BSBCMM511 Communicate with Influence: Project Portfolio - SCCM

This project portfolio for BSBCMM511 Communicate with Influence showcases a student's understanding of planning and preparing communication in a business setting, specifically within Ozhouse Clean, a Melbourne-based residential cleaning service. The project details the organization's backgr...Read More

COMMUNICATE WITH
INFLUENCE
BSBCMM511
P R O J E C T
P O R T F O L I O
STUDENT VERSION

BSBCMM511 Communicate with influence Project Portfolio
Contents
Section 1: Planning communication 5
Section 2: Preparing communication 8
Section 3: Presenting and negotiating 9
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BSBCMM511 Communicate with influence Project Portfolio
Student name:
Assessor:
Date:
Business this assessment is
based on:
Role assumed to complete
this assessment:
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BSBCMM511 Communicate with influence Project Portfolio
Section 1: Planning communication
1 Describe the organisation you are basing this project on.
1.1 What is the name of the organisation?
Organisation included in this project is Ozhouse Clean which are based on Melbourne. It was identified in
the year 2005 and is one of family owned business identified by James and Nancy Anderson.
1.2 What are the main activities of the organisation?
Ozhouse Clean Business is a business that is providing different professional service like residential
cleaning service like home clean and spring clean. It is also creating values in business through providing
its customer quality services.
1.3 What are the organisational objectives?
 Some of objectives of business of Ozhouse Clean are mentioned below:
 To increase number of client with 20%
 To implement environmentally sustainable practices in business.
2 Choose and describe a scenario in your organisation that requires you to present information to
others.
Remember: You will be creating a presentation to present material to two different groups of people
at two separate meetings. One of the groups of people you choose to communicate to must be
appropriate team members.
Ozhouse Clean is a business that is planning to adopt environmentally sustainable practices in
organisation. It is a business that is planning to adopt these practices in business due to which cost of
business has also incurred. In order to overcome of these costs, business needs to charge additional
cost of clients that also helps them. It is good for environment as well as for people living in that space
like old people and children. There are various advantage for adopting these practices to customers as it
does not create negative impact over health of people. It also allows people to make initiative towards
environmental development.
3 Understand organisational and legal requirements.
3.1 Describe any organisational policies and procedures that relate to communication (e.g. internal
communication policy, external communication policy, confidentiality agreements etc.).
Note: Attach proof of the policies and procedures to this section of your portfolio.
In order to communicate, organisation of Ozhouse Clean has meeting policy. There are different types of
meeting organised in organisation of Ozhouse Clean like staff meetings, management meetings, client
meetings and others. All these meetings can be arranged and chaired by executive team. Things
discussed in executive meetings cannot be discussed with staff members. Attendee of the meeting
needs to consider all things like place, time and date of meeting. There are also some policies and
procedures related to appointment as in this appointment are confirmed through E-mails. Some of
policies and procedure are related to meeting agendas where firm needs inform to embers of company
about meeting.
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BSBCMM511 Communicate with influence Project Portfolio
3.2 How do these policies and procedure confirm your authority to present the information above?
All these policies and procedure of company are confirmed in meeting held in company. In these meeting
all the members are involved and also all members can communicate. It is important in order to avoid
dominating of meeting by some members.
3.3 What are the relevant conventions and protocols for communicating with team members?
In order to communicate with team members, company is organising meetings at regular intervals. It is
important as it allow business to consist regular staff meetings, management meeting, client meeting and
meeting in order to discuss a project or issue. In these meeting, it is important for all members to speak
in meeting. It helps to stop limited people to dominate meetings. It also limits time to be taken by staff
members in order to communicate with team members. In these meetings, it is also important to have
clear discussion about things to be discussed with everyone.
3.4 Summarise your legal and ethical responsibilities associated with any confidential information.
It is legal and ethical requirement of business to keep important information of business confidential. It is
legal requirement of employees to keep important information with them and does not disclose to other
people. It can create loss for business and in order to overcome of this, business can take action against
employees. It is also ethical responsibility to does not disclose to personal information to business as it is
against ethics. It is important as an employee needs to be loyal with organisation with whom they work.
4 Plan your communication by completing the table below.
Who am I
communicating to?
Meeting 1 (e.g. with Project team) Meeting 2 (e.g. with customers)
What is the
purpose of my
communication?
