Portfolio of Evidence for Block House Development Company

This portfolio of evidence discusses the issues faced by Block House Development Company and provides possible solutions. It includes a meeting agenda, communication style, and PowerPoint presentation.

TASK 2: Portfolio of
evidence

PART A: Preparing for a meeting.....................................................................................................2
PART B: Meeting role play..............................................................................................................12
PART C: Minutes, Summary and self-reflection............................................................................12
REFERENCES..................................................................................................................................16

PART A: Preparing for a meeting
1. Identify who can assist in the resolution of the problems BHD are facing and who else
needs to be involved and informed by completing the following:
(a) Describe how each of the team members can contribute to resolving the problems
BHD are facing.
 Marketing manager and his team can work on making attractive marketing
strategies which could help BHD in gaining tenants.
 Financial manager can look into the past bills and figure out the defaults which
occurred.
 Operation manager can make a proper plan for the construction of swimming pool
and a gym.
2. Formulate your own personal position for each of the problems by completing the
following:
(a) Based on the information provided in the case study, list 2 other stakeholders you
can consult with.
On viewing the above information and analyzing the problems faced by the company
which are also mentioned above, I feel that customers and the employees of BHD will be
the two stakeholders from whom I would like to consult because both of them will always
be highly affected by the actions and policies of the company.
(b) List 3 questions you can ask the salespeople to help you determine your position
about the problem of low room occupancy.
There can be many reasons to low room occupancy issue but as we know the company is
going in high debt, teams must gear up their work and start questioning themselves about
the current scenario. They must analyze and realize the mistakes they have made so that
they are not repeated. 3 questions which could be asked from the salespeople regarding the
low room occupancy are about
 Have they reviewed the problem and what is their conclusion.

 The modes or platforms of marketing they opted earlier.
 About their past marketing strategy and what changes are they planning to
make which could change the current situation of the company.
(c) What are 2 reliable sources where you can get advice on the legal implications of
telling the tenants that a gym and swimming pool will be provided and later
deciding not to.
As mentioned above, the company promised that they will provide the facilities to all the
tenants and then later on decided not to build it due to financial crisis, so, in such cases the
tenants can take legal advices regarding breaching of contract because in this situation it
clearly shows that the company is working against the contract and can also file a
complaint with central consumer protection authority against the company for conveying
wrong description about their service.
(d) explain your position and a supporting argument for each one.
Negotiation Plan 1
Problems My Position Supporting Argument
No incentives for
sales team
Marketing manager If the company is not providing
any marketing incentives to the
team, how will our team be able
to use motivational devices
which could help us in
promoting the services.
No advertising /
marketing plan
Marketing manager The company does not have
enough budget because of which
the marketing team could not
use all the marketing strategies
and different platforms.
No gym
facilities /
Operation manager Earlier it was decided to build
the swimming pool and provide

swimming pool gym facilities for the tenants but
after a year, company had very
low revenues left and wasn’t
able to afford to build all those
facilities because of which they
also had to take loan.
High interest debt Financial manager Due to low occupancy, company
didn’t get enough profit because
of which they weren’t able to
afford to build all the facilities
which were promised. As the
year passed by, company had
very low revenues left because
of which BHD had to take a loan
to cover its operational costs.
3. For each of the problems, explain the position that the relevant team members are likely
to hold. The relevant team members are in brackets in the problem’s column.
Negotiation Plan 2
Problems Team Members’ Positions
No incentives for sales
team
(Marketing)
Marketing team members include chief marketing officer,
marketing manager, a good strategist, market research expert,
good analyst, copywriter, content marketer, social media manager,
SEO specialist, digital marketing manager, project manager,
financial analyst and public relations team. The joined efforts of
all these members of the marketing team can help an organization
to achieve more sales.
No advertising /
marketing plan
Marketing is very important to get good potential customers and
for this the whole team has to make different strategies and plan

