Management 4

BSBWRT301 Write simple documents Trainer Guide

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Contents

Introduction        3

Assessment Task 2: Project Portfolio        8

Introduction

The assessment tasks for BSBCMM511 Communicate with influence are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course.

Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.

Assessment for this unit

BSBCMM511 Communicate with influence  describes the skills and knowledge required to present and negotiate persuasively, lead and participate in meetings and make presentations to customers, clients and other key stakeholders.

For you to be assessed as competent, you must successfully complete two assessment tasks:

● Assessment Task 1: Knowledge questions – You must answer all questions correctly.

● Assessment Task 2: Project – You must work through a range of activities and complete a project portfolio.  

Assessment Task 2: Project Portfolio

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Assessment Task 2: Project Portfolio

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.

You will need access to:

● a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access

● your learning resources and other information for reference

● Project Portfolio template.

● Simulation Pack (if using the case study).

Ensure that you:

● review the advice to students regarding responding to written tasks in the Business Works Student User Guide

● comply with the due date for assessment which your assessor will provide

● answer all questions completely and correctly

● submit work which is original and, where necessary, properly referenced

● submit a completed cover sheet with your work

● avoid sharing your answers with other students.

Assessment information

Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:

● where this task should be completed

● how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide.

Task 1 – Activities

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Task 1 – Activities Complete the following activities:

1. Carefully read the following:

This project requires you to choose a scenario in your organisation that requires you to present information to others and negotiate outcomes.

You will be creating a presentation to present information to two different groups of people at two separate meetings. One of the groups of people you choose to communicate to must be appropriate team members.

At these two meetings, you will present your presentation and adapt your communication to suit the audience at each meeting.

Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, you can use the case study provided. This will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way to your own situation!

To complete this assessment, you must assume a senior role in your chosen business. This role should suit a manager or leader in the organisation who identifies, analyses and acts on information from a variety of sources. This role should also require initiative and judgement to deal with unpredictable problems and manage the work of self and others.

It is important that you are able to access enough information for your chosen business in order to be able to do your assessment. As a minimum this should include:

● organisational objectives

● relevant policies/procedures that guide communication (e.g. Meeting policy and procedure)

● a scenario that requires you to present information to and negotiate with two different groups of people.

Examples of scenarios may include:

● changing the organisational structure and related job roles/descriptions

● introducing a new product range

● legislative changes

● office relocation

● introduction of artificial intelligence or robotic process automation

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You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below.

2. Preparation

Make sure you are familiar with the organisation you are basing this assessment on and have read through the necessary background information. For the case study business, this is all of the documents included in the Simulation Pack.

Complete Page 4 of your Project Portfolio for this unit.

Read through the requirements of Section 1, 2 and 3 of your Project Portfolio.

3. Planning communication

Complete Section 1 of your Project Portfolio. To do this, you need to:

● describe the organisation and its objectives.

● choose and describe a scenario in your organisation that requires you to present information to others.

● understand organisational and legal requirements

● plan communication.

Make sure you have answered all questions in Section 1. Submit to your assessor for review.

You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 1 of the Project Portfolio and make sure you attach these when you submit this section.  

You will use the work done in this section of the Portfolio to create a presentation and adapt it for two different audiences.

4. Preparing communication

Complete Section 2 of your Project Portfolio. To do this, you need to:

● prepare a visual/written presentation to communicate your information to your two chosen audiences. As far as possible, use the same presentation for both meetings, but adjust them to suit the audience and purpose accordingly.

● prepare any other additional meeting materials (e.g. Agenda, Survey, Feedback form etc.).

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Feedback form etc.).

● schedule the meetings.

Make sure you have answered all questions in Section 2. Submit to your assessor for review.

You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 2 of the Project Portfolio  and make sure you attach these when you submit this section.  

You will use the work done in this section of the Portfolio to meet separately with each of your chosen two audiences to present your presentation(s) and negotiate outcomes.

5. Presenting and negotiating.

Meet separately with each identified group to present your presentation(s) and negotiate outcomes. Adapt your communication to suit each audience (as planned in Section 1)

Each meeting should take 30 minutes.

This meeting may take place with classmates or your assessor may play the role of one or more team members. This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated. If this session is not viewed in person by your assessor, you will attach proof of the meeting to Section 2 of your Project Portfolio.

As you lead each meeting:

● engage and motivate the meeting attendees

● set the meeting objectives (seek consensus from all attendees)

● contribute to discussions using appropriate language, tone, structure and style (make sure you use active listening and questioning to seek information).

● provide an opportunity for the audience to ask questions (make sure you answer them clearly and concisely).

● negotiate as planned, establish areas of common ground and compromise where applicable.

