S2916 KIMT S2916

DIPLOMA OF LEADERSHIP AND

MANAGEMENT

TOPIC: LEAD COMMUNICATION IN THE

WORKPLACE

UNIT CODE: BSBXCM501

TASK 1: KNOWLEDGE TEST

TASK 2: SKILLS TEST

NAME: MEHUL ADARSH LAL

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Assessment Task 1: Knowledge Test

Q1: Answers

According to the Work Health and Safety Act of 2011, duty holders must communicate, work
together, and coordinate their efforts with those who also have a responsibility for the same
issue, as well as with employees who perform work for the company or organization. All business
owners are mandated by the WHS Act to create a mechanism for resolving disputes after
consulting with their employees. The new laws outline a default procedure in the event that no
process is created. The issue must be resolved by the parties in following the established or
default procedure, and reasonable efforts must be made in this direction.

Q2: Answers

2.1

The organization's communication policy and procedures are intended to provide your staff with
direction for handling information that is related to the organization, whether it is incoming or
outgoing. The public, your clients, and other stakeholders should be made aware of essential
news and information. It should be simple to access because communication policies are
designed for employees as well as for benefit of business operations. Additionally, it's critical that
everyone is informed of the policy and any subsequent revisions.

2.2

A strong code of conduct also helps to protect the company's reputation. Society develops a
favorable view of the company as it defines the guidelines for interactions between staff
members and customers, stakeholders, and rival businesses. Employees that behave ethically and
with respect reflect good on the firm and help it to be perceived in the same light. Negative
publicity is avoided, and the company's reputation is enhanced.

2.3

The way a person communicates at work is influenced by their personal worldview. These beliefs
can be rooted in an organizational culture that supports effective communication even when they
are resistant to change. Such examples are psychological safety, organizational centralization,
leadership behavior, Abusive or destructive leadership.

2.4

The five types of digital communication used are:

- Email
- Instant messaging
- Project management apps
- Video conferencing software
- Internal social media sites

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2.5

Code of ethics sets the right culture employees who would normally be hesitant to express their
opinions are inspired to do so, which is the way good teams improve to become exceptional.
Because they have a very solid basis to stand on, businesses that cultivate a climate of trust,
ethical behavior, integrity, and quality are also better equipped to handle unforeseen challenges.
Code of conduct also helps in being compliance with laws and regulations.

Q3: Answers

Three challenges to effective communication are 1) Dissatisfaction or Disinterest with One’s Job
Employees are much less likely to communicate effectively, both while giving and receiving, when
they are unhappy or have lost interest in their work. Due to the fact that it requires altering a
perspective. 2) Inability to Listen to Others: Effective communication relies heavily on active
listening. If you don't listen to someone, you won't be able to engage with them because you'll
start assuming things about their needs based on your preconceptions rather than what they
actually need. 3) Conflicts in the Workplace: Conflict can happen for a variety of reasons and
when it does, it becomes a barrier to effective communication. Ways to resolve effective
communication challenges are having more verbal communication this includes specking,
presentations, video chatting and phone calls. Another way is having written communication is
emails, memos, reports, website content and documents and having more nonverbal
communication: example body language, facial expressions and general appearance.

Q4: Answers

4.1 A)

Feedback describes expectations, aids in error-learning, and boosts self-assurance. Finding the
appropriate words to compliment someone on a job well done or to congratulate them on
reaching a sales goal is not difficult when it comes to giving positive feedback. When everything
is going well, it might be simple to lose enthusiasm for offering praise, but taking a moment to
appreciate the good times helps to boost employee confidence and foster an environment where
coworkers look out for one another.

B) To create a culture of team feedback to coach others, it’s important to Nurture a growth
mindset People that have a growth mindset think they can improve their skills with commitment
and effort. They value learning and see their natural talents as a place to start. A key component
in fostering a feedback culture at work is having staff members who are prepared to provide
candid feedback. Employees must feel secure and understand that providing feedback won't
result in negative consequences. Starting with developing trustworthy relationships, this is
supported by just how feedback is viewed.

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4.2 A)

Mentors will offer insightful counsel, promote fresh viewpoints, handle workplace issues to help
mentees flourish in their careers, and enhance their professional practices with new information
and abilities. The ongoing interaction with the mentor creates continual improvement through
the mentoring process. The mentor helps the mentee advance their knowledge and abilities while
addressing business difficulties.

