Bsbcmm511 - communicate with influence

Assessment Task 2

BSBCMM511 - Communicate with influence

Assessment Submission details:

Title of your Assessment
Assessment Due Date

In ‘subject’ mention your ‘student Id – Your name’.

Achieving Competence:

To be deemed competent in this assessment you must:

Performance objective:

For this task, you must demonstrate your skills and knowledge to present and negotiate persuasively, lead and participate in meetings and make presentations to customers, clients and other key stakeholders.

Assessment description:

Wherever possible, this assessment must be completed in your own workplace, including the gathering of evidence.

Assessment Questions:

This project requires the learner to lead, participate and make presentations to customers, clients and other key stakeholders in the workplace.

The project is divided into three parts:

Read the instructions in this project carefully before proceeding.

Resources Required for Assessment

Assessment Pathway

WORKPLACE PATHWAY

SIMULATED WORKPLACE PATHWAY

If you currently do not have access to a suitable workplace, or your workplace does not have the resources required for this assessment, use this pathway. Discuss with your assessor the resources required to allow you to complete the assessments in this project.

Ethical documents containing responsibilities in maintaining confidential information

This can be based on documents such as Codes of Ethics that your organisation, or industry uses.

Templates required to complete this project are provided within this workbook.

Task 1.1 Prepare and Plan Communication Requirements

If direct observation from your assessor is not possible, record the meeting in a video. Ensure to obtain permission first from person involved before doing so.

Arrange a meeting with your supervisor/manager to discuss the information to be presented in the organisation or work area.

Have the person in authority approve your Authority to Represent Business Form. Have them sign the declaration at the end of the template to confirm approval of your representation on behalf of the organisation or work area. Their signature must be handwritten.

Refer to the Australian Privacy Principles under the Privacy Act

Identify the ethical document on maintaining confidentiality of information within the organisation

For each target group, briefly explain why they are chosen to participate in the meeting.

At least two information the target stakeholder groups need to understand first before being able to participate in the meeting fully.

Potential problems the stakeholders can have regarding the information to be communicated

Project New Look

The CEO has been in discussion with the Board a plan to rebrand Bounce Fitness, starting with its logo and shirt design. This will be the company’s first rebranding in six years. A lot of new fitness centres have arisen in the last few years, so the CEO thinks that Bounce Fitness needs to redesign its look to attract new customers into the business. This aims to contribute to the achievement of the following organisational objectives:

Continue to cultivate Bounce Fitness image as a premier long-term wellness program provider

The target groups for this plan includes the Bounce Fitness staff and customers, particularly the young people and over 50’s. The Bounce Fitness staff has an even mixture of male and female employees, with an average age range of 19 to 43. About 20 percent of them speaks English as a second language. Most of them directly work with customers. They will be able to reinforce the new brand and cultivate the Bounce Fitness image as a long-term wellness and health provider to current and prospective customers.

Customers which include the young people and over 50’s are the key targets of this proposal as they are likely looking to improve on their health and fitness. They are also the target market for ongoing membership which is highly tied to the business objective.

Refer to Part 1 Case Study Overview to complete this task.
Locate the Authority to Represent Business Form template and the Observation Form provided within this workbook. The Observation Form outlines all the skills you need to demonstrate during this task. Provide your assessor a copy of the Observation Form.

You will require access to the following:

At least one volunteer to assume the role of the CEO

Identify the ethical document on maintaining confidentiality of information within the organisation
Identify at least two ethical responsibilities on maintaining confidentiality based on this document.

At least two information the target stakeholder groups need to understand first before being able to participate in the meeting fully

Submit the following to your assessor:

Prepared by
Workplace/Organisation IF presenting information in a specific work area, write NA or Nil.

Purpose of Communication
Purpose of Communication

POSITION ON THE PROPOSAL
Learner must identify at least one position in line with the purpose of the communication. Response will vary but must be supportive of the business.

CONTEXT OF COMMUNICATION
Information to be Communicated
Confidential Information	Learner must identify at least one confidential information involved in the information to be communicated. The information is confidential if it can only be shared with the identified target stakeholder groups. Response will vary depending on the learner’s organisation.

Legal Responsibilities to Maintain Confidential Information
Title of Legal Document	Learner must identify the legal document on maintaining confidentiality within the organisation.

Legal Responsibilities in Maintaining Confidential Information	Learner must identify at least two legal responsibilities on maintaining confidential information. Responses must refer to the Australian Privacy Principles under the Privacy Act.

