Assessment 1 Communication
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Osmania University *
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Course
MISC
Subject
Communications
Date
Nov 24, 2024
Type
docx
Pages
23
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T-1.8.1_v3
Details of Assessment
Term and Year
4, 2023
Time allowed
6 Weeks
Assessment No
1
Assessment Weighting
100%
Assessment Type
Knowledge Evidence and Communication Project (Individual)
Due Date
Week 7
Room
Zoom
Details of Subject
Qualification
BSB50420 Diploma of Leadership and Management
Subject Name
Communication
Details of Unit(s) of competency
Unit Code (s) and Names
BSBCMM511 Communicate with influence
Details of Student
Student Name
College
AAI (PERTH)
Student ID
Student Declaration:
I declare that the work submitted is my
own and has not been copied or plagiarised from any person or source. I acknowledge that I understand the requirements to complete the assessment tasks. I am also aware of my right to appeal. The feedback session schedule and reassessment procedure were explained to me.
Student’s
Signature: ____________________
Date: _____/_____/_________
Details of Assessor
Assessor’s Name
Dadul Bhutia
Assessment Outcome
Assessment Result
Competent Not Yet Competent Marks
/ 100
Feedback to Student
Progressive feedback to students, identifying gaps in competency and comments on positive improvements:
Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student.
Student attended the feedback session.
Student did not attend the feedback session.
Assessor’s Signature: ___________________
Date: _____/_____/________
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Purpose of the Assessment
The purpose of this assessment is to assess the student in the following learning outcomes:
Competent (C)
Not Yet Competent
(NYC)
1.1 Confirm authority to present material on behalf of an organisation or work area, according to organisational policies and procedures
1.2 Identify information that may be subject to confidentiality and manage appropriately
1.3 Identify information needs of audience and prepare a position in line with purpose of communication
2.1 Identify objectives of negotiation, needs and requirements of stakeholders
2.2 Identify and document potential issues and problems
2.3 Prepare positions and supporting arguments according to objectives
2.4 Communicate with stakeholders, and establish areas of common ground and potential compromise
2.5 Confirm and document outcomes of negotiation
3.1 Identify the need for meeting and schedule according to stakeholder availability
3.2 Prepare meeting materials and distribute to stakeholders
3.3 Conduct meeting and contribute to discussions
3.4 Seek consensus on meeting objectives
3.5 Summarise outcomes of meetings and distribute to stakeholders
4.1 Identify forums to present according to organisational objectives
4.2 Determine tone, structure, style of communication and presentation according to target audience
4.3 Prepare presentation according to desired outcomes
4.4 Provide an opportunity for audience to ask questions
4.5 Follow up with stakeholders following presentation
4.6 Evaluate presentation and identify areas for improvement
Assessment/evidence gathering conditions
Each assessment component is recorded as either Competent (C) or Not Yet Competent (NYC). A student can only achieve competence when all assessment components listed under “Purpose of the assessment” section are recorded as competent. Your trainer will give you feedback after the completion of each assessment
. A student who is assessed as NYC (Not Yet Competent) is eligible for re-assessment.
Resources required for this Assessment
Computer with relevant software applications and access to internet
Weekly eLearning notes relevant to the tasks/questions
Instructions for Students
Please read the following instructions carefully
This assessment has to be completed In class At home
The assessment is to be completed according to the instructions given by your assessor.
Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within two weeks of the assessment due date. All other feedback will be provided by the end of the term.
Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency.
If you are not sure about any aspects of this assessment, please ask for clarification from assessor.
Please refer to the College re-assessment for more information (
Student Handbook
).
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ASSESSMENT BRIEF & INSTRUCTIONS
This assessment comprises both the knowledge evidence
in PART A and the evidence on
work for a communication project within a simulated workplace environment
in PART B. You
are required to respond to all the knowledge evidence questions (PART A) and as well as complete
the Communication Project (PART B) to be deemed competent. In this assessment learners are
required to develop and manage organisational systems for customer service, review and modify
plans, policies and procedures. Learners are also required to monitor and assist teams in regard to
customer service.
