Communicate with influence 51 PDF

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Summary

Communicate with influence for business and leadership management...

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CONTENTS S.NO

CONTENT

PAGE NUMBER

1.

TASK 1 (WRITTEN REPORT)

3-6

2.

TASK 2 (PROJECT)

7-11

3.

TASK 3 (PRESENTATION)

12-13

4.

References

14

ASSESSMENT TASK 1-WRITTEN REPORT

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1.An outline of the key information that should be included in an organisation’s communication policy for communicating both internally and externally. Ans: The way of the organization’s communication is quite different from the normal communication process. The reason behind it to treat people more professionally and to transfer the required appropriate knowledge without any trouble. Communication policies and guidelines help employees share information to do their jobs effectively and support the organization’s image externally. Following are the principles of both the internal and external communication that will be the part of the communication policy:  efficiency and promptness  truth and validity  reliability and confidentiality  conciseness and clarity

2. The importance of confidentiality of information in the workplace and three examples of information that must be kept confidential. Ans: The importance of the confidentiality is an important aspect for the organization to maintain in a good and smooth pattern. The following are three main confidentiality areas of workplace:

1.Employee Information: The workplace has to follow some government or employee rights. All the employees who are working in an organization have their confidentiality that workplace organizations are not allowed to share or dispose any kind of personal information of employees such as employees social security, home address, contact details, licence number and working status. 2. Management Information: It includes the relationship issues of the employees, discipline actions, terminations and workplace investigations. 3. Business Information: It includes the confidentiality of proprietary information, trade secrets, manufacturing process, business plans and financial budgets.

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3. What the strategies and procedures are for maintaining the confidentiality of information in a business environment. Ans: Following are the strategies to maintain the confidentiality at workplace environment:  Proper Labelling: It can appear on electronic and hard copy documents. A label could be: " Confidential information and property of XYZ company.  Insert non-disclosure provisions in employment agreement: It is a best and most practical way to keep the confidentiality with signing a contract with employee.  Check out other agreements for confidentiality provisions: As a running good business may have a number of contracts so it is best to sign a separate confidentiality or non-disclosure agreement (NDA).  Limit access: Workplace company can make a limit access to confidentiality information and prepare few staff members who can have a right to get access of confidentiality information.  Consider notifying the new employer: A letter to be given to new employer that outlines the former employee's legal obligations regarding confidential information of the former employer.

4. A description of three effective conflict resolution techniques. Ans: Following are three effective conflict resolution techniques:  Listen, Then Speak Out: Listening to the issues of the employees should be the priority and make troubleshooting solutions.  Promote Teamwork: To encourage and motivate the staff members is the best way to promote teamwork as well as efficiency  Be Impartial: Being a leader or head of the working staff members is necessary to have a healthy relationship with all of them and avoid to be on one side.

5. Appropriate steps to be followed to identify and resolve workplace problems. This also includes the mediation process and two important principles to consider when mediating in the workplace.

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Ans: The two mediation principles are:  Impartiality and neutrality: the mediator must keep in his/her mind about impartiality and neutrality. They should not view that issue based on their personal values and not comment on the advice, suggestions and value judgements.  Integrity and fairness: the mediator must achieve the integrity and fairness to resolve the conflict

6. A description of three effective communication techniques that can be applied to assist with the de-escalation of a difficult situation. Answer: Following are some points:  Be inquisitive: ask open question for better understanding such as what, when, why and how.  Listen carefully to understand always listen carefully and have minute of pause to offer and get a response from other side.  Speak respectfully: always concern about your word. 7. An outline of three effective cross-cultural communication strategies. Ans:  To watch a non-verbal communication method and apply them on your staff members.  Keep the staff updated about the all people’s cultural background and their traditions  To maintain a personal touch with staff members for better communication and response.

The importance of ensuring that meetings are structured and five important considerations for ensuring that a meeting is structured. 8.

Ans: Following are the five considerations of the strctured meeting:  Purpose of the meeting: The purpose of the meeting should be well defined and clear. The invitation of the meeting should have some positive indications so that all staff members attend that meeting.

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 Setting an agenda: The meeting should have set of rules and regulations to complete the following tasks such as managing the meeting, keeping the meeting on time, encourage staff members for making notes and group participation.  Meeting Content: The meeting content should have its set priorities, manage appropriate time and decisions  Ensue greate communication: the effective communication should be there in the meeting to deliver the better understanding, suggestions and more creative ideas.  Follow up: The proper follow up is required to get an feedback on previous meeting and to plan new points accordingly.

9. A description of three strategies that could be implemented to ensure that a meeting is inclusive. Ans:  On job educational training: It is important for the company as well as employees growth. They will be more connceted with the recent researchers and techniques.  More effcetive meetings: Moning meetings and weekly meetings to be planned based on the current issues of the employeesn for better solution and cooperation.  Make a head of the effective communication: One staff ember from each department have to plan a meeting with all the head of effective communication department staff members to enhance the staff participaton and responsibilities towards working environment.

