguments according to objectives   This is evidenced by: ·         Meeting, presentation and negotiation – preparation table in Task 2.2.2		☐	☐	☐
Demonstrated ability to: ·         Communicate with stakeholders, and establish areas of common ground and potential compromise   This is evidenced by: ·         Reflection – Meeting with stakeholders in Task 2.2.3 ·         Peer Review forms in Task 2.2.4 ·         Meeting minutes in Task 2.2.5 ·         Participation in meeting with stakeholders (Refer to Marking Sheet)		☐	☐	☐
Demonstrated ability to: ·         Confirm and document outcomes of negotiation   This is evidenced by: ·         Email to the CEO in Task 2.2.6		☐	☐	☐
Demonstrated ability to: ·         Identify forums to present according to organisational objectives ·         Determine tone, structure, style of communication and presentation according to target audience ·         Prepare presentation according to desired outcomes   This is evidenced by: ·         Meeting, presentation and negotiation – preparation table in Task 2.2.2 ·         PowerPoint in Task 2.2.2 ·         Focus group presentation –  preparation in Task 2.3 ·         PowerPoint in Task 2.3		☐	☐	☐
Demonstrated ability to: ·         Provide an opportunity for audience to ask questions   This is evidenced by: ·         Reflection – Meeting with stakeholders in Task 2.2.3 ·         Peer Review forms in Task 2.2.4 ·         Participation in meeting with stakeholders (Refer to Marking Sheet) ·         Testing feedback forms in Task 2.3 ·         Reflection on the focus group in Task 2.3 ·         Participation in the focus group (Refer to Marking Sheet)		☐	☐	☐
Demonstrated ability to: ·         Follow up with stakeholders following presentation ·         Evaluate presentation and identify areas for improvement   This is evidenced by: ·         Peer Review forms in Task 2.2.4 ·         Meeting minutes in Task 2.2.5 ·         Email to the CEO in Task 2.2.6 ·         Reflection – Meeting with stakeholders in Task 2.2.3 ·         Testing feedback forms in Task 2.3 ·         Reflection on the focus group in Task 2.3 ·         Email to the CEO in Task 2.3		☐	☐	☐
The student lead the focus group (Role-Play): ·         Explained the objective of the focus group presentation ·         Presented the finalised promotional message and mood board ·         Ensured participation and engagement from the focus group ·         Used active listening and questioning to seek information and confirm understanding ·         Adapted communication style to build trust with the focus group ·         Created a positive environment during the focus group ·         Answered questions from the focus group and provided relevant information ·         Collected feedback from the focus group   Feedback in Comments.		☐	☐	☐
When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task.		☐	☐	☐
Task Outcome:                 Satisfactory  ☐  Not Yet Satisfactory ☐
Student Name:
Assessor Name:   Assessor Signature:   Date:

 

 

 

 

Table of Content

 

Student Declaration. 2

Task 2 – Communicate with influence. 10

Task 2.1 Meeting with the Marketing Team… 14

Task 2.2 Present to and negotiate the draft work with relevant stakeholders. 18

Task 2.3 Present to a focus group. 26

References. 30

Appendix 1 – Scenario. 30

 

 

 

Task 2 – Communicate with influence

 

