Section 3: presenting and negotiating
Annexure 3 – Project portfolio
(If you are using the case study, please refer to the case study simulation pack)
Section 1: Planning communication
Describe the organisation you are basing this project on.
Ozhouse Clean is a Melbourne-based company that provides professional domestic cleaning services, such as routine housecleaning and spring cleaning. James and Nancy Anderson founded the company in 2005 as a family business. The company offers professional residential cleaning services.
The key objectives which are fundamental to the business of delivering world-class cleaning and customer service are:
Choose and describe a scenario in the 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.
Note: If you are using an organisation other than the case study, attach proof of the policies and procedures to this section of your portfolio.
How do these policies and procedures confirm your authority to present the information above?
b. These policies have rules for every individual and mentioned that who have the authority to schedule the meeting, and what information should be provided in the meeting and by whom all are mentioned in the meeting policy and all the operations and activities must be done under the meeting policy and procedures. A chairman is required to preside over a meeting. This is often the person who plans the meeting and distributes the agenda. The chairperson is in charge of meeting proceedings and is responsible for: nominating or requesting a member of staff to take meeting minutes, ensuring that sufficient notice is given and that an agenda is prepared, identifying all issues that must be addressed; and, if relevant, verifying (and, generally, signing) the minutes of prior meetings, keeping time, dealing with the order of business, fostering conversation, maintaining order , ensuring that everyone gets a chance to speak, ensuring that choices are made on problems that are discussed and that everyone understands what those choices are
c. Ensure that everyone in the meeting has a chance to speak. This may imply that certain people who have a tendency to dominate should be halted, while quieter ones should be encouraged to speak up. Limit the length of time each employee may talk on a given topic. It's also crucial for the person taking the minutes to be able to write down what's agreed upon, and it's occasionally a good idea to pause and double-check that everyone is satisfied with what's been recorded when the resolution passes.
| Meeting 1 | Meeting 2 | |
|---|---|---|
| Who am I communicating to? | Project Team members | Customers |
| What is the purpose of my communication? | The purpose of the communication is about presenting the information about the eco-friendly cleaning products and how to use it and what are the implications of this. | The purpose of the communication is about the new product and about the negotiation of the price increase. |
| What information should be part of the communication? | The information related to the use of the product and the information to the cleaning workers using new eco-friendly products. | The information about the new product options and the benefits of using it with the price structure, if using an eco-friendly cleaning products. |
| What position will I take regarding the information that must be communicated? | Leader | Management |
| Should any information be kept confidential? | Yes, the information regarding the supplier and the cost of the product must be kept confidential. | Yes, the information regarding the supplier and the cost of the product must be kept confidential. |
| What will be negotiated? | Price will be negotiated | Price will be negotiated |
| What are the objectives of negotiation (at least one per meeting)? | The objective of the negotiation is to compensate to the additional cost as the eco-friendly cleaning product is expensive than the other products. | The objective of the negotiation is to satisfy the customer and provide the best experience to them so that the company can achieve their objectives. |
| What stakeholder needs and requirements should be met during the negotiation? | Should promote the staff retention and satisfaction. | Customers should be happy with the services and should be retain and satisfy with the services. |
| What are the potential issues and problems that may arise from the negotiation (at least one each)? | Staff retention problems can be arising from the negotiation. | Unhappy customers or customer retention would be the issue for this. |
| What position will I take regarding any negotiation that will take place (identified in Section 1)? | Team Lead | Management |
| What are my supporting arguments to meet your negotiation objectives (identified in Section 1)? | Implement best practice in cleaning operations, including environmentally sustainable practices. |
Meet and exceed the expectations of the customers. |
| What forum will I use to present the information at the meeting (e.g., PowerPoint presentation at the group meeting, printout of information, one-on-one discussion etc)? | PowerPoint presentation at the group meeting. | PowerPoint Presentation |
| How does the forum meet organisational objectives? | The forum present the information regarding the new eco-friendly products which fulfils the Implementation of the best practice in cleaning operations, including environmentally sustainable practices. | |
| What vocabulary, tone, structure, and style suit the audience? | Influential structure and tone, Positive attitude |
Transformational leadership style |
|
By solving the customer’s complaints and fulfilling the requirements of the customers by providing the eco-friendly products for their safe use. By taking feedback at the end of the service and ensure to work on that for the continuous improvement. |
Section 2: Preparing
communication
Note: If meeting materials have not already been attached to your portfolio as proof (i.e. within the presentation), attach them to this section of your portfolio.
(80-160 words)
Meeting with team:
Subject: Team meeting
Hello team,
c. Hello sir/mam,
This message is regarding to inform you that we have introduced a new eco-friendly cleaning product for that the meeting has been scheduled as we will be amaze if you want to see the demo at the place and to know the benefits of this amazing products. Please free to call back if you have any query regarding the meetings.
| Attach: | Presentations (x 2) | ☐ |
|---|---|---|
| Additional meeting materials | ☐ | |
| Proof of scheduling meetings (x2) | ☐ |
Section 3: Presenting and
negotiating
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.
Attach your documented meeting outcomes to this section of your portfolio.
(100-300 words)
Using the case study, write text for two different emails. Each email needs to distribute the meeting outcomes for one meeting. (100-250 words)
Not using the case study, 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, screenshot of an intranet location of document etc)
Hello sir/ma’am,
This mail is regarding the previous meeting in which we have presented the information about the new eco-friendly cleaning products. I hope you have find that meeting worth and interesting and are most intended to use our services.
How can you improve?
(200 – 500 words)
| Attach: | Documented meeting outcomes (x 2) | ☐ |
|---|---|---|
| Proof of distributing meeting outcomes to stakeholders (if not using the case study provided) | ☐ |
