Activity 5: Communicate and follow-up unresolved issues, concerns and problems

Description of the activity: 

This activity is a continuation of Activity 4. 

This activity requires you to arrange a meeting with the Operations Manager. 

The purpose of the meeting is to communicate and follow-up the unresolved issues, concerns and problems raised by team members with management and address them. 

Before the meeting, you are required to develop a meeting agenda and send an e-mail to the staff members to invite them to the meeting. 

The meeting agenda must be prepared, considering the objectives of the meeting and using the template provided. The meeting agenda must discuss the purpose of the meeting and provide details regarding the place, date and time of the meeting. 

After preparing the meeting agenda, you are then required to send an e-mail to the staff members to invite them to the meeting. 

Guidelines for writing the e-mail: 

• Ensure the text written in the e-mail is grammatically correct and free of errors. 

• Use business style writing. 

• The text must provide a summary of the attachment. 

• Attach meeting agenda to the e-mail.

After e-mailing the meeting agenda to the participants of the meeting, you are then required to conduct a meeting with them. 

When conducting the meeting, you must demonstrate effective and communication skills at all times: 

• Use formal communication style, encouraging and respectful tone 

• Ask questions to clarify and confirm understanding 

• Listen actively

• Understanding the information needs of others 

• Adapt communication to suit the audience

• Answer questions clearly and concisely.

• Use non-verbal communication skills that encourage discussion and feedback: nodding, smiling, eye contact 

During the meeting, you must: 

• Welcome the participants 

• Provide an introduction to the meeting’s purpose 

• Discuss the following with the management: 

o Team performance  

o Outcomes of the performance plan 

o Unresolved issues, concerns and problems raised by team members 

o Possible corrective actions 

• Provide an opportunity for discussion. 

o Listen and comprehend information from a variety of spoken exchanges with the participants of the meeting 

o Provide an opportunity for the audience to ask questions 

o Respond to questions. 

o Assess the concerns of the participants  

o Acknowledge and respond to differences in opinions.

• Agree on the further course of action. 

The Operations Manager will: 

• Assess the unresolved issues, concerns and problems. 

• Provide their feedback on the further course of actions. 

Close the meeting: 

• Summarise the agreed outcomes 

After the meeting, you must: 

• Provide summary outcomes of the meeting using the meeting minutes template provided. 

• Address the unresolved issues, concerns and problems by completing the template provided and get it signed off from the Operations Manager. 

After preparing the meeting minutes, send an e-mail to the attendees of the meeting. 

Guidelines for writing the e-mail: 

• Ensure the text written in the e-mail is grammatically correct and free of errors. 

• Use business style writing. 

• The text must provide a summary of the attachment. 

Evidence to be submitted after each fortnight individual and team meeting: 

• Meeting agenda Meeting minutes 

• Template: Solutions implemented to address the unresolved issues, concerns and problems.