(Marketing) different ways to send a word to the consumers. The team involves
of a chief marketing officer, marketing manager, a good strategist,
market research expert, good analyst, copywriter, content
marketer, social media manager, SEO specialist, digital marketing
manager, project manager, financial analyst and public relations
team.
No gym facilities /
swimming pool
(Operations)
Operations team has to look after the maintenance of the
infrastructure and try to resolve the problems of the tenants. They
include IT guy, finance specialist, architecture, tech support,
maintenance team etc.
High interest debt
(Financial)
It’s the responsibility of the whole finance team to work hard and
proper budget. It’s not an easy task hence a strong team is
required. The team of the finance department includes accountant,
attorney, agent, financial planner, investment manager and
financial advisor.
4. For each of the problems, consider how they may be resolved.
a) Describe at least one possible solution for each problem.
Negotiations 3
Problems Potential Solutions
No incentives for sales
team
(Marketing)
A company must make proper budgets for every department and
stick to them only. We all understand the importance of sales for a
business hence the budget for marketing team must be high.
Within a year, there are different seasons when the sales are at its
peak, company must identify them and must be prepared for
providing the right amount of incentives to their team so that they
can work efficiently on their strategies.
No advertising /
marketing plan
For any company, it is very difficult to generate sales without
marketing because it is a best way to reach out to the potential

(Marketing) customers who might benefit the business. Good marketing
strategies must be followed. A company must identify their target
consumers and must try to reach out to them in all the ways.
Marketing must be focused on all grounds.
No gym facilities /
swimming pool
(Operations)
As it is mentioned above in the context, some facilities were
initially promised to the tenants but weren’t fulfilled due to cost
involved. Such fake promises made by a company are not at all
appreciated by anybody. This step will also affect its reputation
and they might also lose some tenants. If a company is going
through hard times, they must conduct a meeting where they must
openly discuss the topic with the tenants and must tell them the
reasons of not responding to them earlier. The company must try
to make strong and well-planned financial strategy and then try to
build all the facilities as they promised.
High interest debt
(Financial)
Every problem which a company faces is directly or indirectly
related its finances. The company must build a strong financial
structure and budgets right from the beginning. If this would have
happened, the company could have avoided the circumstances and
the need of taking such a high interest loan. Now the company
must utilize the loan amount in a proper strategic manner. They
must fix the budgets and must try to build all the facilities which
they promised earlier to the tenants.
b) Prepare a PowerPoint presentation of your possible solutions for use in the meeting.
Have one introductory slide and one slide for each problem/solution. Upload your
slides with this completed assessment.
Introduction
Block house development is real state development company which provides
affordable accommodation services or students. Respective organisation become market
leader within student recommendation. In addition to this, presentation will be going to
conduct discussion related to issues which BHD company is facing. With this, solution
also given related to the problem of Block House developments.

Slide one problem
There are some major issues which Block House development real state development
company is facing. These are mention below :-
 No incentives for sales team
 No advertising / marketing plan
 No gym facilities / swimming pool
 High interest debt
Slide two solution
It is important for Block house development company to find major solution of all
these issues they are facing because this will help them in gaining several advantages in more
effective manner. Solution related to each potential issues are mention below :-
 No incentives for sales team - Block house development company must make proper
budgets for every department and stick to them only. We all understand the
importance of sales for a business hence the budget for marketing team must be high.
Within a year, there are different seasons when the sales are at its peak, company
must identify them and must be prepared for providing the right amount of incentives
to their team so that they can work efficiently on their strategies.
 No advertising / marketing plan - For Block house development company, it is very
difficult to generate sales without marketing because it is a best way to reach out to
the potential customers who might benefit the business. Good marketing strategies
must be followed. A company must identify their target consumers and must try to
reach out to them in all the ways. Marketing must be focused on all grounds.
 No gym facilities / swimming pool - As it is mentioned above in the context, some
facilities were initially promised to the tenants but weren’t fulfilled due to cost
involved. Such fake promises made by a company are not at all appreciated by
anybody. This step will also affect its reputation and they might also lose some
tenants. If a company is going through hard times, they must conduct a meeting where
they must openly discuss the topic with the tenants and must tell them the reasons of
not responding to them earlier. The company must try to make strong and well-
planned financial strategy and then try to build all the facilities as they promised.