Task summary and instructions
What is this assessment task about?	Refer to and read the documents:   MMI company scenario (Appendix 1) Policies and Procedures ( in a separate folder)   You have been recently engaged by XYZ Pty Ltd trading as MMI as a Marketing Manager.   The CEO asked you to develop the following:   ·         A promotional message to advertise the Diploma of Leadership and Management to international students ·         A mood board to inspire the design  of a new website dedicated to international students about business courses for the international market   This assessment requires you to: ·         Work in collaboration with team members to draft your promotional message and mood board ·         Present your draft work to relevant stakeholders for feedback and approval ·         Negotiate changes to the promotional message and mood board ·         Present and test the finalised work using a focus group   The above activities will require the skills and knowledge learned in this unit of competency.   Please note that the performance evidence for this unit requires you to:   A.    participate in and lead at least two meetings B.    prepare and make a presentation to two different groups   This task comprises of the following assessment methods: o   Product-based ☒ o   Direct observation of Role-Play ☒ o   Case Study ☐ o   Other (specify) ☐   It has been designed to evaluate your ability to/competency in:   ·         Confirm authority to present material on behalf of an organisation or work area, according to organisational policies and procedures ·         Identify information that may be subject to confidentiality and manage appropriately ·         Identify information needs of audience and prepare a position in line with purpose of communication ·         Identify the need for meeting and schedule according to stakeholder availability ·         Prepare meeting materials and distribute to stakeholders ·         Conduct meeting and contribute to discussions ·         Seek consensus on meeting objectives ·         Summarise outcomes of meetings and distribute to stakeholders ·         Identify forums to present according to organisational objectives ·         Determine tone, structure, style of communication and presentation according to target audience ·         Prepare presentation according to desired outcomes ·         Provide an opportunity for audience to ask questions ·         Follow up with stakeholders following presentation ·         Evaluate presentation and identify areas for improvement ·         Identify objectives of negotiation, and needs and requirements of stakeholders ·         Identify and document potential issues and problems ·         Prepare positions and supporting arguments according to objectives ·         Communicate with stakeholders, and establish areas of common ground and potential compromise ·         Confirm and document outcomes of negotiation   Your assessor will be looking for demonstrated evidence of your competency in the above.   You are required to address the following: ·         Task 2.1 Meeting with the Marketing Team Meet with the marketing team to brainstorm ideas about the assigned task ·         Task 2.2 Present to and negotiate the draft work with relevant stakeholders Present the draft work to stakeholders during a meeting Negotiate changes, improvements and approval ·         Task 2.3 Present to a focus group Present the finalised work to a focus group for testing   Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.
What do I need to do to complete this task satisfactorily?	·         submit the completed assessment tasks, according to instructions, ·         complete the tasks with sufficient detail and present them in a professional manner, ·         use your own words and reference sources appropriately, ·         meet the word count where required, ·         use the scenario provided, ·         use the templates provided where required, ·         for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, ·         if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
Specifications	You must deliver/participate in:   ·         Meeting with the marketing team (Role-Play) in week 3 ·         Meeting with relevant stakeholders in week 4 (Role-Play) ·         Presentation for the focus group in week 5 (Role-Play)   You must submit to GOALS   ·         Meeting agenda x 2 ·         Email to the marketing team ·         Meeting preparation table ·         Reflection – meeting with the Marketing Team ·         Meeting minutes x 2 ·         Email to the CEO x 3 ·         Email to stakeholders ·         Meeting, presentation and negotiation – preparation table ·         PowerPoint x 2 ·         Reflection – Meeting with stakeholders ·         Peer Review forms ·         Focus group presentation ·         Testing feedback forms ·         Reflection on the focus group
Resources and equipment	•         Computer with Internet access •         Access to Microsoft Office suites or similar software •         Learning material •         Scenario for assessment as provided •         Appendices as provided •         Relevant policies and procedures as provided •         Templates as provided
Re-submission opportunities	You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.

 

 

 

 

 

 

 

 

 

 

 

 

Complete the following activities:

Refer to and read the documents:

• MMI company scenario (Appendix 1)
• Policies and Procedures ( in a separate folder)

You have been recently engaged by XYZ Pty Ltd trading as MMI as a Marketing Manager.

The CEO asked you to develop the following:

• A promotional message to advertise the Diploma of Leadership and Management to international students
• A mood board to inspire the design of a new website dedicated to international students about business courses for the international market

This assessment requires you to:

• Work in collaboration with team members to draft your promotional message and mood board
• Present your draft work to relevant stakeholders for feedback and approval
• Negotiate changes to the promotional message and mood board
• Present and test the finalised work using a focus group

 

The above activities will require the skills and knowledge learned in this unit of competency.

 

Task 2.1 Meeting with the Marketing Team

 

Schedule a time with the trainer and assessor in week 3 of class to meet with the marketing team (played by a group of classmates). This is a Role-Play.

The meeting is about brainstorming ideas for the promotional message and the mood board.

The trainer and assessor will validate that the meeting took place and provide feedback on the marking sheet.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

1. Organise the meeting (20-30 minutes)

 

Stakeholders availability is as follows:

 

Team Member	Role	Availability
Jason	Content Writer	Monday 10-12 Tuesday 16-17 Thursday 10-13 Friday 15-16
Maria	Marketing Officer	Monday 9-10 Wednesday 13-14 Thursday 12-13
Logan	Social Media Officer (Part-Time)	Wednesday 16-17 Thursday 12:30-13:30 Friday 12-13

 

1. Develop a meeting agenda (Template 1).

Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.