PART A: KNOWLEDGE EVIDENCE – 30%
This assessment comprises the knowledge evidence of the unit BSBCMM511. You are required to respond to the Six (6) knowledge evidence questions in order to be evaluated for the underpinning knowledge requirements attached to the unit
PART B: COMMUNICATION PROJECT – 70%
Using the communication Project template
provided in this assessment, you are required to work
for an enterprise of your choice (within Australia)
or use the simulated organisational context
of Academies Australasia
You will be working towards performing the following tasks within the simulated work environment or
your chosen organisation. If you have chosen your own work environment, you will need to arrange
and gather several relevant documents from your workplace to analyse review and modify for the
purpose of assessment requirements. Whether you choose your own workplace or the simulated
work environment, to demonstrate competency you will need to complete several tasks following the
exact structure.
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PART A: KNOWLEDGE EVIDENCE – 30%
This assessment comprises the knowledge evidence of the unit BSBCMM511. You are required to
respond to the Six (6) knowledge evidence questions in order to be evaluated for the underpinning
knowledge requirements attached to the unit. Use the provided spaces below to respond to each
question. You can also find the related learning resources & materials in the subject e-learning page.
1.
When preparing for and making a presentation:
a.
Evaluate how you would identify audience information needs, including the use of appropriate
language, forums, and observing the key principles of cross-cultural communication. Your response should be approximately 100-200 words. Identifying audience information needs involves a multi-faceted approach that considers various aspects of effective communication. To start, it's crucial to utilize appropriate language tailored to the audience's comprehension level and cultural context. Understanding the demographics, education level, and cultural background of the audience aids in selecting the right tone, terminology, and examples that resonate with them.
Using diverse forums and communication channels is vital to reach a broader audience. This might include social media platforms, forums, or specific interest groups. Analyzing feedback from
these channels helps to gauge the audience's preferences and needs more accurately.
Observing key principles of cross-cultural communication is pivotal for effective engagement. This
involves being sensitive to cultural nuances, respecting diverse viewpoints, and avoiding language or references that might be misunderstood or considered offensive in different cultural settings.
b.
Evaluate two strategies you could use to adapt your communication style to build trust and show respect for the opinions and values of others. Your response should be approximately 100-180 words.
Two effective strategies to adapt communication and foster trust while respecting others' opinions and values are active listening and the use of inclusive language.
1.
Active Listening:
Actively listening to others demonstrates respect and understanding. Engage in attentive listening, paraphrasing their thoughts to show comprehension, and asking
clarifying questions. This approach not only shows respect for their opinions but also encourages an open dialogue, creating an environment where individuals feel heard and valued.
2.
Inclusive Language:
Utilizing inclusive language ensures that communication respects the diversity and values of the audience. It involves using language that doesn't discriminate against any particular group and acknowledges various perspectives. Being mindful of pronouns, avoiding stereotypes, and embracing language that is considerate of different cultural, gender, or social backgrounds helps create an atmosphere of respect and acceptance.
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2.
Review and critique the following scenario and respond to each question.
Scenario:
You are a supervisor. Your team consists of project officers and administration officers. You have observed that the two groups do not seem to be working well together. The administration officers have complained that request forms for cab charges, hiring equipment and travel have not been filled out adequately by the project officers. The project officers have complained that the administrative officers are contacting clients directly, which is not the formal communication channel. You have observed that the two groups do not eat lunch together, do not answer each other’s phones and have even put rival football team posters up in their sections. You
have identified that this situation has escalated and is now impacting other departments which has
now become a major source of conflict.
a.
Confirm the individual and target group stakeholders in this scenario. Your response should be approximately 50 -100 words.
Individuals’ stakeholders: Supervisor: The supervisor plays a central role in managing and addressing the issues between the two groups, project officers and administration officers.
The target group stakeholders are:
1.
Project Officers:
They are one of the groups experiencing issues in their interactions with the
administration officers.
2.
Administration Officers:
The second group facing challenges in their interactions with the project officers.
3.
Clients:
Clients who are being contacted directly by administration officers, bypassing the formal communication channels, are indirectly impacted by this situation.
4.
Other Departments:
The conflict between project officers and administration officers is now affecting other departments, making them stakeholders in resolving this issue as it affects their work and possibly their working relationships with these two groups.
b.
