Lead and Manage Team Effectiveness: Communication Planning Portfolio, Networking Planning, and Action Plan

This document discusses communication planning portfolio, networking planning, and action plan for lead and manage team effectiveness. It includes a communication strategy, major communicators, methods of communication, bottom-up consultation, grievance procedure, networking plan, team performance plan, individual performance plan, strategies, policies, procedures, conflict resolution, corrective actions, feedback, and effective teamwork.

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LEAD AND MANAGE TEAM EFFECTIVENESS
Lead and manage team effectiveness
Student Name
BSBWOR502
Student admission number
Institution
Date

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LEAD AND MANAGE TEAM EFFECTIVENESS
Assessment task 1
Part A
Communication planning portfolio
JKL industries is implementing a new business plan that will assist the company to
change its selling structure through organization restructure. Furthermore, the organization is
excluding itself from rental business and further developing retail sales in both large and medium
trucks. Therefore, JKL industries must formulate a communication strategy that will eliminate
poor business communication channels in order to achieve its objectives.
Communication strategy
According to Velentzas & Broni (2014), communication is an exchange of information
and ideas between recipient and sender. An appropriate communication in business results into
information conveyance and accomplishment of organizational goal. Therefore, communication
strategy must be retrieved in JKL Company in order to provide effective communication
channels to management and employees that enhances flow of information and feedback
mechanism (Singhal, Arvind, and Everett Rogers, 2012)
Communication objectives
1. To enhance Top-down and bottom-up communication flow for effective communication.
2. To channelize an effective feedback mechanism.
3. To enhance effective external and internal communication through an appropriate policy
framework.

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Major communicators
Team members (working employees) - Team members are considered as a media of achieving
organizational needs. According to Jagoda, Lonseth & Lonseth (2013), working employees must
have effective bottom-up communication to resolve their concerns.
Team leaders (senior management) - management form organization objectives to be achieved
and they are involved in the preparation and execution of business policies and plans.
Methods of communication or media
The JKL industries need to maintain effective communication with its employees concerning
clients’ needs and sales service. Therefore, the best communication media are telephonic, emails,
meetings and newsletters. Email is a formal method in which information can be sent to
employees within seconds. In addition, email allows fast and quick communication as it reduces
wastage of time through personal talks (Wang, Pauleen & Zhang (2016). Telephonic provides
detailed communication. Therefore, JKL industry needs to provide installation of intercom in
order to facilitate effective and improved communication.
Bottom-up consultation
Bottom-up consultation is essential for providing effective employee relations and workplace.
JKL industries are facing many consultation issues because employee’s consultation is not
effective.
Provisions
Constant supervision- A constant supervisor need to be appointed for consultations and
supervisions of employees. The appointed supervisor should convey detailed information to the

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senior management thus creating improved work processes. The supervisor should also
communicate management feedbacks to the employees.
Monthly meetings with employees- Frequent discussion and meetings offer employees and
stakeholders an opportunity of placing consultations and concerns to the management (Durand,
Corbière, Coutu, Reinharz & Albert (2014). Currently, JKL employees are dissatisfied with their
pay conditions and therefore they are not motivated to produce their best. Through meetings and
discussion, there will be a direct conversation between employees and management and therefore
the instant feedbacks regarding pay rise will be provided.
Grievance procedure
Murshed & Tadjoeddin (2009) defined grievance as a formal complaint concerning the
occurrence of dissatisfaction event. Furthermore, in every organization, employees tend to have a
grievance concerning the change in business policies (Polster 2011). Therefore, the setting of
grievance is essential to maintaining effective employee relations and conducive working
environment. The grievance policy that an organization can follow include;-
1. Formulation of the grievance form
2. Setting a convincing time when dissatisfied employees will submit the grievance form to
management.
3. Creating an open door for any employee being dissatisfied with a particular policy to
provide a written grievance to the concerned department.
4. Department to call up the meeting between the management and employees in order to
resolve the matter