B)

A mentor works with a number of mentees together in a group setting through group mentoring.
The mentees and the mentor will share comparable personal development objectives or a desire
to gain particular new skills or knowledge, and the mentor will have a specialty to impart. The
group will share a variety of various viewpoints and experiences while also supporting one
another's learning and growth.

Q5 Answers

5.1

Cross-cultural communication is the practice of identifying both cultural groups' differences and
commonalities in order to interact successfully within a particular situation. In other words, cross-
cultural communication refers to the adjustments made by individuals from various cultural
backgrounds to enhance communication.

Five fundamental principles of cross culture communication are:

1. Develop your awareness: Being aware is the first step, it’s crucial to understand those
individual preferences while also studying social conventions.

2. Research different cultural norms: Asking someone about their culture is one of the finest
ways to learn about it. They'll probably be more than happy to share, and in addition to
getting the data you want, you'll also set the foundation for a stronger bond in the ahead.

3. Be clear and avoid slang: Even when interacting with members of your own culture, slang
can be perplexing.  The more explicit your message is, the better. By doing this, you'll
hopefully prevent any misunderstandings or crossed wires.

4. Slow down your speech: Even if it may come as a surprise, cultural norms can have an
impact on the speed at which we communicate.
5. Confirm your understanding: Regardless of the person you're speaking with, this is a wise
practice to adopt. After finishing a conversation, whether it was verbal or written, take a
time to make sure you comprehended everything that was said.

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5.2

When communicating with people with disabilities, it is vital to remember to treat each person as
an individual. You should also treat them with respect and in a way that you would like to be
treated. Following is some of the general tips for communicating with people with disabilities:

 Use a normal tone of voice – do not raise your voice unless asked to
 Relax – everyone makes mistakes; apologise if you believe you have embarrassed
someone
 Avoid saying anything that implies the person is superhuman, courageous, or special
 Respect the person’s wishes if they do not require assistance
 Only refer to the person’s disability if necessary or relevant
 Reword rather than repeat anything that is not understood
 Don’t pretend to understand – let the person know you are having difficulty
 Speak directly to the person
 Be polite and patient – do not rush the conversation

Q6: Answers

 The goal of internal communication is to provide an efficient flow of information among

departments and coworkers inside an organization. External communication strategy aids
in brand promotion, recognition, favorably influencing how the public perceives the
business, and eventually boosting sales.

 People are kept safe through potentially lethal emergencies thanks to an emergency
communication protocol. To keep the people of your building safe in an emergency, you
must have Wardens who can speak to them calmly, fearlessly, and patiently.

 When individuals exhibit different communication styles, it's easy for conflict or
misunderstandings to occur. Understanding the characteristics and tendencies of different
communication styles can help us to effectively interact with someone who has a different
style.

 Taking responsibility is often the most important part of standard communication. In a

relationship or business communication, when someone doesn't take responsibility and
doesn't practice active listening, it often leads to influence ineffective communication and
ends up creating conflict.

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Q7: Answers

a) Understand what inappropriate workplace behavior is and communicate this with

the employees. Examples of inappropriate behaviour in the work environment can
include: Harassment - offensive, belittling or threatening behaviour that is
unsolicited Bullying - repeated abusive and offensive behaviour, which in
some circumstances may involve inappropriate physical behaviour. Sexual
harassment - unwanted or unwelcome sexual behaviour which makes a
person feel offended, humiliated or intimidated.

b) The best way to prevent injuries or illness in your workplace is to find the
hazards that could cause injury or illness, and fix them. Do this by following
four simple steps: Spot the Hazard, Assess the Risk, Fix the Problem,
Evaluate Results. Involving the workers that use the equipment or
chemicals, performing the tasks and being in the work environment every
day are essential to help you identify hazards.

c) Be Proactive: Leaving someone out of an email chain, delivering an

inappropriate personal remark, or triggering a flash argument... conflict
often starts with small disagreements that escalate fast. So, if you spot
conflict, avoid leaving it to team members or HR to resolve – instead, take
action! This shows that you treat conflict seriously and won't condone
destructive behaviour. Observe: Signs of conflict can be subtle, but you can
detect them by being aware of the interactions within your team. Be Fair and
Impartial: Give everyone the time and opportunity to present their own
perspective on events and to respond to any criticism. It's vital that all parties are
able to state their case and are listened to.

d) Frame the message to achieve a clear purpose/result: be clear in your own mind

about what your specific goals are for the message. Frame the message to the
audience and situation: think of the reasons you can provide to justify the time
and attention you want your audience to give to the message. Frame the message
to build content understandings: Help your listeners logically understand the
issue(s) by communicating important details and putting them in context.