Communication with project team is
aiming to provide benefits of
introducing changes in organisation
related to work related practices. It is
important in order to adopt
environmental sustainability practices
in business.
Purpose of this communication is to
aware about customers for benefits of
sustainability for them. It is also
important in order to provide them
detail about additional cost add b
business to due to increasing cost of
adopting these practices.
What information
should be part of
the
communication?
Information in this share to team
members about reason of adopting
sustainable practices in business.
Benefits of it for business and team.
Business also needs to provide
information about training and
development as requirement of
training to use these practices.
In this information to be
communicated to customers consist
benefits of using sustainable practices
for environment, for customers. In
this, information is also provided to
them about increase in cost due to
this.
What position will
you take regarding
the information that
must be
communicated?
Regarding this, my position will be to
communicate about benefits to
employees of this training over their
career as well as salary. It will
motivate team to adopt these
practices.
My position regarding this information
in business will be to influence
customers about benefits of these
practices.
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BSBCMM511 Communicate with influence Project Portfolio
Should any
information be kept
confidential?
In this, information related to cost
needs to be kept confidential.
IN this, information related to cost
needs to be confidential.
What will be
negotiated?
In this, negotiation can done for
salary.
In this negotiation will be done for
prices charged for services.
What are the
objectives of
negotiation (at least
one each)?
To saves cost of business. To maximise prices of services.
What stakeholder
needs and
requirements
should be met
during the
negotiation?
During the negotiation, it is important
for business to ensure employees will
be satisfied with company and ready
to work for organisation.
During negotiation, it is important for
ensure that customers are ready to
take services of business and does
not leave them.
What are the
potential issues
and problems that
may arise from the
negotiation (at least
one each)?
It creates dissatisfaction among
employees due to which they can feel
that we are not treated equally.
It creates dissatisfaction among
customers due to which they can feel
that they are not treated in right
manner.
What position will
you take regarding
any negotiation that
will take place
(identified in
Section 1)?
I take position of effective leader who
will guide team to adopt these
practices in order to attain goals of
business.
I take position of effective marketer
who will motivate customers to
understand benefits of these
practices.
What are your
supporting
arguments to meet
your negotiation
objectives
(identified in
Section 1)?
In order to meet negotiation
objectives, I will be focusing on
benefits of negotiation for
environment and business. I will also
focus on benefits get by team from
that negotiation.
In order to meet negotiation
objectives, I will focus on benefits of
sustainability practices to customers
and environment
What forum will I
use to present the
information at the
meeting e.g.
I will use power point presentation in
order to present information as it
consists pictures and diagram that
make it is easier for a person to
I will use power point presentation as
it consists pictures and videos which
allow business to get attention of
customers.
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BSBCMM511 Communicate with influence Project Portfolio
PowerPoint
presentation at
Group meeting,
printout of
information, one-
on-one discussion
etc)?
convey their thoughts and ideas.
How does the
forum meet
organisational
objectives?
This focus is appropriate form in order
to share information as it does not
only consist oral communication but
also consist pictures that allow
managers to make employees easily
understand about different things.
This form is best suited for make
customer understand about benefits.
It consists attractive pictures, video
that is sufficient in order to get
attention of customers.
What vocabulary,
tone, structure and
style suits the
audience?
Information contain in presentation
should be vocabulary right, tone
should be pleasant and should also
consist organisation structure.
Information contain in presentation
should be vocabulary right, tone
should be pleasant and should also
consist organisation structure.
How will I:
 build trust
 develop
positive
working
relationships
 show respect
for the
opinions and
values of
others
 maintain
effective
interaction?
In order to build trust, management of
company should allow employees to
give innovative suggestions.
In order to build working relationship
business needs to provide them
proper payment, treat them with
equality, and also provide them
promotional opportunities.
Business should also adopt
suggestions offered by business in
order to showing respect their
opinions.
In order to maintain effective
interaction with employees, business
needs to organise timely meeting with
them.
For building rust, I need to offer good
quality of services to customers at
right prices.
In order to build good relationship with
customers, business needs to provide
timely solution to problem faced by
customers.
In order to show respect for their
opinion, business should adopt this
feedback suggestion in business to
improve their service.
In order to maintain effective
interaction, business needs to take
timely feedback to employees for
good customer service.
Attach:
Policies and procedures ☐
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BSBCMM511 Communicate with influence Project Portfolio
Section 2: Preparing communication
1 For each meeting planned in Section 1, prepare a visual/written presentation that reflects the
information requirements and desired outcomes outlined in the work you’ve done on this
assessment so far.
