Assessment Task 3
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Western Sydney University *
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Course
2
Subject
Management
Date
Nov 24, 2024
Type
doc
Pages
60
Uploaded by MinisterRockHedgehog35
Assessment
Task
3
-
Skills
Test
Assessment type
Skills Test - M
anage project integration
Instructions provided to the student:
Assessment task description:
This is the third (3) assessment task you must successfully complete to be deemed competent in this unit of competency.
This assessment task is a Skills Test.
You will receive your feedback within two (1) week, and you will be notified by your trainer/assessor when your results are available.
You must attempt all activities of the project for your trainer/assessor to assess your competence in this assessment task.
Applicable conditions:
This skill test is untimed and is conducted as an open book assessment (this means you are able to refer to your textbook or other learner materials during the test).
You will be assessed independently on this assessment task.
No marks or grades are allocated for this assessment task. The outcome of the task will be Satisfactory or Not Satisfactory.
As you complete this assessment task, you are predominately demonstrating your skills, techniques and knowledge to your trainer/assessor.
Your trainer/assessor may ask you relevant questions during this assessment task
Resubmissions and reattempts:
Where a student’s answers are deemed not satisfactory after the first attempt, a
resubmission attempt will be allowed.
The student may speak to their trainer/assessor if they have any difficulty in completing this task and require reasonable adjustments.
For more information, please refer to the Training Organisation’s Student Handbook.
Location:
This assessment task may be completed in:
☐
a classroom
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☒ learning management system (i.e. Moodle),
☐
workplace,
☐
or an independent learning environment.
Your Trainer/Assessor will provide you with further information regarding the location for completing this assessment task.
Purpose of the assessment
The purpose of this assessment task is to assess the student’s knowledge and skills essential to manage project integration i
n a range of contexts and industry settings.
Skills to work closely with others to integrate all project management functions across a project life cycle according to organisational objectives
Skills to negotiate with internal and external stakeholders
Skills to create accurate project management documentation
Skills to make suggestions for improvements to managing project integration in the future
Skills to maintain established links to align project objectives with organisational objectives.
Task instructions
This is an individual assessment.
This assessment task aims to integrate and balance overall project management functions
and to align and track project objectives to comply with organisational goals, strategies and
objectives.
The trainer/assessor must assign a team to the student. The team will have the following
stakeholders:
o
Supervisor
o
Two (2) project team members
The trainer/assessor will assign the role of stakeholders to the staf members of the training organisation.
The student must document the outcomes using the templates provided.
The trainer/assessor must assess the student based on the performance checklists provided.
Assessment
Task
3
-
Skills
Test
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Skills Test:
This assessment task requires you to integrate and balance overall project management functions and
to align and track project objectives to comply with organisational goals, strategies and objectives. This
includes:
Collaborating closely with others to integrate all project management functions throughout a
project's life cycle in accordance with organisational goals
Negotiating with both internal and external stakeholders
Making precise project management documentation
Making recommendations for future improvements to project integration management
Maintaining established links in order to align project objectives with organisational goals.
To do so, the student will be required to complete the following activities:
●
Activity 1: Establish project
●
Activity 2: Undertake project planning and design processes
●
Activity 3: Implement and monitor project
●
Activity 4: Review project
Workplace/simulated workplace requirements
This assessment task will be completed at your training organisation. The training organisation must
meet the following requirements:
Requirements:
The simulated workplace environment consists of:
●
Your training organisation as your workplace
●
Standard operating/workplace procedures.
●
Your trainer/assessor to provide you with assistance throughout the assessment activity.
●
Workplace equipment and materials:
○
Computers and internet
○
Workstation
○
Printer
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○
MS PowerPoint
○
Project management budgets and related documentation
○
Project documentation, including information about life cycle processes. (Given in the case study)
The simulated workplace environment must meet the following criteria:
Are there opportunities for students to:
Yes/No/NA
Follow standard operating/workplace procedures
Use up-to-date software and equipment
Work within stated timelines to meet deadlines
Gain experience in the challenges and complexities of dealing with multiple tasks
Experience prioritising competing tasks and dealing with contingencies
Workplace environment to work with others in a team
Safety processes relevant to the area of work
Equipment, materials and business software packages specified in the simulated workplace requirements
Workplace environment sufficient to work independently and manage workload
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Workplace simulated scenario
Your training organisation wants to publish and print its brochures to promote the qualifications its ofers. These brochures are to be distributed to the registered education and migration agents.
The project has been assigned to the Marketing Manager.
The following are the details of the project:
Project
deliverable
Design and print 1000 copies of brochures.
Project
objectives
To print 1000 copies of brochure within next one (1) month.
To achieve the allocated cost and budget objectives.
Project
duration
One (1) month
Cost of the project
The cost of the project is $60,000.
Expected return: $80,000.
Cost
objectives:
To keep the costs below $60,000.
Avoid unnecessary expenses
Project
phases:
The project manager and project team have one shared goal:
To carry out the work of the project to meet the project’s objectives.
The project will have a beginning, a middle period during which activities move toward completion, and an ending (either successful or unsuccessful).
