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Communicate with influence

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Topic 1: Requirements for effective

communication

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COMMUNICATING WITHIN AN ORGANISATIONAL FRAMEWORK

The policies and procedures in your organisation help it operate
effectively and ensures that the organisation operates within a legal
framework.

Topic 1: Requirements for effective communication

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POLICIES FOR PARTICIPATING IN MEETINGS

These may include:
• policies and procedures for conducting formal meetings
• document styles, reporting, storage of meeting documents.

Topic 1: Requirements for effective communication

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POLICIES FOR MAKING PRESENTATIONS

These may include:
• Copyright Act
• Work Health and Safety Act and Regulations
• Privacy Act 1988.

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ACTIVITY: RESEARCH AND DISCUSS

Research organisational policies and procedures relevant to negotiation in the
workplace.
The trainer/assessor will facilitate a discussion about the outcomes from the research.

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ACTIVITY: READ
It is important to have policies and procedures in the workplace. Read why at the
following link:
https://www.evansfaull.com.au/hr-advice-online/the-importance-of-policies-and-
procedures-in-the-workplace
Take any notes to summarise what you have read and keep for future reference.

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CONFIDENTIAL INFORMATION
• Confidential information could be any information that an organisation
or person wishes not to make public.
• It is important to keep information secure and confidential to protect
against possible online threats, misuse of information, theft, espionage
and damage to the organisation’s reputation.

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ACTIVITY: READ
Workplace policies are needed to establish boundaries and guidelines for employees
and it provides a guideline for internal and external communication. Read the article at
the link:
https://www.keka.com/it-and-communication-policy
• Have you come across any of these policies in a previous or current job?

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IDENTIFYING INFORMATION NEEDS OF AUDIENCE

Communicating information should be appropriate to the needs of the
audience. Therefore, the content should be relevant, the purpose of the
communication clear and the delivery method and platform appropriate to
the audience.

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CONSIDERING CULTURAL AND LINGUISTIC DIFFERENCES

• The characteristics of the audience will influence the way information is
communicated.
• Understanding an audience’s characteristics as well as their values,
beliefs, opinions, knowledge, and interests, can support in using the
right language, whether written or verbal.

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ACTIVITY: DISCUSS
Work in pairs for this activity.
Consider each of the above audience characteristics and reflect on how these can
affect how a presentation is communicated.
The trainer/assessor will facilitate a discussion.

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CONSIDERING CULTURAL AND LINGUISTIC DIFFERENCES

All workers or stakeholders may not be fluent in the primary language
used in the workplace. This can cause challenges, such as difficulty
expressing their needs or difficulty negotiating.

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ACTIVITY: READ
It is important to use language effectively. Read the article at the following link:
https://faculty.washington.edu/ezent/el.htm
Take any notes to summarise what you have read and keep for future reference.

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ACTIVITY: WATCH
How you feel about the content of what you are presenting should come across to the
audience during a presentation.
Video: http://www.youtube.com/watch?v=bt8YFCveNpY (03:12)

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USING ACTIVE LISTENING SKILLS

• Good communication skills are vital in helping you to work effectively,
build solid relationships and prevent unnecessary misunderstandings.
• Using active listening skills helps to achieve a balanced exchange of
views and create effective communication.

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ACTIVITY: REFLECT
Think of a culture you’re familiar with.
• Are there certain aspects of body language that can be misinterpreted by people
outside of that culture?
• Are there any other barriers to communication you can think of?
• How might these cultural differences influence negotiations?
• How can you overcome these?

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ACTIVITY: READ
It is important to hear what people are really saying. Read the article at the link:
https://www.mindtools.com/CommSkll/ActiveListening.htm
Take any notes to summarise what you have read and keep for future reference.

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Topic 2: Negotiating with the stakeholders

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MAPPING THE STAKEHOLDER LANDSCAPE

• Stakeholders are people and groups affected by, or who perceive
themselves to be affected by, the operations of an organisation.
• They have some type of say or power, input, interest or concern in a
project or activity relating to a business or organisation.

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ACTIVITY: READ
There are four basic communication styles:
https://www.uky.edu/hr/sites/www.uky.edu.hr/files/wellness/images/Conf14_FourComm
Styles.pdf
What is your communication style? What are the advantages of an assertive style for
negotiations?
Take any notes to summarise what you have read and keep for future reference.

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SEEKING MUTUAL SOLUTIONS

Acknowledging differences of opinion that encourage different options can
also lead to seeking a mutual solution. This may include establishing
areas of common ground or potential compromises.

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ACTIVITY: BRAINSTORM
What is the difference between compromise and giving in? Why would it be beneficial
to seek a mutual solution?
When should you close a negotiation? What are some closing statements you might
use?

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SEEKING MUTUAL SOLUTIONS

Some of the different strategies for negotiation include:
• Problem solving
• Contending
• Yielding
• Compromising
• Inaction

Topic 2: Negotiating with the stakeholders

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ACTIVITY: ROLE PLAY

Work in pairs for this activity. You are going to practice your negotiation skills with your
partner.

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ACTIVITY: REPORT
Write a report that outlines the key features of mediation, conflict resolution and
incident de-escalation.
You may use videos, screenshots, sourced information, documents and references as
long as these are all referenced and sourced.
Your report should be between 1–2 pages long and be written in clear and concise
English.
Submit your report to your assessor trainer/assessor for feedback.

