Bsbxcm401 leadership management budget PDF

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Activity 1: Develop a communication plan Template: Communication Plan

Work activities Board Meeting

Managers Meeting

Communication requirements  Discuss updated information in VET industry.  Take strategic decisions to implement those changes

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Team Meeting (Each department)

Discuss the action plan to implement Board meeting decisions. Assign departmental tasks

Daily work schedule  Upcoming plans  New agenda Future training and development

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Communication plan Audience Roles and responsibilities Members of the Board, CEO

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Compliance manager, Student service manager Administratio n manager Finance and accounts manager IT manager Department manager Executive and officers of concern department

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CEO will present the changes and discuss upcoming challenges Board will prepare Strategic plan. CEO will present logistics requirements to implement strategic plan. Compliance manager will discuss plan for ensuring regulatory compliance. Service standard and plan to increase service charter will be discussed by Student service manager.

Manager will assign individual roles and responsibilities for each member of the department Members will discuss the challenges Manager will discuss the action plan to overcome those challenges.

Communication methods  In house meeting  Email communication to send agenda, minutes, meeting paper etc.  In house meeting  Email communication to send agenda, minutes, meeting paper etc.

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In house meeting Email communication to send agenda, minutes, meeting paper etc.

Frequency Once in 3 month.

Monthly

Weekly

Email: To: [email protected] From: [email protected] Subject: meeting to develop a communication plan.

Dear Cris,

Being advised by the management, I would like to have a meeting with you to discuss different ways how to develop a good effective communication plan. I have arranged the meeting room for the next Friday 06/01/2022 at 2:00pm. Our compliance manager has agreed to preside the meeting. Meeting agenda is attached for your kind perusal. Please let me know if the time and place does not suit you or if you want to add any more agenda.

Thank you.

David Hendrawan

Meeting agenda:

Date/Time:

06/01/2022

Location:

Meeting Room

Chairperson:

Mr. John Smith, Compliance manager

Meeting Attendees:

Cris, Senior Manager

Full names and roles

David Hendrawan, Manager

Assessment Task 2 BSBXCM401_V1.0

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Agenda Item/Topic

Discussion/Outcomes

Action Officer

Due Date

Welcome

Chairperson welcomes all the attendees. Communication requirements

Email to all staff

07/01/202 2

Departmental roles and responsibilities

Compliance manager

07/01/202 2

(Agenda item 1)

Topic?

(Agenda item 2)

Topic?

07/01/202 2 (Agenda item 3)

Communication methods to be used.

Cris, Senior manager

Topic?

Summary

Overall Summary

Decision/s

Action/s if any

Assessment Task 2 BSBXCM401_V1.0

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Next Meeting Time/date

07/01/2021

Meeting closed at:

3:30pm

Minutes are a true and accurate record of the meeting

Approved/confirmed by whom?

Assessment Task 2 BSBXCM401_V1.0

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Meeting minutes:

Minutes of Meeting : Communication plan Meeting Objective: Prepare good effective communication plan Attendees: 

Mr. John Smith, Compliance manager



Cris, Senior Manager, Manager



David Hendrawan, Manager

Venue: Meeting Room Date: 06/01/2022

No.

Points Discussed

1

Chairperson welcome all the attendees and brief the objectives of the meeting

2

David Hendrawan discussed that, as per decision taken in the Board meeting, CEO assigned him to prepare a good communication plan other relevant tasks. He also seeks valuable opinion from everyone to prepare the plan and prepare good future plan to implement that plan successfully. He also mentioned that from n ow on Board

Assessment Task 2 BSBXCM401_V1.0

Actions Suggested

Target Date

Maintain close liaison with Cris and HR Manager.

07/01/2022

Identify relevant requirements and figure out appropriate methods to ensure effective communication. Through these tasks finalise the draft communication plan preferably Page 5 of 20

wants him submit a status report regarding development and implementation status.

before 31/01/2022

Draft plan needs to be submitted before next Board meeting which is scheduled to be held on 30/11/2021. Then, he submitted the draft plan for valuable opinion.

3

John Smith elaborately discussed the compliance requirements for the communication plan. He also, mentioned all the tasks need to be done in different department to ensure the legal compliance.

David Hendrawan is advised to circulate a memo to all department to inform their roles and responsibilities in regards to ensure proper communication.

07/01/2022

4

Cris shared some recent events that occurred in the office. Not all employees are aware about the different ways and methods the company use to communicate different information. During the induction training for new employees, not sufficient contents are discussed regarding that. Also, employees are aware about the changes in company’s ERP system. Because of these, a lot of important information does not reach to the

Cris suggested that company’s style guide should be changed and following communication methods need to be clearly elaborated in the style guide.

07/01/2022

Assessment Task 2 BSBXCM401_V1.0

David Hendrawan is assigned to discuss with HR manager and work together to ensure that Page 6 of 20

intended audience on time.

sufficient sessions are included in orientation training program regarding communication methods. It has been decided in the meeting that a proposal of formal presentation followed by written instruction will be forwarded to the management to be selected as method to communicate work instructions.

Signature of attendee 1: John Smith

Signature of attendee 2: Cris

Signature of attendee 3: David Hendrawan

Email: Assessment Task 2 BSBXCM401_V1.0

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To:

[email protected]

Cc: [email protected] From: [email protected]

Subject: Meeting Minutes.