Critically analyse how you would acknowledge the differences of opinion to encourage rigorous examination of all options available? Your response should be approximately 100-
300 words.
Acknowledging differences of opinion is pivotal in fostering an environment conducive to a rigorous examination of available options. To handle this scenario:
Establish a Neutral Ground:
Bring both groups together in a neutral setting where each party feels comfortable expressing their perspectives without feeling dominated or threatened. This setting could be a meeting room or a facilitated workshop.
Encourage Open Dialogue:
Emphasize the value of diverse viewpoints. Create an atmosphere where team members feel their opinions are respected and considered. Encourage active listening, allowing each side to express their concerns and suggestions without interruption.
Focus on Common Goals:
Shift the discussion towards the shared objectives of both groups. Highlight the mutual goals they are striving to achieve. Reinforce the idea that, despite differences, their ultimate aim is to work towards a common success.
Mediate Constructive Discussions: Facilitate discussions that encourage constructive debate. Highlight the strengths and weaknesses of each approach. Encourage a systematic evaluation of all available options, fostering a critical examination that includes the pros and cons of each.
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Implement Consensus-Building Techniques:
Engage in brainstorming sessions, SWOT (Strengths, Weaknesses, Opportunities, Threats) analyses, or similar activities to evaluate various
solutions. Encourage compromise and consensus-building.
Create a Collaborative Plan:
Encourage the teams to work together in drafting a joint plan that addresses concerns from both sides, highlighting compromises and acknowledging the diverse viewpoints. This plan should outline agreed-upon processes to avoid recurring conflicts and ensure effective collaboration in the future.
c.
Recommend a strategy that you could apply to enable respecting values, concerns and views
of others and keeping lines of communication open? Justify why you believe this strategy is important. Your response should be approximately 100-150 words.
One strategy to uphold respect for the values, concerns, and views of others while keeping lines of communication open is the establishment of a structured feedback mechanism. This involves creating regular feedback sessions or anonymous suggestion boxes where team members can express their opinions, voice concerns, and offer suggestions.
This strategy is crucial because it allows every individual to feel heard and valued, fostering an environment of respect. It encourages open communication by providing a safe avenue for sharing thoughts without fear of backlash. By acknowledging and addressing these inputs, it demonstrates a commitment to understanding and respecting the diverse perspectives within the team. It also helps in resolving issues promptly, ensuring that concerns are addressed, and decisions are made collectively, ultimately strengthening trust and collaboration within the group.
d.
Recommend at least two strategies that you could employ to demonstrate how you would resolve this conflict and confirm how you plan to diffuse the conflict using these strategies. Your response should be approximately 50 -100 words.
Two effective strategies to resolve the conflict between the project officers and administration officers could be:
1.
Mediation and Facilitated Dialogue:
Organize structured mediation sessions, led by a neutral party or a skilled mediator, to facilitate open discussions and find common ground between the two groups.
2.
Establishing Clear Communication Protocols:
Implement clear and agreed-upon communication protocols and guidelines for both groups to follow, ensuring a formalized channel for interactions and minimizing misunderstandings.
To diffuse the conflict, I would initiate structured mediation sessions where both groups are encouraged to express their grievances and collectively design formal communication protocols. These sessions would aim to foster mutual understanding and establish clear, agreed-upon guidelines, promoting effective communication and collaboration between the two groups.
3.
At work, many meetings can be time-consuming and ineffective.
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a.
Recommend and review two business situations when is it is appropriate to hold a meeting. Your response should be approximately 50 -100 words.
Strategic Planning: Meetings are essential for strategic planning sessions where key stakeholders
discuss long-term goals, objectives, and the allocation of resources to ensure alignment and clarity in organizational strategies.
Problem-Solving Sessions: Meetings are valuable when facing complex issues or making critical decisions. Bringing together various perspectives in a problem-solving meeting can lead to well-
informed decisions.
b.
Outline the key features of a structured and inclusive meeting procedure. In your response provide an example of where each can be applied in your workplace meetings. Your response
should be approximately 50 -100 words. Clear Agenda: An example in the workplace would be a project kickoff meeting with a clearly outlined agenda, ensuring all participants are aware of the discussion topics and the meeting's purpose.