TARGET STAKEHOLDERS
Learner must identify at least two target groups who will be included in the meeting. For each target group, learner must briefly explain how they are relevant to the information to be communicated.
Target Groups	Relevance to Information


Information Needs of the Stakeholders
Learner must identify at least two information that the target stakeholder groups need to understand first before being able to participate in the meeting fully.
Information Needs of the Stakeholder Groups

Forums to Present Information
This will be completed in Task 2.1
Forums


Selected Forum
Communication and Presentation Styles
This will be completed in Task 2.1
	Communication and Presentation Style
Tone
Structure
Style
Positions Based on Objectives of Communication
This will be completed in Task 2.1
Positions		Supporting Arguments

Observation Form (For Assessor’s Use Only)


Use funnel questions to get into the details of the information	☐	☐
Avoid leading questions, and/or yes and no questions	☐	☐

	☐	☐
	☐	☐
Adjust vocabulary language to maintain the effectiveness of the interaction
During the meeting, did the learner:	☐	☐
	☐	☐
OVERALL FEEDBACK TO LEARNER

Part II. Present Negotiation to Achieve Outcomes

Task Overview

Identify and select forums to present identified information
Identify tone, structure, and style to be used when communicating and presenting to target stakeholder groups

Resources Required:

To complete this project, you will need access to the following:

Computer with internet access to send emails and to make presentation materials

ASSESSMENT INSTRUCTIONS

Requirements are needs or conditions the stakeholders have to proceed with the meeting.

At least two outcomes desired by the stakeholders regarding the information to be discussed

1. At least two requirements of the stakeholders regarding the meeting
2. At least two outcomes desired by the stakeholders regarding the information to be discussed

At least one supporting argument for each of the identified positions

Positions and supporting arguments must be based on the objectives of communication identified in Task 1.1 and information for discussion.

Locate the Presentation Checklist provided within this workbook. The Presentation Checklist outlines all the information that must be included in the material you will present in the meeting with the target stakeholder groups. Provide your assessor a copy of the Presentation Checklist.
Review the information outlined in the Presentation Checklist. Prepare the presentation materials you need for the meeting with the two target stakeholder groups. Examples of presentation materials are the following:

Preparing the Presentation

After gaining approval from the CEO to share the plan to the selected stakeholders of the organisation, it is time to prepare the presentation of Bounce Fitness rebranding.

The types of stakeholders included in the presentation and their respective needs must be considered in the overall planning and actual presentation.

Communication and Presentation Styles

Communication style can be one of the following four types: passive, aggressive, passive-aggressive, and assertive.

The structure of communication you will use when presenting to the target stakeholder groups

At least one supporting argument for each of the identified positions

Positions and supporting arguments must be based on the objectives of communication identified in Task 1.1 and information for discussion.

After you have prepared the presentation material, submit it to your assessor for review. Your assessor will review your submission against the Presentation Checklist items.
Submit the following to your assessor:

PowerPoint Presentation
Handouts

Objectives of Communication


Desired Outcomes from the Communication	Learner must identify at least two desired outcomes from the communication. The desired outcomes must be in line with the purpose of the information to be communicated.


POSITION ON THE PROPOSAL
Learner must identify at least one position in line with the purpose of the communication. Responses will vary but must be supportive of the business. Sample response below is based on the Bounce Fitness case study scenario.

Organisational Policy for Managing Confidential Information
Name of the Policy	Learner must identify the organisational policy on managing the confidential information.

Procedures for Managing Confidential Information	Learner must outline the procedures of the organisational policy for managing the confidential information.

Ethical Responsibilities to Maintain Confidential Information
Title of Ethical Document	Learner must identify the ethical document on maintaining confidentiality of information within the organisation.

Ethical Responsibilities in Maintaining Confidential Information

	Employees must not disclose confidential information of Bounce Fitness during his employment with the organisation.

