PROJECT

P O RT F O L I O

STUDENT VERSION

BSBXTW401
LEAD AND FACILITATE A
TEAM
Section 1: Team Performance Plan 6
Section 2: Team meeting preparation 15

Section 3: Team performance monitoring 17

Student name:

Assessor:

Date:

Business this assessment

is based on:

Team this assessment is

based on:

Documentation reviewed
as preparation:

BSBXTW401 Lead and facilitate a team | 3

 Section 1: Team Performance Plan

Team details
Team Name: IT team

Time period for team plan 6 months

Give the time period for the team
plan e.g. 6 months.

Overall team objectives Overall team objectives:

List key objectives for the team  Keep informed of technology trends, enhancements, and capabilities.
you have selected.
 Seek new technology and apply where it is cost effective.
As per the Strategic and
 Provide stable and reliable information technology infrastructure.
Operational Plan each team may
sets its own overall objectives.
Therefore, you may establish any
suitable objectives.
List at least 3 general objectives
that can apply to your chosen
team.

Overall team responsibilities Overall team responsibilities:

List key responsibilities for the  Install new software or hardware.
team you have selected.
 Research and procure IT hardware and supplies.
As per the Strategic and
 Participate in IT inventory asset management.
Operational Plan each team must
define its overall responsibilities  Assist in backup and recovery of digital assets.

BSBXTW401 Lead and facilitate a team | 4

to align with the Strategic and
Operational Plan.
List at least three general
responsibilities for the team you
have chosen.
Overall team outcomes required
List key outcomes for the team
you have selected.
As per the Strategic Plan each
team may sets its own overall
outcomes. Therefore, you may
establish any suitable outcomes.
List at least 3 outcomes that can
apply to your chosen team.
Opportunities for cross
collaboration amongst external
and internal teams and
individuals
Identify at least one internal and
one external team that your
chosen team could collaborate
with. Explain why this might be
beneficial.
Explain how individuals within the
team could collaborate.
 Troubleshoot network issues.
Overall team outcomes required:
 Mobilise Your Team. Cloud services were already top budget priorities for many organisations in
2020, with mobile tech and app development also gaining traction. Those that have already
committed dollars to these areas are reaping the benefits given the stark new reality we live in.
 Complete Your Cloud Migration and Integration. Cloud migration without successful integration is
like buying a house and moving in, but not unpacking your boxes. To get the most out of your
new cloud home, you need to be able to break down silos, apply advanced analytics, automate
workflows, and enable next-gen technologies
 Collaborate with business leaders to assess IT services and goals
Lion Marketing – our marketing agency
 A truly efficient market eliminates the possibility of beating the market, because any information
available to any trader is already incorporated into the market price. As the quality and amount
of information increases, the market becomes more efficient reducing opportunities for arbitrage
and above market returns.
Sales team
 Sales or the sales department, is crucial to any organisation. It's the linchpin between customers
and a company, product, service, or brand. A good sales team increases conversions, or
instances where customer take an action a company desires.
Invest in automation for your business
If your employees were spending most of their time at work dealing with administrative tasks instead of
more interesting assignments, it would be very difficult for them to stay motivated. Employees who
don’t feel as though they are making a difference at work are much less likely to want to contribute
BSBXTW401 Lead and facilitate a team | 5
much to a team.

BSBXTW401 Lead and facilitate a team | 6

Team members
Complete the following for a minimum of 2 team members:

Team Member 1 Name: IT Manager: Hal Hyland

Individual outcomes required Individual outcomes required

List key outcomes for the  Managing information technology and computer systems
individual you have selected.
 Controlling and evaluating IT and electronic data operations
This will be based on the
 Managing IT staff
individual’s job role.
You may research a suitable
position description for this role
and then describe key outcomes
would be relevant to the role. Key
outcomes are related to the
organisation’s objectives.
List three.

Individual goals Individual goals:

List 3 goals this individual would  Identify new and expand existing sources of revenue and ways to help more classrooms in need
have in relation to their role.
 Increase range of products and services offered to reach a larger target market
These can be general goals based
 Customer-centred practice, with a focus on meeting their total needs for high-quality technology
on a person’s role at work or
specific to the position you have
researched.

