Performance and Skills

BSBSTR802

Lead the strategic planning process for an organisation

Assessment Task 2 – Performance and Skills

Task summary

This assessment task requires you to lead the development of high-level strategic plans that serve the vision and mission of an organisation.

This project requires you to complete the assessment tasks in a real workplace (your current workplace can be used). If you are not working, select a workplace you are familiar with.

Required

You are required to demonstrate your ability to:

Analyse environment

Determine direction of strategic plan

Develop and execute strategic plan

Monitor and review strategic plan

Timing

You may review this assessment task at the commencement of your unit.

You may start this assessment in the first week of the term

Your assessor will advise you of the due date of this assessment via Canvas and you must submit by the due date.

Note: Failure to submit by the actual due date, will be marked as “Late” and recorded as an NYS.

Submit

This completed workbook.

Assessment criteria

For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate competence.

Re-submission opportunities

You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.

If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date.

You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.

You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.

Assessment Cover Sheet

Student name:

Student ID

Trainer’s Name:

Date Submitted:

Student declaration:

I declare that:

I have read and understood all the information provided in relation to the assessment requirements to complete this unit, the instructions and the purpose and processes of undertaking this assessment task

This assessment is my own work and where other’s works or ideas have been used, I have appropriately referenced or acknowledged them

I understand that plagiarism is a serious offence that may lead to disciplinary action.

Student signature:

Assessment Task 2 – Performance and Skills Assessment

Case study

Introduction

ONLINE MEDIA SOLUTIONS” is an online marketing and web development agency based in Melbourne, Australia. From idea to design, development and marketing, we achieve results for our clients and grow their business.

We have ventured into the web service industry to offer superior and unique services to small businesses and institutions. Our experience and expertise in web sales and e-commerce give us the backing to provide solutions currently lacking in the market.

There is an all-time high demand for web development and marketing for small businesses with signs of rising further. Interestingly, few web developers have taken advantage of this opportunity, leaving the industry with no dominant participants.

The projects’ high costs and the focus on bigger companies and institutions could be the contributing factor as to why this market remains untapped. We have a system that will reduce the project costs dramatically, giving us the opportunity to offer quality services at reduced costs.

Mission

We aim to deliver quality solutions through our highly skilled team with a technical foundation. We are bound to help hundreds of our clients impress their customers and improve their online image worldwide. We are looking forward to providing solutions to our customers at very low as well as affordable costs.

Our vision

Our professional team is very specialised and expertise to deliver solutions not only for leading brands but also for non-profit organisations and innovative startup businesses. We are aiming to reach an elevated level of success ratio while providing unique yet creative solutions to our customers.

Keys to Success

We will offer quality web services to small businesses and institutions at affordable prices.

To build and tailor our services to small businesses.

We will establish alliances and partnerships with Internet service providers and companies in computer consultancy

Services offered

We offer the following services to our clients:

Interface and Web Design Services 

Web design 

E-commerce 

Web development 

Responsive web design 

WordPress Development Solutions

HTML and CMS Development Services

Coding with ONLINE MEDIA SOLUTIONS

Graphic Design

Application development 

Online marketing 

Online reputation management 

Search Engine Optimisation

Pay Per Click (PPC) Marketing 

Content marketing 

Social media marketing 

Copyrighting 

Content and Production Copyright

Web hosting and support 

Values

Quality service to our clients

Integrity & Accountability

Reliability

Quality

Innovation

Respect

Strategic directions

The strategic direction of ONLINE MEDIA SOLUTIONS is to achieve its mission and vision is through:

Increasing operational efficiency

Engaging with customers through quality research and understanding supported by marketing techniques

Establishing a reputation for exceptional customer service and end to end solutions

Supporting people to perform via training and performance management

Controlling costs through operational efficiency

Organisational hierarchy

Business planning

We have prepared this business plan to highlight some of the aspects of our business and systems. It details the market demands and growth and outlines the projected profit margins and cash flow over the next four years.

Executive Summary

Opportunity

There is an all-time high demand for web development and marketing for small businesses with signs of rising further. Interestingly, few web developers have taken advantage of this opportunity, leaving the industry with no dominant participants.

Problem

The high costs of the projects and the focus on bigger companies and institutions could be the contributing factor as to why this market remains untapped. We have a system that will reduce the project costs dramatically, giving us the opportunity to offer quality services at reduced costs.

Solution

We will target the small businesses, assess their needs and provide them with quality services at reduced costs. 

We have systems in place and global contacts that will help us beat competitors prices. 

Market analysis

The company will focus on small businesses and institutions that are looking to develop or upgrade their web presence.