Requirements of the Stakeholders
Mapping: BSBCMM511 PC2.1 (p), FS1.1 (p) Learner must identify at least two requirements of the stakeholders to proceed with the meeting. The requirements will vary depending on the information they have gathered from their enquiry with each of the stakeholders. Sample answers below are based on the Bounce Fitness Case Study.
Requirements of the Stakeholders

Outcomes Desired by the Stakeholders
Mapping: BSBCMM511 PC2.1 (p), FS1.1 (p) Learner must identify at least two outcomes desired by the stakeholders from the information to be discussed. The outcomes desired by stakeholders will vary depending on the information gathered by learner from their enquiry with each stakeholder. Sample answers below are based on the Bounce Fitness Case Study.
Outcomes Desired by the Stakeholders

FORUMS TO PRESENT INFORMATION
Mapping: BSBCMM511 PC4.1, PE3.1.4 (p)
Forums

Online applications such as Skype, Zoom, Microsoft Teams, etc.
Selected Forum

POSITIONS BASED ON OBJECTIVES OF COMMUNICATION
Learner must identify at least two positions of the business regarding the information for discussion. Learner must provide at least one supporting argument for each position. These must be in line with the objectives of communication.
Position of the Business	Supporting Arguments
	The supporting argument must be based on information to be discussed. It must also be aligned with the identified position of the business.


Mapping: BSBCMM511 FS1.2 (p), PE3.1.6 (p) The material:	☐	☐
	☐	☐

The material: Introduces the identified information to be communicated	☐	☐
	☐	☐
	☐	☐
	☐	☐


The material: Introduces the information authorised by the person in authority	☐	☐
	☐	☐
	☐	☐

Task 2.2 Deliver Presentation

If direct observation from your assessor is not possible, record the meeting in a video. Ensure to obtain permission first from persons involved before doing so.

Arrange a meeting with each of the individuals from your two target stakeholder groups to discuss the identified information to be communicated. The presentation material prepared in Task 2.1 must be used to aid you in discussing the identified information.

Identify at least two areas of potential compromise regarding the decisions on the information being communicated

Potential compromise is the point of discussion the stakeholders initially disagree on but eventually reach an agreement after discussing.

Case Study Overview

Presenting the Brand

After discussing the rebranding plan proposed by the CEO, it must be communicated with its staff and the representatives of its target market to determine their initial feedback regarding the plan. Bounce Fitness believes that relevant stakeholders must be informed about any major changes that are happening in the organisation.

If direct observation from your assessor is not possible, record the role-play activity in a video. Ensure to obtain permission first from persons involved before doing so.

Conduct the role-play activity with your volunteers.

Identify at least two areas of potential compromise regarding the rebranding

Potential compromise is the point of discussion the stakeholders initially disagree on but eventually reach an agreement after discussing.

Document your discussion in the Meeting Minutes template provided within this workbook.

Observation Form For Assessor Use Only

Learner Name:
Name of Workplace/ Organisation:
Task Title
Date of Observation:
Did the learner demonstrate the following during the meeting with the target stakeholder groups?	Yes	No	Comments

Paraphrase the information before responding to the person’s query	☐	☐
Ask questions to the person to clarify what was said	☐	☐
	☐	☐
	☐	☐


Use the presentation material to present information to the target stakeholder groups	☐	☐
Use the presentation material to help the stakeholders visualise the information to be communicated	☐	☐

	☐	☐
Discuss the advantages of the information being presented	☐	☐
Persuade the stakeholders that the information has a lot of advantages to bring to the business	☐	☐

	☐	☐
Apply the appropriate tone, style, and structure of communication identified when presenting to the stakeholders	☐	☐


Provide presentation material that will brief the stakeholders about the information to be discussed	☐	☐
Give time for the stakeholders to clarify their concerns regarding the information	☐	☐

	☐	☐
Discuss the requirements and desired outcomes given by the target stakeholder groups	☐	☐
Discuss the information prepared in the Delivery Plan	☐	☐

	☐	☐
Inform the stakeholder if they will need further information to respond to the question	☐	☐
Summarise the ideas in a short but meaningful response	☐	☐
OVERALL FEEDBACK TO LEARNER


Assessor Name:
RTO Name:
Signature:
Date signed:

Task 2.4 Evaluate Presentation

ASSESSMENT INSTRUCTIONS

At least two areas of improvement for the presentation (refer to 1b)

Areas of improvement must be based on the identified two circumstances that did not go well. They must address these circumstances to avoid repeating them.

ASPECTS/AREAS OF THE PRESENTATION
Aspects/Areas That Went Well	Aspects/Areas That Did Not Go Well
Learner must identify at least two circumstances of the presentation that went well. These must include those that were discussed according to the prepared Delivery Plan.	Learner must identify at least two circumstances of the presentation that did not go well. These must include issues or problems that were raised or the points in the Delivery Plan that were not discussed.