Template 1 -Meeting Agenda

Meeting Agenda
Meeting Title
Date and Time
Location
Attendees
Content
Items for discussion	Presenter	Duration
<Add Item>
<Add Item>
<Add Item>
<Add Item>
Review of Action Items from the previous meeting	NA
Proposals for the next meeting agenda

 

1. Write an email to the team to inform them about the meeting.

Attach the meeting agenda and mention any other relevant meeting material in the message body (example: link to competitors’ website).

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 -Email

Email to Marketing Team

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

 

2. Prepare for the meeting

 

Reflect on the meeting requirements and prepare for the meeting. Complete the table below:

 

Meeting preparation
Authority to present   What is your authority to organise and facilitate this meeting?
Compliance   Identify any compliance requirements (2-3). For instance: ·          Information subject to confidentiality ·          Adherence to policy and procedures ·          WHS considerations
Information needs   What do participants need to know? What is the purpose of the meeting? (2-3 key items)
Position   Describe your position in line with the purpose of the meeting. For example, how will you ensure that the meeting has clear outcomes? How will you allow everybody to engage in the brainstorming? (30-50 words)

 

3. Conduct the meeting (20-30 minutes)

Facilitate the meeting with the marketing team:

• Explain the meeting objectives and seek consensus
• Assign roles such as the meeting chair and note-taker
• Facilitate the brainstorming
• Make sure that all team members participate actively
• Lead the meeting to achieve clear outcomes
• Use active listening and questioning to seek information and confirm understanding
• Adapt your communication style to build trust with the team
• Create a positive work environment during the meeting

Reflect on the meeting and answer the questions in the table below.

(50-100 words in total)

Reflection – meeting with the Marketing Team
How did you take notes during the meeting?
Who chaired the meeting?
How did you facilitate the meeting? Provide an example.
What did you do well? What could you improve?

 

4. Write the meeting minutes

 

Record the meeting minutes using Template 3.

 

Template 3 -Meeting Minutes

Meeting Minutes
Meeting Title
Date and Time
Location
Attendees
Apologies
Summary of Discussion
<Item>
<Item>
<Item>
Action Items
	Responsibility	Deadline
<Add -Action Item >
<Add -Action Item >

 

5. Inform stakeholders of the outcome of the meeting

Write an email to the CEO, Ms Deborah Red, to inform her about the ideas brainstormed during the meeting and your choice with the promotional message and mood board.

Include a draft of the promotional message and mood board in the message body. Please note that the mood board can be as simple as a collage of images.

Attach the meeting minutes to the email.

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(60-100 words)

Template 2 -Email

Email to the CEO

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

 

Task 2.2 Present to and negotiate the draft work with relevant stakeholders

 

Schedule a time with the trainer and assessor in week 4 of class to meet with relevant stakeholders (played by a group of classmates). This is a Role-Play.

The meeting is about :

• Presenting your draft work for the promotional message and the mood board
• Gather feedback and input from stakeholders
• Negotiate changes and improvements
• Obtain approval

The trainer and assessor will validate that the meeting took place and provide feedback on the marking sheet.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

 

1. Organise the meeting (20-30 minutes)

 

Stakeholders availability is as follows:

 

Stakeholder	Role	Availability
Deborah Red	CEO	Tuesday 11-12 Thursday 16-17
Leonard Black	CFO	Monday 12-13 Wednesday 10-11 Thursday 15-17
Taylor Duncan	Academic Manager	Monday 12-14 Tuesday 10-12 Thursday 12-17 Friday 9-10

 

1. Develop a meeting agenda (Template 1).

Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.

Template 1 -Meeting Agenda

Meeting Agenda
Meeting Title
Date and Time
Location
Attendees
Content
Items for discussion	Presenter	Duration
<Add Item>
<Add Item>
<Add Item>
<Add Item>
Review of Action Items from the previous meeting	NA
Proposals for the next meeting agenda

 

1. Write an email to the stakeholders to inform them of the meeting.

Attach the meeting agenda and mention any other relevant meeting material in the message body (example: link to competitors’ website).

