Level 2, 197 – 207 Church Street, Parramatta, NSW 2150 Australia

T: +61 2 8844 1000 | www.rsb.edu.au | RTO ID: 45432 | CRICOS Code: 03717E

Student Assessment Tasks

BSBCMM511 Communicate with
Influence
Contents
Introduction 3
Assessment Task 1: Knowledge questions 4
Assessment Task 1: Checklist 7
Assessment Task 2: Project Portfolio 8
Assessment Task 2: Checklist Error! Bookmark not defined.
Final results record Error! Bookmark not defined.6
Introduction
The assessment tasks for BSBCMM511 Communicate with influence are outlined in the assessment
plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you
have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should also follow
the advice provided in the RSB Student User Guide. The Student User Guide provides important
information for you relating to completing assessment successfully.

Assessment for this unit

BSBCMM511 Communicate with influence describes the skills and knowledge required to present and
negotiate persuasively, lead and participate in meetings and make presentations to customers, clients and other
key stakeholders.
For you to be assessed as competent, you must successfully complete two assessment tasks:

 Assessment Task 1: Knowledge questions – You must answer all questions correctly;

 Assessment Task 2: Project – You must work through a range of activities and complete a project
portfolio.

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 3 of 16

Assessment Task 1: Knowledge questions

Information for students

Knowledge questions are designed to help you demonstrate the knowledge which you have
acquired during the learning phase of this unit. Ensure that you:

 review the advice to students regarding answering knowledge questions in the RSB
Student User Guide;

 comply with the due date for assessment which your assessor will provide;

 adhere with your RSB’s submission guidelines;

 answer all questions completely and correctly;

 submit work, which is original and, where necessary, properly referenced;

 submit a completed cover sheet with your work;

 avoid sharing your answers with other students.

i
Assessment information
Information about how you should complete this assessment can be found in
Appendix A of the RSB Student User Guide. Refer to the appendix for information on:

 where this task should be completed;

 the maximum time allowed for completing this assessment task;

 whether or not this task is open-book.

Note: You must complete and submit an assessment cover sheet with your work. A
template is provided in Appendix C of the Student User Guide.

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 4 of 16

 Questions
Provide answers to all of the questions below:

1. Explain how tone, structure and style of your communication may impact on others. In
your answer:

 define tone, style and structure as they relate to communication.

 explain how the tone, style and structure impacts others.

 use an example to illustrate your answer.

● define tone, style and structure as they relate to communication: the

tone, style and structure are elements that combined together give
communications a sort of personality. Therefore, they need to be
moduled and used in a way that is appropriate according to our audience
and the purpose of the communication that we are delivering.
● explain how the tone, style and structure impacts others: tone, style
and structure impact others because they are the means through which
one can get an impression of who is delivering the communication, of the
importance of the communication and the efficiency of it. It is by
noticing these factors that one will think of that message as well-thought
and presented, rather than superficially produced, captivating and
engaging or dull and not interesting.
● use an example to illustrate your answer: advertising campaigns for a
new toy for kids. The tone should be engaging for a kid, funny and
catchy because it has to be attractive for kids. However, the style and
structure have to be appealing for adults, captivating and thorough,
since it is the parents who will make the purchasing decision. your
thoughts, and it makes it simpler for your listener to follow and stay
focused.

2. Explain why it is important to maintain confidentiality of information at work, including

at least three examples of information that must be kept confidential.

It is important to maintain confidentiality of information at work because

there needs to be compliance with privacy laws and because a leak would
severely jeopardize the business’ reputation and put them in legal issues.
Examples of information that must be kept confidential are:

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 5 of 16

 -security codes

-private data (date of birth, phone number, email addresses unless agreed
differently)

-employment data (contracts, resumes)

3. Discuss three ways by which a business can ensure that confidentiality is maintained at
work.

1. confidentiality clause in contracts: this binds staff to maintain and

ensure confidential information is not distributed

2. use of security codes to access data: so that only authorised personnel

can access certain information

3. provide security training to staff to ensure everyone is aware of all

confidentiality requirements

4. Explain the key principles of negotiation that should be used in the workplace to ensure
that agreements are reached.

key principles of negotiation that should be used in the workplace to ensure that agreements are
reached:

1. Preparation: Before entering into a negotiation, it is important to prepare thoroughly by gathering

information, identifying goals and interests, and anticipating potential challenges and objections.
2. Communication: Effective communication is essential in negotiations. It is important to actively
listen to the other party, express your own needs clearly and respectfully, and seek to understand
the other party's perspective.
3. Flexibility: Negotiations often involve some degree of compromise, and it is important to be flexible
and open to alternative solutions that meet both parties' needs.
4. Trust: Building trust with the other party can help to facilitate a more positive and productive
negotiation. This can be achieved by being honest, transparent, and reliable in your communication
and actions.
5. Focus on Interests, Not Positions: It is important to focus on underlying interests and needs rather
than rigid positions, as this can help to identify creative solutions that meet both parties' needs.
6. Options for Mutual Gain: When negotiating, it is important to look for options that create mutual
gains rather than simply dividing a fixed pie. This can involve identifying opportunities for
collaboration or trade-offs that benefit both parties.

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7. BATNA: Having a Best Alternative to a Negotiated Agreement (BATNA) can provide leverage in
negotiations and help you to determine whether an agreement is in your best interests. It is
important to have a realistic and viable BATNA in order to be able to negotiate effectively.

5. Explain the mediation process and at least three key principles that should be taken
into account when mediating at work.

Mediation is an informal system used in conflict resolution processes. This

involved an individual, the mediator, assisting the disputing parties to clarify
the reasons for conflict, understand each other’s point of view and discuss
alternative solutions.

Three principles to take into account during a mediation process are:

-being impartial: as a figure that supports the resolution of a conflict, the

mediator needs to be objective and not take sides in any way.

-mediation is voluntary: the disputing parties can decide whether or not to

use a mediator to solve the conflict and are free to stop the process at any
time.

-confidentiality: mediation processes are condifential, meaning that all

that is discussed during the mediation cannot be distributed to others unless
agreed for special reasons.

6. Discuss three effective conflict resolution techniques.

-negotiation: negotiating a solution, usually by having both parties

compromise to find something that is not 100% what they wanted to achieve
but still somehow satisfies their needs.

-arbitration: similar to mediation, involves a third party but instead of

supporting the parties to come to a solution, it is the arbitrator to evaluate
the conflict and propose a resolution

-litigation: using the court systems to resolve a dispute

7. Discuss key steps to be followed to identify and resolve workplace problems.

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 7 of 16
 -identify what the issue is: make clarity around the problem to fully
understand it

-determine what is the interest of the parties involved: knowing and

understanding what the parties want will support the process of finding
solutions

-brainstorm and evaluate solutions: find all the possible solutions that could
solve the issue, list them and assess their effectiveness or whether they are
adequate

-agree on a solution, based on the assessment of alternatives and the interest

of the parties

-develop monitoring processes to check on the effectiveness of the solution

8. Outline three effective communication techniques for de-escalation of a difficult

situation.

-control tone and body language: as seen before, the tone of communication
can have a strong impact on the audience. Therefore, it is important to
maintain a calm tone when dealing with a difficult situation, and this should
also be reflected by one’s body language

-listen actively: do not just let someone speak to wait for your turn to talk.
Really try and make an effort to understand what is being said and
acknowledge their message

-show respect: wait until one has finished talking before speaking and use
respectful language

9. Outline effective strategies for cross-cultural communication.

-use plain English to ensure everyone can understand the message, for
instance, do not use slang

-speak clearly: maintain a slow pace and try not to use thick accents to
facilitate understanding
BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 8 of 16
 -avoid generalizing, acknowledging the diversity

10. Outline at least five important considerations in ensuring that a meeting is structured.

1. be clear on what is the scope of the meeting and why it is being held

2. prepare a meeting agenda: including items that are going to be discussed,

by whom, and timelines as well as date, time and location of the meeting

3. make a list of the participants, send out invitations and ask to confirm
attendance

4. ensure the venue is adequate and provided with all the required resources

5. at the meeting, ensure there is a meeting facilitator and that the

language that is used is appropriate

11. Explain at least five considerations to ensure that a meeting is inclusive.

1. send out the meeting agenda beforehand, so that everyone is aware of

what is going to be discussed and have time to get prepared

2. appoint a meeting facilitator: to ensure that the meeting is conducted

inclusively and that gives everyone a chance to speak

3. include remote workers by using technology to involve them

4. allow time for questions: this way you will offer everyone the opportunity to
get clear on what they have doubts on

5. ensure that everyone can see and hear, especially when projectors with
videos and images are used

12. Explain how organisational policies and procedures address:

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  presenting and negotiating

 leading and participating in meetings

 making presentations

 confidentiality of information.

● presenting and negotiating: policies and procedures outline methods

that can be used to present information and negotioation techniques
that meet organisational requirements
● leading and participating in meetings: policies and procedures regulate
the way a meeting is to be led by providing information on roles and
responsibilities, production and distribution of meeting minutes,
recording attendance; and how to participate in a meeting, by providing
guidelines on etiquette, requirements in terms of resources, ground rules
● making presentations: policies and procedures on presentation will
include the length of the presentation, the style and information on the
use of visual aids
● confidentiality of information: policies and procedures will outline what
is meant by confidential information, how it is to be stored and how to
maintain it secure, as well as what happens if there is a leak or breach
of confidentiality

13. Select an industry and provide examples of media and government organisations, events
and communication channels relevant to an organisation in the chosen industry. Use the
table to complete your answer:

Industry Transport

Media and Government Organizations Australian Broadcasting Corporation, Nine Entertainment Co.

Events Social media leadership, Visual impact

Communication Channels Video conferencing, Emails

In the transport industry, there are several media and government organizations that
are relevant to organizations in this industry. The Australian Broadcasting Corporation
(ABC) is a government-owned media organization that provides news and current
affairs coverage across a range of platforms, including television, radio, and online.
Nine Entertainment Co. is a publicly-traded media company that owns a range of
television, radio, and digital properties, including the Nine Network and streaming
BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 10 of
platform Stan. Both of these organizations are relevant to transport companies for
their advertising and marketing efforts, as well as for any government regulations or
policies that may impact the industry.

There are also several events that are relevant to organizations in the transport
industry. One such event is the Social Media Leadership Forum, which brings together
leaders from various industries to discuss social media strategies and best practices.
Another relevant event is Visual Impact, a trade show for the signage and digital
printing industry, which is particularly relevant to transport companies that use signage
or graphics on their vehicles or in their facilities.

In terms of communication channels, video conferencing is becoming an increasingly

popular way for transport companies to communicate with their customers, suppliers,
and other stakeholders. Video conferencing can help companies to save time and
money on travel, while still allowing for face-to-face communication. Emails are also an
important communication channel for transport companies, particularly for managing
logistics and coordinating with suppliers and customers. Email can help to ensure that
communication is clear, documented, and easily accessible for all parties involved.

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 11 of

Assessment Task 1: Checklist

Student’s name: Pritpal Singh

Did the student provide a Completed

sufficient and clear answer successfully? Comments
that addresses the
suggested answer for the Yes No
following?

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

Question 7

Question 8

Question 9

Question 10

Question 11

Question 12

Question 13

Task outcome:  Satisfactory  Not satisfactory

Assessor signature:

Assessor name:

Date:

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 12 of 16

Assessment Task 2: Project Portfolio

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a
number of activities and completing and submitting a project portfolio.
You will need access to:
 a suitable place to complete activities that replicates a business environment including a meeting
space and computer and internet access;
 your learning resources and other information for reference;
 Project Portfolio template;
 Simulation Pack (if using the case study).
Ensure that you:
 review the advice to students regarding responding to written tasks in the RSB Student
User Guide;
 comply with the due date for assessment which your Assessor will provide;

 adhere with your RSB’s submission guidelines;

 answer all questions completely and correctly;

 submit work, which is original and, where necessary, properly referenced;

 submit a completed cover sheet with your work;

 avoid sharing your answers with other students.

i Assessment information

Information about how you should complete this assessment can be found in
Appendix A of the RSB Student User Guide. Refer to the appendix for information on:

 where this task should be completed;

 how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your work. A
template is provided in Appendix B of the Student User Guide.

BSBCMM511 Student Assessment Tasks v1.1 November 2021 Page 13 of 16

Activities
Complete the following activities:

1. Carefully read the following-

This project requires you to choose a scenario in your organisation that requires
you to present information to others and negotiate outcomes.
You will be creating a presentation to present information 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.
At these two meetings, you will present your presentation and adapt your
communication to suit the audience at each meeting.

Vocational education and training are all about gaining and developing practical
skills that are industry relevant and that can help you to succeed in your chosen
career. For this reason, we are giving you the choice to base this project on your
own business, one you work in or a familiar with, or you can use the case study
provided. This will mean that you are applying your knowledge and skills in a
relevant, practical and meaningful way to your own situation!

To complete this assessment, you must assume a senior role in your chosen
business. This role should suit a manager or leader in the organisation who
identifies, analyses and acts on information from a variety of sources. This role
should also require initiative and judgement to deal with unpredictable problems
and manage the work of self and others.
It is important that you are able to access enough information for your chosen
business in order to be able to do your assessment. As a minimum this should
include:
 organisational objectives;
 relevant policies/procedures that guide communication (e.g., Meeting policy
and procedure);
 a scenario that requires you to present information to and negotiate with two
different groups of people.

Examples of scenarios may include:

 changing the organisational structure and related job roles/descriptions;
 introducing a new product range;
 legislative changes;
 office relocation;
 introduction of artificial intelligence or robotic process automation.

You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below.

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2. Preparation

Make sure you are familiar with the organisation you are basing this assessment on
and have read through the necessary background information. For the case study
business, this is all of the documents included in the Simulation Pack. If it’s your
own business or a business where you are working or are familiar with, have your
business or case study (and supporting documentation/evaluation data) approved
by your assessor.
Complete Page 4 of your Project Portfolio for this unit.
Read through the requirements of Section 1, 2 and 3 of your Project Portfolio.

3. Planning communication

Complete Section 1 of your Project Portfolio. To do this, you need to:

 describe the organisation and its objectives.

 choose and describe a scenario in your organisation that requires you to

present information to others.

 understand organisational and legal requirements

 plan communication.

Make sure you have answered all questions in Section 1. Submit to your assessor
for review.
You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 1 of the Project
Portfolio and make sure you attach these when you submit this section.
You will use the work done in this section of the Portfolio to create a
presentation and adapt it for two different audiences.

4. Preparing communication

Complete Section 2 of your Project Portfolio. To do this, you need to:

 prepare a visual/written presentation to communicate your information to

your two chosen audiences. As far as possible, use the same presentation for
both meetings, but adjust them to suit the audience and purpose
accordingly;
 prepare any other additional meeting materials (e.g., Agenda, Survey,
Feedback form etc.);
 schedule the meetings.
Make sure you have answered all questions in Section 2. Submit to your assessor
for review.

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 You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 2 of the Project
Portfolio and make sure you attach these when you submit this section.
You will use the work done in this section of the Portfolio to meet separately with
each of your chosen two audiences to present your presentation(s) and negotiate
outcomes.

5. Presenting and negotiating.

Meet separately with each identified group to present your presentation(s) and
negotiate outcomes. Adapt your communication to suit each audience (as planned
in Section 1)

i Each meeting should take 30 minutes.

This meeting may take place with actual people who work for/are associated with
your chosen business. Alternatively, classmates or your assessor may play the role
of one or more team members. This can either be viewed in person by your
assessor or you may like to video record the session for your assessor to watch
later. Your assessor can provide you with more details at this step. Make sure you
follow the instructions above and meet the timeframes allocated. If this session is
not viewed in person by your assessor, you will attach proof of the meeting to
Section 2 of your Project Portfolio.
As you lead each meeting:
 engage and motivate the meeting attendees;
 set the meeting objectives (seek consensus from all attendees);
 contribute to discussions using appropriate language, tone, structure and
style (make sure you use active listening and questioning to seek
information);
 provide an opportunity for the audience to ask questions (make sure you
answer them clearly and concisely);
 negotiate as planned, establish areas of common ground and compromise
where applicable;
 resolve conflict;
 seek feedback after the presentation about the meeting and negotiation
(this may be in any appropriate format e.g., verbally, using an online survey
or a printed questionnaire).
Complete Section 3 of your Project Portfolio. To do this:
 create separate written documents on the outcomes of each meeting
(i.e., one document per meeting);
 distribute your two meeting summary documents to relevant meeting
stakeholders (separately);
 Evaluate your presentations using the feedback received at the
meeting, including what you did well and how you can improve.

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6. Submit your completed Project Portfolio.

Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and
grammar as necessary. Remember to submit all necessary attachments as
indicated.
 Level 2, 197 – 207 Church Street, Parramatta, NSW 2150 Australia
T: +61 2 8844 1000 | www.rsb.edu.au | RTO ID: 45432 | CRICOS Code: 03717E

Project Portfolio
BSBCMM511 Communicate with Influence

BSBCMM511 Project Portfolio v1.1 November 2021 Page 18 of 36

 Contents
Section 1: Planning communication 4
Section 2: Preparing communication 8
Section 3: Presenting and negotiating 9

Student name: Pritpal Singh

Assessor:

Date: 11-12-2022

Business this assessment is OZ House Clean

based on:

Role assumed to complete Manager

this assessment:

BSBCMM511 Project Portfolio v1.1 November 2021 Page 19 of 36

Section 1: Planning communication

1 Describe the organisation you are basing this project on.

1.1 What is the name of the organisation?

OzHouse Clean

1.2 What are the main activities of the organisation?

Professional residential cleaning services like home cleans and spring cleans.

1.3 What are the organisational objectives?

Expanding business scale by increasing the number of clients by 20%; meeting or exceeding customer
expectations; implementing cleaning industry best practices (which includes environmentally
sustainable practices)

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.

We will need to present to our customers information related to our new cleaning approach, which
is more eco-friendly and child-safe. This because, after a survey revealed that clients were
seeking this type of cleaning methods, we decided to establish a relationship with a supplier whose
products do meet these requirements but are more expensive, and this led us to increase our prices
to compensate. So clients will need to have a presentation that highlights the benefits of using these
products to explain the increase in costs.

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.).
BSBCMM511 Project Portfolio v1.1 November 2021 Page 20 of 36
 Note: Attach proof of the policies and procedures to this section of your portfolio.

Attached

3.2 How do these policies and procedure confirm your authority to present the information above?

The policies and procedure confirm my authority to present the information above
stating that is only the executive team that can arrange and chair meetings.

3.3 What are the relevant conventions and protocols for communicating with team members?

-making sure that everybody has a say

-limit the amount of time each staff has to speak to ensure schedules are adhered to
-make sure everyone understands all decisions
-give time to the person who takes meeting minutes to note down things properly

3.4 Summarise your legal and ethical responsibilities associated with any confidential
information.

-I should maintain and ensure compliance with The Privacy Act 1988
-I should ensure that all confidential information is stored securely and that is not distributed to other
staff
-I should comply with Privacy policies and procedures by utilising the methods required by the
company to store confidential information

4 Plan your communication by completing the table below.

Who am I Meeting 1 (e.g., with Project team) Meeting 2 (e.g., with customers)
communicating to?

What is the purpose Making staff aware of the changes Making customers aware that we are
of my that are going to happen following the taking a new, more sustainable and
communication? establishment of a relationship with child-safe approach to cleaning and
the new supplier, including use of that there are going to be changes in
new products and increase in prices prices too due to the increased
benefits
eco-friendly cleaning products new we chose to take this step because we
What information
listened to customers’ preferences
should be part of prices
the benefits of the products

BSBCMM511 Project Portfolio v1.1 November 2021 Page 21 of 36

 communication? business objectives changes in fees

What position will I will display positivity and I will display positivity and
you take regarding demonstrate the excitement about this demonstrate the excitement about this
the information new step we are taking, inviting all to new step we are taking, inviting all to
that must be learn more about the products and learn more about the products and
communicated? how the service will step up how the service will step up

Should any Prices of the products and supplier Prices of the products and supplier
information be kept information information
confidential?

What will be / the price increase when using the

negotiated? new products

if staff are visibly unhappy, they can

What are the if customers are visibly unhappy, they
be offered a wage increase of
objectives of can be offered a 5% discount if they
negotiation (at least $0.50/hour for the most competent have been regular clients for more
one each)? employees than 1 year
-answering questions -answering questions
What stakeholder
needs and -being thorough about explanations -being thorough about explanations
requirements -language must be appropriate -language must be appropriate
should be met
-if there are objections, understand -if there are objections, understand
during the
them them
negotiation?

What are the staff might object that they do not feel clients might object that they are not
potential issues and comfortable asking customers for an happy about the increased prices
problems that may increased fee
arise from the
negotiation (at least
one each)?

What position will I will display positivity and I will display positivity and
you take regarding demonstrate the excitement about this demonstrate the excitement about this
any negotiation that new step we are taking, inviting all to new step we are taking, inviting all to
will take place learn more about the products and learn more about the products and
(identified in how the service will step up how the service will step up
Section 1)?
-products are less toxic -products are less toxic
What are your
supporting -products are less damaging for the -products are less damaging for the
arguments to meet environments environments
your negotiation -we decided to take on this step -we decided to take on this step
objectives because we listened to our customers’ because we listened to our customers’

BSBCMM511 Project Portfolio v1.1 November 2021 Page 22 of 36

 (identified in feedback feedback
Section 1)? -brand reputation will increase too for
making sustainable choices
-PowerPoint -PowerPoint
What forum will I
use to present the -hard copies of product information -hard copies of product information
information at the (generic, with no details related to (generic, with no details related to
meeting e.g., supplier or product costs) supplier or product costs)
PowerPoint -hard copies of business objectives
presentation at
Group meeting,
printout of
information, one-
on-one discussion
etc)?
-staff will receive a meeting invitation -email confirmation of client’s
How does the forum
within 2 days before the meeting with appointment
meet organisational
date and location and subject
objectives? -there are an appointed meeting
-there are an appointed meeting facilitator, chairperson and secretary
facilitator, chairperson and secretary
-confidentiality is maintained
-everyone is given time to ask
-everyone is given time to ask
questions
questions
-plain, simple English -plain, simple English
What vocabulary,
tone, structure and -formal yet relaxed tone -formal yet relaxed tone
style suits the -positive body language -positive body language
audience?
-I will build trust by ensuring my -I will build trust by ensuring my
How will I:
audience knows that their needs were audience knows that their needs were
 build trust listened to and are listened to during listened to and are listened to during
every decision we take every decision we take
 develop
positive -I will engage with my audience and -I will engage with my audience and
working make them feel valued in the make them feel valued in the
organization organization
relationships
-I will listen and wait to speak until the -I will listen and wait to speak until the
 show respect interlocutor has finished and interlocutor has finished and
for the opinions acknowledge their message, thanking acknowledge their message, thanking
and values of them for their input them for their input
others -I will use visual aids and engage -I will use visual aids and engage
 maintain with the audience with the audience
effective
interaction?

BSBCMM511 Project Portfolio v1.1 November 2021 Page 23 of 36

 Attach:
Policies and procedures ☒

Policies and Procedures

• Organizational policies and procedures confirm authority by asking stakeholders a variety

of questions based on the scenario. For example, in the case of a low hotel occupancy issue,
we may ask questions like
• Do you believe that if you collect your commissions on time, you'll be able to increase your
occupancy rate?
• What type of marketing strategy is most likely to succeed?
• What are some ideas for increasing the number of individuals in the room?

BSBCMM511 Project Portfolio v1.1 November 2021 Page 24 of 36

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.

ATTACHED

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.

Attached: Meeting Agenda

BSBCMM511 Project Portfolio v1.1 November 2021 Page 25 of 36

 Attached: Survey or feedback form

BSBCMM511 Project Portfolio v1.1 November 2021 Page 26 of 36

3 Schedule both meetings.
3.1 How will you schedule each meeting (e.g. meeting request sent via email, telephone call, text
message etc.)?

For staff, I will send an email and ask for confirmation.

For clients, I will call them and once confirmed on the
phone, I will also ask for email confirmation as per
policies.

3.2 Which materials should be distributed before the meeting?

Hardcopies of product general information (benefits,

impact on environment, use), prices increase, strategic
objectives (for staff).

3.3 Attach proof of how you’ve scheduled the meeting to this section of your portfolio.

Item Who Time

Welcome XYZ 2 minutes
Subject of the meeting: we XYZ 5 minutes
have decided to use
eco-friendly products after we
understood that is what our
customers wanted from us
Benefits and use of new XYZ 10 minutes
products
Implications of using new XYZ 10 minutes
products (increase in prices)
Q&A XYZ 10 minutes
Conclusion XYZ 2 minutes

Attach: Presentations (x 2) ☒

Additional meeting materials ☒

BSBCMM511 Project Portfolio v1.1 November 2021 Page 27 of 36
 Proof of scheduling meetings (x2) ☒

Email:
To: All OzHouse Staff
From: XYZ@gmail.com

Subject: Invitation to Staff Meeting

Dear All Staff,

Hello and greetings. I'm writing to let you know that I'll be meeting with you soon to
discuss the launch of a new product line that the firm will utilise for our services. The
presentation files are supplied as attachments in the email. The following items are on
the agenda: • An explanation of our business purpose and market trends • A discussion
of our new product lines
• The advantages of adopting the new software • Your goals as a staff member • A
question and answer session
Please indicate if you have any problems or difficulties with the notes or timetable that
you discussed with me.
Thank you for your understanding.
Regards,
XYZ
Operations Manager

Email:
To: All OzHouse Clients
From: XYZ@gmail.com

Subject: Invitation to Client Meeting

Dear Sir/Madam,

Greetings. Thank you for your continued support of our products and services
throughout the years. I'm writing to let you know that I'll be meeting with you to discuss
the company's plans to introduce a new product line that will be used in our services to
you. The presentation files are supplied as attachments in the email. The following items
are on the agenda: • An explanation of our company purpose and market trends • A
discussion of our new products • Benefits of utilising the new product • Service pricing
changes • A question and answer session
Please indicate if you have any problems or difficulties with the notes or timetable that
you discussed with me.
BSBCMM511 Project Portfolio v1.1 November 2021 Page 28 of 36
 Thank you for your understanding.

Regards,
XYZ
Operations Manager

BSBCMM511 Project Portfolio v1.1 November 2021 Page 29 of 36

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.

Already viewed

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.

Meeting with Staff

Attendees Staff
Introduction of the new range of eco-friendly
products, why we made this choice, why it will
benefit us, what implications it will have on
operations, the need for unpaid training for
What was discussed staff on the new products

Staff were informed about the new products

and their benefits, but expressed concern
about the lack of payment for the required
Outcomes training

There was a discussion about the need for

adequate compensation for staff who
participate in training, and a commitment to
Comments address this issue going forward.
BSBCMM511 Project Portfolio v1.1 November 2021 Page 30 of 36
 Meeting with Clients:

Attendees: Clients
What was discussed Introduction of the new range of
eco-friendly products, why we made this choice,
why it will benefit them, what implications it will
have
Outcomes Clients were happy about the choice, however
some complained about the price increase
Comments For the moment we did not negotiate the 5%
discount, but we may still consider it if in the
future customers will still be unhappy

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.)?

I will distribute meeting outcomes via email

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).

From: xyz
To: Staff
Subject: Meeting Outcomes

Dear All,

I hope this email finds you well.

Please find here attached the Meeting Outcome document

that summarises all that was discussed during our meeting
about the introduction of eco-friendly, child-safe cleaning
products in our cleaning procedures.

I remain available to answer any question.

Best Regards,

BSBCMM511 Project Portfolio v1.1 November 2021 Page 31 of 36

4 Evaluate your presentations.
4.1 What feedback did you receive at the meeting?

Generally the audience were satisfied with the explanation of the introduction of the new
products. They did not make objections which was a positive and seem to agree about the benefits
that this is going to bring to the organisation.

4.2 What did you do well?

I explained everything thoroughly and with a positive attitude that impacted the audience.

4.3 How can you improve?

I should allow more time for questions.

Attach: Proof of meetings (x 2) ☒

Documented meeting outcomes (x 2) ☒

Proof of distributing meeting outcomes to stakeholders ☒

BSBCMM511 Project Portfolio v1.1 November 2021 Page 32 of 36

 Assessment Task 2: Checklist

Student’s name:

Completed
successfully? Comments

Did the student: Yes No

Plan for communication by:

 describing the organisation’s
objectives.
 understanding organisational and
legal requirements, including:
o policies and procedures that
relate to communication
o relevant conventions and
protocols for communicating
with team members.
o authority to present
information to others.
o legal and ethical
responsibilities associated
with confidential information
 planning:
o who they will communicate to
o the purpose of communication
o information that must
be communicated
o position to take
o confidential information
o negotiation details including:
 objectives
 position to take
 supporting arguments
 stakeholder needs and
requirements

 potential issues or
problems
o communication details,
including:

BSBCMM511 Project Portfolio v1.1 November 2021 Page 33 of 36

  forum (to meet
organisational objectives)
 vocabulary, tone, style,
structure and team
approach.

Prepare communication by:

 preparing a visual/written
presentation to communicate their
information to their two chosen
audiences (adjusting it to suit the
audience and purpose
accordingly).
 preparing any other additional
meeting materials (e.g., Agenda,
Survey, Feedback form etc.).
 scheduling the meetings.
Present and negotiate information by:
 meeting with two different
groups of people to present
their presentation(s), including:
o adapting their presentation
and communication to suit
the audience
o engaging with and motivating
the meeting attendees

o setting the meeting objectives

(seeking consensus from all
attendees)
o contributing to discussions
using appropriate language,
tone, structure and style
o providing an opportunity for
the audience to ask questions
o agreeing on terms to adopt
and support their scenario
o negotiating as planned
o resolving conflict
o seeking feedback about
their presentation
o using active listening and
questioning to seek
information and confirm
understanding.

BSBCMM511 Project Portfolio v1.1 November 2021 Page 34 of 36

  creating a written document on the
outcomes of each meeting
(separate document for each
meeting)
 distributing their two meeting
summary documents to relevant
meeting stakeholders
 evaluating their presentations
 identifying areas for improvement.

Task outcome:  Satisfactory  Not satisfactory

Assessor signature:

Assessor name:

Date:

BSBCMM511 Project Portfolio v1.1 November 2021 Page 35 of 36

 Final results record

Student name:

Assessor name:

Date

Final assessment results

Result

Not Did not

Task Type Satisfactory satisfactory submit

Assessment Task 1 Knowledge questions S NS DNS

Assessment Task 2 Project Portfolio S NS DNS

Overall unit results C NYC

Feedback

 My performance in this unit has been discussed and explained to me.

 I would like to appeal this assessment decision.

Student signature: Date:

 I hereby certify that this student has been assessed by me and that the assessment has
been carried out according to the required assessment procedures.

Assessor signature: Date:

BSBCMM511 Project Portfolio v1.1 November 2021 Page 36 of 36