Individual behaviour requirements Individual behaviour requirements

List 3 behaviour requirements for  By setting goals that align with their company's purpose, managers can ensure that their team's

BSBXTW401 Lead and facilitate a team | 7

this individual.
These can be general behaviours
based on a person’s role at work
or specific to the position you
have researched.
Remember to review the Staff
Code of Conduct too.
efforts contribute to the overall success of their organisation. For example, if their organisation's
purpose is to deliver outstanding customer service, then customer service managers can
establish tangible goals that encourage their team members to deliver outstanding customer
service.
 Managers develop plans and have a clear vision of what they'd like to achieve, and being able to
communicate that plan effectively is essential. A team that understands their plan of action can
focus on what they need to do in order to achieve their goals.
 Showing appreciation for your team may motivate them to perform well, and it also shows them
you care about their success and recognise the contribution they make. Personal recognition
improves team members' self-esteem, motivates them to perform well and fosters a positive
team atmosphere.

Individual tasks Individual tasks:

List at least 3 tasks that this  Manage information technology and computer systems
individual will be responsible for
 Plan, organise, control and evaluate IT and electronic data operations
completing as part of their role.
 Manage IT staff by recruiting, training and coaching employees, communicating job expectations
Explain why you allocated these
and appraising their performance
tasks to the team member. This
should be based on their job role  Design, develop, implement and coordinate systems, policies and procedures
and expertise or development I allocated these tasks to the team member because, he has been in the IT industry for 10 years. He is
potential. interested in cloud technology. He is currently studying a Masters of IT part-time.
Note if you are completing this for
the case study business refer to
the position description you have
developed and to the section in
the Strategic and Operational
Plan about our people.

BSBXTW401 Lead and facilitate a team | 8

Team Member 2 Name: IT Support Officer: Helen Hunt

Individual outcomes required Individual outcomes required

List key outcomes for the  keep computer systems running smoothly and ensure users get the maximum benefit from them
individual you have selected.
 install and configure computer hardware operating systems and applications
This will be based on the
 monitor and maintain computer systems and networks
individual’s job role.
 talk staff or clients through a series of actions, either face-to-face or over the phone, to help set
You may research a suitable
up systems or resolve issues
position description for this role
and then describe key outcomes
would be relevant to the role. Key
outcomes are related to the
organisation’s objectives.

List three.

Individual goals Individual goals

List 3 goals this individual would  Increase our reach

have in relation to their role.
 Continue building deeper customer relationships
These can be general goals based
 Attract, engage and develop the best staff
on a person’s role at work or
specific to the position you have
researched.

Individual behaviour requirements Individual behaviour requirements

List 3 behaviour requirements for
this individual.
These can be general behaviours
based on a person’s role at work
or specific to the position you
have researched.
 Everyone loves to take credits, but only a few will accept their own mistakes. And when such an
employee is identified, pay attention. It calls for immediate recognition for his readiness to
change and learn. Only when employees take accountability for making things right that the
workplace will see a refreshing change.
 Employees with the ability to adapt and respond to the changing demands of the organisation
should be appreciated. They are the ones who would take-up challenges and still perform quite

BSBXTW401 Lead and facilitate a team | 9

Remember to review the Staff efficiently.
Code of Conduct too.
 We already live in a competitive world where everyone sees the other as a threat. Hence, having
workers who communicate very well with each other is a boon. And this quality in them should be
recognised by praising them publicly or through tangible rewards.

Individual tasks Individual tasks

List at least 3 tasks that this  troubleshoot system and network problems, diagnosing and solving hardware or software faults
individual will be responsible for
 replace parts as required
completing as part of their role.
 provide support, including procedural documentation and relevant reports
Explain why you allocated these
tasks to the team member. This  follow diagrams and written instructions to repair a fault or set up a system
should be based on their job role I allocated these tasks to the team member because, Helen Hunt has a strong experience in IT support
and expertise or development for the last 5 years. Good with customers and solving problems. Currently studying a Bachelor of IT part-
potential. time. Interested in cloud technology and the power of technology to host virtual events.
Note if you are completing this for
the case study business refer to
the position description you have
developed and to the section in
the Strategic and Operational
Plan about our people.