Active Participation: In a brainstorming session for a new marketing campaign, encourage all team members to contribute ideas, ensuring an inclusive environment where everyone feels their input is valued and welcomed.
4.
The following questions relate to business and organisation protocols.
a.
Outline the key features of business and organisational protocols for the release of information when communicating internally and externally. Your response should be approximately 50 -100 words.
For internal communication, protocols often involve secure channels, hierarchical dissemination based on the relevance of information to different departments, and the need-to-know principle. Externally, protocols focus on controlled release, often involving authorized spokespersons, adherence to legal guidelines, and consistency in messaging to maintain the organization's reputation and transparency.
b.
Research the De-identification and the Privacy Act
(
https://www.oaic.gov.au/agencies-and-
organisations/guides/de-identification-and-the-privacy-act)
. Summarise the requirements to maintain confidentiality in the workplace. Your response should be approximately 50 -100 words.
The De-identification and the Privacy Act outline requirements for de-identifying personal information to protect individual privacy. It emphasizes the need to ensure that de-identification processes are irreversible, ensuring information is anonymized and cannot be re-identified. The Act specifies the need to adhere to privacy principles, implement proper security measures, and establish policies to maintain confidentiality, providing strict guidelines for handling personal data to safeguard individuals' privacy.
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c.
Review the key features of organisational objectives. Provide an example of one short term and one long term objective. Your response should be approximately 50 -100 words.
Organizational objectives are specific, measurable, achievable, relevant, and time-bound (SMART). They provide a clear direction for the company's efforts, guiding decision-making and actions to achieve desired outcomes. Objectives should align with the company's mission, vision, and values while being adaptable to changing circumstances and progress evaluations.
Example: Short-Term Objective:
Increase customer retention by 15% within the next six months by implementing a customer loyalty program and enhancing after-sales support.
Long-Term Objective:
Expand market presence by establishing regional offices in three new countries within the next five years, aiming to capture a 20% market share in each new region.
5.
Research and summarise the key features of the following techniques and provide a workplace example of where this could be used. Use the table below to populate your response. Your response should be approximately 150-200 words.
Term
Explanation/features
Workplace example of use
Negotiation
Negotiation involves discussions to reach an agreement that satisfies all parties. Key features include identifying interests, compromising, and aiming for a win-win solution. It often involves give-and-take, where parties bargain to reach a mutual agreement.
Negotiating a contract with a vendor
involves discussions on pricing, terms, and services to achieve a mutually beneficial agreement for both parties.
Mediation
Mediation is a facilitated process where a neutral third party assists conflicting parties in resolving disputes. The mediator helps parties communicate, identify issues, and generate potential solutions. Features include impartiality, confidentiality, and voluntary participation.
Resolving interpersonal conflicts between team members with the help of an HR mediator who facilitates discussions to reach an amicable resolution.
Conflict resolution
Conflict resolution involves addressing disputes to find a resolution. It includes
various methods such as negotiation, mediation, or arbitration to resolve conflicts constructively. Key features encompass identifying the issue, exploring options, and reaching an agreement.
Resolving a disagreement between two departments over resource allocation through a collaborative problem-solving process to find a solution acceptable to both parties.
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Term
Explanation/features
Workplace example of use
De-escalation
De-escalation aims to reduce tension in a conflict situation. It involves calming emotions, reducing hostility, and finding common ground to mitigate
the conflict's intensity. Key features include active listening, empathy, and finding peaceful resolutions.
Managing a heated discussion between employees by using active
listening and empathetic communication to defuse emotions and steer the conversation towards finding common ground.
6.
Research and identify various types of industry, media and government organisations, events and communication channels that are relevant to an organisation’s business operations. Identify an organisation and which industry they are competing in to populate your response in the table below. Your response should be approximately 100-200 words.
Area
Example
Relevance to the organisation
Industry
Retail Industry
A clothing retail company operates within the retail industry. This industry
includes organizations engaged in selling finished products to end consumers. For a clothing retail company, understanding this industry
involves monitoring market trends, consumer behaviour, and supply chain dynamics to stay competitive.
Government organisations Department of Labor or Commerce
These organizations set policies, regulations, and guidelines that directly impact businesses within the retail sector. For instance, regulations
on Labor practices, trade policies, and consumer protection laws are crucial for a clothing retail company's
compliance and operational strategies.
