Work in collaboration with the marketing team to draft your promotional message and mood board

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:

Team Member
Content Writer Monday 10-12
Tuesday 16-17
Thursday 10-13
Friday 15-16
Marketing Officer Monday 9-10
Wednesday 13-14
Thursday 12-13
Social Media Officer

Wednesday 16-17
Thursday 12:30-13:30
Friday 12-13
  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

Meeting Agenda
Meeting Title
Date and Time
Location
Attendees
Content
Items for discussion Presenter Duration
Review of Action Items from the previous meeting NA
Proposals for the next 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

Email to Marketing Team
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
  1. Prepare for the meeting

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

Meeting preparation
Authority to present
What is your authority to organise and facilitate this meeting?

Identify any compliance requirements (2-3).
For instance:

  • Information subject to confidentiality
  • Adherence to policy and procedures
  • WHS considerations
Information needs
What do participants need to know? What is the purpose of the meeting? (2-3 key items)
Position
Describe your position in line with the purpose of the meeting. For example, how will you ensure that the meeting has clear outcomes? How will you allow everybody to engage in the brainstorming? (30-50 words)
  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)

Reflection – meeting with the Marketing Team
How did you take notes during the meeting?
Who chaired the meeting?
How did you facilitate the meeting? Provide an example.
What did you do well? What could you improve?
  1. Write the meeting minutes

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

Meeting Minutes
Meeting Title
Date and Time
Location
Attendees
Apologies
Summary of Discussion
Action Items
Responsibility Deadline
  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

Email to the CEO
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

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:

Deborah Red
Tuesday 11-12
Thursday 16-17
Leonard Black
Monday 12-13
Wednesday 10-11
Thursday 15-17
Taylor Duncan Academic Manager Monday 12-14
Tuesday 10-12
Thursday 12-17
Friday 9-10
  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

Meeting Agenda
Meeting Title
Date and Time
Location
Attendees
Content
Items for discussion Presenter Duration
Review of Action Items from the previous meeting NA
Proposals for the next 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

Email to Stakeholders
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
  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:

Meeting, presentation and negotiation -preparation
Authority to present
What is your authority to organise and present in this meeting?

Identify any compliance requirements (2-3).
For instance:

  • Information subject to confidentiality
  • Adherence to policy and procedures
  • WHS considerations
Information needs
What do the stakeholders need to know? What is the purpose of the meeting? (2-3 key items)
Position
Describe your position in line with the purpose of this meeting. For example, how can you influence the stakeholders to approve your draft work? (30-50 words)

Outline the forum of choice for the presentation, including details. For instance, how the meeting will be structured.

Determine and outline the tone, structure and style of communication of the presentation according to the target audience.

Prepare a brief PowerPoint presentation
(5-6 slides) to present the promotional message and the mood board.
Include a slide for Q&A.

Submit the PowerPoint with the assessment. Call this PowerPoint 1.
Objectives of the negotiation
Identify the objectives of the negotiation during the meeting (2-3)
Needs and requirements from stakeholders
Identify needs and requirements from stakeholders (4-5). Hint: refer to the scenario provided and the Case Study in Appendix 1.
Issues and problems
Identify potential issues and problems. (3-4)
Position and supporting arguments
Prepare position and supporting arguments for the negotiation.
  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)

Reflection – Meeting with stakeholders
How did you take notes during the meeting?
Who chaired the meeting?
How did you facilitate the meeting? Provide an example.
What negotiation technique/s did you use? Why?
What was the tone of your presentation? How did you positively influence stakeholders?
What did you do well? What could you improve?
  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

Peer Review Form
Full Name and signature of the student completing the peer review. Full Name:
Signature:
Date
The Project Manager facilitated the meeting effectively by encouraging participation and feedback. Strongly Agree Agree Neutral Disagree Strongly Disagree
The Project Manager demonstrated positive reception of ideas and acknowledged suggestions, improvements and feedback. Strongly Agree Agree Neutral Disagree Strongly Disagree
The presentation was engaging, informative and professionally delivered. Strongly Agree Agree Neutral Disagree Strongly Disagree
The Project Manager established a relationship of mutual trust and respect with the stakeholders. Strongly Agree Agree Neutral Disagree Strongly Disagree
The Project Manager negotiated effectively with the stakeholders. Strongly Agree Agree Neutral Disagree Strongly Disagree
The Project Manager used active listening and questioning when discussing and clarifying information and to confirm understanding. Strongly Agree Agree Neutral Disagree Strongly Disagree
The outcome of the meeting was…. Exceptional Excellent Very Good Good Fair Poor Very Poor
Overall, the meeting was … Exceptional Excellent Very Good Good Fair Poor Very Poor
Feedback about organising and facilitating the meeting.
(30-50 words)
Feedback about negotiation skills.
(30-50 words)
Feedback about the presentation.
(30-50 words)
  1. Write the meeting minutes

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

Meeting Minutes
Meeting Title
Date and Time
Location
Attendees
Apologies
Summary of Discussion
Action Items
Responsibility Deadline

 

  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

Email to the CEO
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

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:
Focus group presentation -preparation
Authority to present
What is your authority to organise and present to the focus group?

Identify any compliance requirements (2-3).
For instance:

  • Information subject to confidentiality
  • Adherence to policy and procedures
  • WHS considerations
Information needs
What does the focus group need to know? What is the purpose of the focus group? (2-3 key items)
Position
Describe your position in line with the purpose of communication. For example, how can you collect unbiased and objective feedback from the focus group? (30-50 words)

Outline the forum of choice for the presentation, including details. For instance, how the testing will be structured.

Determine and outline the tone, structure and style of communication of the presentation to the focus.

Prepare a brief PowerPoint presentation
(5-6 slides) to present the finalised promotional message and the mood board to the focus group.
Include a slide for Q&A.

Submit the PowerPoint with the assessment. Call this PowerPoint 2.
  • 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

Testing Feedback Form
Date:
Name of the student providing feedback:
Thank you for participating in this focus group.
You will be presented with a promotional message for the new campus in Sydney and a mood board for a website promoting the campus to prospective students students.
Please answer the questions below and let us know what we are doing right and what we can improve.
Question Your answer
Describe your first impression of the promotional message about the new campus in 3 words.
Would the message lead you to find out more about the school and campus? Y ?
N ?
How would you describe the tone of the message? Use one adjective that best describes it.
Would you visit the campus based on the appeal of the promotional message? Y ?
N ?
When looking at the mood board, what did you think (tick all that applies): I liked the colours Y ? N ?
Why?
The design is appealing Y ? N ?
Why?
I would explore the website Y ? N ?
Why?
Would you change anything? Y ? N ?
If yes, what?
What caught your attention in the mood board? Why?
Do you have any questions, observations, or feedback that you would like to share? Y ?
N ?
If yes, please provide your comments below:

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)

Reflection – Meeting with stakeholders
How did you facilitate the focus group?
What did you find most challenging during the presentation?
Provide an example of a question you answered.
What did you do well? What could you improve?
  • 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

Email to the CEO
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

References

Please include your references below:
Please APA REFERANCE STYLE ONLY
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