A standard project will have the following four major phases:
Initiation
Planning
Implementation
Closure
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Initiation
Steps for the initiation phase may include the following:
Figure out the objectives for your project
Determine whether the project is feasible, and
Identify the major deliverables for the project.
Identify project stakeholders
Developing a statement of work
Planning
Steps for the initiation phase may include the following:
Creating a project plan
Creating workflow diagrams
Estimating budget and creating a financial plan
Gathering resources
Anticipating risk
Execution
Steps for the execution phase may include the following:
Creating tasks and organizing workflows:
Briefing team members on tasks
Communicating with team members, clients, and upper management
Monitoring quality of work
Managing budget
Closure
Steps for the project closure phase may include the following:
Analysing project performance
Analysing team performance
Documenting project closure
Conducting post-implementation reviews
Accounting for used and unused budget
Resource requirements
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The following resources are required to design and print copies of the brochure:
Resource
requirements:
Resource requirements
Costs
Designer cost to design brochures
$25,000
Brochure paper
$15 per brochure
Printing cost
$15 per brochure
Marketing Manager (50 hours)
$60/hour
Expected distribution of the costs over the project timeline
$25,000 (Designer cost) will be incurred in 15 days of the project.
The remaining cost will be distributed over the next 15 days.
Manager’s cost will be distributed equally over the period of one (1) month.
Pre-determined intervals
The projected income and expenditure needs to be monitored at the following intervals:
After the design phase
After the printing of the brochures
Organisational policies and procedures relating to financial assets, liabilities and records.
Following are the organisational policies and procedures relating to financial assets, liabilities and records:
Bottom-up budgeting is to be used to establish budgets
Assets and liabilities are to be recorded based on the double-entry bookkeeping system.
Records are to be maintained on cloud storage.
If the variations in the costs are within the 0-5% range, then they should be reported, and an explanation of the cause should be provided before recording into the financial budgets.
When a variation is above 5%, then a change request must be submitted to the project manager.
The change request must include:
o
Additional costs
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o
Variations in costs
o
Justification for change
o
Request for approval
Established project cost methods, techniques, and tools to identify and report budget variances.
The organisation has the following existing project cost methods, techniques, and tools to identify and report budget variances:
The actual budget needs to be compared with the projected budget.
Variance needs to be identified based on the comparison conducted.
Budget variance is to be reported using the Budget variance report.
Your role and responsibilities
You are a project manager for the above-given project. As part of your job role, you havethe following responsibilities:
Your responsibilities during the project are as follow:
Identify, clarify, and prepare project start-up documentation.
Identify stakeholders with project decision-making authority.
Determine the client's requirements and needs.
Determine the relationship between the project and the organization's overall strategies and goals.
Agree on and document the project's objectives, outcomes, and benefits.
Create a project governance structure that includes stakeholders and project authority.
Create and submit a project charter for approval by the appropriate authorities.
Establish project goals.
Determine project stages and key requirements for stage completion in accordance with client
requirements and project objectives.
Examine project management functions to determine interdependencies and the efects of
constraints.
Create a project management plan that incorporates all project-management functions, as well as associated plans and baselines.
Create tools for monitoring and controlling planned activity.
Negotiate project plan approval with relevant stakeholders and project authority.
Implement and monitor the project in accordance with the project scope, timeline, and budget.
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Work with relevant stakeholders to resolve conflicts that are impeding the achievement of project objectives.
Ensure that project records are updated against project deliverables at the appropriate intervals.
Analyse and submit project progress status reports, as well as identify issues with relevant stakeholders and project authorities.
Analyse and submit for approval an impact analysis of change requests.
Keep relevant project logs and registers for project auditing purposes.
Determine and allocate project completion activities.
Ensure that project products and associated documentation are ready for handover to the client
on time.
Complete your financial, legal, and contractual obligations.
Seek feedback on project implementation, management, and integration from relevant stakeholders and project authorities.
Keep track of any feedback you receive in order to improve future projects.
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Project:
This assessment task requires you to integrate and balance overall project management functions and
to align and track project objectives to comply with organisational goals, strategies and objectives. This
includes:
Collaborating closely with others to integrate all project management functions throughout a
project's life cycle in accordance with organisational goals
Negotiating with both internal and external stakeholders
Making precise project management documentation
Making recommendations for future improvements to project integration management
Maintaining established links in order to align project objectives with organisational goals.
To do so, the student will be required to complete the following activities:
●
Activity 1: Establish project
●
Activity 2: Undertake project planning and design processes
●
Activity 3: Implement and monitor project
●
Activity 4: Review project
Note:
The trainer/assessor will take on the role of Supervisor or assign a staf member in the role of Marketing Manager.
Each student will be assessed individually for all assessment activities.
Roles and responsibilities: Trainer/assessor
:
Assign a team to the student. The team will have the following stakeholders:
o
Supervisor
o
Two (2) project team members
The trainer/assessor will assign the role of stakeholders to the staf members of the training organisation.
Assist you in understanding the task requirements
Provide you information about job roles and responsibilities
Supervise you completing the assessment task and requirements
Timeframe to complete the project:
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Two weeks (You have two weeks to complete the project): Changes to be made by the training organisation)
Task requirements
You will be assessed on your technical knowledge and skills to complete this project.