Events
Fashion Expos, Trade Shows
Participating in fashion expos and trade shows provides the clothing retail company with opportunities to showcase new collections, network with suppliers, and connect directly with customers. These events are vital for marketing, trend analysis, and product exposure.
Communication channels Social Media Platforms, E-
commerce Websites
Social media platforms like Instagram, e-commerce websites, and online advertising serve as key communication channels for a clothing retail company to engage with customers, promote products, and conduct sales. They are essential for brand visibility and customer engagement in today's digital age.
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KNOWLEDGE EVIDENCE MARKING ALLOCATIONS
(Trainer/Assessor use for assessing & marking purposes)
The learner will be assessed on the following knowledge evidence questions
Marks allocated
Marks received
Q1.
4
Q2.
8
Q3.
4
Q4.
6
Q5. 4
Q6.
5
TOTAL MARKS
30
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PART B: COMMUNICATION PROJECT – 70%
SIMULATED WORK ORGANISATION PROJECT (if not using an organisation of your choice)
Note:
The organisational details used in this assessment have been mostly sourced (and to some extent paraphrased) from
the organisation’s website and other relevant external sources. Sourced information used here are solely for educational
purposes.
SCENARIO
You are a student at Academies Australasia and also a member of the Student Association
which is an organisation whose purpose is to provide sporting, cultural, leisure activities and significant discounts for students as well as supporting students on the campus. You are also a member of the Student Association Committee. Your role on the committee is to represent the student body. With the expected number of student enrolments anticipated to rise by 40% in the next year, you have
been working with the committee in analysing budgets and costs of existing suppliers and current income (from fees) and have concluded that the Association is running at a financial loss which is no longer sustainable.
You have the following facts: -
Membership fees have remained the same for the last 4 years
-
Costs associated with promotions and giveaways to members have increased by 30% -
A decrease in support of local sponsors of activities has meant less free or discounted merchandise to members.
Each week the Student Association has a meeting to discuss issues of relevance to all students on the campus. Given that the new semester is due to start in less than 5 weeks, you have decided to call an emergency meeting to negotiate alternative proposals with other members of the Student Association committee. This situation cannot continue, and as a result, the committee has decided that they will allow each committee member to present a proposal that will address and correct the financial loss.
As a committee member, you have been nominated to develop a proposal and present it to the committee and prepare an agenda for the next meeting.
At the end of your presentation summarise the outcomes of the meeting and agreed actions that will be distributed to stakeholders. IF SIMULATING THIS ACTIVITY IN YOUR OWN WORKPLACE
Within your workplace, think of a challenge you are facing. Some examples could be a challenge that relates to financial results, resourcing, risk or opportunity. Including but not limited to; an increase in customer complaints in a particular department, unexplained ongoing decrease in sales, increase in employee absenteeism or a decrease in employee satisfaction.
Where choosing your own workplace you will need to include similar evidence to the scenario provided to ensure that the and the scope of the meetings will sufficiently address the performance criteria. Refer to the task instructions and observation checklists for guidance.
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If using your own workplace and scenario you will need to provide a summary of your organisation, the issue and identify key stakeholders. Please provide your summary below:
In the context of my workplace, I'm an active participant in a team facing a financial challenge. The company is an e-commerce platform specializing in digital services. Over the past few quarters, our sales figures have seen an unexplained downward trend, leading to a decline in revenue despite consistent efforts. The customer feedback and engagement have remained positive, eliminating dissatisfaction as the root cause.
Stakeholders involved in addressing this issue include the sales and marketing teams, financial analysts, product development experts, and key management. The goal is to collectively identify the cause of declining sales and devise effective strategies to reverse this trend, aligning with the overall objectives of the company.
In our weekly meetings, we discuss potential causes, market analysis, and proposed solutions. As a member of the team, I've been tasked with formulating a proposal to present and lead a discussion on
rectifying this financial downturn. The primary objective is to return the company to a profitable position by implementing effective measures and strategic changes in our sales and marketing approaches.
