Communicate with influence assessment

Assessment
Task 2
Communicate with
influence
BSBCMM511

Student Declaration
To be filled out and submitted with assessment responses
I declare that this task and any attached document related to the 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 explained to me
I have correctly referenced all resources and reference texts throughout these assessment tasks.
I have read and understood the assessment requirements for this unit
I understand the rights to re-assessment
I understand the right to appeal the decisions made in the assessment
Unit Title
Unit Code
Student name
Student ID
number
Student Date
signature
Task Number
BSBCMM511 - Communicate with influence V3 2021 Page 2

RTO Provider: 91153 - CRICOS Code: 02672Kgreenwichcollege.edu.au
------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
Student requested reasonable adjustment for the assessment
Completed successfully Comments Y N D

NS
Did the student satisfactorily:
The student has satisfactorily completed ☐ ☐ ☐
and submitted the following:
• Meeting agenda in Task 2.1.1

• Email to the marketing team in Task
2.1.1
• Meeting preparation table in Task 2.1.2
• Reflection – meeting with the Marketing
Team in Task 2.1.3
• Meeting minutes in Task 2.1.4
• Email to the CEO in Task 2.1.5
• Email to stakeholders in Task 2.2.1
• Meeting, presentation and negotiation -
preparation table in Task 2.2.2
• PowerPoint in Task 2.2.2
• Reflection – Meeting with stakeholders
in Task 2.2.3
• Peer Review forms in Task 2.2.4
• Focus group presentation - preparation
in Task 2.3
• PowerPoint in Task 2.3
• Testing feedback forms in Task 2.3
• Reflection on the focus group in Task
2.3
• Email to the CEO in Task 2.3


NS
The student organised and led the meeting ☐ ☐ ☐
with the marketing team (Role-Play):
• Explained the meeting objectives and
seek consensus
• Assigned roles such as the meeting
chair and note-taker
• Facilitated the brainstorming
• Made sure that all team members
participate actively
• Led the meeting to achieve clear
outcomes
• Used active listening and questioning to
seek information and confirm
understanding
• Adapted communication style to build
trust with the team
• Sought consensus
• Created a positive work environment
during the meeting
Feedback in comments.
Demonstrated ability to: ☐ ☐ ☐
• Confirm authority to present material on
behalf of an organisation or work area,
according to organisational policies and
procedures
• Identify information that may be subject
to confidentiality and manage
appropriately
• Identify information needs of audience
and prepare a position in line with
purpose of communication
This is evidenced by:



NS
• Identify the need for meeting and
schedule according to stakeholder
availability
• Prepare meeting materials and
distribute to stakeholders

• Email to the marketing team in Task
2.1.1
• Email to stakeholders in Task 2.2.1

• Conduct meeting and contribute to
discussions
• Seek consensus on meeting objectives

• Reflection – meeting with the Marketing
Team in Task 2.1.3
• Participation in the meeting with the
marketing team (Refer to Marking
Sheet)
in Task 2.2.3
• Participation in the meeting with the
stakeholders (Refer to Marking Sheet)


NS
• Summarise outcomes of meetings and
distribute to stakeholders

The student participated in the meeting ☐ ☐ ☐

with relevant stakeholders (Role-Play):
• Explained the meeting objectives and
sought consensus
• Assigned roles such as chair and note-
taker
• Facilitated the conversation
• Ensured participation and engagement
from stakeholders
• Led the meeting to achieve clear
outcomes
understanding
trust with the team
• Created a positive work environment
during the meeting
• Presented the promotional message and
the mood board
• Answered questions from stakeholders
and provide relevant information
• Established areas of common ground
and potential compromise
• Managed the stakeholders' different
personalities and expectations
• Negotiated changes and improvements
• Achieved consensus and obtain approval
for the promotional message and the
mood board
Feedback in Comments.


NS
• Identify objectives of negotiation, and
needs and requirements of stakeholders
• Identify and document potential issues
and problems
• Prepare positions and supporting
arguments according to objectives

• Communicate with stakeholders, and
establish areas of common ground and
potential compromise

in Task 2.2.3
• Participation in meeting with
• Confirm and document outcomes of
negotiation



NS
• Identify forums to present according to
organisational objectives
• Determine tone, structure, style of
communication and presentation
according to target audience
• Prepare presentation according to
desired outcomes

• Focus group presentation - preparation
in Task 2.3
• PowerPoint in Task 2.3

• Provide an opportunity for audience to
ask questions

in Task 2.2.3
• Participation in meeting with
2.3
• Participation in the focus group (Refer
to Marking Sheet)


NS
• Follow up with stakeholders following
presentation
• Evaluate presentation and identify areas
for improvement

in Task 2.2.3
2.3
• Email to the CEO in Task 2.3
The student lead the focus group (Role- ☐ ☐ ☐

Play):
• Explained the objective of the focus
group presentation
• Presented the finalised promotional
message and mood board
• Ensured participation and engagement
from the focus group
understanding
trust with the focus group
• Created a positive environment during
the focus group
• Answered questions from the focus
group and provided relevant information
• Collected feedback from the focus group
Feedback in Comments.