You will be assessed on working in a team environment and meeting your job role and responsibilities.
You must follow the instructions provided by the trainer/assessor.
The task must be completed in the specified timeframe.
Your trainer/assessor will supervise and observe you completing the above activities.
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Activity 1: Establish project
This activity requires you to establish the project given in the workplace simulated scenario. To do so, you are required to:
Complete the steps given below.
Complete the template/s associated with each step.
Submit the completed templates to the trainer/assessor.
Step 1: Identify, clarify and develop project initiation documentation using Template 1.
Analyse the information regarding the project given in the workplace simulated scenario.
Develop project initiation documentation using Template 1. Include the following information in the project initiation document:
o
Project scope
o
Project objectives
o
KPIs to measure project objectives
o
Key milestones
Clarify the project initiation document prepared with the Supervisor.
Step 2: Determine project stakeholders with decision making authority on project.
Identify who will be the project stakeholders with decision making authority on project and document using Template 2.
Analyse the project stakeholders roles and responsibilities and document using Template 2.
Step 3: Establish client requirements and needs.
Evaluate the information given in the workplace simulated scenario.
Determine and establish client requirement and needs.
Document the client requirement and needs using Template 3.
Step 4: Determine the relationship between the project and the broader organisational strategies and goals.
Analyse the information regarding the project given in the workplace simulated scenario.
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Determine the relationship between the project and the broader organisational strategies and
goals.
Document the relationship between the project and the broader organisational strategies and
goals using Template 4.
Step 5: Negotiating and documenting project objectives, outcomes and benefits.
Collaborate with the team members.
Discuss the project initiation document with the team members assigned, including the following:
o
Project scope
o
Project objectives
o
KPIs to measure project objectives
o
Key milestones
Negotiate on the following and document using Template 5:
o
Project objectives
o
Project outcomes
o
Project benefits
Step 6: Establish project governance structure with stakeholders and project authority.
Collaborate with the team members and Supervisor assigned and establish a project governance
structure.
Develop a project governance structure using Template 6. Include the following information in the project governance structure:
o
Roles and responsibilities of the project team members in project governance.
o
Rules related to project governance
o
Procedures for implementation of project governance
Step 7: Assist in the creation of a project charter for approval.
Analyse the information given in the workplace simulated scenario.
Collaborate with the team members and develop project charter for approval using Template 7.
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o
Brief description: Include a few sentences that explain why you want to do this project and what you hope to accomplish.
o
Scope: This answers the question, “What is being produced by the project?” Provide an
overview of services, products, or results that you plan to develop.
o
Stakeholders: The stakeholders are the people you’ve been working with to create the
project charter.
o
Goals/deliverables
o Roles and responsibilities: This covers who is going to do what and identifies the team
'
s
responsibilities.
o
Project budget
o
Constraints and Assumptions: What are the project’s known and unknown parameters
at this point?
o
Success Measurements/ROI: Establish how you will define project success.
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Template 1: Project initiation document
Project initiation document (200-300 words)
Project scope
Design and print 1000 copies of brochures.
Project objectives
To print 1000 copies of brochure within next one (1) month. To achieve the allocated cost and budget objectives.
KPIs to measure project objectives
1000 copies of brochures were designed and printed.
The brochures were distributed to registered education and migration agents.
Design time for brochures
Number of users who enrolled in the institution after receiving the brochure
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Key milestones
To carry out the work of the project to meet the project’s objectives.
Have brochures ready within one month
The design must first be approved and then the brochure can be printed.
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Template 2: Project stakeholders
Project stakeholders (200-300 words)
Project stakeholders with decision making authority
Team leader is in charge of the team, of approving the design, of the form of distribution.
Marketing Manager has the authority to choose the programme to design the brochure, the technique and the content to be written in it.
The project sponsor will have the authority to approve if more budget is needed.
In addition, you have to be clear about the preference of your customers, so you have to make
a brochure that is attractive to new students.
Project stakeholders’ roles and responsibilities
Project Manager/Team Leader
• Resource and activity planning.
• Setting up and inspiring a project team.
• Managing time efectively.
• Budget creation and cost estimation.
• Making sure customers are happy.
• Monitoring and controlling project risk.
• Tracking development.
Marketing Manager
Coordinate marketing strategies with sales, finance, public relations and production departments.
Develop and manage the marketing department budget.
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Manage marketing department staf.
Keep informed of marketing strategies and trends.
Project Sponsor
Promoting and advocating the project
Overseeing and supporting the entire project
Allocating resources
Making key business decisions
Ensuring successful closure
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Template 3: Client requirements and needs
Client requirements and needs (150-200 words)
The client wants 1000 brochures designed and printed, which should promote the institution's services.
These brochures are to be distributed to registered education and migration agents to promote the services to students and to attract more clients to register with the institution.
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Template 4: Relationship between the project and the broader organisational strategies and goals
Relationship between the project and the broader organisational strategies and goals (150-200 words)
The project aims to provide brochures distributed to registered education and migration agents to promote the services to students and to attract more clients to register with the institution.
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Template 5: Negotiation outcomes
Negotiation outcomes (150-200 words)
Project objectives
•
To print 1000 copies of brochure within next one (1) month.