Dear Colleague, Thanks for attending the meeting on 06/01/2022 I appreciate your valuable participation in the meeting. I have completed the minutes and attached with this email for your kind perusal. I would appreciate your valuable opinion and please feel free to advise me if I missed any parts of the discussion to be included.

Thank you.

With regards, David Hendrawan

Assessment Task 2 BSBXCM401_V1.0

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Manager abc company.

Assessment Task 2 BSBXCM401_V1.0

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Activity 2: Prepare and communicate work instructions Work instructions:

TITLE / DESCRIPTION OF PROCESS : CUSTOMER SERVICE AT FRONT DESK

CREATED BY

OBJECTIVE

EXPECTED RESULTS

INITIAL ISSUE DATE

Easy on boarding process.

Smoothen enrolment process. More oriented with RTO’s study requirements.

Provide better service to the students up to the desired CURRENT VERSION standards.

Allow flexibility to student to ensure work study balance. Up to date documentation

STEP NUMBER / ID

INSTRUCTIONS

ILLUSTRATION OF STEP

EXPECTED RESULTS

Fill out enrolment form

All necessary sections of the form need to be filled up. Team member at service desk will help the student to fill the form properly

Pre-assessment of student’s qualification.

1

2

Student consultation

Assessment Task 2 BSBXCM401_V1.0

The student consultant will have session with the student to identify actual learning need, future endeavor and best study option.

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Identify best fit for the student. Analyse student’s situation and prepare plan for future study.

3

Maintain good liaison with agents.

Assessment Task 2 BSBXCM401_V1.0

Compliance department to keep close liaison with students’ agents to ensure regulatory requirements and all compliance matters are up to date and meet requirements.

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Students will remain compliant all the time and that will help the students to devote more to study.

Meeting agenda:

Date/Time:

07/01/2022, 2:00pm

Location:

Meeting Room

Chairperson:

Senior Manager Compliance

Meeting Attendees:

Anny, Manager Compliance

Full names roles

Victor, Student consultant

and

Phoebe, Front desk Officer Cris, Supervisor Agenda Item/Topic

Discussion/Outcomes

Action Officer

Due Date

Welcome

Chairperson welcomes all the attendees.

Design new enrolment form

Compliance manager

07/01/202 2

Recruit new student consultant for newly introduced Business courses.

HR Manager and Compliance Manager

07/01/202 2

Prepare proper student record keeping procedure.

Manager

07/01/202 2

(Agenda item 1)

Topic?

(Agenda item 2)

Topic?

Assessment Task 2 BSBXCM401_V1.0

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(Agenda item 3)

Topic?

Summary

Overall Summary

Decision/s

Action/s if any

Next Meeting Time/date

07/01/2022

Meeting closed at:

5:30pm

Minutes are a true and accurate record of the meeting

Approved/confirmed by whom?

Assessment Task 2 BSBXCM401_V1.0

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Meeting minutes:

Minutes of Meeting: Dated 07/01/2022 Meeting Objective: Provide work instructions Attendees: 1. Anny, Manager Compliance 2. Victor, Student consultant 3. Phoebe, Front desk Officer 4. Cris, Supervisor Venue: Meeting Room Date: 07/01/2022 No.

Points Discussed

Actions Suggested

Target Date

1

Manager suggested that a new enrolment form

Anny, Compliance Manager

07/01/2022

Senior manager, compliance will work with HR manger to urgently recruit a consultant for business students.

07/01/2022

All necessary sections of the form need to be filled up by student. Team member at service desk will help the student to fill the form properly. should be developed.

2

Victor stated that as the RTO newly launched the Business courses a good number of students from business discipline are coming to know the details and eventually some of them are getting enrolled. To provide them good service one consultant is required exclusively for business Assessment Task 2 BSBXCM401_V1.0

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students.

3

Phoebe discussed the needs of proper record keeping of students. She suggested that written instructions are better to follow to confirm appropriate record keeping.

Manager is assigned to prepare a good student record keeping policy.

07/01/2022

Signature of attendee 1:

Signature of attendee 2:

Anny

Chris

Signature of attendee 3:

Signature of attendee 4:

Victor

Phobe

Email: To

:

[email protected]

Cc

: [email protected]; [email protected]; [email protected]

From

: [email protected]

Subject: Meeting Minutes.

Dear Colleague, Thanks for attending the meeting on 07/01/2022 I appreciate your valuable participation in the meeting. I have completed the minutes and attached with this email for your kind perusal. I would appreciate your valuable opinion and please feel free to advise me if I missed any parts of the discussion to be included.

Thank you.

With regards, Assessment Task 2 BSBXCM401_V1.0

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David Manager abc company.

Activity 3: Implement and monitor the communication plan Meeting agenda:

Date/Time:

08/01/2022

Location:

Meeting Room

Chairperson:

Mr. John Smith, Compliance manager

Meeting Attendees:

Anny, Manager Compliance

Full names and roles

Victor, Student consultant Phoebe, Front desk Officer Cris, Supervisor

Agenda Item/Topic

Discussion/Outcomes

Action Officer

Due Date

Welcome

Chairperson welcomes all the attendees. Provide performance feedback

David

08/01/202 2

Resolve any Communication

Cris

08/01/202 2

(Agenda item 1)

Topic?

(Agenda item 2)

Topic? Assessment Task 2 BSBXCM401_V1.0

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