NS
When collaborating with the group, the ☐ ☐ ☐
student has actively participated in group
work with a substantial contribution that
can be assessed individually for all the
requirements of this task.
Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
Table of Content
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Task 2.1 Meeting with the Marketing Team .................................................................................................................15
Task 2.2 Present to and negotiate the draft work with relevant stakeholders ...............................................................22
Task 2.3 Present to a focus group .................................................................................................................................32
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Task 2 – Communicate with influence


Task summary and instructions
What is this Refer to and read the documents:

assessment task
about? • MMI company scenario (Appendix 1)
• Policies and Procedures ( in a separate folder)
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.
Please note that the performance evidence for this unit requires you
to:
A. participate in and lead at least two meetings

B. prepare and make a presentation to two different groups
This task comprises of the following assessment methods:

o Product-based ☒
o Direct observation of Role-Play ☒
o Case Study ☐
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
• Confirm authority to present material on behalf of an organisation

or work area, according to organisational policies and procedures

What do I need to do • submit the completed assessment tasks, according to instructions,

to complete this task • complete the tasks with sufficient detail and present them in a
satisfactorily? professional manner,
• use your own words and reference sources appropriately,
• meet the word count where required,
• use the scenario provided,
• use the templates provided where required,
• for your performance to be deemed satisfactory in this assessment
task you must satisfactorily address all of the assessment criteria,
• if part of this task is not satisfactorily completed you will be asked
to complete further assessment to demonstrate satisfactory
performance.
Specifications You must deliver/participate in:
• Meeting with the marketing team (Role-Play) in week 3

• Meeting with relevant stakeholders in week 4 (Role-Play)
• Presentation for the focus group in week 5 (Role-Play)
You must submit to GOALS
• Meeting agenda x 2
• Email to the marketing team
• Meeting preparation table
• Reflection – meeting with the Marketing Team
• Meeting minutes x 2
• Email to the CEO x 3
• Email to stakeholders
• Meeting, presentation and negotiation - preparation table
• PowerPoint x 2
• Peer Review forms
• Focus group presentation
• Testing feedback forms
• Reflection on the focus group

Resources and • Computer with Internet access

equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission You will be provided feedback on your performance by the Assessor.

opportunities The feedback will indicate if you have satisfactorily addressed the
requirements of each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain why, and provide
you written feedback along with guidance on what you must
undertake to demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You have the
right to appeal the outcome of assessment decisions if you feel that
you have been dealt with unfairly or have other appropriate grounds
for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task
or if you have any learning issues or needs that may hinder you when
attempting any part of the assessment.


Complete the following activities:

Refer to and read the documents:
• MMI company scenario (Appendix 1)
• Policies and Procedures ( in a separate folder)
• 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)

Stakeholders availability is as follows:
Team Member Role Availability

Jason Content Writer Monday 10-12
Tuesday 16-17
Thursday 10-13
Friday 15-16
Maria Marketing Officer Monday 9-10
Wednesday 13-14
Thursday 12-13
Logan Social Media Officer Wednesday 16-17
(Part-Time) Thursday 12:30-13:30
Friday 12-13
I. Develop a meeting agenda (Template 1).
Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.
Template 1 -Meeting Agenda
Meeting Agenda
Meeting Title Marketing meeting 1
Date and Time Thursday 15/04/21 12.00
Location
Attendees Tom Blackwell, Luciana Menghini, Maria, Logan
Content
Items for discussion Presenter Duration
Social Media updates (FB and Marketing manager 10 min
LinkedIn must be relevant and
up to date at all times).
Budget allocated to marketing Marketing manager 5 min
and its distribution.