Our approach will be step-by-step, starting with a simple, basic website and improving it to meet their changing needs. Our service will bring onboard any small business that needs an internet presence, but we will concentrate more on those that need more details about their operations online.

Such companies will most likely go for all or some of the following services:

A shopping cart or e-commerce.

Dynamic features and content.

Aggressive marketing of products online.

Target market segment strategy

We will focus our marketing efforts on attracting institutions and small businesses. We reached this decision after careful market analysis and identifying the needs of this market segment. The high demand for web services by this market is an opportunity that will not necessitate expensive marketing to attract.

Most businesses are migrating to the Internet at a faster rate. Small businesses have also made online presence a top priority that creates a high demand for our services.

Market Trends

The most notable trend in the industry currently is the mass migration online. Small businesses are either waiting to migrate or are looking to upgrade their already existing sites to suit the rapidly changing industry. Major businesses and companies are also taking their daily operations to the internet. Office tasks and general business operations have moved to the web, and we expect more to develop out of this.

Market Growth

Our target market has expanded and grown at a rapid rate to cope up with the changing technologies. We have put together some evidence to support this exponential growth:

Small businesses of one to 150 employees were spending around $10 billion in 2015 to either gain Internet presence or upgrade their efforts. In 2018, the number was up by $5 billion.

Service Business Analysis

Companies in the web development and service industry vary with the size and nature of services. ONLINE MEDIA SOLUTIONS will provide a unique alternative that the existing providers do not have. The bigger web development firms ignore our target market, making it unique. We will start with this market before moving to attract the larger businesses with our unique services.

Competition

There are a number of online marketing and web development agency based in Melbourne, but there is no dominant business. All the businesses are small-to-medium scaled businesses generating good revenues.

Business Participants

Three types of firms make up the web services industry:

Large companies: They generate high revenue and serve top companies. There are a few dominating participants in this category worldwide.

Then there are firms that offer proprietary, all-in-one prefabricated web services to any company at low costs. There are a few dominating companies in this category that have other sources of revenue and only offer web services as part of their customer relations.

Small firms: This is where ONLINE MEDIA SOLUTIONS belongs. The companies in this category are young and small and usually target small-sized businesses.

Market Segmentation

The nature of our services and our location enables us to serve small businesses and institutions no matter their location. We plan to expand to other cities but will in the meantime use our communication technologies to get in touch with customers in other parts of the country. We, however, expect a greater percentage of our market to come from Melbourne and Sydney.

Strategy and Implementation Summary

The company will market itself as web services and internet providers devoted to giving the small businesses a taste of what the top companies get. We will also target the small institutions and other companies that are keen on giving their services a web presence.

Competitive Advantage

The fact that our services target small businesses gives us an edge over our competitors. By setting up strategic alliances with some of the web and Internet-related companies, we will offer our customers efficient and affordable web services that will meet their demands.

Marketing Strategy

We will approach and follow up all the prospective clients with a clear and thorough marketing strategy. We will give them all the details about the web and Internet so that they do not get confused and intimidated along the way.

Marketing Programs

We will market our services in the following ways:

We will send out newsletters to potential clients

We will place adverts on various business publications and journals with a wide readership.

We will use social media platforms for marketing our services

Pricing Strategy

ONLINE MEDIA SOLUTIONS will establish a pricing system to guide our clients on the nature of the services and the corresponding prices. Since we will be dealing with a market segment that tries to reduce costs, we will charge our services on an hourly basis. It will make the clients understand the services that will most likely cost them more.

Promotional strategy

Since our target market is distinguishable, we will use a direct approach in marketing our services. We will use yellow pages directories to place our adverts. ONLINE MEDIA SOLUTIONS will also put feature adverts in business publications with a wide audience.

We will also send out direct e-mails targeting our potential clients with the company’s offerings.

The company’s co-owners are experts in their various fields and often get invitations to speak in seminars. They will use these opportunities to market ONLINE MEDIA SOLUTIONS as the choice for businesses that are looking for visibility online.

Sales Strategy

We will sell service, value and quality to our prospective clients. We will need to convince them that having an online presence is a worthy course for their businesses. We have a database that has proven useful in getting new business contacts and establishing relationships.

Our customer care team will use the list to call the owners, calling them by their first names and having an informal conversation. The caller then convinces the business owner of the importance of having a website or online presence.

Strategic Alliances

We have established four strategic partnerships with two Internet service providing companies and another two with computer consultancy firms. We intend to use the alliances to attract more businesses and referrals from our competitors.

Why Us?

