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.
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.
(250-500 words. Expand the table as you type)
| 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)? | Increase the number of clients by 20%. |
|
| 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. | It also fulfils the needs and desire of the customer regarding the interests in the eco-friendly cleaning products which meets and exceed the expectations of the customers. |
| What vocabulary, tone, structure, and style suit the audience? | Transformational leadership style |
|
|
Through group discussion and through role play. |
By giving a 5% discount to the potential customers who have been using the company’s product for more than a year. |
Section 2: Preparing
communication
For each meeting, prepare any other additional meeting materials that are needed. These could be an agenda, survey, feedback form etc.
Which materials should be distributed before the meeting?
Attach proof of how you've scheduled the meeting to this section of your portfolio.
To: Team members
From: Operational Manager
a. Text message
b. Feedback form
| Attach: | Presentations (x 2) | ☐ |
|---|---|---|
| Additional meeting materials | ☐ | |
| Proof of scheduling meetings (x2) | ☐ |
Section 3: Presenting and
negotiating
NOTE: Instructions on how to upload the video recordings as provided in Annexure 1. Ensure you upload the recordings to YouTube as unlisted videos.
Your response for 1 here: (Expand this box as you type)
what was discussed at the meeting
outcomes of your negotiation (including potential issues and problems).
For each meeting document, describe how you will distribute the meeting outcomes. (80-150 words)
If you are:
I have attached the outcomes of the meetings in this mail. Please find the attachment and for any queries please contact me back.
Thanks and Regards
Operational Manager
What feedback did you receive at the meeting?
What did you do well?
| Attach: | Documented meeting outcomes (x 2) | ☐ |
|---|---|---|
| Proof of distributing meeting outcomes to stakeholders (if not using the case study provided) | ☐ |