Meeting Agenda
Website: Marketing manager 10 min
- Updating and improving (it
needs to have better response
and must effectively work on
cellphones).
- Create mood board to
redesign the website. Less
text, greater visual impact
(target: international students
interested in business courses)
Need to promote the Diploma Marketing manager 5 min
of Leadership Management to
international students
Review of Action Items from NA
the previous meeting
Proposals for the next meeting Project Manager
agenda
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 correct and written in an appropriate (polite, business-
like) style.
(50-100 words)
Template 2 -Email
Email to Marketing Team

To: Jason.mkt@gmail.com, mariamkt@gmail.com, logan.mkt@gmail.com
Cc:
Bcc:
Subject:Marketing meeting 1
Date email is sent: 16/04/2021

 

Attachments:https://www.scbm.edu.au, http://sydneycollege.nsw.edu.au, mmagenda1.docx

Dear members of the Marketing Team,
I am writing to schedule a meeting to initiate our project with MMI. If the time works for you, I
would like to meet on Thursday 22 at 12.00 via Zoom (the corresponding link to join the virtual
meeting will be sent upon your confirmation).
I have attached a separate file with the items on our agenda and the links for the websites of
our potential competitors.
Please confirm whether that works for you or if another time or method is better. I look forward
to our meeting.
Thank you,
Luciana Menghini, Project manager
2. Prepare for the meeting
Reflect on the meeting requirements and prepare for the meeting. Complete the table below:
Meeting preparation
Authority to present Project Manager
What is your authority to organise and

facilitate this meeting?
Compliance - Marketing team must adhere to budget allocated.

- Information related to commission paid to agents for referral
Identify any compliance requirements and that related to operational issues members might me
(2-3).
For instance:
informed of in the curse of the project must remain
• Information subject to confidentiality confidential.
• Adherence to policy and procedures
• WHS considerations
Information needs - Available courses to be advertised, their pricing and relevant

characteristics (e.g.: format, accredited/non-accredited).
What do participants need to know? What - Mission, vision and values of the company.
is the purpose of the meeting? (2-3 key
items)

Meeting preparation
Position Making sure all the points in the agenda have been covered and
notes have been taken, inviting all participants to cooperate and
Describe your position in line with the give their opinion on the solutions provided or ideas proposed,
purpose of the meeting. For example, how
will you ensure that the meeting has clear
without criticising, encouraging research, listening and trying to
outcomes? How will you allow everybody combine the best ideas.
to engage in the brainstorming? (30-50
words)
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)
Reflection – meeting with the Marketing Team

How did you take notes during By using a template, remaining as objective as possible and
the meeting? keeping record of the relevant points corresponding to the
agenda
Who chaired the meeting?
How did you facilitate the
meeting? Provide an example.
What did you do well? What Good overall results regarding items discussed. Great deal of
could you improve? cooperation by team members. Not all points were covered.
Poor time management: stick better to duration plan next
time.

4. Write the meeting minutes
Record the meeting minutes using Template 3.
Template 3 -Meeting Minutes
Meeting Minutes
Meeting Title Marketing meeting 1
Location Zoom meeting
Attendees Tom Blackwell, Luciana Menghini, Jason, Maria, Logan
Apologies
Summary of Discussion
Social media - Instagram and FB: 2 weekly posts prior and during enrolment
periods, otherwise 1 plus daily sharing students’ stories on MMI`s
profile.
- LinkedIn: Sharing articles/posts on a weekly basis. Encourage staff to
register as working for the company to improve visibility.
Budget allocation Due to its poor current conditions 65% budget awarded shall be
for marketing applied to developing the website, the remaining being equally
distributed among the tasks. Team is concerned funds might not be
sufficient.
Website The team requested help from an IT specialist to make the webpage
run smoother, all other features and design related tasks to be
undertaken by them (mood board submitted for evaluation)
Action Items
Responsibility Deadline
NA
NA
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)
Template 2 -Email
Email to the CEO

To: deborahred@mmi.com
Cc: t.blackwell1205@yahoo.co.uk
Bcc:
Subject: Marketing meeting: minutes and outcome
Attachments:

Dear Ms. Red,
I am writing to inform you of the results of the meeting held on Thursday 15 at 12.00 with the
marketing team.
As to the promotional message, we believe it could be something along the lines of:
Looking to improve your management skills? At MMI we are improving too and are
super excited to announce that we are now offering two new courses. Our new Diploma
of Leadership and Management and our Advanced Diploma of Program Management will
give you some cutting-edge skills that will take your career to a whole new level.
Apply before August 25th, and enjoy a 10% discount on all of our courses! Make sure
you check out our flyer for more information about how it all works.
We hope to welcome you at MMI soon!.
Please, find attached the minutes and the mood board created by the team and let us know
your opinion on the matter so that we can adequately proceed.
Looking forward to hearing from you,
Regards,
Luciana Menghini, Project manager
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.

