Complete the following activities:
You have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives).
The Marketing Manager is going on maternity leave, and her replacement won’t start for another four weeks. As you are in charge of the new campus project, the CEO asked you to assist the marketing team in developing the following:

• A promotional message to advertise the new campus in Sydney
• A mood board to inspire the design of a new website dedicated to the new campus

This assessment requires you to:

• Work in collaboration with the marketing team to draft your promotional message and mood board
• Present your draft work to relevant stakeholders for feedback and approval
• Negotiate changes to the promotional message and mood board
• Present and test the finalised work using a focus group

Task 2.1 Meeting with the Marketing Team
Schedule a time with the trainer and assessor in week 3 of class to meet with the marketing team (played by a group of classmates). This is a Role-Play.
The meeting is about brainstorming ideas for the promotional message and the mood board.
The trainer and assessor will validate that the meeting took place and provide feedback on the marking sheet.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

1. Organise the meeting (20-30 minutes)

Stakeholders availability is as follows:

1. Develop a meeting agenda (Template 1).

Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.
Template 1 -Meeting Agenda

1. Write an email to the team to inform them about the meeting.

Attach the meeting agenda and mention any other relevant meeting material in the message body (example: link to competitors’ website).
Use Template 2.
The email text should be grammatically correct and written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email

1. Prepare for the meeting

Reflect on the meeting requirements and prepare for the meeting. Complete the table below:

1. Conduct the meeting (20-30 minutes)

Facilitate the meeting with the marketing team:

• Explain the meeting objectives and seek consensus
• Assign roles such as the meeting chair and note-taker
• Facilitate the brainstorming
• Make sure that all team members participate actively
• Lead the meeting to achieve clear outcomes
• Use active listening and questioning to seek information and confirm understanding
• Adapt your communication style to build trust with the team
• Create a positive work environment during the meeting

Reflect on the meeting and answer the questions in the table below.
(50-100 words in total)

1. Write the meeting minutes

Record the meeting minutes using Template 3.
Template 3 -Meeting Minutes

1. Inform stakeholders of the outcome of the meeting

Write an email to the CEO, Ms Deborah Red, to inform her about the ideas brainstormed during the meeting and your choice with the promotional message and mood board.
Include a draft of the promotional message and mood board in the message body. Please note that the mood board can be as simple as a collage of images.
Attach the meeting minutes to the email.
Use Template 2.
The email text should be grammatically correct and written in an appropriate (polite, business-like) style.
(60-100 words)
Template 2 -Email

Task 2.2 Present to and negotiate the draft work with relevant stakeholders
Schedule a time with the trainer and assessor in week 4 of class to meet with relevant stakeholders (played by a group of classmates). This is a Role-Play.
The meeting is about :

• Presenting your draft work for the promotional message and the mood board
• Gather feedback and input from stakeholders
• Negotiate changes and improvements
• Obtain approval

The trainer and assessor will validate that the meeting took place and provide feedback on the marking sheet.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.

1. Organise the meeting (20-30 minutes)

Stakeholders availability is as follows:

1. Develop a meeting agenda (Template 1).

Include 3-4 agenda items, consider staff availability when scheduling a time for the meeting.
Template 1 -Meeting Agenda

1. Write an email to the stakeholders to inform them of the meeting.

Attach the meeting agenda and mention any other relevant meeting material in the message body (example: link to competitors’ website).
Use Template 2.
The email text should be grammatically correct and written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email

1. Prepare for the meeting

Reflect on the meeting requirements and prepare for the meeting, the negotiation and the presentation.
Assume the following:

• The implementation of your proposal for the promotional message and the website would be 10% over budget. The CFO does not want to run any project over budget.
• The CFO is detailed oriented; he likes facts and data; he is efficient and to the point. He is not a risk-taker.
• The Academic Manager is not assertive but responsive; she values the quality of the courses. She is a low-risk taker and compliance-driven. She can be over-sensitive, emotional and sometimes dramatic.
• The CEO is a risk-taker, decisive and determined. She is strong-minded. She can be impatient, inflexible, and a poor listener.
• The CEO would be happy to spend additional money on your proposal, but she knows that the board would not accept a higher budget.
• The CEO wants an engaging and professionally structured presentation.

When conducting the meeting, please note that your classmates will play their roles based on the scenario described above.
Complete the table below:

1. Conduct the meeting (20-30 minutes)

Facilitate the meeting with the stakeholders:

• Explain the meeting objectives and seek consensus
• Assign roles such as chair and note-taker
• Facilitate the conversation
• Ensure participation and engagement from stakeholders
• Lead the meeting to achieve clear outcomes
• Use active listening and questioning to seek information and confirm understanding
• Adapt your communication style to build trust with the team
• Create a positive work environment during the meeting
• Present the promotional message and the mood board
• Answer questions from stakeholders and provide relevant information
• Establish areas of common ground and potential compromise
• Manage the stakeholders’ different personalities and expectations
• Negotiate changes and improvements
• Achieve consensus and obtain approval for the promotional message and the mood board

Reflect on the meeting and answer the questions in the table below.
(100-150 words in total)

1. Peer- review

• Provide the stakeholders with the feedback report form (Template 4) before the presentation, in soft or hard copy, to take notes.
• Ask your classmates to complete the feedback report, sign and date.
• Provide evidence that the feedback reports were completed: a scanned copy of the forms attached to your submission.
• Take the feedback received into consideration and finalise the promotional message and the mood board to present to the focus group in Task 2.3.

Template 4 -Feedback Report

1. Write the meeting minutes

Record the meeting minutes using Template 3.
Template 3 -Meeting Minutes

1. Inform stakeholders of the outcome of the meeting

Write an email to the CEO, Ms Deborah Red, to summarise the outcome of the meeting.
Summarise the agreed changes and improvements, and describe the actions taken to implement the agreed changes.
Attach the meeting minutes to the email.
Use Template 2.
The email text should be grammatically correct and written in an appropriate (polite, business-like) style.
(60-100 words)
Template 2 -Email

Task 2.3 Present to a focus group
This task requires you to test the finalised promotional message and mood board with a focus group.
Schedule a time with the trainer and assessor in week 5 of class and present the finalised work to a group of classmates who will play the role of prospective students (target group in the focus group) in simulated work conditions.This is a Role-Play.
Duration: 15-20 minutes.
The trainer and assessor will evaluate your performance during the Role-Play and provide feedback on the marking sheet.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.
Before the presentation

• Plan for the presentation. Complete the table below:

• Prepare to provide the testing feedback form (Template 5) to each participant in the focus group (soft or hard copy).

Template 5 – Testing feedback form

During the presentation

• Explain the objective of the focus group presentation
• Present the finalised promotional message and mood board
• Ensure participation and engagement from the focus group
• Use active listening and questioning to seek information and confirm understanding
• Adapt your communication style to build trust with the focus group
• Create a positive environment during the focus group
• Answer questions from the focus group and provide relevant information
• Collect feedback from the focus group

After the presentation

• Provide evidence that the feedback reports were completed: a scanned copy of the forms attached to your submission
• Reflect on the presentation to the focus group and answer the questions in the table below.

(50-100 words in total)

• Write an email to the CEO, Ms Deborah Red, to summarise the focus group’s outcome.

Summarise the feedback received by the focus group and how you will follow up on that feedback.
Use Template 2.
The email text should be grammatically correct and written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email

References