 High interest debt - Every problem which Block house development company faces is
directly or indirectly related its finances. The company must build a strong financial
structure and budgets right from the beginning. If this would have happened, the
company could have avoided the circumstances and the need of taking such a high
interest loan. Now the company must utilize the loan amount in a proper strategic
manner. They must fix the budgets and must try to build all the facilities which they
promised earlier to the tenants.
Slide three conclusions
After going through entire discussion, it has been concluded that Block house
development company is facing issues because they promise wrong to tangents regrading
gyms and swimming pool which they didn’t provided to students later on. This is the reason
that occupancy of their accommodation gets reduce as well as they are not able to provide
sale incentives to sales team.
5. Describe the communication style that you plan to use in the meeting and explain why
you chose this.
Communication style is that through which information as well as important data will share
with each and every employee in organisation within effective manner. Although, it is
important to select appropriate communication style for sharing information with each and
every individual involve in organisation activities. There are mainly fours type of
communication styles such as passive, aggressive, passive-aggressive and assertive.
Explanation are as follows :-
 Passive – person who use passive communication style act differently and yield to
others. In addition to this, passive communicators generally get fail in expressing
their feeing, need and allow other to express themselves. Passive communicators
frequently show an absence of eye to eye connection, helpless body act and a
powerlessness to state "no." Passive communicators additionally act such that states
"individuals never think about my emotions."
 Aggressive – Aggressive communication style is underlined by talking in an
uproarious and requesting voice, keeping in touch and overwhelming or controlling
others by accusing, scaring, condemning, compromising or assaulting them, among
different characteristics. Forceful communicators regularly issue orders, pose

inquiries inconsiderately and neglect to tune in to other people.
 Passive-aggressive – Passive-aggressive communication style clients seem
uninvolved on a superficial level, yet inside the person in question may feel weak
or stuck, developing a disdain that prompts fuming or carrying on in unpretentious,
backhanded or mystery ways. Uninvolved forceful communicators are destined to
speak with non-verbal communication or an absence of open correspondence to
someone else, for example, giving somebody the quiet treatment, spreading gossipy
titbits behind individuals' backs or undermining others endeavours. Uninvolved
forceful communicators may likewise seem agreeable, however may quietly be
doing the inverse.
 Assertive - Thought to be the best type of correspondence, the confident
correspondence style includes an open correspondence interface while not being
tyrannical. Decisive communicators can communicate their own needs, wants,
thoughts and sentiments, while additionally thinking about the requirements of
others. Confident communicators focus on the two sides to win in a circumstance,
offsetting one's privileges with the privileges of others.
6. Based on the Negotiations Plan, compile a final meeting Agenda using the template
provided below. Make sure that you allow enough time for each participant to first
present their solutions and answer any questions from the other managers (5 min each).
MEETING AGENDA
Meeting name: Block house development company issue resolving
Date and Time: 20th October 2020 and 12:am
Location: Conference hall of company
Purpose statement: Resolving issues which Block house development company is facing
Agenda item Presented by Duration
1. Solution Presentations All 5 minutes

2. It is responsibility of marketing manager
to do promotion as well as marketing of
accommodation services in market area.
Because this will help in grabbing attention
of several people in effective manner.
Marketing manager 5 minutes
3. Financial manager have to manage
resources and funds in appropriate manner
because by managing funds debts will get
reduce and company will able to conduct
activities in effective manner.
Finance manager 5 minutes
4. Operation manager have to make sure
that what they are promising to tenants
should have to be provided by them.
Operation manager 5 minutes
Supporting Documents:
7. Prepare an email that you will send to the team members to invite them to the meeting. In
the email, make sure that you include the following:
 A brief introduction to the situation
 Authority provided to you by the General Manager
 The need for and purpose of the meeting
 A summary of the key issues
 An invitation to the meeting with date, time and venue
To: General manager
Cc: Other team members
Subject: Meeting discussion
Respected sir,

This is to inform you that mail is written to provided information regarding meeting as well
as purpose of conducting meeting is to resolved issues which company is facing. Main issues
are mention below with respective solution which will going to be discuss in meeting for
effective results :-
 No incentives for sales team - A company must make proper budgets for every
department and stick to them only. We all understand the importance of sales for a
business hence the budget for marketing team must be high. Within a year, there are
different seasons when the sales are at its peak, company must identify them and
must be prepared for providing the right amount of incentives to their team so that
they can work efficiently on their strategies.
 No advertising / marketing plan - For any company, it is very difficult to generate sales
without marketing because it is a best way to reach out to the potential customers
who might benefit the business. Good marketing strategies must be followed. A
company must identify their target consumers and must try to reach out to them in all
the ways. Marketing must be focused on all grounds.
 No gym facilities / swimming pool - As it is mentioned above in the context, some
facilities were initially promised to the tenants but weren’t fulfilled due to cost
involved. Such fake promises made by a company are not at all appreciated by
anybody. This step will also affect its reputation and they might also lose some
tenants. If a company is going through hard times, they must conduct a meeting
where they must openly discuss the topic with the tenants and must tell them the
reasons of not responding to them earlier. The company must try to make strong and
well-planned financial strategy and then try to build all the facilities as they
promised.
 High interest debt - Every problem which a company faces is directly or indirectly
related its finances. The company must build a strong financial structure and budgets
right from the beginning. If this would have happened, the company could have
avoided the circumstances and the need of taking such a high interest loan. Now the
company must utilize the loan amount in a proper strategic manner. They must fix
the budgets and must try to build all the facilities which they promised earlier to the
tenants.
Kindly approve all these so that we can discuss it in meeting as well as further work on it for

