Reference no: EM133029254

BSBCMM511 Communicate With Influence Assignment Task 2 - Greenwich Management College, Australia

Complete the following activities:

Refer to and read the documents:

-MMI company scenario (Appendix 1)

-Policies and Procedures

You have been recently engaged by XYZ Pty Ltd trading as MMI as a Marketing Manager. The CEO asked you to develop the following:

-A promotional message to advertise the Diploma of Leadership and Management to international students.

-A mood board to inspire the design of a new website dedicated to international students about business courses for the international market.

This assessment requires you to:

-Work in collaboration with team members to draft your promotional message and mood board

-Present your draft work to relevant stakeholders for feedback and approval

-Negotiate changes to the promotional message and mood board

-Present and test the finalised work using a focus group

The above activities will require the skills and knowledge learned in this unit of competency.

Task 2.1 - Meeting with the Marketing Team

Schedule a time with the trainer and assessor in week 3 of class to meet with the marketing team (played by a group of classmates). This is a Role-Play.

The meeting is about brainstorming ideas for the promotional message and the mood board.

The trainer and assessor will validate that the meeting took place and provide feedback on the marking sheet.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

1. Organise the meeting (20-30 minutes)

I. Develop a meeting agenda (Template 1).

Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.

II. Write an email to the team to inform them about the meeting.

Attach the meeting agenda and mention any other relevant meeting material in the message body (example: link to competitors' website).

Use Template 2.

The email text should be grammatically correctand written in an appropriate (polite, business-like) style.

(50-100 words)

2. Prepare for the meeting

Reflect on the meeting requirements and prepare for the meeting.

3. Conduct the meeting (20-30 minutes)

Facilitate the meeting with the marketing team:

-Explain the meeting objectives and seek consensus

-Assign roles such as the meeting chair and note-taker

-Facilitate the brainstorming

-Make sure that all team members participate actively

-Lead the meeting to achieve clear outcomes

-Use active listening and questioning to seek information and confirm understanding

-Adapt your communication style to build trust with the team

-Create a positive work environment during the meeting

Reflect on the meeting and answer the questions in the table below.

(50-100 words in total)

4. Write the meeting minutes

Record the meeting minutes using Template 3.

5. Inform stakeholders of the outcome of the meeting

Write an email to the CEO, Ms Deborah Red, to inform her about the ideas brainstormed during the meeting and your choice with the promotional message and mood board.

Include a draft of the promotional message and mood board in the message body. Please note that the mood board can be as simple as a collage of images.

Attach the meeting minutes to the email.

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(60-100 words)

Task 2.2 - Present to and negotiate the draft work with relevant stakeholders

Schedule a time with the trainer and assessor in week 4 of class to meet with relevant stakeholders (played by a group of classmates). This is a Role-Play.

The meeting is about:

-Presenting your draft work for the promotional message and the mood board

-Gather feedback and input from stakeholders

-Negotiate changes and improvements

-Obtain approval

The trainer and assessor will validate that the meeting took place and provide feedback on the marking sheet.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

1. Organise the meeting (20-30 minutes)

I. Develop a meeting agenda (Template 1).

Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.

II. Write an email to the stakeholders to inform them of the meeting.

Attach the meeting agenda and mention any other relevant meeting material in the message body (example: link to competitors' website).

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(50-100 words)

Assume the following:

-The implementation of your proposal for the promotional message and the website would be 10% over budget. The CFO does not want to run any project over budget.

-The CFO is detailed oriented; he likes facts and data; he is efficient and to the point. He is not a risk-taker.

-The Academic Manager is not assertive but responsive; she values the quality of the courses. She is a low-risk taker and compliance-driven. She can be over-sensitive, emotional and sometimes dramatic.

-The CEO is a risk-taker, decisive and determined. She is strong-minded. She can be impatient, inflexible, and a poor listener.

-The CEO would be happy to spend additional money on your proposal, but she knows that the board would not accept a higher budget.

-The CEO wants an engaging and professionally structured presentation.

When conducting the meeting, please note that your classmates will play their roles based on the scenario described above.

3. Conduct the meeting (20-30 minutes)

Facilitate the meeting with the stakeholders:

-Explain the meeting objectives and seek consensus

-Assign roles such as chair and note-taker

-Facilitate the conversation

-Ensure participation and engagement from stakeholders

-Lead the meeting to achieve clear outcomes

-Use active listening and questioning to seek information and confirm understanding

-Adapt your communication style to build trust with the team

-Create a positive work environment during the meeting

-Present the promotional message and the mood board

-Answer questions from stakeholders and provide relevant information

-Establish areas of common ground and potential compromise

-Manage the stakeholders' different personalities and expectations

-Negotiate changes and improvements

-Achieve consensus and obtain approval for the promotional message and the mood board

Reflect on the meeting and answer the questions in the table below.

(100-150 words in total)

4. Peer- review

-Provide the stakeholders with the feedback report form (Template 4) before the presentation, in soft or hard copy, to take notes.

-Ask your classmates to complete the feedback report, sign and date.

-Provide evidence that the feedback reports were completed: a scanned copy of the forms attached to your submission.

-Take the feedback received into consideration and finalise the promotional message and the mood board to present to the focus group in Task 2.3.

5. Write the meeting minutes

Record the meeting minutes using Template 3.

6. Inform stakeholders of the outcome of the meeting

Write an email to the CEO, Ms Deborah Red, to summarise the outcome of the meeting.

Summarise the agreed changes and improvements, and describe the actions taken to implement the agreed changes.

Attach the meeting minutes to the email.

Use Template 2.

The email text should be grammatically correct and written in an appropriate (polite, business-like) style.

(60-100 words)

Task 2.3 - Present to a focus group

This task requires you to test the finalised promotional message and mood board with a focus group.

Schedule a time with the trainer and assessor in week 5 of class and present the finalised work to a group of classmates who will play the role of international students (target group in the focus group) in simulated work conditions.This is a Role-Play.

Duration: 15-20 minutes.

The trainer and assessor will evaluate your performance during the Role-Play and provide feedback on the marking sheet.

If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.