Reference no: EM132362685

ICT Presentations

BSBITU312 - Create electronic presentations

Purpose of the Assessment

1.1 Organise personal work environment (including furniture and equipment) in accordance with ergonomic requirements

1.2 Identify purpose, audience and mode of presentation in consultation with content author or presenter

1.3 Identify organisational and task requirements relating to supporting documents and equipment

1.4 Select most appropriate application or platform to produce presentation, in accordance with available resources and organisational policies

2.1 Plan and prepare slides, notes and handouts according to organisational and task requirements and image and style requirements

2.2 Use application functions for consistency of design and layout, to meet identified presentation requirements

2.3 Balance presentation features for visual impact and emphasis

2.4 Use advanced application features to streamline and customise presentation for different audiences

2.5 Prepare presentation within designated timeline

2.6 Use relevant help functions to overcome issues relating to presentation creation, if necessary

3.1 Check presentation for spelling and consistency in presentation features and style, in accordance with task requirements

3.2 Prepare presentation materials for delivery in accordance with presenter or audience requirements

3.3 Name and store presentation appropriately, in accordance with organisational requirements and exit application without information loss

1.1 Plan and document presentation approach and intended outcomes

1.2 Choose presentation strategies, format and delivery methods that match the characteristics of the target audience, location, resources and personnel needed

1.3 Select presentation aids, materials and techniques that suit the format and purpose of the presentation, and will enhance audience understanding of key concepts and central ideas

1.4 Brief others involved in the presentation on their roles/responsibilities within the presentation

1.5 Select techniques to evaluate presentation effectiveness

2.1 Explain and discuss desired outcomes of the presentation with the target audience

2.2 Use presentation aids, materials and examples to support target audience understanding of key concepts and central ideas

2.3 Monitor non-verbal and verbal communication of participants to promote attainment of presentation outcomes

2.4 Use persuasive communication techniques to secure audience interest

2.5 Provide opportunities for participants to seek clarification on central ideas and concepts, and adjust the presentation to meet participant needs and preferences

2.6 Summarise key concepts and ideas at strategic points to facilitate participant understanding

3.1 Implement techniques to review the effectiveness of the presentation

3.2 Seek and discuss reactions to the presentation from participants or from key personnel involved in the presentation

3.3 Utilise feedback from the audience or from key personnel involved in the presentation to make changes to central ideas presented

ASSESSMENT TASKS

There are two (2) tasks to complete for this unit of competence:

This assessment is based on ACA Restaurant Café’ Business Plan and uses several scenarios to complete the 2 (two) Tasks. Certain tasks contain sub-tasks with written questionnaires, case study analysis, and project work.

These tasks comprise the assessment of the application of ACA Restaurant Café’ business standards and policy knowledge and addressing the need to prepare, deliver and review a presentation to a target audience.. You will need to demonstrate management and administrative skills to employ in a range of work environments making presentations for business. These skills aim also in providing administrative support within ACA Restaurant Café’ for designing and working with presentations relevant to own work roles.

You are required to respond to all the tasks by demonstrating your skills and knowledge within the assessment guidelines and requirements. Certain tasks have been developed with templates, tables, and sections with appropriate spaces, in which you will have to complete and/or provide information to ensure you demonstrate the skills and knowledge of the units. Marking criteria have been provided to support the student’s understanding of the requirement for each task.

To be deemed competent in this assessment each student must demonstrate through selecting and preparing resources, designing, producing and finalising an electronic presentation. You are to reflect on the scenarios given and a specification table (considered as an organisational requirement) to create an electronic presentation using appropriate software as required by ACA Restaurant Café’.

You will have to respond to all the tasks by demonstrating your skills and knowledge within the assessment guidelines and requirements. In Task 1B you are required to you are required to use the templates given and must follow specific instructions and guidance to ensure you validate the required skills and knowledge.