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 -Email

Email to Stakeholders

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

 

2. Prepare for the meeting

 

Reflect on the meeting requirements and prepare for the meeting, the negotiation and the presentation.

 

Assume the following:

• The implementation of your proposal for the promotional message and the website would be 10% over budget. The CFO does not want to run any project over budget.
• The CFO is detailed oriented; he likes facts and data; he is efficient and to the point. He is not a risk-taker.
• The Academic Manager is not assertive but responsive; she values the quality of the courses. She is a low-risk taker and compliance-driven. She can be over-sensitive, emotional and sometimes dramatic.
• The CEO is a risk-taker, decisive and determined. She is strong-minded. She can be impatient, inflexible, and a poor listener.
• The CEO would be happy to spend additional money on your proposal, but she knows that the board would not accept a higher budget.
• The CEO wants an engaging and professionally structured presentation.

 

When conducting the meeting, please note that your classmates will play their roles based on the scenario described above.

 

Complete the table below:

 

Meeting, presentation and negotiation –  preparation
Authority to present   What is your authority to organise and present in this meeting?
Compliance   Identify any compliance requirements (2-3). For instance: ·          Information subject to confidentiality ·          Adherence to policy and procedures ·          WHS considerations
Information needs   What do the stakeholders need to know? What is the purpose of the meeting? (2-3 key items)
Position   Describe your position in line with the purpose of this meeting. For example, how can you influence the stakeholders to approve your draft work? (30-50 words)
Forum   Outline the forum of choice for the presentation, including details. For instance, how the meeting will be structured.
Communication   Determine and outline the tone, structure and style of communication of the presentation according to the target audience.
Presentation Prepare a brief PowerPoint presentation (5-6 slides) to present the promotional message and the mood board. Include a slide for Q&A.	Submit the PowerPoint with the assessment. Call this PowerPoint 1.
Objectives of the negotiation   Identify the objectives of the negotiation during the meeting (2-3)
Needs and requirements from stakeholders   Identify needs and requirements from stakeholders (4-5). Hint: refer to the scenario provided and the Case Study in Appendix 1.
Issues and problems   Identify potential issues and problems. (3-4)
Position and supporting arguments   Prepare position and supporting arguments for the negotiation.

 

3. Conduct the meeting (20-30 minutes)

Facilitate the meeting with the stakeholders:

• Explain the meeting objectives and seek consensus
• Assign roles such as chair and note-taker
• Facilitate the conversation
• Ensure participation and engagement from stakeholders
• Lead the meeting to achieve clear outcomes
• Use active listening and questioning to seek information and confirm understanding
• Adapt your communication style to build trust with the team
• Create a positive work environment during the meeting
• Present the promotional message and the mood board
• Answer questions from stakeholders and provide relevant information
• Establish areas of common ground and potential compromise
• Manage the stakeholders’ different personalities and expectations
• Negotiate changes and improvements
• Achieve consensus and obtain approval for the promotional message and the mood board

Reflect on the meeting and answer the questions in the table below.

(100-150 words in total)

Reflection – Meeting with stakeholders
How did you take notes during the meeting?
Who chaired the meeting?
How did you facilitate the meeting? Provide an example.
What negotiation technique/s did you use? Why?
What was the tone of your presentation? How did you positively influence stakeholders?
What did you do well? What could you improve?

 

4. Peer- review

 

• Provide the stakeholders with the feedback report form (Template 4) before the presentation, in soft or hard copy, to take notes.
• Ask your classmates to complete the feedback report, sign and date.
• Provide evidence that the feedback reports were completed: a scanned copy of the forms attached to your submission.
• Take the feedback received into consideration and finalise the promotional message and the mood board to present to the focus group in Task 2.3.

