Reference no: EM132231503 , Length: word count:2000

ASSESSMENT TASK TWO

Portfolio & Roleplay

Instructions
You are the Operations Manager at Grow Management Consultants and are required to develop an agenda and then chair a meeting on the company's upcoming leadership conference.

Carefully read the case study Grow Management Consultants (Appendix 1) and then complete the tasks below.

1. Develop a meeting agenda

Review the Grow Management Consultants Meeting Policy and Procedures (Appendix 2) and the Draft Conference Program (Appendix 3) and then develop an agenda for the meeting, using the Meeting Agenda template (Appendix 4).

Your agenda must include:
• the date and time for the meeting.
• the duration of the meeting (30 minutes).
• items for discussion (refer to case study and meeting policy and procedure).

The following staff will be attending the meeting:
• You (Operations Manager)
• Administration Project Officer (your assessor)
• Senior Management Consultant (Bob Downs)
• Marketing Manager (Jack Steel)

2. Identify leadership topics

Prior to the meeting, identify two (2) topics for the leadership conference using the report Global Human Capital Trends 2017

Analysis Global Human Capital Trends 2018 - The rise of the social enterprise

Make notes (handwritten or typed) on the two topics, to speak from at the meeting. Your notes must include:
• The proposed conference topic title
• A summary of the content to be discussed.

You will need to speak for 1-2 minutes on each of your leadership topics. Use the following example to guide you in developing your ideas and making notes.

Mindful Leadership: Becoming a Mindful Leader by the Application of Acceptance and Commitment Therapy (ACT) Principles.

ACT is an evidence-based approach that has been applied to clinical and organisational settings. When used as a leadership model, the application of ACT principles can assist managers in increasing work performance and innovation while reducing work stress and work errors.

The presentation will introduce basic ACT principles and introduce the qualities of being and acting as a mindful leader and person. Such qualities include empathy and self-compassion.

This will be a practical session with the focus on teaching and applying mindfulness techniques at work.

3. Conduct the meeting

At the meeting, the Administration Project Officer will be roleplayed by your assessor, who will also take notes. The other two staff will be roleplayed by two other students. Each student roleplaying a staff member will be briefed by your assessor to research and make notes on a topic for the conference for discussion. Before attending the meeting, consider to whom you should allocate each of the required roles and responsibilities for the conference. (Note: There is no right or wrong answer for this. You only need to advise each staff member of their roles and responsibilities).

During the meeting, you will need to present your two leadership topics (1-2 minutes on each).
The next part of the assessment requires you to conduct the meeting in the role of the Chair, in accordance with the company's meeting policy and procedures for face to face meetings. This is to include the following:

Prior to the meeting:
Check that the meeting space meets health and safety requirements as per health and safety legislation. Your assessor will set up at least two hazards in the room which you will be required to identify and then rectify.

On meeting commencement:
• Introduce yourself and welcome everyone
• Make sure everyone has a copy of the agenda and draft conference program
• State the purpose of the meeting
• Advise of the timeframe for the meeting
• Encourage all team members to contribute.

During the meeting:
• Go through each of the agenda items in order
• Keep to the time frame as set out in the agenda:

• wrap up the discussion when the time limit for the agenda item is reached
• ensure everyone sticks to the agenda
• make sure the meeting starts and ends according to the time in the agenda

• Share your own ideas for conference topics
• Seek the ideas from the staff team and encourage everyone to contribute
• Promote ethical behaviour - at the meeting a staff member will raise an ethical issue which you will need to respond to appropriately
• Ensure all ideas are discussed and the conference program is agreed on. (Note: there will be one more idea than there are spaces in the conference program, so you will need to discuss this issue and reach a consensus.)
• Achieve the meeting outcomes (i.e. to finalise the conference program)
• Reach a consensus on the best day and time for conference meetings
• Explain that the minutes of the meeting and a finalised conference program will be sent to staff following the meeting
• At the end of the meeting, notify the note taker that the notes of the meeting will need to be provided to you within the timelines specified in the meeting policy and procedure.