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5. The final decision aroused from the meeting to be submitted to the aggrieved employee
and the department head.
Communication plan
Who
(stakeholder)
What
(message)
When
(frequency/date
& time)
How
(communication
method)
Communicator
(who is responsible for
communicating)
Senior
management
Communicatio
n Policies and
procedures
monthly Emails and
meeting
Departmental managers
Team
members
Improvement
ideas
weekly Telephones and
new letters
Team member
representatives
Part B: presentations
Part C: Networking planning
In communication context, networking is defined as a way of building relationships and
contacts with internal and external stakeholders (Mazzei, 2010). Being a new manager, it is
necessary to form a networking plan that includes networking activities, objectives, description
and schedule. The best networking method to use as a manager includes business gathering,
personal meetings, and email marketing. JKL‘s sales team faces diverse issues with customers
and suppliers. Issues with suppliers include harsh relationships, high costs, and irregular delivery
dates. Customer’s issues include increased in credit terms and sales deal. Therefore, all the issues
clearly indicate that JKL lacks networking and professional relationship traits in some

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departments. The customer and supplier described in the scenario is provided in the following
networking plan
Networking plan template
Network activity Person responsible Schedule Description/rationale for networking
activities
Social activities Alex 3 months A Social media platform like Twitter,
Facebook and official website id ideal for a
company to share information regarding
deals and their benefits.
Contact with suppliers
another customer
Sam 3 months In touch with suppliers and another customer
will give views and opinions of customers to
determine their relationship with suppliers.
Email and telephonic
activities
Alex 3 months Emails and telephones conversation can
share information regarding terms and
conditions of credit cards to dissatisfied
customers.
In touch with supplier’s
competitors by use
meetings.
Sam 3 months Constantly contacts with supplier’s
competitors will provide in-depth knowledge
about delivery durations and supplier’s

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costs.
Part D: Action plan
Action/activity Timeframe Persons
responsible
Description of
strategy/tactic/rationale for actions
Resource if
required
Human
resource
manager
meeting with
rental manager
1 day (1 hour)
Human
resource
business
partner
To determine the solutions of
employee grievance and what should
be done to refrain employee strike
Cabin setup
Aggrieved
employees
meeting with
rental manager
I day (1 hour) Rental
manager
Determination of grievance by the
manager during the meeting.
Employee concerns must be solved
through an effective discussion.
. The issues of the employees must be
resolved through adequate reply.
Cabin set up
Rental
employee
meetings
I day (2 hours) Supervisor,
rental
manager, and
The meeting ought to provide detailed
information about new plans of the
-Meeting set up
-Conference
hall

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human
resource
officer
company and strategies of training
and developing employee’s
capabilities.
Assessment Task 2
PART A:
Team and Goal

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LEAD AND MANAGE TEAM EFFECTIVENESS
According to Kargar & Zihayat (2012), a team is a group of people who come together for a
common purpose in order to attain common goals. In this assessment, our team goal is to identify
e-commerce opportunity for an apparel brand.
Team objectives
1. To effectively identify e-commerce opportunity
2. To implement an e-commerce system
3. To market and create awareness of new e-commerce system
Team SWOT analysis
Strengths
 Opportunities for innovation and
problem solving
 Creative and understanding group
 Handworkers
 Technological skills
 A disciplined and dedicated team
Weaknesses
 Sometimes lack of effective
communication
 The absence of certain skills
 Time constraints
Opportunities
Networking
Availability of resources
Advance in technology
Creative audience
Threats
 Lack of appropriate skills may weaken
the group
 Ideas may be copied
 Distractions

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Skills matrix
name Skill rating skills rating
Edward Computer
programming
5- excellent Graphic designing 5- excellent
Marcos Public relations 4- very good Communication
skills
5- excellent
Lucas marketing 5- excellent Stakeholder
engagement
3- good
Roles and responsibilities
Edward- designing E-commerce system, implementing and monitoring the system upon
completion. Marcos- communicating and training functionality of the e-commerce system to
target audience and engagement of stakeholders for funding. Lucas- market the e-commerce and
look for funding opportunities.
Team performance plan