Note: As far as possible, use the same presentation for both meetings, but adjust them to suit the
audience and purpose accordingly. Make sure your presentation manages confidential information
appropriately (i.e. confidential information is not shared with unauthorised parties). Attach the
presentations to this section of your portfolio as proof.
Information requirement:
There is various reason for which business is adopting environmentally friendly practices in business
which are mentioned below:
 It will saves protect the environment.
 It will fulfil requirement of customers.
 It will enhance health of children and using chemical in order to clean house create negative
impact over small child in business.
Desired outcome:
There are different outcomes of the results of presentation which are mentioned below:
 It allows firm to provide opportunity to increase profit of firm.
 It also allows business to improve brand image of company.
 It is also important for firm to increase sales of business.
2 For each meeting, prepare any other additional meeting materials (e.g. Agenda, Survey, Feedback
form etc.).
Note: If meeting materials have not already been attached to your portfolio as proof (i.e. the
presentation), attach them to this section of your portfolio.
In order to prepare for meeting, managers of company will consist additional meeting material that should
be feedback from customers and employees. It is important as it allow business to fulfil needs to
customer and also provide them evidence. It allows business to increase influence over different
parties of project.
3 Schedule both meetings.
3.1 How will you schedule each meeting (e.g. meeting request sent via email, telephone call, text
message etc.)?
I will schedule this meeting through email as it is company policy to fix appointment for meeting
and other things through email. It is one of trustworthy source of sharing information and also
consist security and privacy in business.
3.2 Which materials should be distributed before the meeting?
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BSBCMM511 Communicate with influence Project Portfolio
Before joining of meeting material to be distributed are documents that consist complete information
about changes to be discusses in meeting. It make it easier for all members of meeting about what
is going to be discuss in meeting.
3.3 Attach proof of how you’ve scheduled the meeting to this section of your portfolio.
What have been discussed in meeting can be right by a person who attend the meeting, he consist
allow information related to meeting which is important for each person.
Attach: Presentations (x 2) ☐
Additional meeting materials ☐
Proof of scheduling meetings (x2) ☐
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BSBCMM511 Communicate with influence Project Portfolio
Section 3: Presenting and negotiating
1 If not already viewed in person by your assessor, attach proof of your two meetings to this section of
your portfolio.
Complete this section after you’ve met with your identified stakeholders.
There are different stakeholders of business including employees, customers, competitors, investors and
suppliers. In order to introduce changes in business, it is important for business to present information
related to change to all these members.
2 For each meeting and presentation, create a written document on the outcomes of the meeting.
Note: These written documents must be distributed to the relevant stakeholders. Keep the audience
in mind as you create each document.
Your document should include a summary of the meeting, including:
 who attended the meeting
 what was discussed at the meeting
 outcomes of your negotiation (including potential issues and problems).
Attach your documented meeting outcomes to this section of your portfolio.
Outcome of the meeting is that adoption of sustainable environmental practices in business is beneficial
for business as well as its stakeholders. It allows business to take initiative towards protection of
environment which is ultimate create benefits of business. In order to implement these changes in
business, it is important for them to provide proper training then development opportunity to employees
that will enhance experience of customers with implementation of change in business. This meeting is
attended by direction, operation manager, administrative manager, general managers and employees.
This meeting discusses about benefits and requirement of change implemented in business practices.
Outcome of negotiation is that it creates negative impact over image of company as they should adopt
common practices in business.
3 Distribute your two meeting summary documents to relevant meeting stakeholders (separately).
3.1 For each meeting document, how will you distribute the meeting outcomes (e.g. via email, hand
out a printed copy in person etc.)?
Outcome of presentation should be shared to stakeholders through email which is a right method to
share a printed copy as it allow them to can recover the document at any time. It is also important as it
allow business to share the document with creativity. It is also a safe ways to share the information as it
allow business to protect the information.
3.2 Attach proof of how you distributed the meeting outcomes summary to this section of your
portfolio (e.g. draft email, photo of you physically handing out a printed copy, link to intranet
location of document etc).
This meeting outcome will be distributed through email to its stakeholders as it is a positive method that
allow business to get various benefits of it. It allows them to recover the document at any time. It is also
important as it allow business to share the document with creativity. It is also a safe way to share the
information as it allow business to protect the information.
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