During the meeting, you are required to demonstrate effective communication skills as follows:
• Use of appropriate style (formal), tone (encouraging, respectful) and vocabulary (professional, business language) for the meeting
• Active listening skills
• Ability to ask questions and listen to responses to clarify understanding.

4. Prepare the meeting minutes

Create a folder and save all documents associated with the meeting under this folder. This will demonstrate that you can save meeting documents according to the company's requirements.

Ensure that you have an overall folder for your work, as well as sub folders if necessary.
All the documents you have submitted for this assessment task should be correctly named and filed.
Take a screenshot that shows all the folders and documents.

5. Send an email (Word document) to staff (your assessor)

The text of the email should be written in a polite, business-like style. It should include a summary of the outcomes of the meeting and direct the recipient to read the attached minutes and conference program.

Attach the minutes and the screenshot of the files to the email.

The minutes must be sent to staff within the designated timelines as specified in the Meeting Policy and Procedures.

Submit:
• Meeting Agenda
• Your leadership notes
• Meeting minutes
• Screen shots
• Email (Word document).

ASSESSMENT TASK THREE

Portfolio & Roleplay

Instructions

Grow Management Consultants has recently implemented a work-life balance policy. The policy includes a new initiative to hold a quarterly social event for all staff.

You are the Operations Manager at Grow Management Consultants and have decided to have an informal meeting with your staff to seek their ideas on social activities and to discuss timing (e.g. which days of the week work best, and what time).

Note that the policy states that a maximum budget of $500 per activity may be allocated and that activities may be held on Friday afternoons or after 5 pm on any other day of the week.

1. Develop a meeting agenda
Use the Meeting Agenda template (Appendix 4) to develop the agenda. The agenda must conform to the Meeting Policy and Procedures (Appendix 2).

Your agenda must include:
• the date and time for the meeting.
• the duration of the meeting (15 minutes).
• items for discussion (refer to case study and meeting policy and procedure).

The following staff will be attending the meeting:
• You (Operations Manager)
• Administration Project Officer (Sally Smith - roleplayed by assessor)
• Senior Management Consultant (Bob Downs)
• Marketing Manager (Jack Steel)

2. Identify social activities
Prior to the meeting, you will need to research ideas for social activities. Make notes on two (2) ideas to take these notes to use at the meeting.

3. Conduct the meeting
Review the Meeting Policy and Procedures to make sure that you understand the role and responsibilities of the Chair for an informal meeting, as well as the requirements for minutes. Your assessor will roleplay the Administration Project Officer and staff members will be roleplayed two other students. Each student roleplaying a staff member will be briefed by the assessor to research and make notes on their ideas for social activities to share at the meeting.

During the meeting:
• State the purpose of the meeting
• Encourage all team members to contribute
• Ensure that the meeting is kept to time and focused on the specified purpose
• Share your own ideas for social activities
• Seek the ideas from the staff team
• Discuss all ideas and agree on at least four (4) ideas
• Facilitate a consensus on the best day and time for the social activities
• Explain that you will send an email to report on outcomes.
During the meeting, you are required to demonstrate effective communication skills as follows:
• Use of appropriate style (formal), tone (encouraging, respectful) and vocabulary (professional, business language) for the meeting
• Active listening skills
• Ability to ask questions and listen to responses to clarify understanding.

4. Send two (2) emails
You have agreed on the social activities discussed at the meeting, as well as the time that the activities will be conducted. Draft an email (Word document) to be sent to the staff (your assessor) that briefly details the meeting outcomes and lists the social activities agreed on, as well as the agreed times.

Finish the text with a note that you will be correcting the email and sending the corrected version shortly. This email should have the word 'Draft' in its title.

Re-open the sent email and carefully check it for spelling and grammar and ensure that it is a true and accurate record of the meeting. Part of this assessment task requires you to demonstrate to your assessor that you can correct your own work accurately, so this email needs to contain text that is an improvement on the previous one. This email should have the words 'Final' in its title.

Submit:
• Meeting agenda
• Social activity notes
• Draft email (Word document)
• Final email (Word document)