Your responses must comprise:

• a comprehensive, detailed and integrated work operations information and management plan

• a work strategy, operation procedures, and presentation delivery

• a formal strategy to make presentations for a range of purpose and complete business tasks

• a reflection of current relevant legislation regarding diversity, working conditions and WHS acts

• formal and planned involvement with a wide range of stakeholders

• a documented risk, issues, and change-management methodology

• a quality execution plan with assurance and control processes of work operations for the delivery of business presentations

• a restaurant café’ team-based environment

Evidence of the following is important:

• demonstration of work operations implementation and its standards within the workplace to make presentations ensuringconsistent with task requirements and organisational policies and procedures relevant to follow designated timelines, design and layout and procedures for editing and style requirements.

Task 1 – Preparation of the development of the presentation

This activity has been designed to assess your knowledge and understanding of the need for research and analysis for managing and using electronic presentation designing software to complete business tasks and produce a presentation electronically.

This task consists of questionnaires which associate with the knowledge of the work operations procedures and standards throughemploying a range of work environments fostering ergonomic requirements, to make presentations and provide administrative support within the business services of the ACA Restaurant Café. It also caters to plan for satisfying the task requirements followed by creating a feedback form to evaluate and improve presentation. The responses should include the following:

• Must be relevant to the scenarios, business functions and standards of ACA Restaurant Café that you will find in e-learning unless otherwise stated. Responses should link to the theoretical and legislative aspects of work operations followed by relevant experience/exposure within ACA Restaurant Café’ work environment and the scenario incident stated within the assessment. Your response to the questionnaires must relate to roles and responsibilities and business of the restaurant café.

• The questionnaires have been developed with templates and sections with appropriate spaces, in which you will have to complete and/or provide information to ensure you demonstrate the skills and knowledge of the units. Instructions are provided to which students must comply to gain the competency level.

• The development of the plan must comprise of the requirements to accommodate the performance requirements as stated in the task instructions, and to complete this task, the student must comply and use the template provided.To complete this task, the student must comply with the instructions and use the given sample as a guideline to meet the performance criteria.

• The feedback form must be developed with relevancy to contents included within the presentation and previous assessment task. To complete this task, the student must comply with the instructions and use the information previously generated in Assessment 1 Task 1D.

• Marking allocations have been stated with each task to support the comprehension of the required information to be delivered.

• Demonstrate that you can or have applied what you have learned, regardless of whether you have undertaken all the performance requirements of the workplace.

Task 2 – Deliver and review the presentation

This activity has been designed to assess your knowledge and understanding of using appropriate presentation delivery aids to make presentations for a range of purposes, such as marketing, training, and promotions. They contribute well-developed communication skills in presenting a range of concepts and ideas in accordance with organisation policies and procedures.

This task consists of the distribution of feedback form, making 1(one)  presentation, and written responses that will contribute to improving WHS issues within the work environment and ensuring staff are educated to comply with the policies and procedures of WHS through training. The execution of this task should include the following:

• Must be relevant to the standards and policies of ACA Restaurant Café, scenarios and specification requirements are given and Business Summary plan that you will find in e-learning unless otherwise stated. Responses should link to the theoretical and legislative aspects of customer service practices followed by relevant experience/exposure within ACA Restaurant Café’ work environment. The information provided must relate to roles and responsibilities and business of the restaurant café.

• To make the electronic presentation, you must refer to the electronic presentation created in Assessment 1 Task 2A, with reference to the Scenarios stated and standards of ACA Restaurant Café and must comprise of the requirements to accommodate the performance requirements as stated in the task instructions and marking guide.

The assessor will stage a real-life work environment with appropriate set up of presentation aid to support making the presentation. To complete this task, the student must comply and reflect on the sample and specification table given to ensure the developed document map with the requirement. You must follow the guidelines on how to demonstrate and/or complete the task with the use of the information given.

• The developed feedback form from Task 1 will be distributed prior distribution with Assessor to observe distribution and pre-notification to the audience for awareness, by the student. This task must comprise of the requirements to accommodate the performance requirements.

• The questionnaires have been developed with templates and sections with appropriate spaces, in which you will have to complete and/or provide information to ensure you demonstrate the skills and knowledge of the units. Instructions are provided to which students must comply to gain the competency level.

• theory answers without reference to ACA Restaurant Café’ business operations will not be assessed as satisfactory

• Demonstrate that you can or have applied what you have learned, regardless of whether you have undertaken all the performance requirements of the workplace.

Develop policies and comply with regulatory requirements

As stated in the Business details above, ACA Restaurant Cafe’ is owned and managed by partners Emma Supreme and Rufus Clarendon. It is located within ACA Hotel.

The Restaurant Café’ is currently open:

Monday – Friday: 6:00am – 9:30pm

Saturday:    8:00am – 4:00 pm

Sunday     8:00am – 12:00 pm

ACA Restaurant Cafe’ has been experiencing consistent growth in sales and numbers of customers over the last two years.

The Owners of ACA Restaurant Cafe’, fosters an environment of energy, skills, and determination to establish and maintain a business relationship with customers, suppliers, strategic partners and with other businesses creating service contracts, commission-based arrangement, and association-based relationship. Understanding the need to conduct ongoing research to determine the scope of compliance required, and to continuously review policies and practices in response to any change.

Recently the Owners has identified several WHS issues being reported within the workplace. Through investigation, they have identified hazards and staff being non-complaint with following WHS issues. They apprehend that if the Health and safety procedures in the workplace are not improved, staff, contractors, suppliers, volunteers, visitors, customers or the public will be exposed to more possible injuries and risk leading to violation of the rules and penalties for non-compliance.

To improve the situation, the Owners have taken appropriate measures instantly to remove the hazards identified as stated in the scenarios, and provide all the staff members with appropriate training to educate them on understanding WHS laws, policies and procedures and how to avoid workplace injury and illness that could lead to unnecessary costs and damage to the business.

You will require to have access to the “Business Summary Plan” and “ACA Restaurant Café Case Study Scenarios”, which can be located on e-learning. They contain detailed information and must be used and/or referred to complete this assessment. However, a brief summary of each summary is provided below.

Information provided that is not relevant to the above-mentioned resources will be considered not satisfactory.

Summary of Scenario 4:

• bullied at work and discriminated due to young age

• not the promised training and support received

• under-paid

• assign you tasks not specifically outlined in your job description

Summary of Scenario 5:

• work injury

• witnessed by staff and customers

• hazard identified

• days off work for this injury

Summary of Scenario 6:

• work injury

• not witnessed by anyone

• hazard identified

• injury not reported

• days off work for this injury

Summary of Scenario 7:

• work injury

• witnessed partially by staff during occurrence (putting the heavy item down and not witnessing picking up the item from the back of premise)

• staff witnessed after effect of injury

• situation notified to a colleague

• days off work for this injury

Task 1 – Preparation of the development of the presentation

ACA Restaurant Café’ have an obligation to attempt to resolve safety and health issues that may arise. Wherever possible, when an issue ascends, the restaurant café’ must attempt to resolve it with the safety and health representative or staff members employees, bestowing to the issue resolution procedure.

In Assessment 1, as a continuation of improving the WHS procedures within the restaurant café’, the Owners have instructed the Manager, Joe Roux to organise a safety meeting for all the staff members of the business.  Through this meeting, they aim to discuss the WHS issues identified and how preventative measures against unsafe acts can be taken. In addition, through this meeting, they also want to take the prospect to conduct a training session to guide the staff to improve their work commitments toward WHS policies and procedures and on how they can do their job safely.

A staff safety training meeting has been scheduled within 10 days from the current date.

Joe Roux, the Manager has been assigned to supervise Tony Baldwin to design and create the presentation using a suitable presentation software at least 3 days before the meeting. The presentation had been created based on the specification given by the Owners which has been approved and ready to be presented for the training meeting.  It has been instructed by the Owners for Joe Roux

You will take the role of Joe Roux to revise the electronic presentation contents, plan for presentation,  brief roles and responsibilities to, Tony Baldwin,  Second Manger and any one of the team leaders (if they are involved to take part in the presentation delivery),  deliver the WHS information and training presentation, and thus seek feedback from staff members present to incorporate improvements.

Your task is to:

A. Written Responses:

Respond to the following queries in the appropriate spaces below:

All responses must:

• be relevant to the Business summary of ACA Restaurant Café’, Scenarios 4-7 and Assessment 1 Task 2A, unless otherwise stated.

• demonstrate that you can or have applied what you have learned from acknowledging the policy

• theory answers without reference to ACA Restaurant Café’ business will not be assessed as satisfactory

Question 1: Based on the electronic presentation created in Assessment 1-Task 2A, what logistics and/or arrangementsdo you think Tony Baldwin,determined, during the creation of the presentation as part of the planning and preparation? List at least 4 (four) data.

Question 2: Tony Baldwin had to foster the WHS issues (as stated in the Scenarios 4-7) and ways to educate staff to comply with policies and procedures (to reduce injuries within ACA Restaurant Café’) within the presentation for the staff safety training and meeting as per Assessment 1 Task 2A. State what in-house, workplace or organisational sources he may have utilised when exploring information for the presentation?

Question 3: Knowing the contents Tony Baldwin incorporated within the electronic presentation (created in Assessment 1 Task 2A), while revising the presentation, do you (as Joe Roux) think, he created the presentation considering for all the different types of audiences and their needs? Please explain your response. Also, state, as being the Presenter, whatshould you find out about the audience for the upcoming presentation.

Question 4: Based on your research about the audiences who will be present,

a. Discusswhateffective presentation strategy would you choose that would suit the needs of the audience, location and resources and personnel needed for the training session and why?

b. Outlinewhat effective presentation communication principles would you apply for such a group of audiencesto ensure appropriate message delivery.

Question 5: Identify at least 4 (four) aspects of the presentation that may require modification when revising the presentation to suit the needs of the audience, location and resources,and personnel needed for the training session. Please refer to your responses in above Task 1 AQ4.

Question 6: Explain in detail how you, as the Presenter would consider the significant factors for presenting the WHS Training session for the staff? State your response using: Results, Response, and Standards.

Brainstorm the following questions to support your findings:

• How to accomplish the intended results through the presentation?

• How to analyse and evaluate the reactions of audiences?

• How to ensure appropriate standards are applied to deliver the presentation that reflects the image of the business?

You may include the following concepts within your responses:

• Accuracy of data and relevancy to context

• Criticism

• Benchmarking

Question 7: When delivering the presentation,if you had to use the three learning styles of VAK (Visual, Auditory and Kinaesthetic) how do you think you would plan to utilise them for the purpose of training the staff of WHS issues for ACA Restaurant Café? Please explain.

Question 8: There are many key provisions of relevant legislation and regulations that may affect the way businesses operates. State, as a Manager of ACA Restaurant Café’. What relevant legislation must you comply with when delivering the presentation to your staff members? Please justify your reason.

You may consider laws and regulations involving:

• Anti-discrimination

• Ethical principles

• Codes of Practice

• Privacy laws

• Environmental issues

• Work Health& Safety (WHS)

Question 9: Assume your chosen presentation aid was not available on the day of the presentation or there was a technical issue of an electronic aid that was setup to be used? Describe what other presentation aids you might use to support the required presentation as required by the Owners of ACA Restaurant Café. Also, state how would you ensure you can be well prepared to avoid such a situation.

B. You to create and format a presentation summary and session plan.

You are required to plan and document the method and intendedtheoutcome of the presentation prior to delivering the presentation to the staff of ACA Restaurant Café’

This is to ensurean effective time-managed and successfuldelivery of the presentation in which you can refer to, duringthe presentation. It also aids in supporting all the personnel involved to be aware and be prepared for the timing, contentscovered and their contributionof what to present.

Referring to the electronic presentation created in Assessment 1 Task 2A, you are to document your plan by completing the templategiven below : some suggested examples are given within the template for your understanding.

C. To generate a report, should Tony Baldwinand any one of the team leaders ( any one of your choice) be involved in the presentation,  on how you can brief them their roles and responsibilities to deliver the presentation.

D. To create a feedback form using the questions, you have created in Assessment 1 Task 1D.

This form is to allow an opportunity for the audience to share their thoughts and seek feedback from you to review the effectiveness of the presentation delivered and document any changes to improve future presentations.

Task 2 – Deliver and review the presentation
               
Now that all preparations, briefings, and room set up with the appropriate aids have been set up as stated in Task 1, all the staff members have appeared for the staff safety meeting and Training session with anticipation to receive information that meets their need to understand and value.

The Manager, Joe Roux, ensured all the staff ( if involved) were given an appropriate briefing to deliverand transfer information that will influence and inspire the staff of ACA Restaurant Café’ to listen to your ideas, cooperate, accept and respond positively to ensure all issues within the business can reduce and resolve.

You will present the electronic presentation using your preferred presentation aid (Your assessor to stage real-life work environment with appropriate presentation aid set up prior to the presentation), collect feedback surveys from the audience and evaluate the presentation.

Your task is to:

A. To distribute the 5 printed copies offeedback forms to the audiences to elicit feedback from your audience, making note of their responses.

Use the feedback form or evaluation questionnaire that you developed in Task 1 D and hand this out to all the participants in your audience.

For this, at the start of your presentation delivery as stated in Task 2B, you need to inform your audience that you will be distributing these feedback surveys that have few questionnaires to find out their reactions to and opinions of the presentation.

Assessor to observe if the presenter had notified the audience that a few questions verbally to find out their reactions to and opinions of the presentation.

B. To deliver a presentation for the Staff Safety Meeting and Training session using the electronic presentation developed in Assessment 1 Task 2A.

You are to take the role of Joe Roux, Manager of ACA Restaurant Café’ and deliver the presentation to the staff members present.

You may assume that Tony Baldwin and one other Team Leader (of your choice) will be supporting you in participating and delivering the presentation. However, this is not necessary.

In that case, your Assessor will take the role of both the persons in turns, if required, to reassurean emphasis on key matters and to generate an effective information session and presentation delivery. This encourages open communication between team member’s and brainstorms on the idea to amplify the presentation.

To deliver the presentation, you are executing the following:

Explain and discuss desired outcomes of the presentation with the target audience

• Use presentation aids, materials and examples to support target audience understanding of key concepts and central ideas

• Explain the purpose of the presentation and learning outcome

• Reflect on issues on WHS identified, resolution taken and encourage staff to comply with relevant legislation

• Monitor non-verbal and verbal communication of participants to promote attainment of presentation outcomes

• Use persuasive communication techniques to secure audience interest

• Provide opportunities for participants to seek clarification on central ideas and concepts, and adjust the presentation to meet participant needs and preferences

• Summarise significant concepts and ideas at strategic points to facilitate participant understanding

• culturally appropriate communication skills to relate to people from diverse backgrounds and people with diverse abilities

• facilitation and presentation skills to communicate central ideas of a message in an informative and engaging manner, and to utilise verbal and non-verbal techniques to sustain participant engagement

• literacy skills to prepare presentation information and to write in a range of styles for the different target audience

C. To collect the feedback from the audience post-presentation and write a report in 100 -150 words based on your analysis of how they have evaluated your presentation and central ideas presented. Also, outline how you can improve your presentation based on this feedback.

Question 1: During the presentation, should any of the staff members require to know where he/she can have access to certain legislative information on WHS, what visual aids and/or supporting materials could you organise or use to support the presentation

Question 2: Assume one of the staff members stated during the presentation, that he/she requires more clarification on one of the procedures of compliance to WHS, as he found the language used within the presentation was too much informative and too difficult to understand.

a. how do you, as Joe Roux, think you could adjust the presentation to meet his/her needs and preferences and allow him to develop a better understanding of the central concept?

b. what persuasive communication techniques could you applyin this situation?

c. consider the need to seek and discuss the reaction of the staff member with Tony Baldwin and other Team Leader (of your choice) and state what could you discuss them in this regards?

Question 3: In what way could you monitor the audience’s reaction whether they are satisfied with the informationgiven? Consider the non-verbal cues /communication.