Communicate with influence

Communicate with influence BSBCMM511

 

 

 

Communicate with influence BSBCMM 511

 

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 Negotiation of the promotional design message
Date and Time03-04-2022
LocationConference hall
AttendeesMaria, Logan, Jason
Content
Items for discussionPresenterDuration
Sharing opinions for promotional messagesMaria7 mins
Sharing viewpoints for mood boardMaria6 mins
Discussion on the effects of requirements and needs of marketing concerning the competitor’s websitesLogan5 mins
Validation behind the promotional messages and requirementsJason4 mins
Review of Action Items from the previous meetingNA
Proposals for the next meeting agenda3 mins

 

  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: Jack, Jassie, Harry
Cc:
Bcc:
Subject: Activities of promotion
Date email is sent: 01-04-2022
Attachments:
Respected marketing team,
This mail is done to inform you that there is the task given by the CEO to advertise the program of leadership and management and to develop the promotional message. The initial drafting of this task will be done. The meeting agenda will be providing an attractive vision and brainstorming ideas. Please ask the query or question if any through the mail.Kind regardsMarketing manager

 

 

 

  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) Expectation of the board of directors.

2) Quality standards of MMI

3) Confidential information that is maintained by the attendees.

 

Information needs

 

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

The idea-generating is the meeting of the purpose for the leadership development of the marketing diploma for drafting the international students about the promotional message and the institution website mood board (Edwards, et al.,2015).
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)

There is a clear agenda and ensured meeting outcomes of the allocated goals and timeframe of the complaint about the items. The advance information is provided by the participants about the expectations and the meeting agenda.

 

  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?In the format of the minutes, the meeting notes can be taken.
Who chaired the meeting?Manager of marketing
How did you facilitate the meeting? Provide an example.The meeting can be facilitated and there is a visible clear agenda. The meeting is started with the use of a warm welcome for the specified requirements. The protocols and the meeting agenda were promoted and the ideas are shared and the views are promoted.
What did you do well? What could you improve?The meeting agenda is maintained and the followed protocols are effective. There are engaged participants and the discussion of the items.

 

  1. Write the meeting minutes

 

Record the meeting minutes using Template 3.

 

Template 3 -Meeting Minutes

Meeting Minutes
Meeting TitleDesigning the promotional message and mood board discussion
Date and Time01-04-2022

9:00 to 9:30

LocationConference hall
AttendeesMarketing Manager, Jassie, Jack, Harry, and Oliver
Apologies
Summary of Discussion
Shortlisting ideas The ideas are shortlisted and facilitated by the marketing manager by sharing the ideas and views of the individual.
The promotional message ideas are sharedThe content ideas are discussed by Jassie on the promotional message structure and the feedback and inputs are provided by Oliver and Jack (Ejimabo, 2015).
Marketing impact discussion The marketing analysis is presented by the marketing manager with the main highlights and competitor websites.
Action Items
ResponsibilityDeadline
Draft design, idea refining, and mood board designHarry01-04-2022
The marketing strategies can be createdJack01-04-2022

 

  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: Ms. Deborah Red
Cc:
Bcc:
Subject: Design of promotional message and mood board outcome
Date email is sent: 01-04-2022
Attachments:Meeting minutes
 

Respected Ms. Red,

This mail is written to inform you that there is concerning the progress of the assigned task. The meeting is conducted by the marketing team and the opinions and ideas are shared and it will be very helpful in the plan development and establishment. The information and the ideas are provided by the participants and there will be mood boards and promotional messagesthrough the impacts.

Kind regards

Marketing manager

Meeting Minutes
Meeting TitleDesigning the promotional message and mood board discussion
Date and Time01-04-2022

9:00 to 9:30

LocationConference hall
AttendeesMarketing Manager, Jassie, Jack, Harry, and Oliver
Apologies
Summary of Discussion
Shortlisting ideas The ideas are shortlisted and facilitated by the marketing manager by sharing the ideas and views of the individual.
The promotional message ideas are sharedThe content ideas are discussed by Jassie on the promotional message structure and the feedback and inputs are provided by Oliver and Jack.
Marketing impact discussion The marketing analysis is presented by the marketing manager with the main highlights and competitor websites (Dike, et al.,2015).
Action Items
ResponsibilityDeadline
Draft design, idea refining, and mood board designHarry01-04-2022
The marketing strategies can be createdJack01-04-2022

 

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 changesand 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 mood board feedback and promotional message
Date and Time01-03-2022