TASK 2- PROJECT IPSO APPLIANCES APPLICATION INTRODUCTION OF POSITION PAPER IPSO Appliances Australia is a company that manufactures and distributes several kitchen and laundry equipment throughout Victoria. Each department of the company has a staff-members according to their requirements. The main purpose of this position paper is to initiate the work from home arrangements. Company has planned to expand the business which requires more staff especially in the customer service department which includes general customer service and non-technical support staff. The high

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turnover rate of customer service representatives is higher among employees due to the rotation of shifts across seven days a week which creates an issue with public transportation. Another reason behind this is the working area, which is very tight and noisy, so they are not able to get work done by new staff. Work from home would be the best solution for the above-mentioned problems and it could help to increase the gross production of the company. RATIONALE Working from home will provide us with the solutions of current issues and would help expand the business by alleviating the turnover rate, spreading more area, solving the transportation problem and maintaining the home responsibilities. Employees can maintain their work as well as home responsibilities. Moreover, the increase in the concentration on work will lead to enhance the quality of work. The extracts of the information are summed up in totality to establish a position paper of what to do and how we can overcome the current issues of the company by simple but necessary interventions. LINK TO STRATEGIC OBJECTIVES IPSO Appliances Australia has its Human Resource policies for work from home which implies to create a positive relationship with employees to get workforce safety, capability, staff engagement and high performance. These could be achieved through the objectives which will indicate to gain strategic directions, focus on business outcomes, workplace relationship and monitoring employee's outcome. The set objectives will lead to gain the expected productivity and efficiency.

OBJECTIVES  To provide a flexible work option that will ensure the safety of employees working from home.  To establish a communication process to ensure that employees are aware of developments during the time when they are not at the workplace.  To provide safe and designated workspace at home-based worksite.  To manage the personal responsibilities such as childcare or elder care.  To provide training to staff for upgrading their work knowledge, skills and to maintain their safety according to Workplace Health Safety (WHS) Ergonomics.

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 To ensure that information is transferred between job shares and the role functions according to communication guidelines.  To provide a planning calendar for employees to outlining their days and hours of working.

STRATEGIES

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REMOTE AREA WORK ACCESS : Company will be initiate some remote area work facilities for people belongs to low-socio-economic status. So, that they can manage their travel expenses, childcare and elder care. This strategy would be beneficial for current employees as well. This would be very beneficial for the workers and company as it could increase the human and nation product. Moreover, flexibility of time, time off and location would be at first for all.

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MOBILE CENTER COMMUNICATION: Managing director of that area will open 2 to 3 mobile centres for community population. It would create awareness among current and new employees. Moreover, community level meetings should be initiated for better progress of work options. Pamphlets, workshops and seminars should be conducted at frequently.

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TRAININGS: Employees to be trained regarding their work and job duties. Trainings includes door to door visits, and 15 days induction during joining.

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ENGENIEERING AND MAINTAINACE: Management department of company will provide all the necessary equipment required for work at home. It will be the responsibility of engineering department to set a work site at their house with all required needs.

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MOBILE PHONE APPLICATION : Company will provide a mobile phone to each home which will connect the house directly to the company. The receiving, processing, packaging and distribution of the made stuff will be documented and recorded through this application. It would be very easy and have a local language for the easy access of employees and customers.

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WORK TIMIMG : Company will be managing the work of their employees. Workers will get their work in their free time. For Instance, during kid’s school timings, weekends and afternoon time. It will be easy for the employees to work and earn money.

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WORK HEALTH SAFETY: Employees to be made aware about the heath safety. Each home will have safety guidelines for any mis happening during work. There will be special treatment options under safety heath.

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BENEFITS OF WORKING FROM HOME ARRANGEMENTS • • • • • • • • • •

Employees can balance their demands of work with their family responsibilities Work from home arrangements would enhance or maintain productivity Home from work will provide benefits to council It is a good working options for injured or handicapped people. More flexible time and work location for workers It keeps the privacy of people Provides a safe environment People can more concentrate on their work at home It prevents from the noise pollution No burden and stress for rotating shifts  PROPOSED ARRANGEMENTS FOR WORKING FROM HOME, INCLUDING WHO AND WHENWHO WHEN

WOMEN AFTERNOON (11AM TO 3PM) MEN NIGHT (8PM TO 12MN) ADULTS 8 HOURS/ DAY (as per their school/college timings)

POTENTIAL OBTACLES AND SOLUTIONS FOR UPCOMING ISSUES Every option has a positive and negative impacts. There will be number of problems can arise during work from home. Some of the problems are listed below: • Loneliness: People can feel lonely during work because they must stay with themselves. • Work Distraction: Employees can have a distraction from household works. So, it is very important to manage the working hours. Domestic issues can create a problem for work. • Communication Issues: The communication issues are the major issues which can make a difficulty in production and distribution of work. • Bad Health Habits: Employees can have bad health habits if they do not manage their household and office work. Moreover, work from home can lead to sedentary life habits. • Hectic employee Schedules: Work from home can raise a hectic schedule which can hamper their daily living activities.

SOLUTIONS FOR PROBLEMS • • •

Employees should concentrate more on communication process Training to be done at up to date level Use of mobile application would be efficient

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• • • •

Weekly roster to be made before the end of last week Work from home policies to be notify to all workers Fortnightly workshop for employees to get to know their issues. Use of social tools to unify separate team.