The challenge involves a decline in sales in an e-commerce setting, similar to the financial issue faced
by the Student Association in the initial context. The key stakeholders, which include various teams and management, aim to collaboratively address the decline in sales and strategize solutions during meetings, much like the Student Association committee addressing the financial loss issue. This parallel situation demonstrates the application of problem-solving and collaborative decision-making to overcome financial challenges in a different organizational context.
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PART B: STRUCTURE & MARKING ALLOCATIONS (Trainer/Assessor use only for marking purposes)
STRUCTURE & CONTENT
MARKS ALLOCATED
MARKS RECEIVED
TASK 1: INDIVIDUAL PRESENTATION - THE PROPOSAL
TASK 1A (Includes Presentation Evidence & Handouts)
20
TASK 1B
12
TASK 1C
2
TASK 2: MEETING 2 - NEGOTIATING THE PROPOSAL
TASK 2A
4
TASK 2B
28
TASK 2C
4
TOTAL MARKS
70
“Project Tasks” follows next. You must complete every tasks and sub-tasks.
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TASK 1: INDIVIDUAL PRESENTATION - THE PROPOSAL
Meeting instructions
You are required to run a 10-minute meeting. Your task is to present a proposal to:
The other members of the Student Association committee on how you plan to rectify the Association’s financial position.
Seek their input
Explore options
Provide the committee with an opportunity to ask questions, exchange views and examine the
information Your meeting must have a minimum of three people, acting as Student Association Committee members, and can be made up of your work colleagues or people who are willing to participate in your meeting simulation. People who are assuming these roles may ask questions to seek further clarification.
Refer to the Specific task instructions
for information on where to conduct the meeting.
Task 1A: Before the meeting
a.
Do preliminary research on the situation. You can create data to support your proposal and be prepared to anticipate any opposition from others.
Identify the need for the meeting, identify appropriate forums, key individuals and target groups relevant to the topic/objectives. Finalise your proposal.
b.
Complete a presentation plan (you can create your own template or use the sample provided in Appendix 1) confirming your authority to present business views or position, identifying the best forum to present your proposal, clarifying the audience’s information needs, key issues and planning negotiation techniques. c.
Choose a suitable method or tool to convey your proposal. Ensure you have covered content sufficiently, to support your proposal.
d.
Write an agenda (you can create your own template or use the sample provided in Appendix 2) for the short meeting, which includes a strategy to maximise participation and maintain order and send out in advance.
Note: This part of your presentation must be for a minimum of 5 minutes, the total meeting time no more than 10 minutes
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Task 1B: During the meeting
a.
Clearly communicate information and ideas about your proposal to the meeting Participants while using appropriate interpersonal skills and professional language and respecting the principles of cross-cultural communication needs
b.
Lead the meeting using effective negotiation, collaboration, presentation and communication skills, taking into account varying needs, strengths and differences of the participants.
c.
Keep the lines of communication open and respect the value, concerns and views of others. d.
Demonstrate that you have planned the content effectively for the allocated time frame.
e.
Use active listening skills and sought clarification from meeting participants to acknowledge differences of opinions and achieve a balanced exchange of views
f.
Keep the meeting focused on key issues and agreeing to outcomes in the available time and establishing areas of compromise
Task 1C: After the meeting
a.
Summarise the outcomes of the meeting and agreed actions, respecting the confidentiality of others in the minutes (you can create your own template or use the sample provided in Appendix 3) Submission of documentation
Evidence of the presentation plan
Attach or insert a copy of the electronic presentation or handouts
Attach or insert a copy of the agenda
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TASK 2: MEETING 2 - NEGOTIATING THE PROPOSAL
Scenario
Well done, your initial proposal has been well received. The Chairperson has identified two proposals to consider in more detail and yours is one of them! A meeting has been called by the Committee chair so that a final decision can be made. The chairperson has provided you with the key points of the alternate proposal and is giving you an opportunity to re-present your proposal in light of these points before making the final decision. You sense from the communication that Chairperson currently favours the alternate proposal. You will have to use your thorough understanding of effective negotiation skills to present your proposal and reasons why your proposal is still the better option.
Once you've set the scene, identify the Chairperson and brief them on the scenario and what they are
there to represent. Participants should use their imagination to provide input.
Refer to the Specific task instructions
for information on where to conduct the meeting.
Meeting 1.
Select your meeting participants.