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Q8: Answers
A) Aggressive communication is described as expressing your feelings and opinions strongly
and as they occur. Clients were taught the verbal characteristics of aggressive
communication (e.g., shouting, yelling, demanding, commanding, blaming, being critical,
or being verbally abusive).
B) People who develop a pattern of passive-aggressive communication usually feel
powerless, stuck, and resentful – in other words, they feel incapable of dealing directly
with the object of their resentments. Instead, they express their anger by subtly
undermining the object (real or imagined) of their resentments.
8.2
A) Verbal communication is about language, both written and spoken. In general, verbal
communication refers to our use of words while nonverbal communication refers to
communication that occurs through means other than words, such as body language, gestures,
and silence.
B) Non- verbal communication is usually communicating electronically for example using email,
mobile phones, telephones, fax machines. Using this type of communication methods makes the
company’s work easier and more efficient.
8.3
1. Maintain etiquette: Many cultures have specific etiquette around the way they communicate.
Before you meet, research the target culture, or if time allows, do some cross-cultural training.
2. Speak slowly: Even if English is the common language in a cross-cultural situation, it’s not a
good idea to speak at your normal conversational speed.
3. Practice active listening: Active listening is a very effective strategy for improving cross cultural
communication. Restate or summaries what the other person has said, to ensure that you have
understood them correctly, and ask frequent questions.
4. Write things down: If you’re not sure whether the other person has understood you properly,
write it down to make sure.
8.4
a) Problem solving is the act of defining a problem; determining the cause of the problem;
identifying, prioritizing, and selecting alternatives for a solution; and implementing a
solution.
b) When you address conflict with this style, you encourage each side to make some
significant sacrifices. By definition, this means that neither side gets exactly what they
want. Ideally, after compromising on one or more minimal issues, both parties could then
agree on the larger issue.
8.5
The different types of negotiation are, Principled negotiation: is a type of bargaining that uses the
parties' principles and interests to reach an agreement. This type of negotiation often focuses on
conflict resolution. This type of bargaining uses an integrative negotiation approach to serve the

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interests of both parties. Team negotiation: In a team negotiation, multiple people bargain
toward an agreement on each side of the negotiation. Team negotiations are common with large
business deals. There are several personality roles on a negotiation team. In some cases, one
person may perform more than one role. Multiparty negotiation: multiparty negotiation is a type
of bargaining where more than two parties negotiate toward an agreement. An example of a
multiparty negotiation is bargaining between multiple department leaders in a large company.
Adversarial negotiation: An adversarial negotiation is a distributive approach in which the most
aggressive party in a negotiation achieves an agreement that serves their interests.  

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Assessment Task 2: Skills Test

Activity 1: Establish communication protocols
Template 1: Communication protocols

Communication Protocols

Message/Area of Communicator Audience Frequency

discussion

Safety Operations Manager All employees Weekly/Bi-weekly

Culturally and Operations Manager All employees Monthly

Linguistically Diverse
backgrounds

Disability Operations Manager All employees Quarterly

Low language and Operations Manager All employees Monthly

literacy skills

Conflict Operations Manager All employees of Weekly/Bi-weekly

Office

Template 2: Strategies to adapt and implement communication protocols to suit the

following contexts:

Tip sheets

Employees from Culturally and Linguistically Diverse (CALD) backgrounds.

Strategies to adapt employees from diverse backgrounds:
- Communicate the importance of managing bias: Cultural humility is another way leaders
and employees can manage bias and foster more inclusive environments.
- Acknowledge holidays of all cultures: One way to build awareness of diversity and foster
greater inclusivity is to be aware of and acknowledge a variety of upcoming religious and
cultural holidays.
- Mix up your teams: A key part of diversity is understanding and learning from different
voices, experiences, values, and cultures.

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Communication protocols to implement employees from diverse backgrounds:

-Use clear language: When you are communicating with a culturally diverse audience,
keep your language clear, concise, and straightforward.
-practice reflective listening or paraphrasing: When in conversation, paraphrasing or
repeating the message back is a good habit to get into. This will help clarify meaning and
eliminate issues that may surface as a result of a misunderstanding.