● resolve conflict

● seek feedback after the presentation about the meeting and negotiation (this may be in any appropriate format e.g. verbally, using an

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online survey or a printed questionnaire).

Complete Section 3 of your Project Portfolio. To do this:

● create separate written documents on the outcomes of each meeting (i.e. one document per meeting).

● distribute your two meeting summary documents to relevant meeting stakeholders (separately).

● Evaluate your presentations using the feedback received at the meeting, including what you did well and how you can improve.

6. Submit your completed Project Portfolio  

Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.

Student name:

Assessor:

Date:

Documents reviewed:

Section 1: Planning communication

Describe the organisation you are basing this project on.

What is the name of the organisation?

What are the main activities of the organisation?

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of the organisation?

What are the organisational objectives?

Choose and describe a scenario in your organisation that requires you to present information to others.

Remember: You will be creating a presentation to present material to two different groups of people at two separate meetings. One of the groups of people you choose to communicate to must be appropriate team members.

Understand organisational and legal requirements.

Describe any organisational policies and procedures that relate to communication (e.g. internal communication policy, external communication policy, confidentiality agreements etc.).

Note: Attach proof of the policies and procedures to this section of your portfolio.

How do these policies and procedure confirm your authority to present the information above?

What are the relevant conventions and protocols for communicating with team members?

Summarise your legal and ethical responsibilities associated with any confidential information.

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Plan your communication by completing the table below.

Who am I communicating to?

Meeting 1 (e.g. with Project team)

Meeting 2 (e.g. with customers)

What is the purpose of my communication?

What information should be part of the communication?

What position will you take regarding the information that must be communicated?

Should any information be kept confidential?

What will be negotiated?

What are the objectives of negotiation (at least one each)?

What stakeholder needs and requirements should be met during the negotiation?

What are the potential issues and problems that may arise from the negotiation (at least one each)?

What position will you take regarding any negotiation

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regarding any negotiation that will take place (identified in Section 1)?

What are your supporting arguments to meet your negotiation objectives (identified in Section 1)?

What forum will I use to present the information at the meeting e.g. PowerPoint presentation at Group meeting, printout of information, one-on-one discussion etc)?

How does the forum meet organisational objectives?

What vocabulary, tone, structure and style suits the audience?

How will I:

● build trust

● develop positive working relationships

● show respect for the opinions and values of others

● maintain effective interaction?

 Attach:

Policies and procedures ☐

Section 2: Preparing communication For each meeting planned in Section 1, prepare a visual/written

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prepare a visual/written presentation that reflects the information requirements and desired outcomes outlined in the work you’ve done on this assessment so far.

Note: As far as possible, use the same presentation for both meetings, but adjust them to suit the audience and purpose accordingly. Make sure your presentation manages confidential information appropriately (i.e. confidential information is not shared with unauthorised parties). Attach the presentations to this section of your portfolio as proof.

For each meeting, prepare any other additional meeting materials (e.g. Agenda, Survey, Feedback form etc.).

Note: If meeting materials have not already been attached to your portfolio as proof (i.e. the presentation), attach them to this section of your portfolio.

Schedule both meetings.

How will you schedule each meeting (e.g. meeting request sent via email, telephone call, text message etc.)?

Which materials should be distributed before the meeting?

Attach proof of how you’ve scheduled the meeting to this

Copy of BSBCMM511 Asses…

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the meeting to this section of your portfolio.

 Attach:

Presentations (x 2) ☐

Additional meeting materials ☐

Proof of scheduling meetings (x2) ☐

Section 3: Presenting and negotiating

If not already viewed in person by your assessor, attach proof of your two meetings to this section of your portfolio.

Complete this section after you’ve met with your identified stakeholders.

For each meeting and presentation, create a written document on the outcomes of the meeting.

Note: These written documents must be distributed to the relevant stakeholders. Keep the audience in mind as you create each document.

Your document should include a summary of the meeting, including:

● who attended the meeting

● what was discussed at the meeting

● outcomes of your negotiation (including potential issues and problems).

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Attach your documented meeting outcomes to this section of your portfolio.

Distribute your two meeting summary documents to relevant meeting stakeholders (separately).

For each meeting document, how will you distribute the meeting outcomes (e.g. via email, hand out a printed copy in person etc.)?

Attach proof of how you distributed the meeting outcomes summary to this section of your portfolio (e.g. draft email, photo of you physically handing out a printed copy, link to intranet location of document etc).

Evaluate your presentations.

What feedback did you receive at the meeting?

What did you do well?

How can you improve?

 Attach:

 

Proof of meetings (x 2) ☐

Documented meeting outcomes (x 2) ☐

Proof of distributing meeting outcomes to stakeholders

☐

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