2.
Schedule the meeting time and venue and brief your participants.
3.
Have a copy of your previous meeting notes (summary).
Meeting participants:
Participant 1
: Student (
You
). Your main role is to assume the role of the presenter and negotiator. You will need to deal with the situation as it transpires to ensure that you gain agreement to proceed with your proposal. You will need to pre-empt and mitigate the challenges that the Chairperson may bring forward or challenge as per the alternate proposal
Participant 2
: Committee member The “Opposer” this person feels that the other proposal should be the front runner. They believe that your data is incorrect and that your proposal should not be endorsed. They are prepared to interrupt during the presentation of your proposal. They may ask questions regarding your proposal.
Participant 3
: Committee member and Committee chair. Their role is to enable all parties to have their say and keep the discussion on track. They may ask questions regarding your proposal.
Optional people may assume the roles as advocates/supporters and generally represent people who are supportive or unreceptive for either proposal.
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Task 2A: Before the meeting
a.
Reflect on outcomes from your individual proposal, the feedback you received and the strengths and weaknesses of the alternate proposal. Task 2B: During the meeting
a.
Seek feedback on your proposal/plan and provide an opportunity for participants to express their thoughts and feelings. b.
Encourage rigorous examination of all proposal options and be prepared to challenge competitive options and identifying the benefits of your proposal c.
Lead the discussion to promote your goal and objective. You will need to demonstrate the use of effective negotiation, collaboration, presentation and communication skills, taking into account varying needs, strengths and differences of the participants.
d.
Use active listening skills and seek clarification from meeting participants to acknowledge differences of opinions and achieve a balanced exchange of views. e.
Demonstrate flexibility and adaptability in dealing with others by responding to questions openly and honestly.
f.
Keep the meeting on track and focused on key issues and agreeing outcomes in the available time and establishing areas of compromise.
g.
The end goal of this meeting is for the group to reach an agreement on the successful proposal. Task 2C: After the meeting
a.
Summarise the outcomes of the meeting and the agreed actions, respecting the confidentiality of others in the minutes (you can create your own template or use the sample provided in Appendix 3). Submission of documentation
A summary of the meeting outcomes and any agreed actions
Appendices
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T-1.8.1_v3
APPENDICES
Appendix 1: Meeting presentation plan
Table 1 - Presentation plan details – delete writing in grey before submission
Presentation title
Diploma of leadership and Management advertising
Presenter
Shiva
Organisation represented
Academies Australasia
Authority to represent
This is to confirm that Shiva is authorised to represent the College at the meeting and is also authorised to enter into agreements as discussed at the meeting.
Signed: Mr J. Mathews
College President.
Audience -
Chairman
-
Marketing Manager
-
Academic manager
-
Students
Forum
The meeting to be held to discuss the options and decide on a solution.
Purpose of presentation
To persuade the meeting that our ideas are the best and that they should be supported.
Objective of negotiation
1.That the people at the meeting all agree to the new rates for membership, 2. That the College agrees to support the new Student Association with money
3. That the Suppliers and sponsors that have been identified are all accepted by the meeting members.
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Presentation script
The marketing manager and finance officer had a prior meeting to assess the budget for creating the new commercial; this will assist the team in carefully scheduling each deliverable to stay within the budget. The
company's current social media platforms and website need to be updated and expanded in order to reach
more people; doing so will also be beneficial to the university because it will enhance university revenue. On the other hand, we'll create some mood board and promotional message models. The presentation will
also explain the financial issues and solutions to fix these issues. The solutions include:
-
Increase the membership fees -
Increase the campus capacity to accommodate more members
-
Inform the members about the advantages of membership through proper advertisement
-
Arrange the sufficient selling tickets and raffles. Questions to decision-makers
Write two open-ended questions to the decision-makers in the meeting which you will ask in the presentation to assist in your negotiation:
1.
How good would it be for the university to increase the students every year by 20 or 30%?
2.
Can we explore the use of sponsors from outside the College to donate prises for the raffle?
Negotiation tactics
Evaluation of the likely case and tactics of other stakeholders in the negotiation
Since the other party is preferred, it is preferable to focus on your strongest arguments and provide them solutions that the other team does not. Make your argument clearer and impart knowledge that will help them personally and/or professionally (emotionally).