Employees that have English as a second language.

Strategies to adapt employees that have English as a second language:
-Remember to speak slowly and clearly, don’t mumble and rush out your sentences.
-Instead of giving employees packs with pages and pages of writing explaining the job,
use pictures and videos, or demonstrate in person.
- Having English classes in the workplace, can be very helpful to prevent language barriers.
Communication protocols to implement employees having English as a second language:
-Be supportive, Treat non-native English speakers with respect, try to communicate
effectively, and be encouraging when they answer in any conversation.
-Write things down, write it down to be sure that the other person has understood you if
you're unsure. When talking about large figures, this is very useful.

Employees having a disability.

Strategies to adapt when employees are disabled:
- Making your infrastructure accessible, one of the first considerations for those with
disabilities is accessible infrastructure, yet certain items are still overlooked.
- Have clear and accessible HR policies, make your HR rules as clear and easily accessible
as possible to ensure that your employees are aware of their situation and the resources
available to them.
Communication protocols to implement employees with disability:
- Use a normal tone of voice – do not raise your voice unless asked to
- Be polite and patient – do not rush the conversation
- Don’t pretend to understand – let the person know you are having difficulty
- Respect the person’s wishes if they do not require assistance

Employees with low language and literacy skills.

Strategies to adapt when employees have low literacy skills:
-Speak very slowly and calmly focus on clearly enunciating and slowing down your speech.

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- Choose your medium of communication effectively, carefully choose your form of

communication (Phone or video conference, email, instant message, etc.).
- Frequently check for understanding, Check both that you’ve understood what’s been
said and that others have fully understood you, practice reflective listening to check your
own understanding.
Communication protocols to implement employees with low literacy skills:
- Plain text: use written information accessibly by using everyday jargons.
-Using video and audio in workplace can help employees understand things better and
faster.
- Digital storytelling: is a simple, creative way where people with little to no online
experience can tell a personal story. It provides a means of self-expression and opens up a
self-identified way to become involved in engagement issues, provides a respect for the
diversity of participants

Activity 2: Coordinate effective communication

Meeting agenda template: 1

Date/Time: 20/10/22/2:00pm

Location: Brisbane City

Chairperson: Mr Mehul Adarsh Lal

Meeting Attendees: Mehul Adarsh Lal (Operations Manager)

Full names and roles Michael Scott (Marketing Manager)

Kelly Kapoor (HR Manager)

Pam Beesly (Customer Service Manager)

Andy Bernard (IT Manager)

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Agenda Item/Topic Discussion/Outcomes Action Due

Officer Date

Welcome Introduction on the meeting as to why it is Mehul Adarsh

being held. Lal

(Agenda item 1) -Discussions on employees from different Mehul Adarsh 15/11/2

backgrounds. Lal 2
Topic?
Employees from - Discuss the outcomes of having Kelly Kapoor
Culturally and employees from diverse backgrounds.
Linguistically Diverse
(CALD) backgrounds. -Discussions on how to provide a
welcoming working environment.

-Discuss what communication protocols

should be placed.

-Discussions on how to implement using

(Agenda item 2) pictures and videos on daily basics. Mehul 15/11/2
Adarsh Lal 2
Topic? -Discussions on having English classes for
employees. Kelly Kapoor
Employees that have
English as a second Pam Beesly
-Discussions on how to speck calmly and
language.
well with employees.

(Agenda item 3) -Discussion on how to make infrastructure Mehul Adarsh 15/11/2

accessible. Lal 2
Topic?
-Discuss on having clear and accessible HR Andy Bernard
Employees having a
disability. policies.

-Discussion on how to implement respect

to disabled employees.

Summary Overall Summary Mehul

Adarsh Lal
A meeting was conducted to present the

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strategies that would be adapted by the Michael Scott

workplace and the workplace and office
staff, to the departmental managers and
have discussions on how to implement
new change and commutation protocols.

Decision/s

Decisions have been made according to

the discussions done with the
departmental managers and ways have
been arranged to implement the change in
the workplace.