 

Template 4 -Feedback Report

Peer Review Form
Full Name and signature of the student completing the peer review.	Full Name:     Signature:
Date
The Marketing Manager facilitated the meeting effectively by encouraging participation and feedback.	Strongly Agree	Agree		Neutral		Disagree			Strongly Disagree
The Marketing Manager demonstrated positive reception of ideas and acknowledged suggestions, improvements and feedback.	Strongly Agree	Agree		Neutral		Disagree			Strongly Disagree
The presentation was engaging, informative and professionally delivered.	Strongly Agree	Agree		Neutral		Disagree			Strongly Disagree
The Marketing Manager established a relationship of mutual trust and respect with the stakeholders.	Strongly Agree	Agree		Neutral		Disagree			Strongly Disagree
The Marketing Manager negotiated effectively with the stakeholders.	Strongly Agree	Agree		Neutral		Disagree			Strongly Disagree
The Marketing Manager used active listening and questioning when discussing and clarifying information and to confirm understanding.	Strongly Agree	Agree		Neutral		Disagree			Strongly Disagree
The outcome of the meeting was….	Exceptional	Excellent	Very Good		Good		Fair	Poor		Very Poor
Overall, the meeting was …	Exceptional	Excellent	Very Good		Good		Fair	Poor		Very Poor
Feedback about organising and facilitating the meeting. (30-50 words)
Feedback about negotiation skills. (30-50 words)
Feedback about the presentation. (30-50 words)

 

5. Write the meeting minutes

 

Record the meeting minutes using Template 3.

 

Template 3 -Meeting Minutes

Meeting Minutes
Meeting Title
Date and Time
Location
Attendees
Apologies
Summary of Discussion
<Item>
<Item>
<Item>
Action Items
	Responsibility	Deadline
<Add -Action Item >
<Add -Action Item >

 

 

6. Inform stakeholders of the outcome of the meeting

Write an email to the CEO, Ms Deborah Red, to summarise the outcome of the meeting.

Summarise the agreed changes and improvements, and describe the actions taken to implement the agreed changes.

Attach the meeting minutes to the email.

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(60-100 words)

Template 2 -Email

Email to the CEO

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

 

Task 2.3 Present to a focus group

 

This task requires you to test the finalised promotional message and mood board with a focus group.

Schedule a time with the trainer and assessor in week 5 of class and present the finalised work to a group of classmates who will play the role of international students (target group in the focus group) in simulated work conditions.This is a Role-Play.

Duration: 15-20 minutes.

The trainer and assessor will evaluate your performance during the Role-Play and provide feedback on the marking sheet.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

Before the presentation

• Plan for the presentation. Complete the table below:

 

Focus group presentation –  preparation
Authority to present   What is your authority to organise and present to the focus group?
Compliance   Identify any compliance requirements (2-3). For instance: ·          Information subject to confidentiality ·          Adherence to policy and procedures ·          WHS considerations
Information needs   What does the focus group need to know? What is the purpose of the focus group? (2-3 key items)
Position   Describe your position in line with the purpose of communication. For example, how can you collect unbiased and objective feedback from the focus group? (30-50 words)
Forum   Outline the forum of choice for the presentation, including details. For instance, how the testing will be structured.
Communication   Determine and outline the tone, structure and style of communication of the presentation to the focus.
Presentation Prepare a brief PowerPoint presentation (5-6 slides) to present the finalised promotional message and the mood board to the focus group. Include a slide for Q&A.	Submit the PowerPoint with the assessment. Call this PowerPoint 2.

 

• Prepare to provide the testing feedback form (Template 5) to each participant in the focus group (soft or hard copy).

 

Template 5 – Testing feedback form

Testing Feedback Form
Date: Name of the student providing feedback:
Thank you for participating in this focus group. You will be presented with a promotional message for a Diploma of Leadership and Management and a mood board for a website promoting business courses to international students. Please answer the questions below and let us know what we are doing right and what we can improve.
Question	Your answer
Describe your first impression of the promotional message about the Diploma of Leadership and Management in 3 words
Would the message lead you to find out more about the course?	Y ☐ N ☐
How would you describe the tone of the message? Use one adjective that best describes it.
Would you enrol in the course based on the appeal of the promotional message?	Y ☐ N ☐
When looking at the mood board, what did you think (tick all that applies):	I liked the colours Y ☐ N ☐ Why?
	The design is appealing Y ☐ N ☐ Why?
	I would explore the website Y ☐ N ☐ Why?
	Would you change anything?  Y ☐ N ☐ If yes, what?
What caught your attention in the mood board? Why?
Do you have any questions, observations, or feedback that you would like to share?	Y ☐ N ☐ If yes, please provide your comments below:

 

During the presentation

• Explain the objective of the focus group presentation
• Present the finalised promotional message and mood board
• Ensure participation and engagement from the focus group
• Use active listening and questioning to seek information and confirm understanding
• Adapt your communication style to build trust with the focus group
• Create a positive environment during the focus group
• Answer questions from the focus group and provide relevant information
• Collect feedback from the focus group

After the presentation

• Provide evidence that the feedback reports were completed: a scanned copy of the forms attached to your submission
• Reflect on the presentation to the focus group and answer the questions in the table below.