Fall-back position The business would be achieving the financial issues by the increase in the membership by 20% by the business is currently planning to increase the membership by 30%.
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Appendix 2: Sample agenda template
AGENDA
Meeting Title
: Diploma of leadership and Management advertising
Date: 4
th
November 2023
Start Time – End Time: 9 am – 1 Pm
Meeting Forum: 4
VC/Skype Details: Face to face meeting
Meeting called by Facilitator Name: Shiva
Attendees:
-
Chairman
-
Marketing Manager
-
Academic manager
-
Students
Please read:
Reading List
Please bring:
Supply List
Start Time – End Time
Introduction
Tea and coffee The current financial issues that Academies Australasia and the objective of the meeting
Meeting room
Start Time – End Time
Item #1
Topic
Membership fees have remained the same for the last 4 years
Meeting room
Start Time – End Time
Item #2
Topic
Costs associated with promotions and giveaways to members have increased by 30%
Meeting room
Start Time – End Time
Item #3
Meeting room
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Topic
A decrease in support of local sponsors of activities has meant less free or discounted merchandise to members.
Use this section for additional instructions, comments, or directions.
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Appendix 3: Sample meeting minutes template
Meeting Title |MINUTES
Meeting date | time 4/11/2023| 9am
| Meeting location Meeting room
Meeting called by
shiva
Type of meeting
Diploma of leadership and
Management advertising
Facilitator
Chairman
Marketing manager.
Academic Manager
Timekeeper
Secretary
Apologies 0
Attendees 4
APPROVAL OF PREVIOUS MINUTES
[Add your text here.]
Time allotted | 30 mins
| Agenda topic Advertisement
| Presenter Shiva
REPORTS
Meeting Agenda
Time allotted | 10 mins
| Agenda topic completing the pending works in the campus
| Presenter Shiva
UNFINISHED BUSINESS
Before we advertise it is important to have a completed product in your hand, so we will try to complete the pending works in the campus and make it attractive for the new comers.]
Time allotted | 30 mins
| Agenda topic completing the pending works in the campus
| Presenter Shiva
AGENDA TOPICS
Time allotted | 2
| Agenda topic reducing the unnecessary expenditures
| Presenter Shiva
Advertising:
We know that best way to bring at business to profits is increase the revenue and minimizing the cost. We can increase the revenue by increase the admission in the campus and to do this we have to advertise about the course and benefit that university offers. Since we have
limited budget, we can use social media as the channel to advertise. And the other point is minimizing the cost for which we have to identify the areas where we are spending more and is unnecessary. Conclusion: The best way to increase the business is by letting the people know about the services that the business offer. Using the same method we advertise about the advantages of Communication, Assessment No.1 v1.0 Last updated on 05/10/2021 by MM
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having the membership using various channels like social media and newspaper because it is low cost and reaches maximum number of people. Action items
Person responsible
Deadline
Advertisement
Shiva
04/11/2023 9am-
11am Attracting more members for the campus Shiva
04/11/2023 11am -1 Pm
Time allotted | 1 hour
| Agenda topic revenue generation
| Presenter Shiva
Discussion Completion of pending works will make the campus fit to provide additional benefit to the students and will accommodate more student in turn increase the revenue of the campus and
also the market value.
Conclusion Providing good facilities to students will bring good reputation to the campus and will attract the students to take admissions. Action items
Person responsible
Deadline
Increase the membership fees by 30%
Shiva
04/11/2023 at 11.30 am
Topic 2
Presenter Name
Date | time
Time allotted | Time
| Agenda topic revenue generation
| Presenter Shiva
Discussion Conversation
Conclusion Closing
Action items
Person responsible
Deadline
Completing the pending works at the campus
Shiva
4/11/2023 at 1pm
Topic 2
Presenter Name
Date | time
Time allotted | 1 hour | Agenda topic Completing the pending works at the campus
| Presenter Shiva
Discussion Completion of pending works will make the campus fit to provide additional benefit to the students and will accommodate more student in turn increase the revenue of the campus and
also the market value.
Conclusion Providing good facilities to students will bring good reputation to the campus and will attract the students to take admissions.
End of Assessment Task
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