Action/s if any

Next Meeting 15/11/22

time/date

Meeting closed at: 3:00pm

Minutes are a true and Approved/confirmed by whom? Michael Scott

accurate record of the
meeting

Meeting minutes template:

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Minutes of Meeting

Meeting Objective: discussions regarding the strategies to adapt and implementing the new
change in the workplace.

Attendees: Mehul Adarsh Lal (Operations Manager)

Michael Scott (Marketing Manager)

Kelly Kapoor (HR Manager)

Pam Beesly (Customer Service Manager)

Andy Bernard (IT Manager)

Venue: Brisbane City

Date: 20/10/22

No. Points Discussed Actions Suggested Target Date

1 -Employees -Discussions on employees from different 15/11/22

from backgrounds.
Culturally
and - Discuss the outcomes of having
Linguisticall employees from diverse backgrounds.
y Diverse
(CALD) -Discussions on how to provide a
background welcoming working environment.
s
-Discuss what communication protocols
should be placed.

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-Discussions on how to implement using

Employees that
2 pictures and videos on daily basics. 15/11/22
have English as a
second language.
-Discussions on having English classes for
employees.

-Discussions on how to speck calmly and

well with employees.

Employees having a
3 -Discussion on how to make infrastructure 15/11/22
disability.
accessible.

-Discuss on having clear and accessible HR

policies.

-Discussion on how to implement respect

to disabled employees.

Signature of attendee 1: Mehul Lal Signature of attendee 2: SCOTT

Signature of attendee 3: Kkapoor Signature of attendee 4: Beesly

Signature of attendee 5: Andy B

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Template 3: Communication challenges and strategies to address them:

Communication challenges and strategies to address them

Communication challenges faced during communication with the departmental

managers

1. Communication inconsistency
2. Lack of feedback

Strategies to address each communication challenge

1. Be approachable, make sure your staff feels comfortable coming to you with ideas
or concerns. Tell them they can talk to you anytime they want. Leave your office
door open when you do not need privacy. Maintain a positive and friendly attitude,
including with your body language and nonverbal communication.
2. Give your staff clear instructions on what to do and advice on how to put the
feedback into action. For instance, "I saw that you missed your past two deadlines.
To make sure you aren't taking on too much and are doing every one of your tasks
on time, I'd want to engage with you on time management.

Activity 3: Negotiate with the client

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Meeting agenda template: 2

Date/Time: 10/5/22/10:00am

Location: Brisbane City

Chairperson: Ronda Sales (General Manager)

Meeting Attendees: Mehul Adarsh Lal (Operations Manager)

Full names and roles Raxx (Client)

Ronda Sales (General Manager)

Agenda Item/Topic Discussion/Outcomes Action Officer Due

Date

Welcome Introduction on the meeting as to Mehul Adarsh

why it is being held. Lal

(Agenda item 1) -Apologies for the inconvenience Mehul Adarsh 15/5/22

being caused. Lal
Topic? Providing
introduction to the
-Discussions on the ongoing issues Ronda Sales
meeting attendees and
raised by the client about the
discuss on the ongoing
website being down.
issues.
- Sorting out solutions on those
issues.

-Discuss on how the complaint

(Agenda item 2) never reached the operations Mehul Adarsh 15/5/22
manager. Lal
Topic?
Ronda Sales
Further discussions on
-Discussions and apologies for
the problems identified keeping the website under
by the client. maintenance for too long.

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(Agenda item 3) -Discussions of the demands of the Mehul Adarsh 15/5/22

client. Lal
Topic?
-Discussions to pay the client for Ronda Sales
Discussions on the
the losses being down by the
possible solutions for
unfortunate situation.
the client.
-Apologizes and discussion for not
losing him as a client.

Summary Overall Summary

A meeting was conducted with the Mehul Adarsh

client and the operations manager Lal
to discuss on the ongoing issue
being raised by the client and also
sort out the solutions for the
problems.

Decision/s

Decisions have been made on how

to sort out the issues based on how
the problem is.

Action/s if any

Next Meeting time/date

Meeting closed at: 11:30 am

Minutes are a true and Approved/confirmed by whom? Ronda Sales

accurate record of the
meeting

Meeting minutes template:

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Minutes of Meeting

Meeting Objective: discussions on the inconvenience caused to the client by the company.