(50-100 words in total)

Reflection – Meeting with stakeholders
How did you facilitate the focus group?
What did you find most challenging during the presentation?
Provide an example of a question you answered.
What did you do well? What could you improve?

 

• Write an email to the CEO, Ms Deborah Red, to summarise the focus group’s outcome.

Summarise the feedback received by the focus group and how you will follow up on that feedback.

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 -Email

Email to the CEO

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

 

References

 

Please include your references below: (Please refer to this referencing guide if needed or speak to your trainer for any specific referencing requirements for this assessment)

 

 

 

Appendix 1 – Scenario

 

The company

 

XYZ Pty Ltd trading as MMI Professional Education is an Australian boutique education provider in Melbourne Registered Training Organisation -RTO), offering VET accredited and non-accredited business courses to corporate clients and to local clients (domestic students).

MMI was founded in 1998 by brothers Mark and Andrew White who built the company to become a quality RTO with major accounts in Melbourne, Sydney, and Brisbane.   Mark Brown sold his shares to his brother Andrew who is the current chairman of the company.

The education provider is centrally located in Collins Street, Melbourne CBD with state-of-the-art facilities:

• Administration and Management Offices (including the main boardroom, 2 meetings rooms and a computer lab with 20 PCs) on Level 45
• 15 Classrooms, kitchenette, client lounge room and a trainers’ room on Level 46

Corporate training is mainly non-accredited and delivered at the clients’ premises around Australia, but it can also be catered for at Collins Street. Corporate clients include major Bank groups, National Management Consultancy firms, Manufacturing companies and Government agencies.

Accredited courses are delivered in Collins Street with a combination of face to face and online training delivery. The accredited courses are the Diploma of Business and the Diploma of Project Management. MMI has a current capacity to enrol 500 clients, current enrolment number is 250 clients.

Important note:

• A VET accredited course has been assessed by the Australian Skills Quality Authority (ASQA) as compliant with the Standards for VET (Vocational Education and Training) Accredited Courses and the Australian Qualifications Framework (AQF). Accreditation means that the course is nationally recognised and that the registered organisation (RTO) can issue a nationally recognised qualification or Statement of Attainment (this for single units only).
• Non-accredited courses are business courses that have been highly customised to meet clients’ training needs.

The current organisational structure is as follows:

The Teams are composed as follows:

• Board of Directors

• Mr Andrew White – Chairman
• Ms Francis Green – Executive Director
• Mr Eli Brown – Non-executive Director
• Ms Josephine Magenta – Non- executive Director
• Ms Deborah Red – CEO
• Mr Leonard Black – CFO

• Finance Department: CFO and 2 x financial officers (full-time)

Summary of duties: account receivable, account payable; invoicing; payroll; financial record keeping and reporting; taxes/fees

• Marketing Team: Manager (full time) and 1 x marketing officer (part-time)

Summary of duties: promotion; design of marketing collaterals for events; social media; market research; public relations

• HR Team: HR Manager and 2 x admin officers (part-time):

Summary of duties: Recruitment; Induction and training; performance management support; employee relations; safety; compensation and benefits

• Client Services: Client Service Manager and 2 x receptionists; 4x client service officers, 1 x team leader, 1 x maintenance officer

Summary of duties:

• front of office and back of office customer service activities (to include reception and response to enquiries)
• support to academic staff
• client admin: client admission, enrolment, enrolment variations, pastoral care, completion
• building maintenance: 1x maintenance officer

• Academic Services: Academic Manager and 5 contract business trainers for corporate training; 4 full time (ongoing) business trainers for accredited training

Summary of duties: accredited and non-accredited training and assessment; learning material and assessment development and validation; support with compliance monitoring; pastoral care.

• IT services: outsourced to an external company

Summary of duties: network service; database administration (inventory and staff files); maintenance and update of communication system including CRM (Customer Relationship management system); data management and security.

