Plan and present workplace communication systems

Section-1

Performance objective

You will demonstrate the skills and knowledge required to plan communication systems.

Assessment description
Using the simulated business information provided, and in response to a scenario, you will prepare a portfolio of communications planning documentation that includes a communications strategy and grievance procedure. You will also prepare and deliver a presentation to the senior management team on your plans for managing communications and consultation.

Procedure

Part A: Communications planning portfolio
1. Review the scenario in Appendix 1, particularly the background to the simulated organisation, current change issues, communication and consultation needs, and information about your role as Communications Consultant.

2. Review JKL Industries simulated business documentation, including strategic plans and operational plans. Note what the organisation does, how it does it, what its goals and objectives are, and who its stakeholders and customers are.

3. Develop a draft communications strategy for meeting organisational needs that includes:
a. two to three communications objectives
b. at least two different audiences, for example, senior management, work teams, or individual employees
c. at least two methods of communication or media
d. at least two provisions to facilitate bottom-up consultation (from employees to management); for example, consultation on employee health and safety, consultation on continuous improvement of work processes, consultation on employee conditions and pay, or consultation on job roles and performance expectations.
Note: Ensure you also provide for management feedback on consultation back to employees.

4. Develop a short (less than one page) grievance procedure.

Part B: Presentation to the senior management team

Research, plan and deliver a 10-15 minute presentation to senior managers on your proposed communications planning.

1. Prepare a business presentation in response to the scenario described in the scenario. Determine and prepare to discuss:
a. Audience needs and relevant interpersonal skills you will need to deploy to win support for your ideas.
b. Organisational needs:
i. internal strategic needs, goals and objectives
ii. external regulatory or legal requirements, such as for WHS consultation, anti-discrimination or industrial relations
iii. business ethics requirements.
c. Your proposed approach to communications and consultation to meet organisational and audience needs:
i. Prepare to explain your draft communications strategy, organisational policies and procedures, and how such communications systems and policies can support a coordinated approach to developing effective
work relationships.

2. Arrange a time and location to deliver your presentation to the senior management team.

3. Deliver the presentation to the senior management team. Ensure you deliver your presentation in accordance with deliverables

You must:
- submit a communications planning portfolio that includes:
o a communications strategy
o a short grievance procedure.
- deliver a 10-15-minute presentation on your proposed communications strategy. Your assessor will be looking for evidence of your ability to:
- provide leadership through your own behaviour including professional conduct that promotes trust with a business audience
- explain how communications systems, policies and procedures can support the development of effective work relationships
- explain how your communications strategy addresses legislative or regulatory requirements
- interact with others through:
o building professional trust
o demonstrating high level support and facilitation skills and your ability to engage and motivate others
- get the work done through:
o taking public responsibility for planning and sequencing complex tasks to achieve organisational goals
o developing processes and plans for complex communication activities with strategic importance
o analysing information to inform decisions about organisational communications strategy
o identifying opportunities for improvement in communications
- develop processes to manage ideas and information including:
o communicating information to support others to achieve work responsibilities
o facilitating employees' contributions to consultation on work issues
o providing feedback on the outcomes of consultations
o resolution of issues raised or referral to relevant personnel
- demonstrate writing skills through:
o researching and preparing plans and policies incorporating appropriate vocabulary, grammatical structure and conventions.

Section-2

Performance objective
You will demonstrate the skills and knowledge required to establish systems to develop trust and confidence and manage the development and maintenance of networks and relationships.

Assessment description
For this assessment task, you will read and respond to a scenario by answering a set of written questions.

Procedure
1. Read the scenario in Appendix 1. Pay particular attention to diversity and networking issues and information about your role as Brisbane Branch Manager.
2. Review the JKL Industries simulated business documentation, including policies and procedures.
3. Read the questions in Appendix 2 related to the scenario.
4. Create a document with written answers to the questions.
5. Submit a print or electronic version of your document containing answers to the questions in accordance with the specifications set out below.

You must submit:
- a print or electronic document containing answers to the case-study-based questions.
Your assessor will be looking for evidence of your ability to:
- apply policies to ensure that the organisation's cultural diversity and ethical values are adhered to
- provide leadership through your own behaviour, including:
o professional conduct that promotes trust with internal and external contacts
o adjusting your own interpersonal communication style to meet the organisation's cultural diversity and ethical environment
- plan for and manage the use of networks to support identifiable outcomes for the team and the organisation
- explain how systems, policies and procedures can support the development of effective work relationships, focusing on interpersonal styles, cultural and social sensitivity and networking.
- explain the relevance of legislation for managing effective workplace relationships
- interact with others through adapting your personal communication style to build trust and positive working relationships, and to support others' adjustments in practice and culture

For the following scenario-based questions, put yourself in the position of the new Brisbane Branch Manager and answer the questions accordingly.

Question 1:

An employee has complained to you that some members of your team have not made any effort to accommodate non-Christians in this year's Christmas celebrations. The employee feels excluded and disappointed that an opportunity to bring the team together has instead divided the team along religious lines.

How would you address the employee's complaint?

In your written response to the above question:

- Describe at least two pieces of JKL Industries' policy or procedure that conflict with the team's behaviour towards the employee.

- Identify the relevance of one piece of relevant legislation.

- Describe how policies and processes can help to promote cultural diversity, ethical values and relationship-building.

- Describe any changes or additions you would make to JKL Industries' policies, processes or communications to further promote cultural diversity and ethical values.

- Describe how you would approach the team and any suggestion you would make to resolve the issue fairly and consistent with organisational policy.

Question 2:

To respond to the issue described in question one, you have decided to meet with the team to directly address the behaviour.

How would you prepare for and approach this meeting?

In your written response to the above question:

- Describe what potential problems you anticipate from the team.

- Describe how you would confront the team with their unacceptable behaviour, while maintaining trust and avoiding the impression of taking sides.

- Describe your standard or default communication style. What communication style would you consider adopting for this scenario?

- Describe a previous situation in which you adapted your communication style to meet the needs of others in the workplace or achieve a work goal.