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Project Name: Apparel brand E-commerce system implementation
Team Goals: To implement an apparel brand e-commerce system that will enable customers to design
their own custom t-shirts online
Objective/s: Identify E-commerce opportunity, implement e-commerce system and create awareness of
the system to target audiences
Actions Timeline Responsibility Resource Review date
Gathering
information
1-2 months manager market After 21 days of start or 3
weeks
Designing and
implementing
of e-commerce
website
2 months group Network
Computer
Back up
electronic
5 days after starting work
Measurements
of plans and
customers
feedback
2 months manager Market survey 15 days after the survey
Potential
Barriers
Insufficient resources or funding
Communication barriers
Dependencies Gathering of information action depends on survey and marketing

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Designing of website dependents on experts in web development
Measurement of plans depends on top management.
Measurement:
KPI;
Outcome
Evaluation of survey results, easy access to websites by customers and pay modes
Customer satisfaction, sales turnovers
User-friendly website.
Individual performance plan

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LEAD AND MANAGE TEAM EFFECTIVENESS
Team Member Name: Lucas
Objective/s: market and engage stakeholders to fund e-commerce project
Actions Potential
Barriers
Timeline Resource Review date
market Wrong Target
audience
1 month Ready market After 5 days
advertisements Insufficient funds 1 month Videos and
pictures of the
system
After 1 day
Engage
stakeholders
Some
stakeholders may
not be willing to
contribute
2 weeks Proposal After 3 days
Dependencies All actions depend on funds allocated
Measurement:
KPI; Outcome
Customer satisfaction
Number of customers using the system
Surveys returned

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Strategies
 Cultivating open communication
 Encouraging socializing
 Setting defined goals
 Building trust and respect
Policies for ensuring team members take responsibilities
 Provision of organizational guidelines that govern operational functions
 Standard operating policies
 Duties, roles and responsibilities policies
Procedure for duties and responsibility policies
1. Meeting to discuss a project to undertake
2. Distribution of roles and responsibilities
3. Monitoring of team members on their duties
4. Evaluation of performances
5. Actions were taken to non-performing.
Methods for ensuring group reach agreements
 Consultations with experts
 Clarification of the issues
 Exploration of issues and discussion on alternative solutions

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LEAD AND MANAGE TEAM EFFECTIVENESS
Processes of conflict resolutions
1. Brainstorming with the team in order to address the concerns
2. Creation of issues and concerns matrix and distribution of comments.
3. Thorough discussions with the team regarding their concerns
4. Distributions of drafts for comment with a range of options for concerns resolutions.
5. Development and training sessions.
How to take Corrective actions regarding unresolved issues, concerns or problem raised by
internal or external stakeholders
Financial problem, technical issues and unskilled group members are some of the
corrective issues faced by group members. The technical issues will be solved by consulting with
web development expert who will assist in handling future problems like slow loading of pages,
updating the website and network issues. Financial problems will be tackled by setting up a
server room with limited resources but upgrade it later on. Unskilled members have slowed
down the process of the group. The problem will be solved by replacing some unskilled members
with skilled members.
Methods of providing feedback on individual team member’s participation and
contribution
 Meetings
 Interviews
 Email or intranet communication
How team members can communicate with each other and all stakeholders

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Team members can communicate using official emails, social media platforms like
WhatsApp where the group will be created or through an official Facebook and Twitter page or
group. In addition, members can still arrange for a face-to-face meeting and facilitate
communication.
How to encourage team members to take responsibilities for team activities
 Provision of enough resources
 Creation of mentorship problems
 Provision of skills
 Setting up clear goals
How effective teamwork can enhance an organization’s image
Effective teamwork enhance organization image by contributing to excellent performance hence
increasing customer satisfaction. In addition, the effective team works paints a good picture to
customers about the company
PART B:
Preparing a meeting
The team goals that are achieved include designing, implementing and creating e-commerce
system that has enabled customers to custom t-shirt online through apparel brands. Some of the
issues encountered during the process include teamwork relations, technical and financial.
Coming up with brainstorming sessions is an appropriate way for bringing resolution to the team
issue
Apparel E-commerce Business development Agenda

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Date: 25/1/2013
Time 15.00 hrs.
Location: Melbourne
Topic Who time
1. Opening meetings
Introduction and call to order
Apologies
Previous meetings confirmations and approval
chairperson 30 minutes
Agenda items
Performance plan and current significant issues
- Financial issues
- Technical issues
- Work relations issues
- Major key indicator performances
- Project milestones
- Any other issues raised by members
Chairperson
Any member
Team leader
120 minutes
Meeting finalization
Review actions to be taken
Meeting evaluation
Determination of next meeting
Closing of meeting
Chairperson 30 minutes