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ACTIVITY: GROUP WORK

Divide into small groups. Ensure you divide the work equally.
The object is to present information and negotiate your argument persuasively. Two
groups will present their debate at a time. The trainer/assessor will provide each group
with the debate title. Each group will be in opposition to each other.

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Topic 3: Participating in meetings

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IDENTIFYING THE NEED FOR MEETINGS AND SCHEDULING

• The skills for organising business meetings apply to almost everyone in
the workforce, and especially to those in positions of leadership.
• A reasonable amount of planning and preparation is required to ensure
that a meeting runs smoothly.

Topic 3: Participating in meetings

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ACTIVITY: REFLECT
Reflect on your experiences with meetings.
• Have you attended or chaired a meeting? How were you notified of the meeting?
• What was your role? What was the purpose and outcomes?

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ACTIVITY: READ
Clubs are just one type of organisation that may need to hold an AGM. Read the article
at the following link:
https://www.clubhelp.org.au/club-management/meetings/running-agm
What are some of the tasks that need to be carried out during an AGM? Who is
responsible to organise an AGM? Who should attend?
Take any notes to summarise what you have read and keep for future reference.

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PREPARING AND DISTRIBUTING MATERIALS

• An Agenda is the document circulated (usually ahead of the meeting)
setting out the items to be discussed and other relevant information
including timings, accountabilities and venue details.
• Most established businesses will usually have a specific template to
follow when drafting documents for meetings.

Topic 3: Participating in meetings

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CONDUCTING A MEETING
For a meeting to be effective it must:
• be held at the time and date specified
• keep to the timeframes specified
• achieve the desired purpose, goal or outcomes.

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SUMMARISING THE OUTCOME OF A MEETING

The Minutes of a meeting contain the information that was discussed at
the meeting, usually typed up and distributed in note form.

Topic 3: Participating in meetings

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RESOLUTIONS
• A meeting resolution is the outcome of any decisions made at a
meeting.
• It is important that this information, together with the minutes of the
meeting, are accepted and endorsed by meeting participants, and then
stored appropriately for any future reference.

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ACTIVITY: BRAINSTORM
What needs to be recorded at a meeting?
What should not be recorded at a meeting?

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ACTIVITY: DEVELOP
Create two templates for both a formal and informal agenda, which could be used for a
general meeting and a formal meeting. Pay attention to the layout, professional
structure and presentation.

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ACTIVITY: PRACTICAL
You now need to participate in two practice meetings. One of the meetings can be held
in person and the other one you may like to conduct online.

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Topic 4: Preparing a presentation

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PLAN YOUR APPROACH

• An effective presentation needs planning.
• Planning ahead allows you to create a presentation that is informative,
creative and entertaining.

Topic 4: Preparing a presentation

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ACTIVITY: REFLECT
Reflect on presentations that you have seen.
Were you engaged from the beginning or completely lost and disinterested? What
makes a presentation’s introduction grab an audience’s attention?

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ACTIVITY: RESEARCH
Research planning templates for the preparation of presentations.
• Create a template that you could use for planning your approach to a presentation.
• Include the points discussed and add some of your own.

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WHAT IS YOUR PRESENTATION STRATEGY?

• A presentation strategy is how you aim to deliver your presentation.
• A good strategy is to focus on your target audience and their needs
and to plan the structure and style of the presentation accordingly.

Topic 4: Preparing a presentation

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ACTIVITY: GROUP WORK

Work in groups of 3-4 students. Decide on the software that will be used for creating a
presentation in a future activity.
You need to review the software being used so that you understand and can use the
functions and features of the presentation software.

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ACTIVITY: PRACTICAL
Divide into small groups. Ensure you divide the work equally.
For this activity, your group is to create and deliver a presentation.

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PROVIDING AN OPPORTUNITY FOR QUESTIONS

• Responding to questions is a vital part of presenting ideas.
• Sometimes it is necessary to clarify your ideas and concepts.
• Feedback can be gathered during or at the end of a presentation to
ensure that the audience understand the information being delivered.

Topic 4: Preparing a presentation

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ACTIVITY: PRACTICAL
Divide into your groups. Your trainer/assessor will allocate time for each group to
deliver their presentation.

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FOLLOWING UP WITH THE STAKEHOLDERS

Sometimes it is possible to seek and discuss an audience’s reaction to a
presentation immediately after it has been delivered.

Topic 4: Preparing a presentation

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ACTIVITY: RESEARCH AND DISCUSS

Visit: www.surveymonkey.com.
Prepare a list of relevant and appropriate questions that you could ask your own group
with regard to how the presentation went.
The trainer/assessor will facilitate a discussion about the outcomes from the research.

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EVALUATING THE EFFECTIVENESS OF YOUR PRESENTATION

Evaluating the effectiveness of a presentation can ensure that:
• the outcomes of the presentation have been met
• feedback can be used to improve future presentations.

Topic 4: Preparing a presentation

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ACTIVITY: PRACTICAL
Work in groups. You will now practice delivering a persuasive presentation.

Topic 4: Preparing a presentation

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