gaining better results.
Thank you
8. List 3 types of information that may be subject to confidentiality and describe how you
will manage that information in the meeting and in any correspondence or presentations
to staff, management and/or other stakeholders.
There are some confidential information and that should be manage in proper manner
while conducting meeting as well as that should be share with management, stakeholders
and staff members. Although, these 3 types of information include employee’s
information, management information and business information.
PART B: Meeting role play
9. Conduct a role play of the meeting with 2 members from your class. Each member will
select one of the following roles making sure that all 3 roles are selected:
 Marketing Manager. Responsible for designing and executing a marketing plan,
managing the sales team and increasing the number of tenants.
 Financial Manager. Responsible for managing and controlling spending and putting
in place strategies to ensure the long-term financial viability of the business.
 Operations Manager. Responsible for maintenance of buildings and infrastructure,
customer service and solving complaints from tenants.
Operation manager: Good morning everyone!
Finance manager: Good morning sir.
Marketing manager: Good morning.
Operation manager: As we all are aware of the condition from which BHD is going
through, it’s getting very difficult to calm the tenants and make them understand our
point. I even heard some tenants talking about making a legal complaint against us.
It’s high time we must discuss and get to some conclusions.
Finance manager: Yes! You are right sir. I have been talking to my team and trying

to figure out the unnecessary expenses. We will have to make fix budgets and work
strictly according to them.
Marketing manager: Sure sir, but it’s very difficult to advertise in small budgets.
My team is unable to approach the potential clients on bigger platforms due to which
we are unable to increase the occupancies. So, I would suggest to provide proper
incentives to my department for effective functioning.
Finance manager: You have a valid point sir but our company is already in debt, it
will be very difficult to increase the budget for marketing but still I will look into it
and will try to make it work. I would really suggest you to explore few more ways of
effective marketing in small budgets. We can also use digital platforms, many of them
allow free marketing or at low prices.
Marketing manager: Yes sir, we will be working on few new marketing strategies
and will look for some more digital platforms.
Operation manager: Marketing is important but we must also find some solutions of
the complains regarding providing the swimming pool and gym facilities. Tenants are
becoming very restless now.
Marketing manager: Have you conducted any meeting or talked to any one of them
in personal?
Operation manager: I have talked to few of them and tried to explain them the
condition but still they aren’t ready to listen and understand our point. Some tenants
are also planning to leave the property, if they do so , our occupancies will further
decrease.
Marketing manager: I see. I think we must conduct a proper meeting and discuss the
matter in front of all the tenants so that everyone could understand each other’s point.
Operating manager: I will talk to them and try to fix up a date for the meeting. We
must also start planning to either built the facilities or to provide them some
alternative solutions.
Finance manager: We will have to look into our budgets and start planning about
building the facilities, I guess that will be the much better option rather than finding
any alternatives. This will also attract the outsiders and the people who are already
living, will also get happy and will continue their stay with us.
Marketing manager: Yes, we have shown the swimming pool and gym facilities in
our advertisements also, so it’s very important to start thinking about building them

up. Many clients visit our property but then they change their mind, it gets very
demotivating to see the absence of promised facilities within the premises therefore
these facilities will also help us in increasing our occupancies.
Operating manager: Okay! I will start planning about it too. We will tell the tenants
that we are planning about it and will start working on it within no time.
Finance manager: Yes, convincing them will also stop them from taking any legal
actions against us. So that problem will also get solved automatically.
Marketing manager: I agree.
Finance manager: Okay so we will keep each other updated.
Marketing manager: Sure.
Operating manager: Yes sir.
Finance manager: Thank you!
PART C: Minutes, Summary and self-reflection
10. Once the meeting has been concluded, complete the minutes to the meeting using the
template provided below. Make sure that you provide an accurate summary of the
discussion and the conclusion of the meeting. Also make sure that you provide a list of
action points necessary for the implementation of the solutions you identified.
Meeting Minutes
Meeting title:
Date: 20th October
2020
Time: 12:00 am Meeting location: Company conference
hall
Purpose of meeting Resolving issues which Block house development company is facing
Attendees Staff members, management and stakeholder of company
Discussion This discussion will be related to sales team incentives, services not
provided to team members and many more.