1. Organise the meeting (20-30 minutes)
Stakeholders availability is as follows:
Stakeholder Role Availability

Deborah Red CEO Tuesday 11-12
Thursday 16-17
Leonard Black CFO Monday 12-13
Wednesday 10-11
Thursday 15-17
Taylor Duncan Academic Manager Monday 12-14
Tuesday 10-12
Thursday 12-17
Friday 9-10
I. Develop a meeting agenda (Template 1).
Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.
Template 1 -Meeting Agenda
Meeting Agenda
Meeting Title MMI Stakeholders meeting 1
Location
Attendees Leonard Black, Taylor Duncan, Tom Blackwell
Content
Items for discussion Presenter Duration
Presentation of promotional Tom Blackwell 5 minutes
message and mood board

Meeting Agenda
Evaluation of the proposal: Leonard Black, Taylor Duncan 10 minutes
changes and improvements to
be made
Approval/disapproval of Leonard Black 5 minutes
proposals
Review of Action Items from NA NA

the previous meeting
Proposals for the next meeting Tom Blackwell 5 minutes
agenda
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)
Template 2 -Email
Email to Stakeholders
To: deborared@mmi.com.au, leonardblack@mmi.com.au, tduncan@mmi.com.au
Cc: t.blackwell@yahoo.co.uk
Bcc:
Subject: Meeting for approval of marketing proposal
Attachments: MMIstakeholdersmt1.docx

Dear Stakeholders,
I am writing to inform you that a meeting is taking place on Thursday 22 at 15.00 to discuss
the approach proposed by the marketing team on our last meeting last week with the aim of
obtaining an approval and making all necessary modifications so that we can rapidly move
forward.
Please, find attached the agenda for this meeting.
Should you not be able to attend, please, do not hesitate to contact either one of the project
managers for rescheduling.
I look forward to hearing from you,
Kind regards,
Luciana Menghini, Project Manager.
2. Prepare for the meeting
Reflect on the meeting requirements and prepare for the meeting, the negotiation and the
presentation.
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.
Complete the table below:
Meeting, presentation and negotiation - preparation

Authority to present Project Manager.

present in this meeting?
Compliance Any information shared in this meeting shall not be disclosed to

third parties and shall be regarded as confidential at all times.
Identify any compliance requirements Participants must have agreed to comply with all Policies and
(2-3).
For instance:
Procedures.
• Information subject to confidentiality
Information needs Stakeholders will need to be aware of how budget limitations

will affect end results should the team not be awarded more
What do the stakeholders need to know? funds. Therefore the meeting should aim at reducing their
What is the purpose of the meeting? (2-3
key items)
expectations in case they are not open to making modifications
regarding the budget.
Position By showing the stakeholders how the proposal brought about
by the marketing team will be beneficial for their company,
Describe your position in line with the illustrating this through research and comparison of outcomes
purpose of this meeting. For example,
how can you influence the stakeholders to
obtained in similar situations by their competitors
approve your draft work? (30-50 words)
Forum
Outline the forum of choice for the

presentation, including details. For
instance, how the meeting will be
structured.

Meeting, presentation and negotiation - preparation

Communication Friendly and appealing to young people yet not excessively
informal since it still has to show that it is a serious company.
Determine and outline the tone, structure
and style of communication of the
presentation according to the target
audience.
Presentation Submit the PowerPoint with the assessment. Call this

Prepare a brief PowerPoint presentation PowerPoint 1.
(5-6 slides) to present the promotional
message and the mood board.
Include a slide for Q&A.
Objectives of the
negotiation
Identify the objectives of the negotiation

during the meeting (2-3)
Needs and requirements That marketing objectives are met timely and without going
from stakeholders over budget
That the proposal is aimed towards expanding business thus
Identify needs and requirements from increasing profits and reducing unwanted costs such as paying
stakeholders (4-5). Hint: refer to the
scenario provided and the Case Study in
for trainers to move
Appendix 1.
Issues and problems
Identify potential issues and problems.

(3-4)
Position and supporting

arguments
Prepare position and supporting

arguments for the negotiation.
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

• 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.
Reflection – Meeting with stakeholders

How did you take notes during
the meeting?
Who chaired the meeting?
How did you facilitate the
meeting? Provide an example.
What negotiation technique/s did
you use? Why?
What was the tone of your
presentation? How did you
positively influence stakeholders?
What did you do well? What
could you improve?
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.
Template 4 -Feedback Report
Peer Review Form
Full Name and signature Full Name:

of the student completing
the peer review.
Signature:
Date
The Marketing Manager S t r o n g l y Agree Neutral Disagree Strongly
facilitated the meeting Agree Disagree
effectively by encouraging
participation and feedback.

demonstrated positive Agree Disagree
reception of ideas and
acknowledged suggestions,
improvements and feedback.
The presentation was S t r o n g l y Agree Neutral Disagree Strongly
engaging, informative and Agree Disagree
professionally delivered.

established a relationship of Agree Disagree
mutual trust and respect with
the stakeholders.