TASK 2.2 - CONFRM APPROVAL TO PROCEED Respected CEO of ISP, The company is based in Melbourne Victoria. Number of staffs are working in the company. The customer service department operates seven days a week, Monday to Sunday from 7am to 10pm. Staff currently working on rotating shifts. So, they are suffering from many problems like tired schedule, travel issues, tight office space, noise pollution, no concentration and home responsibilities. The company is in the process of expanding its operation and intends to recruit a further fifty customer service representatives over the next two years. The current office space is already tight and noisy. So, company is finding another suitable location. Because of these problems company wants to initiate work from home arrangements. Kindly accept us approval and allow us to start work from home arrangements for the better economic production for nation as well as human. Best Regards, Human Resource Department IPSO Appliances Australia

CHAIR THE MEETING WITH MEETING AGENDS AND MINUTES MEETING AGENDS MEETING DATEMEETING 12/09/2020 TIME/DURATION 01 pm to 02 pm 1-hour duration NAME OF THE IPSO APPLIANCES STAFF MEMBERS CHAIRPERSON/COMPANY  Minutes of the last meeting INSTRUCTIONS  Revised policy  Suggestions S.NO 1. 2. 3.

AGENDA ITEMS INTRODUCTION DISCUSSION OF CURRENT ISSUES REVIEW ACTION PLA (WORK FROM HOME)

TIME ALLOCATED 5 MINUTES 12 MINUTES 20 MINUTES

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4. 5. 6. S.NO 1. 2. 3. 4.

POTENTIAL OBSTACKLES FOR NEW PROJECT SOLUTIONS/ RISK MANAGEMENT REVISE ALL DISCUSSED POINTS ACTION ITEMS WORK FROM HOME ARRANGEMENTS WORK SITE TO BE GET READY

OWNER COMPANY MANAGER HEAD OF ENG. DEPARTMENT INITIATION OF TRAINING SESSIONS MANAGER OF WORK FROM HOME COMMUNICATION SESSIONS AND MANAGER OF METHODS WORK FROM HOME

10 MINUTES 10 MINUTES 03 MINUTES DATE REQUIRED 25/09/2020 15/10/2020 15/09/2020 15/09/2020

TASK 3- PRESENTATION Task 3.1: Identify Forums and Conferences for Communication 1.

2.

The EU- Australia leadership forum (EUALE): It is a unique project in the EU’S suite of public diplomacy actions and demonstrates a shared commitment to the already strong bilateral relationship. The core of the project is the EUAustralia senior leadership forum, a high-level event to be held annually, alternately in Australia and in Europe. Every year, this forum will bring together key European and Australia leaders from Government and opposition, business, media, education and civil society. The Australia women’s leadership forum: The women’s leadership forum is a unique development run in key locations across Australia and New Zealand. sympathetic to the need of today’s female leaders, this highly interactive one day program takes participants on a powerful journey of self – discovery as they work together to explore themes around leadership, resilience,

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empowerment and career / life fulfilment. Packed full of practical tips and advice, the program is a dynamic journey of self – reflection, networking and planning for future success. Importantly, the forum offers a unique opportunity to learn from the experiences of other women. 3.

ALIA Leadership and innovation forum: These special events are intended to connect ALIA members with leaders and influencers in the library and GLAMR sector , this is your opportunity to network with some of the key thinkers and decision-makers; the people who drive our industry . our overall theme is leadership and innovation-if we can make these work for us, we will be looking at a bright future for the library and information sector. y

4. 5.

IMPORTANCE OF COMMUNICATION IN A LEADERSHIP SKILLS 1. Effective communication: Communication is important everywhere, but its importance in good leaders stay uncontested. There are many problems create from miscommunication. A leader takes advantage of effective communication not just for clarity but also for connection , inspiration, persuasion , guidance and even assurance. 2.Problem solving: The core responsibility of any leader is to resolve all organizational problems at every level. The problem can be internal, i.e., with in various departments, employees, teams, etc. It can also be external like that with the client’s market conditions, stiff competition, etc. It is the problem-solving skill that helps any leader to analyses and anticipate trends. It gives her direction and ideas for strategic planning which lists under important leadership skills as well. 3.Relationship building: A successful leader always manages to create and foster a solid foundation of trust and relationships with both employees and clients. 4.Striving for feedback: Giving an encouraging and constructive feedback to the team members often emerges as the defining live between an employee’s success and failure. However, the ability to receive feedback is a notch higher important leadership skill required in any leader.

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5.Trustworthiness: In the present digital age, the extent to which you appear as an honest and trustworthy leader will determine your success trail. Display of traits like honesty and integrity will encourage team building, robust communication and foster trust and respect at all levels. The core of trustworthiness is integrity and trustfulness. it is the foundation quality for any business success. 6.Empathy for team: Empathy has emerged recently as one of the most coveted and important leadership skills to acquire. extending beyond sympathy, the trail gives any leader, a powerful arsenal to understand, support and guide others with compassion and sensitivity.

TASK 3.2- DEVELOP A LEADERSHIP PRESENTATION A s...