BSBCMM511 - Assessment Task 2
BSBCMM511 - Assessment Task 2
BSBCMM511 - Assessment Task 2
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
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
Feedback in Comments.
Feedback in Comments.
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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You have been recently engaged by XYZ Pty Ltd trading as MMI as a
Marketing Manager.
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:
• 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
• Reflection – Meeting with stakeholders
• Peer Review forms
• Focus group presentation
• Testing feedback forms
• Reflection on the focus group
The above activities will require the skills and knowledge learned in this unit of competency.
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.
Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.
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
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,
Reflect on the meeting requirements and prepare for the meeting. Complete the table below:
Meeting preparation
Authority to present Project Manager
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)
Reflect on the meeting and answer the questions in the table below.
Meeting Minutes
Meeting Title Marketing meeting 1
Date and Time Thursday 15/04/21 12.00
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
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.
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
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.
Regards,
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 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.
Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.
Meeting Agenda
Meeting Title MMI Stakeholders meeting 1
Date and Time Thursday 22/04/21 15.00
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
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: [email protected], [email protected], [email protected]
Cc: [email protected]
Bcc:
Subject: Meeting for approval of marketing proposal
Date email is sent: 16/04/21
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.
Should you not be able to attend, please, do not hesitate to contact either one of the project
managers for rescheduling.
Kind regards,
Reflect on the meeting requirements and prepare for the meeting, the negotiation and the
presentation.
• 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.
Forum
Objectives of the
negotiation
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.
Reflect on the meeting and answer the questions in the table below.
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.
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
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 >
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.
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
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.
The trainer and assessor will evaluate your performance during the Role-Play 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.
Compliance
Information needs
Position
Forum
Communication
• Prepare to provide the testing feedback form (Template 5) to each participant in the focus group
(soft or hard copy).
Why?
Why?
If yes, what?
• 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.
The email text should be grammatically correct and written in an appropriate (polite, business-like)
style.
(50-100 words)
Template 2 -Email
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.
Board of Directors
CEO CFO
Finance
Department
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
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
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
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.
Operational issues
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
Pricing
Workforce Overview
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