15:30 – 14:00

LocationConference call
AttendeesMarketing Manager, Deborah Red, Taylor Duncan, Leonard Black
Content
Items for discussionPresenterDuration
<Add Item>Marketing manager12 minutes
<Add Item>Marketing manager10 minutes
<Add Item>Academic manager, CFO, CEO, Manager of marketing12 minutes
Review of Action Items from the previous meetingNA
Proposals for the next meeting agendaManager of marketing4 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: Marketing manager, Academic manager, CFO, CEO
Cc:
Bcc:
Subject: Negotiation and presentation of the promotional strategies and the draft work of the management program of the leadership Diploma.
Date email is sent: 01-04-2022
Attachments: Meeting Agenda
 

Respected stakeholders,

This mail is done to invite you to the marketing team meeting the draft will be negotiated and presented and the promotional strategies work of the management program of the leadership.

The feedback will be gathered during the meeting and the aim will be gained, the necessary changes will be negotiated with the stakeholders and the approval will be taken ultimately.

The place of the meeting will be the conference hall on 4th April 2022 and it will be conducted between 5 to 6 pm.

Kind regards,

Marketing manager

 

  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 organize and present in this meeting?

There is the responsibility of the marketing manager for promoting the brands, products, services, and business because they are the in-charge of the pricing strategies and development marketing.
Compliance

 

Identify any compliance requirements (2-3).

For instance:

·          Information subject to confidentiality

·          Adherence to policy and procedures

·          WHS considerations

The requirements of compliance are –

1) Expectations of the board of director

2) Quality standards of MMI

3) Company procedures and policies

 

Information needs

 

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

1) The importance will be emphasized of trying better ways and new ways of approaching the customers.

2) The different objectives are known by the participants, as also the vision, values, and courses of the company (Liphadzi, et al.,2017).

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)

The overview is professionally organized is included critically and it contains the information and statistical statistics, and the importance of developing the new processes and new systems. There is a need for good communication, emotional control, and stress management.
Forum

 

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

The issues overview will begin in the meeting for the discussion, and presentation room, the questions, reviews, comments and time will be followed.
Communication

 

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

According to meeting arrangements, format, sound, target audience will be straightforward, respectful, constructive, and formal.
Presentation

Prepare a brief PowerPoint presentation

(5-6 slides) to present the promotional message and the mood board.

Include a slide for Q&A.

PowerPoint 1

 

Objectives of the negotiation

 

Identify the objectives of the negotiation during the meeting (2-3)

1) The cordial relationship will be developed with the company stakeholders.

2) To settle a reasonable budget and fair budget.

 

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.

1) The local clients base will be increased by attending the accredited courses.

2) for expanding the operation business to Sydney, and the experience of the company and demand will be increased by incorporating training.

3) The course offering will be expanded with the use of new qualifications and the registration course.

4) the offering can be expanded by repacking the business courses to international students.

Issues and problems

 

Identify potential issues and problems. (3-4)

1) There is no budget agreement by CFO.

2) The mood board and proposal massage are not approved by the academic manager.

3) The mood board and proposal massage are not approved by the CFO

Position and supporting arguments

 

Prepare position and supporting arguments for the negotiation.

There is online research in every school. For the students, the appealing website is the type of key factor.

 

  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?The written document is made of the summary and the agenda key points, and also the stakeholder’s feedback, suggestions, and recommendations.
Who chaired the meeting?Manager of the marketing
How did you facilitate the meeting? Provide an example.Meeting objective clearly articulated, the overview is provided to the stakeholders by me, with the project necessity.
What negotiation technique/s did you use? Why?The professional structured presentation is used and it also includes the facts, information, evidence, and statistical data.
What was the tone of your presentation? How did you positively influence stakeholders?The structure, style, and tone of the meeting for targeting the audience in a direct, polite, positive, and formal way.
What did you do well? What could you improve?There was an effective and smooth meeting, and my time management needs to be improved.

 

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

(30-50 words)

The structure of the team can be better for time management and there needs to be work done in order by the moderator or the presenter.
Feedback about negotiation skills.

(30-50 words)

Having effective skills in negotiation, confusion, and misunderstanding can be reduced what is aroused because there is a lack of information or explanation.
Feedback about the presentation.

(30-50 words)

There was a well-structured presentation and organized and it was easy to read and understand (Hechanova, et al.,2018).

 

  1. Write the meeting minutes

 

Record the meeting minutes using Template 3.