Part III. Participate in and Lead Meetings

Task Overview

This part of the project will require you to prepare for, participate in, and lead meetings at least two occasions in the workplace. Specifically, you will be required to:

Resources Required:

To complete this project, you will need access to the following:

- - Reports
  - Other documents that the stakeholders involved need to review for each meeting

Supplementary Resources for Simulated Workplace Assessment:

At least two volunteers to undertake the role of stakeholders for each of the two meetings

Other documents that the stakeholders involved need to review prior to the meeting

Ensure that each meeting will have at least one material relevant to the information to be discussed.

Location of the meeting, according to the preferred mode of the meeting
Attached meeting materials

Communication Log indicating the time and date of call or meeting with each relevant stakeholder, and their response regarding their available date, time, and preferred mode of the meeting

PDF copy of email correspondence containing the stakeholders’ confirmation of their attendance for the meeting.

SIMULATED ASSESSMENT INSTRUCTIONS

Complete this task by referring to Part III Case Study Overview and the link below to view the information you require for this task.

Enquire about the availability of each participating stakeholder to attend each meeting. Specifically, ask about the date and time of their availability and their preferred mode for each meeting. Mode of each meeting can be face-to-face physical meeting or remote meeting, depending on stakeholder availability and purpose of the meeting.

In the enquiry, you must inform the stakeholder about the details of the meeting, specifically:

PDF copy of the email correspondence containing the stakeholders’ response regarding their available date, time, and preferred mode of the meeting
Communication Log indicating the time and date of call or meeting with each relevant stakeholder, and their response regarding their available date, time, and preferred mode of the meeting

Learner Name:
Workplace/Organisation:
Recipient	Date of Communication	Time of Communication	Details of Communication
Learner must identify at least two stakeholders to whom they enquired availability for the meeting, e.g.	Learner must indicate the date when they communicated to each stakeholder. It must occur prior to the target date of each meeting,	Learner must indicate the time when they communicated with each stakeholder	This section must include the learner’s enquiry about the stakeholder’s date and time of availability and preferred mode of the meeting. It must also brief the stakeholders about the purpose, objective, and target date of the meeting. The response of each of the stakeholders’ must include their available date and time, and preferred mode of meeting

Locate the Meeting Minutes and Observation Form provided within this workbook. The Observation Form outlines all the skills you need to demonstrate during this task.
Review the instructions here and the skills you outlined in the Observation Form. Arrange a time with your assessor to observe you in conducting the meeting. Discuss all requirements of the task with your assessor and prepare these before the consultation meeting.

1. Discuss the following information:
  1. The purpose of the meeting

Summarise the outcomes of the meeting

Summary must contain the solutions and steps you and the stakeholders have decided to undertake for the execution of the business proposal.

You will require access to the following:

At least two volunteers to assume the roles of stakeholders for each meeting.

Benefits of having a healthy café
Focus points of Meeting 2

https://bouncefitness.precisiongroup.com.au/supplementary-files/social-competence-bsbcmm511/

Review the character brief with your volunteers. Discuss this with them, including the requirements of the task so they can understand the role they need to undertake in the role-play activity.

Meeting Minutes

Learner must submit two Meeting Minutes – one for each meeting conducted.

			Location: Learner must indicate the mode of meeting preferred by the stakeholders as enquired in the previous task.
Purpose of the meeting
Facilitator
Notetaker

Agenda Item 2 Issue to be Resolved
Discussion

Agenda Item 4 Summary of Outcomes
Discussion	Learner must summarise the outcomes of the meeting. Summary of outcomes must contain the solutions and steps they decided to undertake for the execution of the business proposal.

Sample Email Correspondence

Learner must submit two PDF copies of Email Correspondence –one for each meeting conducted.

Learner Name:
Name of Workplace/ Organisation:

Date of Observation:
Did the learner demonstrate the following during the meeting with the relevant stakeholders?	Yes	No	Comments
Use active listening to seek information and understanding of the meeting
Mapping: BSBCMM511 FS2.0 (p), PE3.1.1 (p)	☐	☐
	☐	☐
	☐	☐
Avoid doing unnecessary actions such as checking mobile phone, etc.	☐	☐

Use analytical processes to achieve consensus on outcomes of the meetings
Mapping: BSBCMM511 FS5.1 (p)	☐	☐
	☐	☐
	☐	☐
Lead the discussion in the meetings demonstrating the ability to engage and motivate the stakeholders
Mapping: BSBCMM511 FS5.2 (p)	☐	☐
	☐	☐

Mapping: BSBCMM511 FS6.1 (p) During the meeting, did the learner:	☐	☐
	☐	☐


Assessor Name:
RTO Name:
Signature:
Date signed: