BSBLDR502 TASK 2 HELP

Read the scenario in Appendix 1.

Use the templates when provided and follow the instructions.

A) Communication Plan
Develop a communication plan to deliver information associated with the change initiative, to
gather feedback from and consult with employees, and to communicate the achievement of
work responsibilities and expectations during the change process.

Students may take different approaches to the plan. We provide some examples and guidelines
below.

Template 1 -Communication Plan

Purpose and objectives
Why the communication plan is developed and three key objectives (SMART).

The communication plan is developed to support the change initative in the organisation.
 Inform employees of the achievement of work responsibilities
 Allow for effective consultation processes
 Provide venues for feedback

Target audience
(Three target audience groups. Example: senior management, work teams, etc..)

Management Team
Team Leaders
Team members
External contractors
Information needs
(List three information needs and methods of communication for each. Two methods of communication/each)

Information Needs Communication Methods

Inform employees about policies and Newsletter
procedures Intranet
Email
Social Media
Communicate progress about the change Social Media
initiative Newsletter
Email
Meetings
Video messages
Celebrate achievements Social Media
Newsletter
Meetings

Key messages
List two key messages that you need to apply consistently throughout the communication activities.

The staff must feel supported

It is a learning curve for everyone
Working together we can make it

Budget
The overall budget for communication activities

$25,000

Consultation process
Develop two processes (step-by-step, the use of a chart is recommended):

 bottom-up consultation (from employees to management); and

 top-down consultation (from management to employees)
Specify the preferred medium used in each process (example: email), include a step on how the outcome of the consultation is
communicated to employees.

Consultation helps communication about essential topics such as health and safety, consultation on continuous improvement of
work processes, consultation on employee conditions and pay, or consultation on job roles and performance expectations.

Copy and paste the two processes in the space below.

Examples:

The preferred medium of communication

Bottom-up Email
consultation
Top-down Surveys
consultation

Issue management process

Develop an issue management process to ensure that issues raised are resolved promptly or referred to relevant personnel. The
process can also be applied to make sure difficulties in workplace relationships are identified and resolved quickly.

Develop the process step-by-step (the use of a chart is recommended).

The process must address:

 How the issue is identified and recorded

 How the issue is assessed (impact of the problem)
 How the issue is prioritised
 How the issue is escalated to the right staff member for resolution
 How the issue is resolved (approval of strategy to resolve the issue)
 How the issue resolution strategy is implemented
Copy and paste the processes in the space below.

Please note that in the instructions we have already provided some clear guidelines on the
steps.
Example:
Roles and Responsibilities
Identify roles and responsibility in the implementation of the communication plan based on the scenario in Appendix 1.

Implementation Task Responsibility

Undertake consultation on the communication plan Change Management Consultant
with representatives from all departments in the
organisation
Facilitate feedback on the outcome of the consultation Change Management Consultant
process to all employees Marketing Manager
Implement top-down consultation CEO
Implement bottom-up consultation All staff
Issue management process implementation HR Manager
Record feedback and reports on the implementation of Risk Manager
the communication plan for continuous improvement
activities
Reporting to CEO about the implementation of the Change Management Consultant
plan
Provide expertise on HR matters HR Manager
Provide expertise in marketing and communication Marketing Manager
matters
Communicate information associated with the HR Manager
achievement of work responsibilities to all staff

B) Grievance Process

Read the Grievance Policy provided in Appendix 3.

Develop a grievance process, based on the policy in Appendix 3, to ensure that conflicts are
identified and managed constructively following the organisation’s policy and procedures.
The process must include informal procedure, formal procedure and appeal.
The use of a chart is recommended.
Note: the process, must reflect the policy in Appendix 3. The student can choose any preferred
format for the process.

Copy and paste the processes in the space below.

Example:

C) Diversity Policy
Develop a diversity policy to ensure that the organisation’s cultural diversity and ethical values
are adhered to.

Template 2 -Policy Template

Follow the instructions in ‘italic’.

Purpose and scope

XYZ Pty Ltd is committed to fostering, cultivating and preserving a culture of diversity and
inclusion.

This policy applies to all XYZ staff.

Policy and Procedures

Recruitment
As a global player, the company recruits people from all around the globe. We believe that
our employees from many different cultural, linguistic and national backgrounds
provide us with valuable knowledge for understanding complex international
markets. We have established outreach programmes to identify talented women
and individuals from under-represented backgrounds for recruitment. We provide
scholarships for promising young women and under-represented status students
with the potential to become high achieving professionals.

Career development and promotion

The company rewards excellence and all employees are promoted on the basis of their
performance. All managers are trained in managing diversity to ensure that
employees are treated fairly and evaluated objectively.

Community programmes
The company recognises that there are distinct demographic groups that have long been
disadvantaged. We recognise that racism, ageism, sexism and other forms of
discrimination are problems both for our organisation and society as a whole. The
company is committed to tackling cultural stereotypes both within and outside our
organisation. We have clear reporting procedures for any type of discrimination
or harassment combined with follow-up procedures to prevent future incidents.
The company combats discrimination in the wider community through partnerships with
community based groups.

Diversity bodies
 Our commitment to diversity is led by our diversity champions who come from all
levels of the company, from top management to the shop floor. The diversity
champions make up a diversity committee, which is responsible for ensuring that
our diversity policy is articulated in the day to day running and the strategic
direction of the company.

Diversity practices
All employees undergo diversity training. Diversity training encompasses raising
awareness about issues surrounding diversity and developing diversity
management skills.
The company provides a safe and pleasant environment for our employees. We offer:
· Flexible working time arrangements
· Employee education assistance
· Employee network and support groups
· Open communications
· Childcare assistance
· Mentor programmes

Associated forms

 Recruitment form
 Performacne management form
 HR Manual
 Code of Conduct

Task 2.2 Consultation

Schedule a time with the trainer and assessor in week 4 of class and prepare to present your
work in Task 2.1. You will present to the management team, and an external consultant,
expert in emotional intelligence, contracted to support the change management initiative. A
group of classmates will play the managers and the consultant during the meeting/Role-Play.

The classmates playing the managers and the external contractors will have to familiarise
themselves with the scenario in Appendix 1 and play their part accordingly.

The management team comprises of managers with a diverse cultural background.

Before the meeting

 Prepare a short PowerPoint presentation (6-10 slides) to :

 o Cover the key elements of the plan, policies and processes you developed in Task 2.1,
highlighting the reasons why they were created.
o Outline the role of the management team in the change initiative, and
explain expectations:
 Leadership
 Open communication with teams
 Support towards organisational goals
 Awareness of cultural diversity
 Building positive and productive workplace relationships across the organisation
o Outline how managers can support their teams in adjusting to the new plans,
including the emphasis on diversity
o Outline the value of diversity in the organisation

Submit the PowerPoint with your assessment.

 Prepare to present:
Identify the challenges that you will face during the meeting based on the scenario in
Appendix 1. List the challenges (3-4) in the space below.

Example:
Internal conflicts
Lack of trust in the organisation
Poor leadership from management
Laco of cultural diversity sensitivity
Avoidance of conflicts
Lack of knowledge of organisational goals

Note: the case study provdes ample examples.

Develop a strategy to:

 Facilitate consultation during the meeting

 Gain and maintain trust and confidence from the management team
 Explain the expectation for the managers to lead and support workplace relationships
during the change process
 Meet organisational cultural diversity and ethical environment (you will consult with a
diverse audience)
 Consult about issues and difficulties in workplace relationships maintaining the meeting on a
positive and collaborative note

Record your strategy below (50-100 words) in the form of personal planning notes.
Example:

 Give everybody a chance to speak

 Provide examples from personal experience
 Listen actively
 Reassure
 Provide solutions and ask for feedback
 Ask for input
 Be sensitive to cultural differences
 Make eye contact
 Watch body language
 Reinforce the organisational objectives
 Use influence skills
 Summarise, paraphrase
 Use negotiation strategies

During the meeting

 Present the work developed in Task 2.1

 Facilitate feedback and input from the managers
 Ask about issues and difficulties about workplace relationships
 Guide the managers to meet the organisation’s cultural diversity and ethical environment
 Lead by example
 Maintain professional conduct
 Adapt personal communication styles to model behaviours, build trust and positive
working relationships with, and support the managers
 Demonstrate a willingness to collaborate
 Demonstrate a willingness to support the managers in the change process
 Motivate the managers about the change initiative
 Explain expectation for the managers to lead and support workplace relationships during the
change process
 Take this opportunity to improve communication with the management team
After the Meeting

 Write an email (Template 3) to the management team to:

o Summarise the outcome of the consultation
o Thank them for their input and feedback
o Provide information about how issues raised will be resolved or referred to
relevant personnel (one key issue)

Template 3 -Email
 Email to the management team
To: Managers names or emal group
Cc: CEO
Bcc:
Subject: Follow-up
Date email is sent: 20/5/2020
Attachments: Meeting Minutes

Dear all,
Thank you for attending the meeting on 20/5/2020/
We have covered the following….
I would like to thank you for your input and feedback.
I have listened to your concerns, and I have actioned the following….

I look forward to our next meetings, and please do not hesitate to contact me if you have any
question or concern.

Kind Regards,
….

 Reflect on the meeting. Address the following:

 How did you lead by example during the consultation?

 What challenges did you face during the consultation? How did you overcome them?
 What communication technique/style did you use and why?
 How did you demonstrate respect for cultural diversity and ethical principle? Provide an
example.
 Provide an example of how you implemented two of the processes or strategies
you planed for in task 2.1
 What were the changes to the work in Task 2.1 discussed and negotiated during the
meeting?
 How did you build trust with the managers?
 What did you do well, and what could you improve?
(150-200 words)

Document your reflection in the space below.

Example:
I was calm and cooperative
Managers did not trust me to start with; they lack change management and leadership
knowledge.
I used active listening and summarising.
I consulted using the bottom-up process, and I have used the issue management process.
For example, I took note of the issue and escalate it to the CEO for resolution.
I demonstrated expertise in the field of change management and provided some good advice
to managers. I was honest.
I facilitated the meeting well.
I need to improve my influence skills.

The trainer and assessor will evaluate your performance during the meeting.

If you are absent from class, it is your responsibility to make

alternative arrangements with the trainer and assessor to perform
the Role-Play.

Duration of

the

meeting:

30

minutes.

An

observatio

n checklist

is

provided.