Task 2 – Apply communication strategies in the workplace

Complete the following activities:

You are the Marketing Manager at MMI Professional Education (refer to Appendix 1).

The CEO asked you to manage a task force comprising:

• Marketing Manager (task force leader) 

• Marketing Officer

• HR Manager

To develop and deliver a series of communication initiatives to promote sustainable practices in the workplace:

• Waste reduction

• Minimise energy consumption

• Stress management

The communication on sustainable work practices is directed to all staff at MMI.

Staff at MMI comprises people from different cultural backgrounds.

A total budget of $25,000 has been allocated for the initiatives.

Having a clear vision of the requirements of this task will help you plan and implement it in simulated work conditions.

Your trainer and assessor will provide support and mentorship in the role of CEO of the company.

You will work in a group of max three students. You will lead the group taking turns to cover the role of the Marketing Manager as instructed. The trainer and assessor will observe the group work and provide feedback on the Marking Sheet.

Although you will lead and collaborate with the project team, your assessment's work must be individual, and it will be marked as such.

Task 2.1 Prepare for communication

Form a group, as instructed, in week 1 of class.

Each group member must select one of the topics below (choose a different topic for each team member):

• Waste reduction in the workplace

• Minimise energy consumption in the workplace

• Stress management in the workplace

Document what topic you have selected/agreed on for yourself with the group in the space provided below:

In this task, you will have to:

• Attend a briefing session led by the CEO (trainer and assessor in week 2 of class)

• Develop a communication plan for the selected topic.

• Develop an action plan to implement the communication plan. 

• Develop a communication matrix to facilitate the work of the task force.

A. Briefing session

Attend a briefing session with the CEO (played by the trainer and assessor in simulated work conditions)  in week 2 of class, where the CEO will clarify communication requirements.

Duration: 30 minutes

• Take this opportunity to identify the context of the communication and clarify the communication requirements by asking questions to the CEO.

• The briefing session will be open to the class; hence make sure to take notes about the information gathered by other classmates.

• Use interpersonal skills to build relationships with the CEO.

The trainer and assessor will validate your active participation in the briefing session and provide feedback on the Marking Sheet.

Consider asking questions to:

• Identify reason and context for communication

• Clarify specific environment and personnel factors that may impact the success of the communication

• Identify and clearly understand the desired outcome of the communication

• Evaluate available methods of communication 

• Assess if any external communication is required (for example, to government agencies, suppliers or customers)

• Identify potential barriers to effective communication 

• Identify relevant business policies, procedures, regulations and legislation to consider in the communication processes

B. Communication Plan

Develop a communication plan for the selected topic to present to the rest of the task force in week 3 of class. 

The communication plan must include planning for three different communication messages (for example, a newsletter article, a face to face presentation, an online coaching session).

C. Action Plan

Develop an action plan to implement the communication plan.

Assign clear roles and responsibilities to the members of the task force.

(8-10 key actions)

D. Task Force Communication

Determine communication requirements for the task force to facilitate group work. For example, use a communication app for daily updates, weekly meetings, email to communicate with CEO etc.

Use the communication matrix to document the communication needs based on stakeholders' groups or individuals who need communication. You can refer to the organisational chart in Appendix 1.

Appendix