BSBXTW401 Lead and facilitate a team | 10

Team strategies and contingencies
Strategies to ensure team
members are accountable for
their roles and responsibilities
What strategies will be used to
ensure team members are
accountable for their roles and
responsibilities?
Describe at least three.
Contingency plans
What contingency plans will be
used to ensure the team
performance plan can be carried
out as required. Describe at least
three.
Ensure Necessary Resources
Your employees don’t always shirk accountability just because they’re trying to pass the buck.
Sometimes they truly believe that they really aren’t the reason that things didn’t pan out the way they
should have.
Provide Candid Feedback
When you’re eager to boost accountability on your team, you can’t expect your employees to be skilled
mind-readers. They can’t change what they can’t acknowledge, and it’s up to you as the leader to help
them understand what they’re doing well and what they could be doing better.
Lead by example and hold yourself accountable first
Like we mentioned earlier, as a manager, you’re the pacesetter of tone, performance, and culture for
your team. People will follow your lead. If you’re continuously showing up to meetings late, pushing
deadlines, and not owning up to your mistakes, the team will follow suit.
Improve productivity through better goal management
Regular goal tracking allows for the opportunity to provide feedback as needed, make adjustments to
performance plans, tackle obstacles and prepare contingencies for missed deadlines. Without a
mechanism to regularly track progress against goals, the ongoing, cyclical nature of the process falls
apart and productivity dips.
Gather information from multiple sources
Gathering performance information from a variety of sources increases objectivity and ensures all
factors impacting performance are considered. This information should include objective data like sales
reports, call records or deadline reports.
Document, document, document
Note-taking must be consistent and include all significant occurrences, positive or negative.
Documentation is important to support performance decisions, and notes should be written with the
BSBXTW401 Lead and facilitate a team | 11
intent to share. In addition to documenting the details of an occurrence, any subsequent follow up
should be detailed.