Peer Review Form

negotiated effectively with the Agree Disagree
stakeholders.
The Marketing Manager used S t r o n g l y Agree Neutral Disagree Strongly

active listening and Agree Disagree
questioning when discussing
and clarifying information and
to confirm understanding.
The outcome of the meeting Exceptional Excellent V e r y Good Fair Poor Very
was…. Good Poor
Overall, the meeting was … Exceptional Excellent V e r y Good Fair Poor Very
Good Poor
Feedback about organising

and facilitating the meeting.
(30-50 words)
Feedback about negotiation
skills.
(30-50 words)
Feedback about the
presentation.
(30-50 words)

5. Write the meeting minutes
Record the meeting minutes using Template 3.
Template 3 -Meeting Minutes
Meeting Minutes
Meeting Title
Date and Time
Location
Attendees
Apologies
Summary of Discussion
<Item>
<Item>
<Item>
Action Items
Responsibility Deadline
<Add -Action Item >
<Add -Action Item >
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.


style.
(60-100 words)
Template 2 -Email
Email to the CEO

To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
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.
Before the presentation

• Plan for the presentation. Complete the table below:

Focus group presentation - preparation

Authority to present

present to the focus group?
Compliance
Identify any compliance requirements

(2-3).
For instance:
• Information subject to confidentiality
Information needs
What does the focus group need to know?

What is the purpose of the focus group?
(2-3 key items)
Position
Describe your position in line with the

purpose of communication. For example,
how can you collect unbiased and
objective feedback from the focus group?
(30-50 words)
Forum
Outline the forum of choice for the

presentation, including details. For
instance, how the testing will be
structured.
Communication
Determine and outline the tone, structure

and style of communication of the
presentation to the focus.
Presentation Submit the PowerPoint with the assessment. Call this

Prepare a brief PowerPoint presentation PowerPoint 2.
(5-6 slides) to present the finalised
promotional message and the mood board
to the focus group.
Include a slide for Q&A.
• Prepare to provide the testing feedback form (Template 5) to each participant in the focus group
(soft or hard copy).

Template 5 - Testing feedback form
Testing Feedback Form

Date:
Name of the student providing feedback:
Thank you for participating in this focus group.
You will be presented with a promotional message for a Diploma of Leadership and Management
and a mood board for a website promoting business courses to international students.
Please answer the questions below and let us know what we are doing right and what we can
improve.
Question Your answer
Describe your first impression of the
promotional message about the Diploma of
Leadership and Management in 3 words
Would the message lead you to find out Y ☐
more about the course?
N☐
How would you describe the tone of the
message? Use one adjective that best
describes it.
Would you enrol in the course based on the Y ☐
appeal of the promotional message?
N☐
When looking at the mood board, what did I liked the colours Y ☐ N ☐
you think (tick all that applies):
Why?
The design is appealing Y ☐ N ☐
Why?

Testing Feedback Form

I would explore the website Y ☐ N ☐
Why?
Would you change anything? Y ☐ N ☐
If yes, what?
What caught your attention in the mood

board? Why?
Do you have any questions, observations, Y ☐
or feedback that you would like to share?
N☐
If yes, please provide your comments below:
During the presentation

• Explain the objective of the focus group presentation
• Present the finalised promotional message and mood board
• Ensure participation and engagement from the focus group
• Adapt your communication style to build trust with the focus group
• Create a positive environment during the focus group
• Answer questions from the focus group and provide relevant information
• Collect feedback from the focus group
After the presentation

• Provide evidence that the feedback reports were completed: a scanned copy of the forms attached
to your submission
• Reflect on the presentation to the focus group and answer the questions in the table below.

Reflection – Meeting with stakeholders

How did you facilitate the focus
group?
What did you find most
challenging during the
presentation?
Provide an example of a question
you answered.
What did you do well? What
could you improve?
• Write an email to the CEO, Ms Deborah Red, to summarise the focus group's outcome.
Summarise the feedback received by the focus group and how you will follow up on that feedback.
Use Template 2.
style.
(50-100 words)
Template 2 -Email
Email to the CEO

To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

Appendix 1 – Scenario
The company
XYZ Pty Ltd trading as MMI Professional Education is an Australian boutique education provider in
Melbourne Registered Training Organisation -RTO), offering VET accredited and non-accredited
business courses to corporate clients and to local clients (domestic students).
MMI was founded in 1998 by brothers Mark and Andrew White who built the company to become a
quality RTO with major accounts in Melbourne, Sydney, and Brisbane. Mark Brown sold his shares to
his brother Andrew who is the current chairman of the company.
The education provider is centrally located in Collins Street, Melbourne CBD with state-of-the-art
facilities:
o Administration and Management Offices (including the main boardroom, 2 meetings rooms and
a computer lab with 20 PCs) on Level 45
o 15 Classrooms, kitchenette, client lounge room and a trainers' room on Level 46
Corporate training is mainly non-accredited and delivered at the clients' premises around Australia, but
it can also be catered for at Collins Street. Corporate clients include major Bank groups, National
Management Consultancy firms, Manufacturing companies and Government agencies.
Accredited courses are delivered in Collins Street with a combination of face to face and online training
delivery. The accredited courses are the Diploma of Business and the Diploma of Project
Management. MMI has a current capacity to enrol 500 clients, current enrolment number is 250
clients.
Important note:
o A VET accredited course has been assessed by the Australian Skills Quality Authority (ASQA)
as compliant with the Standards for VET (Vocational Education and Training) Accredited
Courses and the Australian Qualifications Framework (AQF). Accreditation means that the
course is nationally recognised and that the registered organisation (RTO) can issue a
nationally recognised qualification or Statement of Attainment (this for single units only).

