You can use this template for Section 2, Question 2 of the project portfolio.
Meeting Agenda
You can use this template for Section 2, Question 2 of the project portfolio.
Meeting Agenda 1 (Team Member)
Meeting Date: Meeting Time/Duration: Meeting Location: Attendees: Chair: Please Bring &/or Read: Agenda Items Time Allocated
Welcome and apologies 2 minutes
Add rows depending on the number of items Meeting Agenda 2 (Client/Customer)
Meeting Date: Meeting Time/Duration: Meeting Location: Attendees: Chair: Please Bring &/or Read: Agenda Items Time Allocated
Welcome and apologies 2 minutes
Add rows depending on the number of items
453075356515PROJECT PORTFOLIO
020000PROJECT PORTFOLIO
-30149-107950000
-28511521012150003322955STUDENT VERSION
020000STUDENT VERSION
05887106COMMUNICATE WITH INFLUENCE
00COMMUNICATE WITH INFLUENCE
05212008BSBCMM511
020000BSBCMM511
Contents
TOC o "1-3" h z t "RTO Works Heading 1,1" Section 1: Planning communication PAGEREF _Toc64026097 h 4Section 2: Preparing communication PAGEREF _Toc64026098 h 7Section 3: Presenting and negotiating PAGEREF _Toc64026099 h 8
-698518765600VET STUDENT PROJECT PORTFOLIO
COVER SHEET
QIBA Student declaration
This declaration must be completed in full by the student and submitted with all assessment responses.
I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s).
I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process documented in the QIBA VET Student Plagiarism and Cheating Policy.
I have correctly referenced all resources and reference texts throughout these assessment tasks.
Course BSB60420 Advanced Diploma of Leadership and Management
Unit BSBCMM511 Communicate with influence
Trainer/Assessors Name Student Name Student ID number Business this assessment is based on: Role assumed to complete this assessment: I acknowledge that my assessment documents will be reviewed as part of the assessment validation and moderation process and/or during auditing. I understand, if during a regulatory audit my assessment is deemed to be unsatisfactory, I will be requested to re-sit/resubmit. If this request to be reassessed is ignored, QIBA can revoke the qualification.
Student signature: Date:
Section 1: Planning communicationDescribe the organisation you are basing this project on.
What is the name of the organisation?
What are the main activities 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 (e.g. meeting policy states that only executive team should arrange and chair meeting)?
What are the relevant conventions and protocols for communicating with team members?
Summarise your legal and ethical responsibilities associated with any confidential information.
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 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? 61859414351000 Attach: Policies and procedures (If using the case study, take a screenshot of the policies and procedures and summarize it above)
Section 2: Preparing communicationFor each meeting planned in Section 1, prepare a visual/written presentation that reflects the information requirements and desired outcomes outlined in the work youve done on this assessment so far.
Note: As far as possible, use the same presentation for both meetings (one with the team and other with customers), 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.
You can use MS PowerPoint/prezi or any other application to develop the meeting materials.
For each meeting, prepare any other additional meeting materials (e.g. Agenda, Survey, Feedback form etc.). Use the Meeting Agenda Template in your student resource folder. 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.
Scheduling meeting - Draft an e-mail to the targeted audiences (Team members and customers) requesting them to take part in the meeting.
Which materials should be distributed before the meeting?
Attach proof of how youve scheduled the meeting to this section of your portfolio.
61859414351000 Attach: Presentations (x 2)
Additional meeting materials
Proof of scheduling meetings (x2)
Section 3: Presenting and negotiatingIn this section you will be chairing the meeting with your team and client, the meeting must be conducted in presence of your assessor or record the video meeting for your assessor to view later. Attach proof of your two meetings to this section of your portfolio.
Complete this section after youve met with your identified stakeholders.
For each meeting and presentation, create a written document on the outcomes of the meeting (you can develop meeting minute files for both audiences).
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).
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 (fill the table).What feedback did you receive at the meeting?
What did you do well?
How can you improve?
61859414351000 Attach:
Proof of meetings (x 2)
Documented meeting outcomes (x 2)
Proof of distributing meeting outcomes to stakeholders