Attendees: Mehul Adarsh Lal (Operations Manager)

Raxx (client)

Ronda Sales (General Manager)

Venue: Brisbane City

Date: 10/5/22

No. Points Discussed Actions Suggested Target

Date

Providing introduction
1 -Apologies for the inconvenience being caused. 15/5/22
to the meeting
attendees and discuss -Discussions on the ongoing issues raised by the
on the ongoing issues. client about the website being down.

- Sorting out solutions on those issues.

2 Further discussions on -Discuss on how the complaint never reached the 15/5/22
the problems operations manager.
identified by the client. -Discussions and apologies for keeping the website
under maintenance for too long.

3 Discussions on the -Discussions of the demands of the client. 15/5/22

possible solutions for
the client. -Discussions to pay the client for the losses being
down by the unfortunate situation.

-Apologizes and discussion for not losing him as a

client.

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Signature of attendee 1: Mehul Lal Signature of attendee 2: SALES

Signature of attendee 3: raxx

Activity 4: Mentoring sessions

Template 4: Mentoring session 1

Mentoring sessions

Objectives of the session

-Identify the customer complaint, and discuss why the problem was not solved.
-Provide context to help, how the customer service staff can solve complaints.
-Talk about professional ways to solve customer complaints.

Areas of Improvement

-Strengthen your customer services skills.

-Make sure your reps are engaged.
-Enhance your customer service strategy.

Discussion Conducted
-Identification of the problem.
-Discussion on how Raj can improve ways to take customer complaints, and report it to the rightful
member.
-Discussion of skills needed to solve customer complaints.
-Discussion of the complaints handling policy and procedures.
-Discussions of other areas Raj needs improvement.
-Provide context to help Raj understand how complaint like this can damage the company’s reputation
in the market.
-Discuss ways on how Raj can help other employees with the similar issue to create more lesser
problems for the company.
-Discussion on how important it is to report the issues raised by the consumer to the rightful places.
Outcomes of the mentoring session

– Facilitate reflective thinking: routinely ask questions to consumers to why and how the problem has
occurred. Provide objective feedback focus on concrete actions and behavior in order to help the

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consumer to solve the problem.

-Provide objective guidance and feedback based on personal experience: from the past problems that
have been occurred provide solutions from the things that you have learned.
- Take ownership for own personal growth and learning: it’s important to take responsibility for your
actions that can help in your personal growth.

Template 5: Mentoring session 2

Mentoring session

Objectives of the session

-Identify the customer complaint, and discuss why the problem was not solved
-Ways on how to use online software systems to keep track of complaints.
-Talk about professional ways to solve customer complaints.

Areas of improvement

-Strengthen Your Customer Service Team and improve more on their skills
- Make sure the customer service team are engaged.
- Enhance your customer service strategy.

Discussion Conducted

It is important to identify the complaints that customers make so it can be easily solved and
doesn’t take to much time. It is also more important to solve customer complaints in a very
professional manner so that the company does not lose clients. Ways you can improvement is
to strength the customer service team and provide lessons on how to build their skills more.
It is also more important to keep the customer service team engaged at all times so it will help
in solving the problems made by the customer faster. The ways to enhance your customer
service strategy are to Seek Customer Feedback, to provide excellent customer service, you first
need understand their needs, experiences, and pain points and Track Performance of Your
Customer Service Representatives. It is also more important to use online software to keep
track of the status of the complaint’s theses software include the social media management
component of complaint management systems collects customer complaints about different
social media channels. Timestamping is the attachment of a timestamp to interactions and
can record when the complainant contacts the organization and when they receive their
reply.

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Outcomes of the mentoring session

The customer service manager agreed to use the online software to keep track of the status of
complaints that will help very much to solve the consumer complaints more easily and faster.
The customer service manager has also requested for a training session for customer services
team members so they can have fresh new ideas to solve customer complaints.

Activity 5: Address Communication Challenges for Continuous Improvement

**Copy of Email**

24th October 2022

Dear Sir,

I’m writing this email, to inform you that the communication protocols have been updated and in
continuous improvement I have updated these two changes. For communication protocol we
have now added a data interpreter who will sit with us in the meetings and also the clients are
allowed to use their google from their laptops to translate the things to another language. When
printing any materials, we will also consider the other languages so that other people form other
languages can understand it. The second change we have done is we have decided to have
training regarding the communications should be done twice a month, and we will also consider
to write all the meetings brief in other languages as well.

Please find attached communication protocols for your reference

Kind regards,

Mehul Adarsh Lal

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