o Non-accredited courses are business courses that have been highly customised to meet
clients' training needs.
The current organisational structure is as follows:
Board of Directors
CEO CFO
Finance
Department
Marketing HR Manager Client Services Academic IT outsources

Manager Manager Manager
Marketing Team HR Team Client Services AcademicTeam

Team
The Teams are composed as follows:

• Board of Directors
o Mr Andrew White - Chairman
o Ms Francis Green - Executive Director
o Mr Eli Brown – Non-executive Director
o Ms Josephine Magenta – Non- executive Director
o Ms Deborah Red – CEO
o Mr Leonard Black - CFO
• Finance Department: CFO and 2 x financial officers (full-time)
Summary of duties: account receivable, account payable; invoicing; payroll; financial record
keeping and reporting; taxes/fees
• Marketing Team: Manager (full time) and 1 x marketing officer (part-time)
Summary of duties: promotion; design of marketing collaterals for events; social media; market
research; public relations


• HR Team: HR Manager and 2 x admin officers (part-time):
Summary of duties: Recruitment; Induction and training; performance management support;

employee relations; safety; compensation and benefits
• Client Services: Client Service Manager and 2 x receptionists; 4x client service officers, 1 x
team leader, 1 x maintenance officer
Summary of duties:
o front of office and back of office customer service activities (to include reception and
response to enquiries)
o support to academic staff
o client admin: client admission, enrolment, enrolment variations, pastoral care, completion
o building maintenance: 1x maintenance officer
• Academic Services: Academic Manager and 5 contract business trainers for corporate
training; 4 full time (ongoing) business trainers for accredited training
Summary of duties: accredited and non-accredited training and assessment; learning material
and assessment development and validation; support with compliance monitoring; pastoral
care.
• IT services: outsourced to an external company
Summary of duties: network service; database administration (inventory and staff files);
maintenance and update of communication system including CRM (Customer Relationship
management system); data management and security.
Note: in loco computer maintenance is performed by the maintenance officer who has some IT
knowledge
Company Ownership structure
The company structure is a Pty Ltd:

• The Chairman Andrew White holds 51% of the shares
• 40% of the shares are held by an external corporation since late 2017, as a silent business
partner
• The remaining 9% is owned by other members of the Brown's family
Vision
Our vision is to develop outstanding individuals through quality business training that encompasses
personal and professional growth.

Mission
o We create successful careers in business to advance business growth and to positively impact
on the broader community.
o We strive to provide exceptional business training that focuses on quality of teaching, practical
learning, and successful outcomes
Values
Our core values are:

• Quality
• Integrity
• Accountability
• Respect for diversity
• Innovation
MMI quality standards

• Australian Skills Quality Authority (ASQA)
standards
• ISO9001 – Quality Management Systems
• ISO 27001 Information Security
• ISO 31000 Risk Management
• Australian Business Excellence Framework
MMI – Boards' of Director expectation

• Quality of practices
• Innovative solutions for business growth based on hard data and extensive research
• Build an innovative and agile company that can respond to the challenges of an ever-changing
business environment
• Become market leader
• Increase value for shareholders and clients
Industry, market, and strategic business direction
MMI Professional Education is a Registered Training Provider (RTO) based in Melbourne, Australia that
offers business accredited and non-accredited courses to corporate clients, and local clients.