Note: in loco computer maintenance is performed by the maintenance officer who has some IT knowledge

Company Ownership structure

The company structure is a Pty Ltd:

• The Chairman Andrew White holds 51% of the shares
• 40% of the shares are held by an external corporation since late 2017, as a silent business partner
• The remaining 9% is owned by other members of the Brown’s family

Vision

Our vision is to develop outstanding individuals through quality business training that encompasses personal and professional growth.

Mission

• We create successful careers in business to advance business growth and to positively impact on the broader community.
• We strive to provide exceptional business training that focuses on quality of teaching, practical learning, and successful outcomes

Values

Our core values are:

• Quality
• Integrity
• Accountability
• Respect for diversity
• Innovation

MMI quality standards

• Australian Skills Quality Authority (ASQA) standards
• ISO9001 – Quality Management Systems
• ISO 27001 Information Security
• ISO 31000 Risk Management
• Australian Business Excellence Framework

MMI – Boards’ of Director expectation

• Quality of practices
• Innovative solutions for business growth based on hard data and extensive research
• Build an innovative and agile company that can respond to the challenges of an ever-changing business environment
• Become market leader
• Increase value for shareholders and clients

Industry, market, and strategic business direction

MMI Professional Education is a Registered Training Provider (RTO) based in Melbourne, Australia that offers business accredited and non-accredited courses to corporate clients, and local clients.

Strategic Objectives:

• To expand the basis of the operation to Sydney where the company has experienced a high increase in demand for corporate training
• To increase revenue by 10% annually for the next 3 years
• To increase profits by 10% annually for the next 3 years
• To position the company as a leader for quality business education in Australia within the next three years
• To expand the course offering by adding new qualifications to the scope of registration: the Diploma of Leadership and Management and the Advanced Diploma of Program Management
• To increase the base of local clients attending accredited courses
• To implement sustainability to work practices: social, financial, and environmental
• To expand the offering to international students by repackaging accredited business courses to add an internship component during the course

Current positioning

• MMI enjoys a good reputation in the industry as a quality provider of business courses for corporate clients
• Courses are marketed as hands-on, with trainers that currently work in the industry, providing current and cutting-edge skills to business professionals
• MMI currently holds 15% of the corporate business training in Australia
• MMI does not currently deliver business courses to international clients
• MMI does not currently deliver courses overseas
• The company is financially stable and sustainable

 

Operational overview

• State of the art facility in Melbourne to be replicated in Sydney
• Systems in use:

• Student Management System (MMI system)
• Learning Management System (Moodle)
• Accounting Management System (MYOB) – does not interface with MMI system
• Share drive
• Share points
• Zoom
• Project Management Application for remote teamwork (trainers): Wrike

• Trainers work both on-site in Melbourne and around Australia
• Senior management to stay in Melbourne: campus director and team leaders to be employed to manage and supervise Sydney’s operations
• Staff to be employed for the Sydney Campus
• Administrative tasks such as enrolments will be undertaken by the Melbourne’s campus
• Virtual teamwork practices to be implemented between Melbourne and Sydney
• Website tailored to international students to be developed
• Develop and implement sustainability policy and practices across the organisation, and sustainability has not been on the top five priorities of the company so far
• All trainers are based in Melbourne; this impacts on financial costs when having to move trainers to other Australian capitals to conduct corporate training. Trainers who deliver corporate training receive a generous daily allowance when outside Melbourne ($250/day), all travel and accommodation expenses are paid for by MMI. This generous package impacts an average of 20% on the profit margin for each corporate course that is sold

Organisational culture

The organisational culture experienced at MMI is a mix of market and hierarchy culture.

• The Market Culture: This culture is built upon the dynamics of competition and achieving concrete results. The focus is goal-oriented, with leaders who are tough and demanding. The organisation is united by a common goal to succeed and beat all rivals. The main value drivers are market share and profitability.
• The Hierarchy Culture: This culture is founded on structure and control. The work environment is formal, with strict institutional procedures in place for guidance. Leadership is based on organised coordination and monitoring, with a culture emphasising efficiency and predictability. The values include consistency and uniformity.

(Source: https://popinnow.com/four-types-organizational-culture/ )

• The organisation is top-heavy, and there are concerns that this may not suit the strategic objectives for growth and the opening of a second campus in Sydney.
• The Board of Directors is invested in the change process; however, intervention is needed to bring departmental managers and teams on board.
• It is recommended that an organisational culture more suitable for innovation, sustainability, agility, and progressive growth is developed and implemented.

Operational issues

The following operational issues have been identified internally:

• The increased number of complaints due to lack of cultural sensibility of trainers when dealing with students from the non-Australian background (15% increase in the last 6 months alone)
• All trainers are based in Melbourne; this impacts on financial costs when having to move trainers to other Australian capitals to conduct corporate training. Trainers who deliver corporate training receive a generous daily allowance when outside Melbourne ($250/day), all travel and accommodation expenses are paid for by MMI. This generous package impacts an average of 20% on the profit margin for each corporate course that is sold
• An increasing number of enrolments in Melbourne, projected student population to raise from 205 to 450 by mid-2021. Current facilities are not sufficient to accommodate the increase in numbers (current facilities can accommodate max 350 students)
• Delays in achieving marketing objectives due to the composition of the team (2 part-timers and one contractor) that cannot sustain the increased amount of marketing tasks (corporate events to enhance networking and identify potential corporate clients have increased by 30% in the past 6 months)
• A new student management system has been developed in-house. The system was recommended by the Client Services and the Academic Managers for the seamless integration of the student management and the learning management system. However, the two managers failed to perform due diligence, and they did not consider that the new system does not interface with the finance management system. This will cause operational disruptions to the workflow as finance records (mainly revenues) will have to be manually inputted based on the new system’s reports on enrolment.
• Covid19 has decreased sales by 20%, the company has managed to deliver existing courses and still maintain a reasonable margin of new enrolments online

Marketing

• MMI has not heavily invested in marketing activities, relying mainly on word of mouth.
• The company has a website:
• Old fashioned look, quite austere
• Not responsive
• In the mobile version, after you have clicked in a few pages, the navigation becomes daunting
• Heavy use of text
• Infrequent updates
• Social Media: there is a FB page that is rarely updated, the LinkedIn Page is not in use
• Print advertisement: Industry magazine
• Referrals: education agents are paid 15% commission for referring students
• Discounts: twice/year MMI offers 10% for new enrolments to attract more students
• Yearly marketing budget: $75,000
• The marketing team is small and not experienced in digital and social media marketing

 

Pricing

Product	Target Market	Price
Corporate Training Topics: ·         Operational Management ·         Leadership ·         Project Management ·         Emotional Intelligence ·         Change Management	·         Management ·         Individuals looking for upskilling to advance their career	Face to Face classroom (average of 10 participants) $ 2,000/participant Online $ 800/participant Individual coaching $ 150/hour
Diploma of Business	Domestic students	Blended learning: $ 4,000/student
Diploma of Project Management	Domestic students	Blended learning: $ 6,000/student

 

Workforce Overview

The following has been reported:

• Turnover rates are high in the academic department (30% yearly) due to the contractual nature of some of the roles. Ongoing training staff is steady, however, there is a need to invest more in their professional development to keep industry currency when teaching.
• Need for a succession plan for management roles
• Gender unbalanced
• Recruitment is done externally, few opportunities for advancement are offered to existing staff
• A recent staff survey outlined the following:

• Lack of opportunities for advancement
• Top heavy management
• Silo mentality
• Not enough room for innovation and improvement
• Lack of well-defined sustainability policy
• Diversity policy is very generic
• HR practices are mainly focused on administrative duties. The Board of Directors has identified the need to embrace HR practices as an essential strategic tool for business advancement.
• Training on HR practise is required for management
• Staff lament a lack of communication from the top
• Sense of working in silos

 

Remuneration (average) for each role is as followed:

• Board of Director – 25-50 k/year
• CEO – 250 k/year
• CFO – 180 k/year
• Managers – 120k/year
• Receptionist $ 52k/year
• Officers (including team members in the Marketing dept) $ 65k/year
• Team Leader $ 78k/year
• Trainer (ongoing) $ 85k/year
• Trainer (contractor): $ 80/hour.  Trainers who deliver corporate training receive a generous daily allowance when outside Melbourne ($250/day), all travel and accommodation expenses are paid for by MMI.

Note:

• The above remuneration must be considered pro-rata for part-time staff.
• Superannuation is excluded and should be added at 10% to employee’s ordinary earnings
• Superannuation is paid to contractors (business trainers)