Assessment Tips -BSBXCM401 _Apply communication strategies in the workplace
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School
TAFE NSW - Sydney Institute *
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Course
BSBXCM401
Subject
Communications
Date
Apr 3, 2024
Type
Pages
13
Uploaded by ChefDanger980
OFFICIAL OFFICIAL BSBXCM401 Apply communication strategies in the workplace Assessment Event 2 Assessor Tips
Part 1: Prepare for communication
To complete this part of the assessment, you must complete the following tasks: •
Task 1: Communication Plan •
Task 2: Communication methods •
Task 3: Draft an email Specific task instructions
The instructions and the criteria in the tasks and activities below will be used by the Teacher/Assessor to determine if the student has satisfactorily completed this assessment event. Use these instructions as a guide to ensure the student demonstrates the required knowledge and skills. To complete this part of the assessment, you must complete each of the following parts: •
Part 1: Prepare for communication •
Part 2: Communicate with team members
OFFICIAL OFFICIAL •
Part 3: Evaluate performance. Simulated Organisation This assessment is based on the simulated organisation Worlducation. The information for this is available here: BSBXCM401_Appx_CS_RB Setting the scene
The business / organisation You are employed by Worlducation as a Business Analyst Supervisor with the Customer Service department. The business is an ICT business, and their vision is to see a world without illiteracy. They manufacture and sell tablets and learning software to schools. Key locations and functional departments include headquarters in Sydney CBD, development in Bulgaria, manufacturing in Hong Kong. Your role You will assume the role of Business Analyst –
this is a supervisory role that links IT and Sales. Your responsibilities include: •
identify and then prioritise technical and functional requirements. •
use those requirements to get IT onboard and understand what the client really wants. •
seek feedback and approval on the requirements from managers and clients. •
guiding the team on expectations and deliverables, for example, sales consultants are required to form a bridge between client expectations and business deliverables, developers are required to formulate Functional Requirement Documents, while keeping the Sales Consultants and the advertising staff in the loop, making sure to actively listen to any and all suggestions from either party. •
ensure all communication regarding the product and its requirements is accurate.
OFFICIAL OFFICIAL Task 1: Communication plan
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OFFICIAL OFFICIAL TASK/
STEP # Instructions Assessor Tips 1 In your role as Business Analyst for Worlducation, you need to create a plan that outlines the communication roles of your team members. Refer to the relevant section of the Worlducation Simulation Pack: BSBXCM401_Appx_CS
Complete the communication plan below to describe 1.
At least one
communication activity for each of the following staff members: a.
Business Analyst (Your role) b.
Sales consultants c.
Developers d.
Advertising staff 2.
Indicate who the communication will be directed to. Read through the case study You will need to use the following student resource to help you complete this assessment o
Worlducation Case Study (docx)
. You need to complete table Here is a sample to help get you started Work activity Communicate limits of resources What communication is Needed? Negotiate technical limitations and functional requirements to find an optimal software solution. Who will Communicate? Business analyst
Who will they communicate too? Client and developers
OFFICIAL OFFICIAL Task 2: Communication methods Complete the table below to outline appropriate communication methods you will use when speaking with advertising staff, developers, business analyst, clients, etc. and explain in detail why you have selected that type of communication method for the relevant audience. Ensure that communication takes place according to organisational requirements TASK/
STEP # Instructions Assessor Tips Identify appropriate communication methods for internal communication (With team members, advertising staff) Consider different methods you could use in the workplace to communication with your team Identify appropriate communication methods for externa
l communication. (With clients and developers)) Review the communication policy to ensure your selected methods are all allowed
OFFICIAL OFFICIAL TASK/
STEP # Instructions Assessor Tips Identify which organisational policies and procedures are applicable to your work activities You need to outline organisational policies and procedures that address communication and the specific work activities. Here is an example to get you started: Internal communication policy Identify which legislation applies to your project and workplace communication. You may need to do some additional research to identify Legislation applicable to communication and the development of a cloud-based solution Here is an example to get you started Privacy Legislation
Task 3: Draft an email
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STEP # Instructions Assessor Tips 1 Identify a communication challenge associated with your geographically dispersed team. Draft an email to the Sales manager and ICT (Information and Communications Technology) manager. Your email needs to: 1.
Seek assistance for a communication challenge you have identified. 2.
Ask for clarification of communication objectives 3.
Use language that considers those from diverse backgrounds 4.
Ask for feedback regarding your own communication techniques and how you can improve them 5.
Ensure the template is used, in line with organisational requirements You need to write an email using the template provided. The email needs to: 1.
Seek assistance for the communication challenges identified. 2.
Seek clarification of communication objectives. 3.
Ask for feedback on your personal communication techniques. Make sure your Email is written in simple language
OFFICIAL OFFICIAL Part 2: Communicate with team members
OFFICIAL OFFICIAL TASK/
STEP # Instructions Assessor Tips
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OFFICIAL OFFICIAL To complete this part of the assessment, you must complete the following task: •
Record a meeting with team members. •
You are required to complete this in a team of 4 people, you are playing the role of Business Analyst and others the role of Sales manager, Consultant and Advertising staff. •
Sales manager, consultants and advertising staff need to give their inputs regarding the communication plan presented by you. •
One of the team needs to express concerns regarding the plan and difficulties understanding how the plan will be implemented. The student is to communicate this to the group playing the role of team members and allow them to establish who it will be that is having difficulty and how it is to be expressed during the meeting. •
The team members can also raise their concerns during the meeting. •
Obtain confirmation on outcomes of communication challenges you addressed in the email to ensure issues have been resolved. The Sales Manager needs to confirm that the communication challenge mentioned in the case study is Read through the scenario, then make some notes around each point in the assessment brief that you can use to guide the recording for both you and your participants. You can also provide the participant with questions you would like them to ask you Your meeting should be 8-10 minutes You need to make sure you clearly address each point in the same order as the assessment, this will help you to know you have covered everything and allow your assessor to follow the flow of your discussion
OFFICIAL OFFICIAL addressed and that the advertising staff
’s
suggestion is implemented. •
You also need to negotiate with the team members that developers need to be included in meetings with clients to ask for their input Scenario You need to share your screen and present your communication plan to team members to outline and clarify the communication requirements and challenges. Your team is geographically dispersed and culturally diverse. Instructions Meet with your team online and record the meeting. Your meeting must include the following: 1.
Outline the communication roles of each staff member according to the communication plan you developed in Part 1 of this assessment 2.
Seek feedback on team members roles 3.
Describe at least one communication challenge and a solution 4.
Confirm that the team understands the outcomes of the communication challenges and clarify that instructions have been understood.
OFFICIAL OFFICIAL TASK/
STEP # Instructions Assessor Tips 5.
Negotiate expected work requirements with the team. a.
Explain that in the past, developers have interacted directly with clients. However, it is now the Business Analyst’s responsibility. Describe your solution, to include developers in meetings with clients to ask for their input. 6.
Clarify that instructions have been understood 7.
Provide performance feedback to the team and offer support 8.
Identify anyone within the team that requires additional support. Provide support during the meeting to assist the team member. On conclusion of the meeting make recommendations of further support that can be provided. During the meeting you need to demonstrate the following: 9.
Use cross-cultural communication techniques to incorporate team members from diverse backgrounds 10.
Respectful interactions 11.
Interpersonal skills to build relationships with team members and clients
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