Conclusion By implementing marketing practices companies will able to manage
things in effective manner as well as gain positive outcomes.
Action Points Conduct marketing of accommodation services as well as make tenants
contract in which information which mentioned has to be related with
services providing by them only.
11. It is important to let the tenants and internal staff know what the company position is
about the swimming pool and gym facilities. Complete the following.
(a) Prepare a written notice to the tenants to explain the agreed position and actions
regarding the gym and swimming pool.
Hello,
This message is to inform you all that we promise to give gym and swimming pool
facilities in accommodation services. But which is not possible as occupancy of
accommodation is not fulfilled due to which we are in loss. Hoe you guys are
understanding our situation and soon we will try to provide you gym and swimming
services. Till that please corporate with us because it is important for us and we fulfil all
promises asap.
Thank you
(b) You want to personally present this to staff and management. Describe 3 forums
you can use to do this and select what you consider to be the best forum for this
situation.
Making contract of tenants which involve each and every information related to services
will be best forum.
12. Reflect on the discussions you had with your teammates in the role play by answering the
following:
(a) What have you learned about your personal communication style? How do you
think it impacts on your ability to communicate in the workplace?
Personal communication will be effective as it provide assistance in effective management

of things in appropriate manner and also help in conducting each and every activity
effectively.
(b) What communication styles did the other team members display in the role play?
How do you think it impacts on their ability to communicate in the workplace?
Assertive to be the best type of correspondence, the confident correspondence style
includes an open correspondence interface while not being tyrannical. Decisive
communicators can communicate their own needs, wants, thoughts and sentiments, while
additionally thinking about the requirements of others. Confident communicators focus on
the two sides to win in a circumstance, offsetting one's privileges with the privileges of
others.
(c) Based on what you have learned in this unit, what are 3 ways you can adapt your
communication style in the workplace to communicate more effectively? You can
select 3 attributes from other communication styles.
Communication style is that through which information as well as important data will share
with each and every employee in organisation within effective manner. Although, it is
important to select appropriate communication style for sharing information with each and
every individual involve in organisation activities. There are mainly fours type of
communication styles such as passive, aggressive, passive-aggressive and assertive.
Explanation are as follows :-
 Passive – person who use passive communication style act differently and yield to
others. In addition to this, passive communicators generally get fail in expressing
their feeing, need and allow other to express themselves. Passive communicators
frequently show an absence of eye to eye connection, helpless body act and a
powerlessness to state "no." Passive communicators additionally act such that states
"individuals never think about my emotions."
 Aggressive – Aggressive communication style is underlined by talking in an
uproarious and requesting voice, keeping in touch and overwhelming or controlling
others by accusing, scaring, condemning, compromising or assaulting them, among

different characteristics. Forceful communicators regularly issue orders, pose
inquiries inconsiderately and neglect to tune in to other people.
 Passive-aggressive – Passive-aggressive communication style clients seem
uninvolved on a superficial level, yet inside the person in question may feel weak
or stuck, developing a disdain that prompts fuming or carrying on in unpretentious,
backhanded or mystery ways. Uninvolved forceful communicators are destined to
speak with non-verbal communication or an absence of open correspondence to
someone else, for example, giving somebody the quiet treatment, spreading gossipy
titbits behind individuals' backs or undermining others endeavours. Uninvolved
forceful communicators may likewise seem agreeable, however may quietly be
doing the inverse.
 Assertive - Thought to be the best type of correspondence, the confident
correspondence style includes an open correspondence interface while not being
tyrannical. Decisive communicators can communicate their own needs, wants,
thoughts and sentiments, while additionally thinking about the requirements of
others. Confident communicators focus on the two sides to win in a circumstance,
offsetting one's privileges with the privileges of others.

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