BSBCMM511 - Communicate with influence Assessment

Assessment Description

This assessment pack requires the learner to communicate with influence within an organisation. To complete this assessment, the learner must complete 3 interactive assessment tasks .

For a task to be considered satisfactory, all elements of it must be complete.

On completion of all 3 tasks, the learner will demonstrate that they can:

• Communicate clearly

• Present and negotiate persuasively

• Lead and participate in meetings

• Make presentations to internal and external stakeholders

Introduction

All students who have nominated a third party for their course must provide a completed third-party evidence collection form for this unit. You can nominate a third party [here].
Download the third-party evidence collection form for this unit [here].

Ask your nominated and approved third party to complete the form and submit the completed evidence collection form with your assessment.

NOTE: To comply with the assessment conditions for this unit you are required to demonstrate your ability to plan and deliver a group presentation and participate and lead a meeting on at least two occasions .

Case Study Information

To complete the three assessment tasks required for this unit you are required to familiarise yourself with the case study company (John Readings) as well as the significant structural and process changes occurring within it. You will need to download the company resource materials and supporting documentation (as referenced for each assessment task).

You must also carefully read the scenario information found at the beginning of each task.

Scenario 1 – Changes: Business Overview

Company Overview:
John Readings is an Australian-owned company publishing, printing, distributing, and selling books to the Australian and Global market. The company mission is to:

“deliver value to customers and investors through our highly trained, motivated, and expert workforce”

• Head office: Sydney

• Major warehouse: Melbourne

• Retail outlets: All Australian capital cities and many regional centres

• Online business: Services Australia, New Zealand, and Asia (global expansion planned)

Business Changes:
John Readings is going through a period of change and restructure brought on by:

• Changing demand for books (from hard copy to online)

• Shift in purchase methods (from retail outlets to online stores)

• Move to destination shopping experiences in retail outlets

• Establishment of high-end boutique publishing arm

• Introduction of a new B2B channel

The management team recognises the need for sound communication strategies to ensure employees and contractors are informed and feel comfortable with ongoing changes.

Management have engaged you, a communications consultant, to assist with this process.

Assessment Task 1 – Plan and Deliver a Group Presentation and Participate and Lead a Meeting

Task 1 Specifications

You are required to complete:

• Internal communications: Audience profile

• Briefing paper for senior management

• Audience identification document

• Group presentation planning form

• Presentation (PPT)

• Briefing notes (for participants)

• Email to CEO seeking approval for presentation and briefing notes

• Meeting planning form

• Notes on conflict management

• Meeting requirements form

• Meeting agenda

• Email to meeting participants and materials required for the meeting

• PPT copy of the presentation (with speaker notes)

• Simulation with Assessor

• Meeting minutes

• Action plan

• Email to management commenting on the presentation, feedback received and improvements

• Email to attendees distributing minutes

• Email to CEO outlining when and who minutes were sent to

• Observation checklist*

NOTE: Your assessor will complete the observation checklist required for your presentation delivery.

Scenario 2 – Department of Transport Logistics Proposed Changes

At the end of the financial year, you are an external consultant employed by John Readings senior management team to assist with communications around the changes occurring in the Transport and Logistics (T&L) Department.

Background:

• Operational goals developed to improve Sydney market share by 9.5% through efficiency and shorter delivery times

• Large truck fleet and improved distribution systems required

• Management wants to ensure sound communication strategies are in place

Your Tasks:

1. Prepare a briefing paper on current communication strategies and guidelines.

2. Organise and lead a meeting with T&L staff regarding changes to the workforce.

3. Deliver 3 key communications :

   • Briefing paper for senior management

   • Presentation to T&L stakeholders

   • Meeting to explore issues and obtain initial consensus

Part A – Briefing Paper for Senior Management

The briefing paper should include:

1. Organisational structure of John Readings and where T&L fits

2. Summary of T&L Department:

   • Goals/KPIs

   • Staff numbers

   • Employee profiles (job roles, age, sex, job satisfaction, culture, language requirements)

3. Communication/audience profile of T&L employees

4. Company policies and procedures relevant to communications:

   • Confidentiality of information

   • Presenting and negotiating meetings

   • Leading and participating in meetings

   • Making presentations

   • IT and business intellectual property use

   • Compare policies with information gathered; identify gaps or updates needed

5. Other confidential information considerations

6. Recommended communication strategy:

   • Preferred methods, tone, structure, style

Part B – Plan and Deliver a Group Presentation

• Identify your audience and desired behaviours

• Complete Group Presentation Planning Form

• Prepare PowerPoint presentation (10–12 slides, 6–10 minutes)

• Allocate 3–5 minutes for questions

• Prepare briefing notes for participants

• Draft email to CEO for approval

Part C – Plan, Participate, and Lead a Meeting

• Complete meeting planning form

• Complete meeting requirements form

• Prepare meeting agenda

• Draft email to participants with agenda and materials

• Plan and employ influential communication techniques :

  • Generate discussion

  • Discourage conflict or negativity

  • Seek agreement on action items

Part D – Booking for Simulation Assessment

• Submit documents from Parts B & C at least 2 days prior

• Book simulation with assessor (30 minutes)

• Demonstrate:

  • Clear communication

  • Audience-aligned vocabulary

  • Active listening and questioning

  • Compromise and resolution

Part E – Post Presentation / Meeting Follow-Up

• Prepare meeting minutes

• Draft email to distribute minutes and action plan

• Email CEO summarising attendees, minutes sent, and timeframe

• Draft email to management commenting on presentation feedback and improvements

Assessment Task 2 – Prepare and Participate in a Negotiation

• Identify negotiation parties

• Develop meeting agenda and draft email invitation

• Complete Stakeholder Analysis Matrix

• Complete Negotiation Meeting Planning Form and Preparation Checklist

• Conduct 30-minute simulation with assessor

• Draft meeting minutes and email to attendees

• Email stakeholders summarising outcomes and attach action plan

Assessment Task 3 – Plan and Deliver a Group Presentation & Lead a Meeting (Drivers)

• Prepare audience profile for drivers

• Plan and deliver 10–12 slide PowerPoint presentation

• Draft email to CEO & Director T&L for approval

• Invite attendees with email including agenda and briefing notes

• Plan conflict management strategies

• Conduct 30-minute simulation with assessor

• Post-simulation: prepare meeting minutes, action plan, and emails to CEO & management

This version keeps your exact words but organizes the content with:

• Clear headings/subheadings

• Bullet points and numbered lists for readability

• Consistent spacing for easy navigation

Brief Summary of Assessment Requirements

The assessment pack focuses on developing the learner’s ability to communicate with influence within an organisation. To successfully complete the assessment, the learner must complete three interactive tasks:

1. Plan and deliver a group presentation and participate and lead a meeting

2. Prepare and participate in a negotiation

3. Plan and deliver a group presentation & lead a meeting with drivers

Completion of all tasks demonstrates the learner’s capacity to:

• Communicate clearly

• Present and negotiate persuasively

• Lead and participate in meetings

• Make presentations to internal and external stakeholders

The assessment involves working with a case study company, John Readings, which is undergoing significant structural and process changes. The learner is required to:

• Prepare internal communications, audience profiles, and briefing papers

• Plan and deliver presentations (PowerPoint)

• Organise and lead meetings, including conflict management

• Conduct simulations with an assessor

• Draft emails, meeting minutes, and action plans

Key focus areas include communication strategy, stakeholder engagement, influential communication techniques, and post-meeting follow-up.

Approach Taken by the Academic Mentor

The academic mentor guided the student through the assessment in a step-by-step process, ensuring clarity, structure, and alignment with learning outcomes. The approach was as follows:

Step 1: Understanding Assessment Requirements

• The mentor first explained the overall objectives, including communication, presentation, negotiation, and leadership skills.

• The student reviewed the case study company, John Readings, including its structure, business changes, and the Transport & Logistics (T&L) department.

• Key instructions and deliverables were clarified to ensure the student understood all parts of each task.

Step 2: Preparing Documentation for Assessment Task 1

• Audience Profile & Briefing Paper : The student collected information about T&L staff, KPIs, organisational structure, and relevant policies.

• Communication Strategy : The mentor guided the student in recommending communication methods, tone, and style suitable for the department.

• Presentation Planning : The student used the Group Presentation Planning Form, developed PowerPoint slides (10–12 slides), and prepared briefing notes.

• Meeting Planning: The mentor assisted the student in completing meeting planning forms, agenda, and conflict management notes.

Step 3: Conducting Simulations

• Presentation Simulation : The student practiced delivering information clearly, aligning vocabulary with the audience, engaging with questions, and seeking feedback.

• Meeting Simulation : The mentor guided the student to use influential communication techniques, manage conflict, encourage discussion, and reach consensus on action items.

Step 4: Post-Simulation Follow-Up

• Meeting Minutes & Action Plans : The student prepared and distributed minutes and action plans to participants.

• Emails to Management & CEO : The student drafted emails summarising outcomes, feedback received, and proposed improvements for future presentations and meetings.

Step 5: Assessment Task 2 – Negotiation

• The mentor assisted in identifying stakeholders, developing agendas, and drafting invitation emails.

• The student completed the Stakeholder Analysis Matrix, Negotiation Meeting Planning Form, and negotiator’s preparation checklist.

• During the simulation, negotiation techniques were applied to achieve mutually beneficial outcomes, document minutes, and develop action plans.

Step 6: Assessment Task 3 – Drivers’ Presentation & Meeting

• The student prepared an audience profile for drivers and designed a presentation tailored to engage them.

• Emails for CEO/Director approval and participant invitations were drafted.

• The meeting was planned with strategies to manage potential conflicts, encourage participation, and gain buy-in for trial changes.

• Post-simulation, minutes, action plans, and follow-up emails were prepared and shared with stakeholders.

Outcome and Learning Objectives Covered

Through this structured approach, the student successfully:

• Developed a clear understanding of organisational communication strategies

• Practised effective presentation and negotiation skills

• Learned to lead meetings and manage conflict

• Applied active listening and questioning techniques

• Delivered targeted communications to different stakeholders

• Produced well-structured documentation including briefing papers, agendas, minutes, and emails

Overall , the assessment demonstrated the student’s ability to communicate with influence, lead and participate in meetings, negotiate effectively, and make presentations to internal and external stakeholders, achieving the learning outcomes of BSBCMM511.

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