Task B1

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Royal Melbourne Institute of Technology *

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1726

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Management

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Nov 24, 2024

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docx

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Task B: Conduct negotiations – Role Play Following your email, Anne had sent the details of their conference and the catering requirements. You had prepared the following proposal to her at a total cost of $11900 – $ 59.50 per day. Conference Dates – 14th and 15th March Conference Package - 200 PAX Morning Tea - Select any four items - $18.50 PP Ex GST  White chocolate and raspberry mini muffins  Nutella and custard mini brioche buns  Date mini scones with Chantilly cream and homemade jam  Anzac mini cookies  Gluten free brownie GF  Gluten free orange cake GF  Seasonal fruit platter  Coffee and Tea Lunch - Cold Options - $25.00 PP Ex GST Option one  Assorted rice paper rolls and sushi VEG option, GF  House baked spelt bruschetta with wild mushrooms, feta and basil V  Super food salad cups with sweet potato, broccoli, pomegranate and nuts V, GF Option two  Variety of house baked mini breads with assorted fillings VEG option  Sweet potato, goat cheese and lemon thyme frittata V, GF  Penne pasta salad cups with prawns, capsicum, corn and celery Option three  Point sandwiches with assorted fillings VEG option  Tortilla mini wraps with assorted fillings VEG option  Sweet potato salsa with Roma tomato, red onion, corn, coriander and chili V, GF  Coffee and Tea Afternoon Tea - $16.00 PP Ex GST

Select one of the following  Chef selection of handmade miniature cakes, tarts and slices GF option, V  Gourmet cheese platter with fresh berries, crackers, dried fruit and fig paste  Fruit sushi and fruit spring rolls with citrus and honey dip V, GF  Coffee and Tea After receiving your proposal, the Anne, the Administration Manager calls you to say that this proposal is very good, but exceeds her budget. She has requested you to reduce the package price, without making changes to the menu. You have invited Anne to a meeting in your office to negotiate the price. Your task is to:  Conduct negotiation with Anne using techniques in line with professional and organisational protocols.  The aim of the negotiation should be to maximise benefits of relationship for both the parties.  During the negotiation, you must demonstrate the following behaviours: o clarification of needs of all parties o bargaining o developing and considering all options/offers o use of active listening and questioning o use of appropriate cultural behaviour o use of appropriate language o developing options o effective non-verbal communication techniques  You must make detailed notes of the requirements explained by Anne.  You must explain to her that you will consider her requirements and will get back to her after discussing the options with the General Manager.  You must thank Anne and conclude the meeting with her in a professional manner.  Your assessor will organise for a volunteer will play the role of the Anne Smith, using a cue card. Your assessor will explain their role to them.  Your assessor will also assess your performance using the role play observation checklist below.

Please record your detailed notes in the spaces provided. Meeting Notes: 1. Greeting and Introduction:  I welcomed Anne Smith to my office and initiated the conversation in a friendly and professional manner.  I established rapport and made her feel comfortable. 2. Clarification of Needs:  I started by asking Anne about her specific budget constraints and her expectations regarding cost reduction.  Anne mentioned that while she loved the proposed menu, the total cost of $11,900 exceeded her budget, and she was looking to reduce the package price. 3. Active Listening and Questioning:  I actively listened to Anne's concerns and asked clarifying questions to gain a better understanding of her needs.  I made sure to use open-ended questions to encourage her to elaborate on her requirements. 4. Understanding the Menu:  I acknowledged Anne's appreciation for the menu and her desire to keep it as is.  I assured her that I would explore ways to address her budget concerns without changing the menu. 5. Developing and Considering Options:  I expressed my commitment to finding a solution that works for both parties.  I briefly mentioned that I would discuss this with the General Manager to explore potential options. 6. Bargaining:  I offered to negotiate various aspects of the package, such as pricing or services, to meet Anne's budget.  I conveyed my flexibility and willingness to make adjustments. 7. Effective Non-Verbal Communication:  I maintained eye contact, displayed active listening cues (nodding and mirroring), and maintained a composed and open body posture. 8. Use of Appropriate Language and Cultural Behavior:  I used clear and concise language, avoiding jargon or technical terms.  I ensured that my communication was respectful and culturally sensitive.

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9. Developing Options:  I suggested the possibility of reducing the price by either offering a discount, modifying the service, or customizing certain elements of the package. 10. Concluding the Meeting:  I thanked Anne for her time and for bringing her concerns to my attention.  I reassured her that I would discuss her requirements with the General Manager and get back to her with viable options. 11. Professional Conclusion:  I concluded the meeting in a professional and respectful manner, reiterating my commitment to finding a solution.  I extended a handshake and thanked Anne again for considering our services. Follow-Up Actions:  I will consult with the General Manager to explore options for cost reduction while maintaining the menu as is.  I will reach out to Anne Smith with potential solutions within the agreed timeline.

Task B1

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