•
To achieve the allocated cost and budget objectives.
Project outcomes
With this project we want to have a written and digital publicity of the services ofered by the institution, by obtaining the promotion through 1000 copies of brochure
Project benefits
The benefits of the project will be:
-The brochures, which will add value to the institution, having an advertising document
that integrates all the services that the institution ofers, it is like a letter of introduction to customers.
- It will also help business receiving more profit from the service.
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Template 6: Project governance structure
Project governance structure (150-200 words)
Roles and responsibilities of the project team members in project governance
Project manager responsibilities may include:
Drawing out a project plan
Monitor Project Progress and Set Deadlines Solve Issues That Arise
Manage the budget
Evaluate Project Performance
Project team member responsibilities often include:
Assisting with the overall project goals
Completing their work on time and within budget
Providing expertise.
Working with users to establish business needs.
Rules related to project governance
The information will only be accessible to team members; it will not be available to anyone else working on the project.
Systems and technologies to be used: Online communication is the tool that connects team member together. They are able to exchange information and update progress.
Management and upkeep of tracking the progress of project.
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It will be private session as one on one when the serious issue raised up.
Plans for information auditing
Various steps involved in an information systems audit process include obtaining the background information, understanding the controls, developing the audit plan, compliance test of controls, use of analytical review procedures, summary of evidences, and evaluation and opinion
Procedures for implementation of project governance
When all interested parties are invited to a meeting, they should all show up to discuss
their respective roles.
They must be aware of the project's objectives and collaborate with team member to achieve target.
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Template 7: Project charter
Project charter (500-600 words)
Brief description: Include a few sentences that explain why you want to do this project and what you hope to accomplish.
This project is intended to give 1000 copies of brochure within next one (1) month Scope: This answers the question, “What is being produced by the project?” Provide an
overview of services, products, or results that you plan to develop
The project will produce a brochure design which will showcase the institution's services. These brochures will be distributed to registered education and migration agents to promote the services to students and to attract more clients to register with the institution.
Stakeholders: The stakeholders are the people you’ve been working with to create the
project charter.
The project sponsor is the person who has given us the budget for the project, this budget is $60,000, with him we should review the costs of the project and if we need any authorisation or important decision making we should talk to him.
The project manager, who is me, is the one who must manage the project, be aware of
the schedule and that all tasks are fulfilled, also must be aware of the costs and decisions to be taken.
The marketing manager is in charge of carrying out the work of the project to meet the project’s objectives.
Finally, we have the educational and migration agents to whom the brochure will be sent so that they can hand it out to their clients.
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Goals/deliverables
Our deliverable is: Design and print 1000 copies of brochures.
The goals are: to be able to achieve the allocated cost and budget objectives Roles and responsibilities
Project manager responsibilities may include:
Drawing out a project plan
Monitor Project Progress and Set Deadlines Solve Issues That Arise
Manage the budget
Evaluate Project Performance
Project team member responsibilities often include:
Assisting with the overall project goals
Completing their work on time and within budget
Providing expertise.
Working with users to establish business needs.
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Project budget
Cost of the project
The cost of the project is $60,000. Expected return: $80,000.
Cost objectives:
•
To keep the costs below $60,000.
•
Avoid unnecessary expenses
Constraints and Assumptions: What are the project’s known and unknown parameters at
this point?
It is known that the design of the leaflet has to be done, also 1000 of these have to be printed out on time.
.
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Success Measurements/ROI: Establish how you will define project success.
The success of the project will be defined as follows:
- 1000 brochures were produced on time.
- Budget is under controlled
Activity 2: Undertake project planning and design processes
This activity is a continuation of Activity 1.
This activity requires you to undertake project planning and design processes. To do so, you are required to:
Complete the steps given below.
Complete the template/s associated with each step.
Submit the completed templates to the trainer/assessor.
Step 1: Establish project objectives
Analyse the information given in the workplace simulated scenario and outcomes of Activity 1.
Collaborate with the team members and develop project budget using Template 8.
Step 2: Determine project stages and key requirements for stage completion in accordance with client requirements and project objectives.
Determine diferent stages in project management life cycle and document using Template 9.
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Determine the key requirements for each stage completion against client requirements and project objectives
Step 3: Examine project management functions to determine interdependencies and the impact of
triple constraints.
Assess the project management functions related to the project given in the workplace simulated scenario.
Determine interdependencies of the project management functions and the impact of the following
constraints using Template 10.
o
Cost
o
Scope and quality
o
Time.
Step 4: Create a project management plan that incorporates all project-management functions, as well
as associated plans and baselines. Follow the guideline provided when preparing project management
plan.
The project management plan must be prepared using Template 11.
Word-limit to prepare the project management plan is 600-800 words.
The project management plan must include the following information:
o
Purpose of the project
o
Assumptions/contraints
o
Project schedule and milestones including significant aspects such as:
Phases
Stages
Decision making.
o
Scope baseline.
What is the project outcome expected to be?
What are the deliverables, along with key milestones and the approach to delivery?
The business need for the project deliverables and what business problem they
solve?
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Roles
and
responsibilities
(Student/Project
Manager)
Discuss the following with the potential collaborators.
o
Purpose of the project
o
Assumptions/contraints
o
Project schedule and milestones
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o
Schedule and cost baselines
Identifying the resources for each task.
Estimating how long each task will take to complete.
Estimating the cost of each task.
Using the tasks list and estimates to develop the schedule.
o
Quality management
o
Change control management
Step 5: Create two (2) tools for monitoring and controlling planned activity and document using Template 12.
Develop two (2) tools for monitoring project activities planned in Step 4.
Discuss the steps for implementation of each tool for monitoring and controlling planned activity
and document using Template 12.
Step 6: Negotiate project plan approval with relevant stakeholders and project authority. Arrange a meeting with the following stakeholders and project authority.
Supervisor.
Team members
The trainer/assessor must observe the student conducting the meeting.
The trainer assessor must further brief the student and the staf members of their roles and responsibilities and script to be followed before the meeting.
The roles and responsibilities are as below:
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o
Scope baseline.
o
Schedule and cost baselines
o
Quality management
o
Change control management
Use listening and questioning to confirm and clarify understanding.
Conduct the meeting based on the ‘Script’ provided.
Roles
and
responsibilities
(Potential
collaborators)
Participate in open and honest discussions.
Participate in the meeting using following the script provided.
To conduct the meeting, you must follow the meeting process and the meeting script provided below.
Meeting
process:
Before the meeting
1.
Create a meeting agenda.
Confirm the meeting time and place with the trainer/assessor.
Use the meeting agenda template provided to prepare the meeting
agenda.
2.
E-mail the meeting participants’ presentation and meeting agenda and
request confirmation for the meeting.
During the meeting
1.
Welcome the participants
2.
Conduct the meeting based on the ‘Meeting script’ provided.
3.
Clarify the understanding of the participants.
After the meeting
1. Summarise the agreed outcomes using the meeting minutes template provided.
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Meeting
script:
Meeting
1
Script: Meeting (Student/Project Manager)
The (Student/Project Manager) will discuss the following with the internal stakeholders:
Purpose of the project
Assumptions/contraints
Project schedule and milestones
Scope baseline.
Schedule and cost baselines
Quality management
Change control management
The Student/Project Manager will further:
Clarify the understanding of the internal stakeholders.
Answer the questions asked by the stakeholders.
Negotiate project plan and gain approval.
Script
for
stakeholders:
Note: The stakeholders will discuss the following with the Project Manager:
1. How does the project management plan align with the organisational
objectives?
2.
What monitoring and evaluation strategies will be used to monitor and
control the project?
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Template 8: Project budget
Project budget
Cost of the project
The cost of the project is $60,000. Expected return: $80,000.
Cost objectives:
•
To keep the costs below $60,000.
•
Avoid unnecessary expenses
Resource
requirements
Costs
Designer cost to design brochures
$25,000
Brochure paper
$15 per brochure
Printing cost
$15 per brochure
Marketing Manager (50 hours)
$60/hour
Expected distribution of the costs over the project timeline
•
$25,000 (Designer cost) will be incurred in 15 days of the project.
•
The remaining cost will be distributed over the next 15 days.
•
Manager’s cost will be distributed equally over the period of one (1) month.
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Template 9: Project stages and key requirements for stage completion
Project stages and key requirements for stage completion (300-400 words)
Different stages in project management life cycle
The project manager and project team have one shared goal:
•
To carry out the work of the project to meet the project’s objectives.
The project will have a beginning, a middle period during which activities move toward completion, and an ending (either successful or unsuccessful).
A standard project will have the following four major phases:
•
Initiation
Planning
Implementation
Closure
Initiation
Steps for the initiation phase may include the following:
Figure out the objectives for your project
Determine whether the project is feasible, and
Identify the major deliverables for the project.
Identify project stakeholders
Developing a statement of work
Planning
Steps for the initiation phase may include the following:
•
Creating a project plan
Creating workflow diagrams
Estimating budget and creating a financial plan
Gathering resources
Anticipating risk
Execution
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Steps for the execution phase may include the following:
•
Creating tasks and organizing workflows:
•
Briefing team members on tasks
Communicating with team members, clients, and upper management
Monitoring quality of work
Managing budget
Closure
•
Steps for the project closure phase may include the following:
•
Analysing project performance
•
Analysing team performance
Documenting project closure
Conducting post-implementation reviews
Accounting for used and unused budget
Key requirements for each stage completion against client requirements and project objectives
The projected income and expenditure needs to be monitored at the following intervals:
•
After the design phase
•
After the printing of the brochures
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Template 10: Examine project management functions to determine interdependencies and the impact of triple constraints
Examine project management functions to determine interdependencies and the impact of triple constraints (200-300 words)
Interdependencies of the project management functions and the impact of the following constraints.
Cost
Scope and quality
Time.
According to project management we can determine the following interdependencies:
Before printing the brochure, the design must be approved, which has to meet some established parameters, and the project supervisor must approve this before going to print.
It is very important that all detail must be reviewed and get approval before printing in
order to avoid time and cost wasting.
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Template 11: Project management plan
Project management plan (500-600 words)
Purpose of the project
The purpose of the project is to be able to have 1000 printed brochures to hand out registered education and migration agents Assumptions/constraints
As we assume that these brochures will be given to students who are interested in gaining information on which institute matches their requirement. Project schedule and milestones including significant aspects such as:
Phases
Stages
Decision making.
It is important to know that this project has a duration of -
Initiation
-
Planning
-
Implementation
-
Closure
They are crucial guideline for team member to follow.
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Scope baseline.
What is the project outcome expected to be?
What are the deliverables, along with key milestones and the approach to delivery?
The business need for the project deliverables and what business problem they
solve?
The expected outcome of the project is to be able to meet the budget by delivering the designated 1000 brochures.
Design and print 1000 copies of brochures.
The need of the company will be to promote our service through the brochure printed out.
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Schedule and cost baselines
Identifying the resources for each task.
Estimating how long each task will take to complete.
Estimating the cost of each task.
Using the tasks list and estimates to develop the schedule.
The first 15 days of the schedule will be spent with the brochure designer, who must submit the brochure design for approval by the end of the 15 days, the cost for this task is $25,000
Each task will take about 7-10 days to be completed.
$25,000 (Designer cost) will be incurred in 15 days of the project.
The remaining cost will be distributed over the next 15 days.
Manager’s cost will be distributed equally over the period of one (1) month.
The estimated total cost will be $58,000.
Quality management
In order to comply with quality management, the following policies must be taken into account:
•
Bottom-up budgeting is to be used to establish budgets
•
Assets and liabilities are to be recorded based on the double-entry bookkeeping system.
•
Records are to be maintained on cloud storage.
•
If the variations in the costs are within the 0-5% range, then they should be reported, and an explanation of the cause should be provided before recording into the
financial budgets.
•
When a variation is above 5%, then a change request must be submitted to the project manager. The change request must include:
o
Additional costs
o
Variations in costs
o
Justification for change
o
Request for approval
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Purpose of the project
The purpose of the project is to be able to have 1000 printed brochures to hand out to
students and to attract more clients to register with the institution.
From this we need to have an Expected return of $80,000, and above all avoid unnecessary expenses.
Change control management
Change control is a process used to manage project change requests and other major initiatives. To make a change to the project we must follow these steps:
1. Define the scope of chang.
2. Evaluate the impact of potential change
.
3. Analysis: here the request is approved or rejected, if changes are made they must be communicated to the whole team.
4. Adjust project plans
5. Closure: Communicate and implement the approved change request
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Template 12: Tools for monitoring and controlling planned activity
Tools for monitoring and controlling planned activity (200-300 words)
Two (2) tools for monitoring and controlling planned activity
In this project we can use two tools to monitor and control the accomplishment of the tasks.
Trello is a collaboration tool that organizes your projects into boards. In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process. Imagine a white board, filled with lists of sticky notes, with each note as a task for you and your team.
Chanty is an all-in-one collaboration platform with a built-in task manager. You can turn any message into a task. Tasks can be assigned to any team member and filtered by status, dates and people. Chanty lets you discuss any task in a related flow with relevant team members.
Steps for implementation of each tool for monitoring and controlling planned activity
With Trello
Trello’s interface allows users to have a clear overview of their tasks and project progress. They can easily move cards across lists to reflect the status of each task, from “To Do” to “In Progress” to “Completed,” providing a visual representation of the workflow and making it easy to prioritize and track tasks.
With Chanty
Chanty’s Kanban board offers a flexible and simple way to manage all your tasks in one place. You can set a due date, assign a person and control status and priority of any task.
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BSBPMG540 Assessment V1
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Meeting minutes:
Meeting Minutes:
Meeting 1
Date
of
Meeting:
(MM/DD/YYYY)
09/08/2022
Time:
10 am
Minutes Prepared By:
Alejandra Lince
Location:
Meeting Room
1. Meeting Objective
Discuss about the project
2. Attendance at Meeting
Name
Department/Division
E-mail
Phone
Jhon Smith
Marketing Manager
jsmith@berkeley.edu.au
+61480054012
Margaret Turner
Graphic Designer
mturner@gmail.com
+61480050609
James Wilson
Marketing Staff
jwilson@berkeley.edu.au
+61485813063
3. Agenda and Notes, Decisions, Issues
Topic
Owner
Time
Discuss the project on these specific topics
Purpose of the project • Assumptions/contraints • Project schedule and milestones • Scope baseline. • Schedule and cost baselines • Quality management • Change control management
Alejandra Lince
15 minutes
Questions
All stakeholders
10 minutes
Negotiate project plan
Alejandra Lince
10 minutes
4. Action Items
Action
Owner
Due Date
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BSBPMG540 Assessment V1
Page 42
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Draw up a schedule specifying the tasks and the
person responsible for them.