Strategic Objectives:
• To expand the basis of the operation to Sydney where the company has experienced a high
increase in demand for corporate training
• To increase revenue by 10% annually for the next 3 years
• To increase profits by 10% annually for the next 3 years
• To position the company as a leader for quality business education in Australia within the next
three years
• To expand the course offering by adding new qualifications to the scope of registration: the
Diploma of Leadership and Management and the Advanced Diploma of Program Management
• To increase the base of local clients attending accredited courses
• To implement sustainability to work practices: social, financial, and environmental
• To expand the offering to international students by repackaging accredited business courses to
add an internship component during the course
Current positioning
• MMI enjoys a good reputation in the industry as a quality provider of business courses for
corporate clients
• Courses are marketed as hands-on, with trainers that currently work in the industry, providing
current and cutting-edge skills to business professionals
• MMI currently holds 15% of the corporate business training in Australia
• MMI does not currently deliver business courses to international clients
• MMI does not currently deliver courses overseas
• The company is financially stable and sustainable
Operational overview
• State of the art facility in Melbourne to be replicated in Sydney
• Systems in use:
o Student Management System (MMI system)
o Learning Management System (Moodle)
o Accounting Management System (MYOB) – does not interface with MMI system
o Share drive

o Share points
o Zoom
o Project Management Application for remote teamwork (trainers): Wrike
• Trainers work both on-site in Melbourne and around Australia
• Senior management to stay in Melbourne: campus director and team leaders to be employed
to manage and supervise Sydney's operations
• Staff to be employed for the Sydney Campus
• Administrative tasks such as enrolments will be undertaken by the Melbourne's campus
• Virtual teamwork practices to be implemented between Melbourne and Sydney
• Website tailored to international students to be developed
• Develop and implement sustainability policy and practices across the organisation, and
sustainability has not been on the top five priorities of the company so far
• All trainers are based in Melbourne; this impacts on financial costs when having to move
trainers to other Australian capitals to conduct corporate training. Trainers who deliver
corporate training receive a generous daily allowance when outside Melbourne ($250/day), all
travel and accommodation expenses are paid for by MMI. This generous package impacts an
average of 20% on the profit margin for each corporate course that is sold
Organisational culture
The organisational culture experienced at MMI is a mix of market and hierarchy culture.
• The Market Culture: This culture is built upon the dynamics of competition and achieving
concrete results. The focus is goal-oriented, with leaders who are tough and demanding. The
organisation is united by a common goal to succeed and beat all rivals. The main value drivers
are market share and profitability.
• The Hierarchy Culture: This culture is founded on structure and control. The work environment
is formal, with strict institutional procedures in place for guidance. Leadership is based on
organised coordination and monitoring, with a culture emphasising efficiency and predictability.
The values include consistency and uniformity.
(Source: https://popinnow.com/four-types-organizational-culture/ )
• The organisation is top-heavy, and there are concerns that this may not suit the strategic
objectives for growth and the opening of a second campus in Sydney.
• The Board of Directors is invested in the change process; however, intervention is needed to
bring departmental managers and teams on board.

• It is recommended that an organisational culture more suitable for innovation, sustainability,

agility, and progressive growth is developed and implemented.
Operational issues
The following operational issues have been identified internally:

• The increased number of complaints due to lack of cultural sensibility of trainers when dealing
with students from the non-Australian background (15% increase in the last 6 months alone)
• All trainers are based in Melbourne; this impacts on financial costs when having to move
trainers to other Australian capitals to conduct corporate training. Trainers who deliver
corporate training receive a generous daily allowance when outside Melbourne ($250/day), all
travel and accommodation expenses are paid for by MMI. This generous package impacts an
average of 20% on the profit margin for each corporate course that is sold
• An increasing number of enrolments in Melbourne, projected student population to raise from
205 to 450 by mid-2021. Current facilities are not sufficient to accommodate the increase in
numbers (current facilities can accommodate max 350 students)
• Delays in achieving marketing objectives due to the composition of the team (2 part-timers
and one contractor) that cannot sustain the increased amount of marketing tasks (corporate
events to enhance networking and identify potential corporate clients have increased by 30%
in the past 6 months)
• A new student management system has been developed in-house. The system was
recommended by the Client Services and the Academic Managers for the seamless integration
of the student management and the learning management system. However, the two
managers failed to perform due diligence, and they did not consider that the new system does
not interface with the finance management system. This will cause operational disruptions to
the workflow as finance records (mainly revenues) will have to be manually inputted based on
the new system's reports on enrolment.
• Covid19 has decreased sales by 20%, the company has managed to deliver existing courses
and still maintain a reasonable margin of new enrolments online
Marketing
• MMI has not heavily invested in marketing activities, relying mainly on word of mouth.
• The company has a website:
o Old fashioned look, quite austere
o Not responsive
o In the mobile version, after you have clicked in a few pages, the navigation becomes
daunting

o Heavy use of text

o Infrequent updates
• Social Media: there is a FB page that is rarely updated, the LinkedIn Page is not in use
• Print advertisement: Industry magazine
• Referrals: education agents are paid 15% commission for referring students
• Discounts: twice/year MMI offers 10% for new enrolments to attract more students
• Yearly marketing budget: $75,000
• The marketing team is small and not experienced in digital and social media marketing
Pricing
Product Target Market Price