BSBXTW401 Lead and facilitate a team | 12

 Section 2: Team meeting preparation
Coaching
Document the coaching
topic you have decided to
provide coaching on.
Explain why you chose the
topic and how it will help
to enhance workplace
culture and support
individuals to work
towards common team
goals.
Indicate the
communication method
you chose and why and
attach your presentation
to your Portfolio.
Communication
Consider how you will
facilitate open and
respectful communication
and collaboration between
team members, taking into
account the diverse
backgrounds of those in
your team.
Document appropriate
techniques which you will
then be required to
demonstrate techniques
that you have identified as
appropriate in the next
activity.
The topic that I have decided to provide coaching on is
“Team collaboration”.
Employers like to see good problem-solving skills because it
also helps to show them you have a range of other
competencies such as logic, creativity, resilience,
imagination, lateral thinking and determination. It is a vital
skill for your professional and personal life.
Candidates with great problem-solving skills have a
combination of both analytical and creative thinking.
They’re comfortable with making decisions and confident
enough to rise to challenges in the workplace. These
candidates possess a combination of analytical, creative,
critical thinking skills and a high level of attention to detail.
As a result, they will quickly identify problems when they
arise and identify the most effective solutions. They’ll also
identify the factors and forces that might have caused the
problem and instigate changes to mitigate future
challenges.
The communication method is by email. Email is simple. It is
easy to use. Once your account is set up, composing,
sending and receiving messages is simple. Also, email
allows for the easy and quick access of information and
contacts.
Proof of presentation is in Coaching.pptx
Work with your employees’ strengths
Many people discount their strengths and are all-too-
familiar with their weaknesses. To turn that view upside
down and promote successful collaboration, have your team
members take a personality test, and then share the results
with the rest of the team
Take Advantage of Alternative Communication Channels
Communication works best when it’s flowing unhindered,
and the biggest culprit of ineffective communication is
email.
Sharing of Files
There’s nothing worse than having to sift through emails
and hard drives for important documents that have gone
missing, never mind having to send the same document
back and forth to another colleague with minor adjustments
all day—eventually losing the amended version and being
stuck with the original draft!
BSBXTW401 Lead and facilitate a team | 13
Issues, inefficiencies and
challenges
As you will need to assist
your team to identify,
brainstorm, report and
resolve issues and
inefficiencies related to the
tasks as identified in your
team performance plan,
you will therefore need to
ensure you identify
suitable techniques to
achieve this, as well as
your own problem solving
skills to come up with
solutions during the
meeting.
Describe techniques you
will use.
Conflict
As you will also need to
manage conflict where
there are disagreements
about how to resolve an
issue, you need to be
prepared to handle.
Write down your ideas on
how you will manage the
conflict.
Starbursting
Like a reporter trying to discover the pivotal information to
a story, the Starbursting method of brainstorming requires
you to think about the who, what, where, when, why, and
how for any new idea.
Mind mapping
Part of the challenge of brainstorming is trying to catch
every idea swirling through the air. Mind maps are a
creative, non-linear diagram used to capture that influx of
ideas so you don’t miss anything. Start with a topic or
question in the centre of the mind map, and branch off to
include every participant’s thought.
Identify a Solution
After both parties have had a chance to discuss the
situation at hand, it's time to identify what a satisfactory
resolution might be - and how to get there. Ideally, by this
point, both parties will understand the other's side, and
oftentimes the conflict will be resolved just through
facilitated, open dialogue.
Continue to Monitor and Follow Up on the Conflict
Just because a solution has been identified and addressed
doesn't mean it will just go away. As a manager, it's your
responsibility to check in with both parties to ensure that
the conflict has truly been dealt with, and that the steps
identified to reach a solution are being followed.
Clarify what is the source of conflict
The first step in resolving conflict is clarifying its source.
Defining the cause of the conflict will enable you to
understand how the issue came to grow in the first place.
BSBXTW401 Lead and facilitate a team | 14
 Section 3: Team performance monitoring
Feedback
Review the feedback
about the team and
individual performance
against agreed
benchmarks i.e. outcomes
you identified for the team
you choose and each
individual team member.
Choose at least two
benchmarks (outcomes)
for team performance and
individual performance
from your team
performance plan against
which to measure
performance.
Discuss performance
based on agreed outcomes
and feedback provided.
Learning and development
opportunities
Identify three specific
learning and development
opportunities that could be
used to improve team and
individual performance
and behaviours. These
should be based on the
feedback you collated.
Specific learning and
development opportunities
means specifying a
particular event that could
be attended or a specific
internal coaching
opportunity that could be
ran.
Ensure that one of the
opportunities is a video or
interactive activity that
team members are to
complete.
Benchmarks (outcomes):
 Collaborate with business leaders to assess IT
services and goals
 Managing information technology and computer
systems
 keep computer systems running smoothly and
ensure users get the maximum benefit from them
 monitor and maintain computer systems and
networks
The performance based on the outcomes and feedback
provided is good. The overall performance of the team has
been efficient. Although, the team has been effective
overall, working to time and budget, some of the long-term
goals haven’t been achieved such as improving the help
desk function. Because of the workload collaboration
between teams hasn’t been as good as it could be.
Online training sessions and webinars. online training often
allows employees to interact virtually or in-person with their
colleagues to develop skills and grow their knowledge of
specific topics.
Manager coaching and mentorship. Consider creating a
formal mentor program to integrate coaching into your
manager-employee relationships and ensure team members
have built-in support when they have questions or need
direction.
Peer coaching. Training can be intimidating, especially when
it’s facilitated by someone you don’t know well. Peer
coaching eliminates the intimidation factor and fosters a
more relaxed learning experience.
BSBXTW401 Lead and facilitate a team | 15
Providing timely and
constructive feedback and
implementing action plans
Draft an email that you
could send to the team
about their overall and
individual performance.
Ensure that as the
feedback is being shared
with all team members
that it is constructive.
Follow the timelines set by
your assessor for this task
to ensure that the
feedback you provide is
timely.
You are also draft a further
email to the team advising
them of the details of the
learning and development
opportunities you have
identified. For example,
dates, times, content, etc.
Email:
To: SalesTeam@gmail.com
From: Eve@gmail.com
Subject: Feedback
Dear team,
Good morning. I write you this email to inform you about the
feedback on your performances. The performance based on
the outcomes and feedback provided is good. The overall
performance of the team has been efficient. Although, the
team has been effective overall, working to time and
budget, some of the long-term goals haven’t been achieved
such as improving the help desk function. Because of the
workload collaboration between teams hasn’t been as good
as it could be. I hope you can use my feedback as a tool to
improve yourselves.
Best regard,
Eve.
Email:
To: SalesTeam@gmail.com
From: Eve@gmail.com
Subject: Development opportunities
Dear team,
Good morning. I write you this email to inform you about the
learning and development opportunities that will be offered
by the company to you in order to improve your
performance. The list of learning and development
opportunities are:
 Online training sessions and webinars. online
training often allows employees to interact virtually
or in-person with their colleagues to develop skills
and grow their knowledge of specific topics.
 Manager coaching and mentorship. Consider
creating a formal mentor program to integrate
coaching into your manager-employee relationships
and ensure team members have built-in support
when they have questions or need direction.
 Peer coaching. Training can be intimidating,
especially when it’s facilitated by someone you
don’t know well.
I hope you can choose your opportunities wisely.
Best regard,
BSBXTW401 Lead and facilitate a team | 16
Eve.

BSBXTW401 Lead and facilitate a team | 17