Alejand
ra Lince 09/08/2022
Meeting Minutes:
Meeting 1
Date
of
Meeting:
(MM/DD/YYYY)
09/08/2022
Time:
10 am
Minutes Prepared By:
Alejandra Lince
Location:
Meeting Room
Discuss the project
Alejandra Lince
15 minutes
Questions
All stakeholders
10 minutes
Negotiate project plan
Alejandra Lince
10 minutes
5. Next Meeting (if applicable)
Date:
(MM/DD/YYYY)
25/08
Time:
09.00
Location:
Room a
Objective:
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1. Meeting Objective
BSBPMG540 Assessment V1
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Meeting agenda template:
Meeting/Project Name:
Meeting 1 / Brochures
Date
of
Meeting:
(MM/DD/YYYY)
09/20/2002
Time:
10 am
Meeting Facilitator:
Alejandra Lince
Location:
Meeting Room
2. Attendees
Name
Department/Division
E-mail
Phone
Jhon Smith
Marketing Manager
jsmith@berkeley.edu.
au
+61480054012
Margaret Turner
Graphic Designer
mturner@gmail.com
+61480050609
James Wilson
Marketing Staf
jwilson@berkeley.edu
.au
+61485813063
3. Meeting Agenda
Topic
Owner
Time
Discuss the project
Alejandra Lince
15 minutes
Questions
All stakeholders
10 minutes
Negotiate project plan
Alejandra Lince
10 minutes
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)
Description
Prepared by
Discuss about the project
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Template 11: Project management plan
Alejandra Lince
Template 12: Tools for monitoring and controlling planned activity
Alejandra Lince
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BSBPMG540 Assessment V1
Page 45
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Activity 3: Implement and monitor project
This activity is a continuation of Activity 2.
This activity requires you to implement and monitor project given in the workplace simulated scenario.
Guidelines
for
Activity
3:
This activity will take place during the implementation phase of the project.
The timeline to complete the implementation phase of the project is one month.
During the implementation phase of the project, the student will work with the team members assigned and develop an advertising campaign that includes the following:
o
Social media advertisements that promote the brand message to its target market
o
Newsletters
o
Magazines advertisements
At the end of the implementation phase, the project team must submit the following documents
to the trainer/assessor.
o
Social media advertisements that promote the brand message to its target market
o
Newsletters
o
Magazines advertisements
The student will prepare a status report on the project each week for a period of one month.
To complete this activity, you are required to:
Collaborate with the stakeholders/team members and complete the steps given below.
Complete the template/s associated with each step.
Submit the completed templates to the trainer/assessor.
Step 1: Prepare, maintain and update status reports on project progress and identified challenges.
Collaborate with the team members assigned.
Prepare a weekly project status report on project progress and identified challenges for a period of one month.
o
For each weekly project status report for a period of one month, include the following information using Template 13:
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Reporting period
Project title
Project manager
Project milestones
Status
Baseline completion date
Challenges identified
Note: Step 2 will be completed after 15 days of implementation.
Step 2: Seek feedback and changes required to the project from relevant stakeholders.
Seek feedback from the team members and Supervisor (Trainer/assessor).
Discuss the following with the team members and Supervisor:
o
Project milestones
o
Status
o
Baseline completion date
o
Challenges identified
Collaborate with team members and Supervisor and discuss the changes required for the next
implementation phases.
Document the changes required based on the feedback received using Template 14.
Step 3: Undertake an impact analysis of the proposed changes to the project.
Collaborate with the team members assigned.
Undertake an impact analysis of the proposed changes.
o
Analyse the proposed changes identified in Step 2.
o
Determine the impact of the changes and document using Template 15.
o
Determine the cost of change and impact of not making the change and document using
Template 15.
Note: This activity will be completed after week 2 and week 3.
Step 4: Update associated plans and reflect project progress against baselines and approved changes.
Update project plans and project baselines prepared in Activity 2.
Submit the updated project plans and project baselines to Supervisor.
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Reflect project progress against baselines and approved changes.
Prepare an assessment report reflecting project progress against baselines and approved changes using Template 16. Include the following information:
o
Scope baseline
o
Schedule and cost baselines
o
Project progress against baselines and approved changes
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Template 13: Project status report
Project status report (300-400) words
Reporting period
The reporting period is established weekly to review the schedule and enforce compliance.
Week 1 Content is developed Establish roles and responsibilities.
Assign tasks and create a timeline.
Week 2 Brainstorm on artwork designed. Any changes required?
Recheck the spelling of artwork Send the final artwork to customer
Week 3 Get approval from customer
Week 4 Printing the brochures
Hand the brochure to customer
Project title
Advertising campaign
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Project manager
Alejandra Lince
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Project milestones
Develop an advertising campaign containing the following:
-Advertisements on social networks promoting the brand's message to its target market.
o
Newsletters
o
Magazines advertisements
Status
Week 1
Develop the content of the advertising campaign, the message you want to give to the
audience.
Establish roles and responsibilities.
Assign tasks and create a timeline.
Week 2 Brainstorm on artwork designed. Any changes required?
Recheck the spelling of artwork Send the final artwork to customer
Week 3 Get approval from customer
Week 4 Printing the brochures
Hand the brochure to customer
Baseline completion date
Week 4 is due for completion as the one-month deadline is reached.
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Challenges identified
The information to be included in the advertisements must be reviewed very well, since you want to convey a clear message to the audience, you must also patiently check the spelling and the written words so that you can be consistent with what you want to inform. It should also be eye-catching and in line with the institution.