 

Template 3 -Meeting Minutes

Meeting Minutes
Meeting TitlePresentation of the mood board and proposed message of marketing.
Date and Time01-04-2022

15:00 to 15:30

LocationConference hall
AttendeesTaylor Duncan, Leonard Black, Deborah Red
ApologiesNA
Summary of Discussion
Draft presentation for mood board and promotional message1) There were images in topics for support.

2) The use of sample pamphlets and PPT are used.

Q&A and feedbacks 1) The suggestion was considered.

2) The feedback and suggestions were provided by the participants.

Action Items
ResponsibilityDeadline
The promotional message can be improvedTeam of marketing05-04-2022
The mood board can be improvedTeam of marketing05-04-2022

 

 

  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: Further actions and agreed improvements and changes
Date email is sent:01-04-2022
Attachments: Meeting minutes
Respected Ms. Red,

The mail is done to inform you that the improvements and changes have been made that are used for fulfilling the task requirements. The research is conducted and the social media importance is explained for emphasizing the investing necessity of the area.  The respective actions will be taken for meeting the recommendations. the meeting minutes are attached below.

Kind regards

Marketing manager

Meeting Minutes
Meeting TitlePresentation of the mood board and proposed message of marketing.
Date and Time01-04-2022

15:00 to 15:30

LocationConference hall
AttendeesTaylor Duncan, Leonard Black, Deborah Red
ApologiesNA
Summary of Discussion
Draft presentation for mood board and promotional message1) There were images in topics for support.

2) The use of sample pamphlets and PPT are used.

Q&A and feedbacks 1) The suggestion was considered.

2) The feedback and suggestions were provided by the participants.

Action Items
ResponsibilityDeadline
The promotional message can be improvedTeam of marketing05-04-2022
The mood board can be improvedTeam of marketing05-04-2022

 

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?

The responsibility of the marketing manager is to promote the business, brands, products, and services (Mládková,2012).
Compliance

 

Identify any compliance requirements (2-3).

For instance:

·          Information subject to confidentiality

·          Adherence to policy and procedures

·          WHS considerations

1) Expectations of international students

2) Company procedure and policies

Information needs

 

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

1) The program’s importance needs to be understood by the participants.

2) the company objectives and vision should be known by the participants.

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)

There should be a polite, constructive, and formal meeting arrangement for the target audience.
Forum

 

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

The explanation of the topics will be done first about the topics.
Communication

 

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

The tone of this meeting should be according to the audience.
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.

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

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.I like it.
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?Images because the explanation was done.
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 inspiring and communicating with others with the use of a positive attitude.
What did you find most challenging during the presentation?There is difficulty in engaging the attention and focus group interest.
Provide an example of a question you answered.How do others differentiate the program?
What did you do well? What could you improve?The appropriate techniques of communication will be used (Arnold, et al.,2015).

 

  • 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:04-04-2022
Attachments:
Dear Ms. Deborah Red

This mail is hereby to inform you about the outcomes of the session of brainstorming and the procedures that we are going to take for anticipating and replying to your feedback.

 

We are excited to inform you that all the reactions are positive and the foreign students have shared their appreciation.

 

Because of our tone and promotional message, all the students were very fascinated and included in the mood board. Without the recommendations and suggestions gained from the customers and the company of marketing, this positive result would not have been obtained. We are satisfied with our outcomes and efforts.

 

We are looking forward to your valuable suggestion and feedback regarding this.

 

Regards

Marketing manager

 

 

References

 

Please include your references below:

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.

Ejimabo, N. O. (2015). The influence of decision making in organizational leadership and management activities. Journal of Entrepreneurship & Organization Management4(2), 2222-2839.
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).

Hechanova, M. R. M., Caringal-Go, J. F., & Magsaysay, J. F. (2018). Implicit change leadership, change management, and affective commitment to change: Comparing academic institutions vs business enterprises. Leadership & organization development journal.

Liphadzi, M., Aigbavboa, C. O., &Thwala, W. D. (2017). A theoretical perspective on the difference between leadership and management. Procedia engineering196, 478-482.

Mládková, L. (2012). Leadership in management of knowledge workers. Procedia-Social and Behavioral Sciences41, 243-250.
Edwards, G., Schedlitzki, D., Turnbull, S., & Gill, R. (2015). Exploring power assumptions in the leadership and management debate. Leadership & Organization Development Journal.

Tolbert, P. S., & Hall, R. H. (2015). Organizations: Structures, processes and outcomes. Routledge.