Corporate Training • Management Face to Face classroom
Topics: • Individuals looking for (average of 10 participants) $
• Operational Management upskilling to advance their 2,000/participant
• Leadership career Online $ 800/participant
• Project Management Individual coaching $ 150/hour
• Emotional Intelligence
• Change Management
Diploma of Business Domestic students Blended learning:

$ 4,000/student
Diploma of Project Management Domestic students Blended learning:
$ 6,000/student
Workforce Overview
The following has been reported:

• Turnover rates are high in the academic department (30% yearly) due to the contractual
nature of some of the roles. Ongoing training staff is steady, however, there is a need to invest
more in their professional development to keep industry currency when teaching.
• Need for a succession plan for management roles
• Gender unbalanced
• Recruitment is done externally, few opportunities for advancement are offered to existing staff

• A recent staff survey outlined the following:

o Lack of opportunities for advancement
o Top heavy management
o Silo mentality
o Not enough room for innovation and improvement
o Lack of well-defined sustainability policy
o Diversity policy is very generic
• HR practices are mainly focused on administrative duties. The Board of Directors has
identified the need to embrace HR practices as an essential strategic tool for business
advancement.
• Training on HR practise is required for management
• Staff lament a lack of communication from the top
• Sense of working in silos
Remuneration (average) for each role is as followed:

• Board of Director – 25-50 k/year
• CEO – 250 k/year
• CFO – 180 k/year
• Managers – 120k/year
• Receptionist $ 52k/year
• Officers (including team members in the Marketing dept) $ 65k/year
• Team Leader $ 78k/year
• Trainer (ongoing) $ 85k/year
• Trainer (contractor): $ 80/hour. Trainers who deliver corporate training receive a generous
daily allowance when outside Melbourne ($250/day), all travel and accommodation expenses
are paid for by MMI.
Note:
• The above remuneration must be considered pro-rata for part-time staff.
• Superannuation is excluded and should be added at 10% to employee's ordinary earnings

• Superannuation is paid to contractors (business trainers)


Communicate with influence assessment

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Assessment

BSBCMM511 - Communicate with influence V3 2021 Page 2

------OFFICE USE ONLY-----

For Trainer and Assessor to complete:

Student requested reasonable adjustment for the assessment

Completed successfully Comments Y N D

• Meeting agenda in Task 2.1.1

BSBCMM511 - Communicate with influence V3 2021 Page 3

Completed successfully Comments Y N D

This is evidenced by:

BSBCMM511 - Communicate with influence V3 2021 Page 4

Completed successfully Comments Y N D

This is evidenced by:

Demonstrated ability to: ☐ ☐ ☐

This is evidenced by:

BSBCMM511 - Communicate with influence V3 2021 Page 5

Completed successfully Comments Y N D

This is evidenced by:

The student participated in the meeting ☐ ☐ ☐

BSBCMM511 - Communicate with influence V3 2021 Page 6

Completed successfully Comments Y N D

This is evidenced by:

This is evidenced by:

This is evidenced by:

BSBCMM511 - Communicate with influence V3 2021 Page 7

Completed successfully Comments Y N D

This is evidenced by:

Demonstrated ability to: ☐ ☐ ☐

This is evidenced by:

BSBCMM511 - Communicate with influence V3 2021 Page 8

Completed successfully Comments Y N D

This is evidenced by:

The student lead the focus group (Role- ☐ ☐ ☐

BSBCMM511 - Communicate with influence V3 2021 Page 9

Completed successfully Comments Y N D

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

BSBCMM511 - Communicate with influence V3 2021 Page 10

Task 2 – Communicate with influence

BSBCMM511 - Communicate with influence V3 2021 Page 11

Task summary and instructions

What is this Refer to and read the documents:

The CEO asked you to develop the following:

• A promotional message to advertise the Diploma of Leadership

This assessment requires you to:

A. participate in and lead at least two meetings

This task comprises of the following assessment methods:

It has been designed to evaluate your ability to/competency in:

• Confirm authority to present material on behalf of an organisation

BSBCMM511 - Communicate with influence V3 2021 Page 12

Task summary and instructions

What do I need to do • submit the completed assessment tasks, according to instructions,

Specifications You must deliver/participate in:

• Meeting with the marketing team (Role-Play) in week 3

You must submit to GOALS

BSBCMM511 - Communicate with influence V3 2021 Page 13

Task summary and instructions

Resources and • Computer with Internet access

Re-submission You will be provided feedback on your performance by the Assessor.

BSBCMM511 - Communicate with influence V3 2021 Page 14

Complete the following activities:

This assessment requires you to:

Task 2.1 Meeting with the Marketing Team

1. Organise the meeting (20-30 minutes)