BSBCMM511 Communicate with Influence

BSBCMM511 Communicate with Influence

 

 

 

 

 

 

BSBCMM511 Communicate with Influence

 

Assessment

Task 2

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 signatureDate
Task Number

 

 

——OFFICE USE ONLY—–

For Trainer and Assessor to complete:

 

◻   Student requested reasonable adjustment for the assessment

 

 

 

Completed successfully

 

Did the student satisfactorily:

CommentsYNDNS
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… 15

Task 2.2 Present to and negotiate the draft work with relevant stakeholders. 19

Task 2.3 Present to a focus group. 27

References. 31

Task 2 – Communicate with influence

 

Task summary and instructions

 

What is this assessment task about?Refer to and read the documents saved in a separate folder:

 

  • MMI company profile and project task
  • Policies and Procedures

 

You have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives).

 

  • The Board of Directors (BoD) has allocated 3 million dollars to the project.
  • Project duration: 1 year.
  • You can employe four new staff members to be part of the project team for its duration. Source the rest of the project team from existing MMI personnel (flexible work arrangements will be needed)

 

The project includes:

 

  • Finding premises in Sydney CBD ( 800-1000 square metres, onsite parking for staff, natural light)

Ideally, there will be enough room for 5-7 classes, one meeting room, one computer lab, 1 x student kitchen, student lounge, 1 x staff kitchen, three offices for staff, toilet facilities

  • Rent the premise
  • Obtain necessary permits
  • Source architect and building company
  • Source and buy furniture and equipment
  • Liaise with the architect and building company

 

The project steering committee is composed of:

 

  • Mr Eli Brown – Non-executive Director
  • Mr Leonard Black – CFO
  • Academic Manager (Jacob Graham)

 

The project sponsor is Taylor Varin (Client Service Manager), played by the trainer and assessor.

 

Your trainer and assessor will provide support and mentorship in the role of Project Sponsor (PS).

 

The Project Manager is going on maternity leave, and her replacement won’t start for another four weeks. As you are in charge of the new campus project, the CEO asked you to assist the marketing team in developing the following:

 

·         A promotional message to advertise the new campus in Sydney

·         A mood board to inspire the design  of a new website dedicated to the new campus

 

This assessment requires you to:

·         Work in collaboration with the marketing team 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.

 

SpecificationsYou 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 opportunitiesYou 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:

 

You have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives).

The Marketing Manager is going on maternity leave, and her replacement won’t start for another four weeks. As you are in charge of the new campus project, the CEO asked you to assist the marketing team in developing the following:

  • A promotional message to advertise the new campus in Sydney
  • A mood board to inspire the design of a new website dedicated to the new campus

This assessment requires you to:

  • Work in collaboration with the marketing team 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

 

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 MemberRoleAvailability
JasonContent WriterMonday 10-12

Tuesday 16-17

Thursday 10-13

Friday 15-16

MariaMarketing OfficerMonday 9-10

Wednesday 13-14

Thursday 12-13

LoganSocial 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 Promotional message and MoodBoard Feedback
Date and Time08/04/2022
LocationConference room
AttendeesMaria, Logan and Jason
Content
Items for discussionPresenterDuration
Promotional message and Mood Board RationaleMaria7 minutes
Impact requirements of market must be discussed as per competitor websiteMaria7 minutes
Ideas of moodboard must be sharedLogan7 minutes
Review of Action Items from the previous meetingNA
Proposals for the next meeting agendaMarketing manager7 minutes
Message ideas for promotion must be sharedJason10 Minutes

 

  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 correctand written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 -Email

Email to Marketing Team
To: Jason, Logan and Maria
Cc:
Bcc:
Subject: For activities of promotions
Date email is sent:
Attachments: Promotioanl message and meeting miutes drafting
 

Respected Team,

This email is to advise you that perhaps the CEO have asked me to produce marketing messaging to market the Diploma of Leadership and Management program to college grads. I’m pleased to inform that early severe droughts of the advertising messages and mood board have begun. A meeting was held to brainstorm fresh ideas for the aesthetically attractive goal which we needed. As a result, we’ve designed a mood board again for MMI corporation, and a marketing messages to go with it. The sales and meeting minutes are included in the file.

 

Thanking you

Kindest regards

 

 

 

  1. 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?

Chairperson
Compliance

 

Identify any compliance requirements (2-3).

For instance:

·          Information subject to confidentiality

·          Adherence to policy and procedures

·          WHS considerations

1. MMI quality standards

2. Board of directors expectations

3. Health and safety regulation compliance

4. Information confidentiality.

Information needs

 

What do participants need to know? What is the purpose of the meeting? (2-3 key items)

This meeting goal is about creating the various ideas for the program of diploma leadership for students and by drafting of promotional messages and Website’s mood board of various international students.
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)

The meeting’s effectiveness would have been assured if there were a specific agenda with timelines and goals with each topic. The meeting’s subject and goals would’ve been communicated to participants in preparation.

To get everybody interested in the brainstorming session, the Round Robin approach are used.

 

  1. 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?Notes of meeting is been taken in meeting minutes format
Who chaired the meeting?Marketing manager
How did you facilitate the meeting? Provide an example.I coordinated the meeting by ensuring everybody had access to the agenda. I started the meeting by offering a warm welcome to all guests and laying out the requirements. I made sure that now the meeting’s agenda and processes were followed, and also supporting other people’s ideas and viewpoints. I recommended, for example, that we use a cyclic table style to enable for consecutive entry out of each participant.
What did you do well? What could you improve?Agenda of meeting is been managed by us and meeting protocols has been managed. Participants is been engaged and items is been discussed. This must be improved by having better timestamp.

 

  1. Write the meeting minutes

 

Record the meeting minutes using Template 3.

 

Template 3 -Meeting Minutes

Meeting Minutes
Meeting TitleMood board and promotional message discussion
Date and Time08/04/2022
LocationConference room
AttendeesLogan, Marketing manager, Jason and Maria
ApologiesNA
Summary of Discussion
Marketing impact discussionMarketing analysis of competitor website has been presented by Maria having the main analysis
Ideas must be sharedIdeas has been discussed by Jason for the content and structure of the message which must be followed by Maria and Jason who has been giving the inputs and feedback
Moodboard ideasLogan is been presented the mood board design ideas and this has invited recommendations from Jason and Maria has given the inputs.
Action Items
ResponsibilityDeadline
Moodboard designing and draft designLogan08/04/2022
Promotional message idea refiningJason08/04/2022

 

  1. 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: Deborah Red
Cc:
Bcc:
Subject: Mood board designing and promotional message
Date email is sent: 08/04/2022
Attachments:Meeting minutes
 

Respected Ma’am,

 

The purpose of such an email is to keep you posted on our performance on the project you’ve assigned to me. The advertising agency had sessions in which we reviewed different thoughts and points of view, which contributed in the development of the plan we might have designed. All of the guests offered their information and insights about how to use compelling promotional material and mood boards to effectively market our university to international students. The recommended mood board and promotional material are outlined below:

The meetings are also supplied as a download. Your valuable input or idea is much appreciated.

 

Thanking you

Kindest regards

 

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:

 

StakeholderRoleAvailability
Deborah RedCEOTuesday 11-12

Thursday 16-17

Leonard BlackCFOMonday 12-13

Wednesday 10-11

Thursday 15-17

Taylor DuncanAcademic ManagerMonday 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 Improvements in Promotional message and Moodboard feedback
Date and Time08/04/2022
LocationConference room
AttendeesLeonard Black, taylor Duncan, Marketing manager and Deborah Red
Content
Items for discussionPresenterDuration
Ideas and strategies introductionMarketing manager12 minutes
Promotional message and mood board presentationMarketing manager12 minutes
Changes and Improvements negotiationCEO, CFO, Marketing manager and Academic manager17 minutes
Review of Action Items from the previous meetingNA
Proposals for the next meeting agendaMarketing manager7 minutes

 

  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: CFO, Academic manager, Marketing team, CEO
Cc:
Bcc:
Subject: Work negotiation and presentation drafting
Date email is sent: 10/04/2022
Attachments:
 Respected team,

 

The purpose of this email is to invite all to a meeting where the advertising agency will present and evaluate the promotional campaign works for the Diploma of Leadership and Management program.

We aim to obtain comments and data from you, the attendees, during this meeting so that we may talk about any necessary modifications or changes and also get your approval.

 

This meeting is being happened in the meeting room on Saturday, 10/04/2022 on 11:00 AM

 

 

  1. 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?

There is the responsibility of marketing manager for services promotion, brands, business and products and they will be in charge in marketing strategies and pricing development and business leads is to be generated.
Compliance

 

Identify any compliance requirements (2-3).

For instance:

·          Information subject to confidentiality

·          Adherence to policy and procedures

·          WHS considerations

Compliance requirements must be as follows

1. MMI policies and procedures

2. MMI quality standards

3. Board of directors

Information needs

 

What do the stakeholders need to know? What is the purpose of the meeting? (2-3 key items)

Participants is been required for knowing the different objectives, course, goals and values of the company.
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)

In this attendees is been need for containing the overview of organization that can include the statistical data and development of new systems and stakeholders involvement.
Forum

 

Outline the forum of choice for the presentation, including details. For instance, how the meeting will be structured.

This meeting would start having overview of issues should be discussed and room of presentation is to be followed by comments, reviews and time.
Communication

 

Determine and outline the tone, structure and style of communication of the presentation according to the target audience.

Meeting sound, format, target audience and arrangement must be formal, constructive and respectful
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)

1. Obstacles is to be remived that can be faced by company

2. fair and reasonable budhget is to be set for project

3. Relation is to be maintained with stakeholders

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.

To expand the industry’s permanent base to Sydney, wherein training program is becoming increasingly popular.

 

To expand the course options, add a new qualification to the registration section.

 

Boost the number of regular consumers who participate in approved programmes.

 

Rethinking authorised business courses to add a work component over the semester to make them more accessible to international students.

Issues and problems

 

Identify potential issues and problems. (3-4)

CFO is not approved by promotional message and mood board

CFO is not been agreed to budget.

Position and supporting arguments

 

Prepare position and supporting arguments for the negotiation.

School must be researched by some students which is been enrolled.

 

  1. 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?Written document of summary is been made by us, suggetions, feedback, key point from the stakeholders to be discussed.
Who chaired the meeting?Marketing manager
How did you facilitate the meeting? Provide an example.Clear articulation of the meeting in that stakeholders must be provided having requirements of project.
What negotiation technique/s did you use? Why?Using of the structured presentation that can include the statistical data, evidence and information.
What was the tone of your presentation? How did you positively influence stakeholders?Tone, style and structure of meeting related to target audience must be formal, positive and polite.
What did you do well? What could you improve?This can be smooth and effective.

 

  1. 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 Project Manager facilitated the meeting effectively by encouraging participation and feedback.Strongly AgreeAgreeNeutralDisagreeStrongly Disagree
The Project Manager demonstrated positive reception of ideas and acknowledged suggestions, improvements and feedback.Strongly AgreeAgreeNeutralDisagreeStrongly Disagree
The presentation was engaging, informative and professionally delivered.Strongly AgreeAgreeNeutralDisagreeStrongly Disagree
The Project Manager established a relationship of mutual trust and respect with the stakeholders.Strongly AgreeAgreeNeutralDisagreeStrongly Disagree
The Project Manager negotiated effectively with the stakeholders.Strongly AgreeAgreeNeutralDisagreeStrongly Disagree
The Project Manager used active listening and questioning when discussing and clarifying information and to confirm understanding.Strongly AgreeAgreeNeutralDisagreeStrongly Disagree
The outcome of the meeting was….ExceptionalExcellentVery GoodGoodFairPoorVery Poor
Overall, the meeting was …ExceptionalExcellentVery GoodGoodFairPoorVery Poor
Feedback about organising and facilitating the meeting.

(30-50 words)

The team’s architecture may be improved for completing tasks, and indeed the moderators and presentation must complete work in a timely manner (Arnold, et al., 2015).
Feedback about negotiation skills.

(30-50 words)

 

With excellent diplomatic skills, the amount of uncertainty and understanding that arises as a result of an inadequate information or exposition may be decreased.

 

Feedback about the presentation.

(30-50 words)

The powerpoint was well-organized and well-structured, and it was simple to read and comprehend.

 

  1. Write the meeting minutes

 

Record the meeting minutes using Template 3.

 

Template 3 -Meeting Minutes

Meeting Minutes
Meeting TitleThe atmosphere board is shown, as well as the promotional strategy that is offered.
Date and Time6 april 2022

1:00 to 1:30

LocationConference hall
AttendeesTaylor Duncan, Leonard Black, Deborah Red
ApologiesNA
Summary of Discussion
Mood boards and advertising message draught presentations.1) The proposal was taken into consideration.

2) The attendees submitted their opinions and comments (Dike, et al., 2015).

Questions and answers, as well as feedback

 

1) For help, there must have been images with in subjects.

2) Sample booklets and PowerPoint presentations are utilised.

ResponsibilityDeadline
<It is possible to improve the advertising messages.>Marketing of team6 April 2022
< The kanban board might be better>Marketing of team7 April 2022

 

 

  1. 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: Ms. Deborah Red
Cc:
Bcc:
Subject:
Date email is sent: meeting minutes
Attachments:Additional measures, as well as agreed-upon enhancements and adjustments
 

Ms. Red,

 

The purpose of this email is to advise you that enhancements and adjustments have already been introduced to the employment conditions. The study is carried out, and the significance of social networks is highlighted in order to emphasize the relevance of spending in the sector. The appropriate activities will be made in order to comply with the suggestions. The minutes of the meeting are appended below.

 

Warm regards

Manager of marketing

 

 

 

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 prospective 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?

Because he or she is in charge of developing advertising campaigns, producing new sales opportunities, and supervising advertisement department staff, the marketing strategy for advertising enterprises, services, items, or brands is his or her responsibility.

 

 

 

Compliance

 

Identify any compliance requirements (2-3).

For instance:

·          Information subject to confidentiality

·          Adherence to policy and procedures

·          WHS considerations

The industry’s policies or processes.

 

Anything that must remain confidential.

 

Attending university requirements

 

 

Information needs

 

What does the focus group need to know? What is the purpose of the focus group? (2-3 key items)

Participants should be informed of the organization.it goals, objectives, values, and visions.

 

The importance of these programs in supporting career advancement must be understood by the participant.

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)

According to the target audience, the sound, form, and appearance of this meeting had to be formal, constructive, and enjoyable. To attract foreign students, the program’s aim and the different programs it offers must be presented in an aesthetically compelling and accessible manner. It is necessary to have communication skills, but also stress management and mental stability (Mládková, 2012).
Forum

 

Outline the forum of choice for the presentation, including details. For instance, how the testing will be structured.

The conference will present an overview of the topics to be covered, as well as a place for exhibitors, before moving on to a period for questions, suggestions, and observations.

 

Communication

 

Determine and outline the tone, structure and style of communication of the presentation to the focus.

Based on its intended population, the tone, style, and structure of this workshop may be conversational, positive, respectful, and honest.
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.

 

 

 

 

  • 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 the new campus in Sydney and a mood board for a website promoting the campus to prospective students students.

Please answer the questions below and let us know what we are doing right and what we can improve.

QuestionYour answer
Describe your first impression of the promotional message about the new campus in 3 words.
Would the message lead you to find out more about the school and campus?Y ☐

N ✓

How would you describe the tone of the message? Use one adjective that best describes it.Polite
Would you visit the campus 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?By motivating and interacting with others while maintaining an optimistic outlook.

 

What did you find most challenging during the presentation?It’s challenging to capture the interest the enthusiasm of the focus group.

 

Provide an example of a question you answered.What makes the program stand out to others?

 

What did you do well? What could you improve?Communications approaches that are acceptable will be employed.

 

  • 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: Deborah Red and CEO
Cc:
Bcc:
Subject: the outcomes of focus group
Date email is sent:
Attachments:
Dear Ms. Deborah Red

This email is to notify you of the findings of the roundtable discussion, as well as the techniques we will use to anticipate and respond to your input.

 

We are happy to report that all of the responses have been favourable, and the overseas students have expressed their gratitude.

 

All of the children were captivated and included in storyboard as a result of our tone and advertising message. This excellent outcome would have not been possible with out ideas received from consumers and the marketing firm. We are pleased with our accomplishments and effort.

 

We eagerly await your useful suggestions and input on this matter.

Regards

Marketing manager

 

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)

 

Mládková, L. (2012). Leadership in management of knowledge workers. Procedia-Social and Behavioral Sciences41, 243-250.

 

Dike, V. E., Odiwe, K., Ehujor, D. M., & Dike, V. E. (2015). Leadership and management in the 21st-century organizations: A practical approach. World Journal of Social Science Research2(2).

 

Arnold, R., Fletcher, D., & Anderson, R. (2015). Leadership and management in elite sport: Factors perceived to influence performance. International journal of sports science & coaching10(2-3), 285-304.