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Participating in a meeting
Team Meeting
Date: 25/1/2013
Time 15.00 hrs.
Attended by: Edward, Marcos, Lucas, secretary brown and chairperson molly
Apologies: Pereira and Cahill
Agenda/ Issues Outcome/action Who When
Technical issues Consultation of expert
and more skilled
technicians recruited
Concerned team
members
26/ 1/2018
Performance issues Recruitment of more
members of the team.
Human resource
Team members
1/2/2018
Financial issues Stakeholders to fund
the project
Human resource 15/2/2014
Work related issues Close supervision
manager
26/1/2018
Meeting notes
- The three goals set are achieved.

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- Teamwork issues included personalities, skills and level of commitments
- Resolution of team issues begins by clarifying issues, discussing alternative solutions,
developing ideas and common agreements, and implementation of an action plan.
- Effective team behavior is developed by effective leadership and member’s participation
in all activities regarding projects.
- Performance problems included incompetent members, inadequate financial constraints
and technological difficulties.
- Solution to problem included identification of funding agencies and stakeholders, training
of the team, coaching, provision of mentorship programs and consultations.
- All issues raised had a solution.
PART C:
Resolution of team performance issues
Diverse performance issues slowed down the progress of the project. However, I maintained an
open communication process between stakeholders, managers and the entire team by discussing
with an individual about their concerns and sharing some communication policies with the team.
In addition, I was able to initiate and maintain communication by scheduling meetings with both

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LEAD AND MANAGE TEAM EFFECTIVENESS
external and internal stakeholders and providing regular updates about the project. The team was
evaluated to determine its performance capabilities. The evaluation of the team included
interviews with team members, assessment of key performance indicators and appraisal
performances. From team member’s feedback, it is clear the project was implemented
successfully. The corrective action was appropriate resulting in the solution to all issues aroused
although unskilled employees who were dismissed interfered with the motivation of team
members. However, the team members who felt insecure for their participation were supported
to achieve their goals through mentorship programs, motivational meetings, coaching and
training. Furthermore, setting open communication, setting defined goals and encouraging
socializing in order to create team cohesion were some techniques for the team to hit their
targets. The corrective actions that I took to ensure team goals are achieved included verbal and
written warnings to dismiss non-performing individuals.
Third party report
Third-party report for candidate:
Did the candidate propose and agree on strategies for ensuring participation of team
members?
Y / N
Describe how: The candidate was happy and supportive despite not agreeing with all ideas.
Did the candidate help develop policy and procedures to ensure team members take
responsibility for own work?
Y / N
Describe how: He was responsible for development of procedures and policies as he gave important points.

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Did the candidate work with group to determine common understanding of
organizational requirements and team goals?
Y / N
Describe how: candidate worked with group as he was very direct and had clear comprehension of goals
and objectives.
Did the candidate work with group to determine and agree on specific duties to support
team members with assigned responsibilities?
Y / N
List the candidate’s support duties:
Search information
give ideas
assist other team members.
Did the candidate demonstrate knowledge of group behaviour and how to gain
consensus and work within groups to enhance team effectiveness?
Y / N
Describe how the candidate demonstrated this knowledge in their interactions with the team: the candidate
was a good listener despite talking too much.
Team member/observer’s name:
Lucas Cahill
Signature and date:
26/1/2018
Candidate’s name:
Ivy Brown
Signature and date:
26/1/2018

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.
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Jagoda, K., Lonseth, R., & Lonseth, A. (2013). A bottom-up approach for productivity
measurement and improvement. International Journal of Productivity and Performance
Management, 62(4), 387-406.

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LEAD AND MANAGE TEAM EFFECTIVENESS
Kargar, M., An, A., & Zihayat, M. (2012, September). Efficient bi-objective team formation in
social networks. In Joint European Conference on Machine Learning and Knowledge
Discovery in Databases (pp. 483-498). Springer, Berlin, Heidelberg.
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Singhal, Arvind, and Everett Rogers,2012, “Entertainment-education: A communication strategy
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