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Template 14: Changes required based on the feedback received
Changes required based on the feedback received (100-200) words
As discussed with stakeholders, all designs are required to be done in the second week
to allow more time for review.
This would be as follows:
Week 1
Develop the content of the advertising campaign, the message you want to give to the
audience.
Establish roles and responsibilities.
Assign tasks and create a timeline.
Week 2 Brainstorm on artwork designed. Any changes required?
Recheck the spelling of artwork Send the final artwork to customer
Week 3 Get approval from customer
Week 4 Printing the brochures
Hand the brochure to customer
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Template 15: An impact analysis of the proposed changes
An impact analysis of the proposed changes (300-400) words
The impact of the changes
With the change in the design delivery schedule, the team member has to work overtime. That means the budget is spent additionally. The cost of change and impact of not making the change
By not making the change we could be delayed in the process estimate 4 days.
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Template 16: Assessment report
Assessment report (300-400) words
Scope baseline
With respect to the scope baseline, not much has changed, since the tasks did not require much resource. Schedule and cost baselines
Regarding the schedule, if the delivery of the designs was modified for the second week, this puts a little extra expense. This is to prevent project are delayed.
Project progress against baselines and approved changes
The project went well, the objectives were met and the changes that were approved helped to better organize schedule. In other words, the project is finished as expectation.
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Activity 4: Review project
This activity is a continuation of Activity 3.
This activity requires you to assist with project finalisation.
Guidelines
for
Activity
4:
This activity will take place during the implementation phase of the project.
The student will submit the developed advertising campaign that includes the following to the Supervisor (Trainer/assessor):
o
Social media advertisements that promote the brand message to its target market
o
Newsletters
o
Magazines advertisements
The trainer/assessor will provide feedback and suggestions for improvement to project performance.
To complete this activity, you are required to:
Collaborate with the stakeholders/team members and complete the steps given below.
Complete the template/s associated with each step.
Submit the completed templates to the trainer/assessor.
Step 1: Prepare finalised project products and associated documentation for handover to client.
Prepare the following finalised project products and associated documentation to the Supervisor.
o
Social media advertisements that promote the brand message to its target market
o
Newsletters
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o
Magazines advertisements
Step 2: Assist in completing financial, legal and contractual obligations for the finalised project products and associated documentation
.
Collaborate with the team members.
Determine financial, legal and contractual obligations for the finalised project products and
associated documentation and document using Template 17.
Complete financial, legal and contractual obligations.
Step 3: Provide feedback and suggestions for improvement to project performance.
Collaborate with the team members.
Evalaute the performance of the project.
Determine two (2) areas of improvement and document using Template 18.
Develop suggestion to address each area of improvement and document using Template 18.
Step 4: Review project performance, assessments and document lessons learned.
Analyse project performance and assessments based on the outcomes of project and Step 3.
Document lessons learned using Template 19.
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Template 17: Financial, legal and contractual obligations
financial, legal and contractual obligations (200-300) words
Organizational policies and procedures relating to financial assets, liabilities and records.
Following are the organisational policies and procedures relating to financial assets, liabilities and records:
•
Bottom-up budgeting is to be used to establish budgets
•
Assets and liabilities are to be recorded based on the double-entry bookkeeping system.
•
Records are to be maintained on cloud storage.
•
If the variations in the costs are within the 0-5% range, then they should be reported, and an explanation of the cause should be provided before recording into the
financial budgets.
• When a variation is above 5%, then a change request must be submitted to the project manager. The change request must include:
o Additional costs
o Variations in costs
o Justification for change
o Request for approval
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Template 18: Improvement to project performance.
Improvement to project performance. (300-400) words
Two (2) areas of improvement
1. Create a clear objective
2. Identify clear metrics
Develop suggestion to address each area of improvement
1. Create a clear objective
One way to resolve conflict is to make sure the objective is relate to SMART principle. Moreover, everyone is communicated on the objectives clearly. 2. Identify clear metrics
To ensure the quality of the work, clear metrics must be indicated. In other words, everyone know the expectation of the project. Furthermore, the personal KPIs are also clarified before project implemented.
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Template 19: Lessons learned
Lessons learned (200-300 words)
To distribute content, the best strategy is to use social media as it allows you to reach your target through diferent channels/platforms and create meaningful connections with them. The success of your content marketing eforts depends on this.
The greatest power of content is to specific audience needs allows brands to demonstrate their awareness of consumer wants and interests. This, in turn, aids in the development of trust and credibility with the target audience, leading to greater brand recognition
Content marketing is a powerful tool for businesses looking to engage their audience, build trust, and drive customer action. By understanding the benefits of content marketing, the various types of content, and implementing best practices, you can create a successful content marketing strategy that drives results. Remember to be patient and persistent, as content marketing takes time to deliver results, but the long-term benefits are well worth the efort.
REFERENCES
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https://www.linkedin.com/pulse/power-content-marketing-strategies-success-armand-ruci/
https://timesofindia.indiatimes.com/blogs/voices/how-to-leverage-the-power-of-
content-in-the-digital-landscape/
https://sswm.info/sites/default/files/reference_attachments/finance%20policies.pdf
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