We will offer services at a cost that will be very hard to beat. We have an association with a number of professional and experienced international contractors that provides us with the benefit of providing quality services at a reduced cost.

Financial Forecast

We are projecting sales of $800,000 by the end of the current year and $1.2 million in next year. We expect to attain a net profit of 18% in the current and 32% in the next year.

The majority of the expenses will be salaries, contractor payments and office expenses. 

Financial Highlights by Year

Financial Plan

Revenue by Month

Expenses by Month

Net Profit (or Loss) by Year

Projected Profit and Loss

2021

2022

2023

Revenue

$900,000

$1,200,000

$1,500,000

Direct Costs

$132,000

$132,000

$132,000

Gross Margin

$768,000

$1,068,000

$1,368,000

Gross Margin %

85%

89%

91%

Operating Expenses

Salaries & Wages

$384,000

$395,520

$407,384

Employee Related Expenses

$76,800

$79,104

$81,477

Loan payments

$24,000

$24,000

$24,000

Inventory purchases

$36,000

$48,000

$60,000

Office supplies

$36,000

$36,000

$36,000

Total Operating Expenses

$556,800

$582,624

$608,861

Operating Income

$211,200

$485,376

$759,139

Interest Incurred

Depreciation and Amortization

$3,714

$10,572

$17,428

Gain or Loss from Sale of Assets

Income Taxes

$41,497

$94,961

$148,342

Total Expenses

$734,011

$820,157

$906,631

Net Profit

$165,989

$379,843

$593,369

Net Profit / Sales

18%

32%

40%

Projected Balance Sheet

2021

2022

2023

Cash

$150,617

$536,930

$1,130,169

Accounts Receivable

$0

$0

$0

Other Current Assets

Total Current Assets

$150,617

$536,930

$1,130,169

Long-Term Assets

$38,400

$76,800

$115,200

Accumulated Depreciation

($3,714)

($14,286)

($31,714)

Total Long-Term Assets

$34,686

$62,514

$83,486

Total Assets

$185,303

$599,444

$1,213,655

Accounts Payable

$0

$0

$0

Income Taxes Payable

$1,414

$23,612

$36,954

Sales Taxes Payable

$17,900

$30,000

$37,500

Total Current Liabilities

$19,314

$53,612

$74,454

Long-Term Debt

Long-Term Liabilities

Total Liabilities

$19,314

$53,612

$74,454

Paid-In Capital

Retained Earnings

$165,989

$545,832

Earnings

$165,989

$379,844

$593,369

Total Owner’s Equity

$165,989

$545,832

$1,139,201

Total Liabilities & Equity

$185,303

$599,444

$1,213,655

Projected cash flow statement

Projected Cash Flow Statement

2021

2022

2023

Net Cash Flow from Operations

Net Profit

$165,989

$379,843

$593,369

Depreciation & Amortization

$3,714

$10,571

$17,429

Change in Accounts Receivable

$0

$0

$0

Change in Inventory

Change in Accounts Payable

$0

$0

$0

Change in Income Tax Payable

$1,414

$22,198

$13,342

Change in Sales Tax Payable

$17,900

$12,100

$7,500

Change in Prepaid Revenue

Net Cash Flow from Operations

$189,017

$424,713

$631,639

Investing & Financing

Assets Purchased or Sold

($38,400)

($38,400)

($38,400)

Net Cash from Investing

($38,400)

($38,400)

($38,400)

Net Cash from Financing

Cash at Beginning of Period

$0

$150,617

$536,930

Net Change in Cash

$150,617

$386,313

$593,239

Cash at End of Period

$150,617

$536,930

$1,130,169

Existing strategic plan

Strategic plan excerpt

Mission

We aim to deliver quality solutions through our highly skilled team with a technical foundation. We are bound to help hundreds of our clients impress their customers and improve their online image worldwide. We are looking forward to providing solutions to our customers at very low as well as affordable costs.

Our vision

Our professional team is very specialised and expertise to deliver solutions not only for leading brands but also for non-profit organisations and innovative start-up businesses. We are aiming to reach an elevated level of success ratio while providing unique yet creative solutions to our customers.

Values

Quality service to our clients

Integrity & Accountability

Reliability

Quality

Innovation

Respect

Strategic directions

The strategic direction of ONLINE MEDIA SOLUTIONS is to achieve its mission and vision is through:

Increasing operational efficiency

Engaging with customers through quality research and understanding supported by marketing techniques

Establishing a reputation for exceptional customer service and end to end solutions

Supporting people to perform via training and performance management

Controlling costs through operational efficiency

Competitive Advantage

The fact that our services target small businesses gives us an edge over our competitors. By setting up strategic alliances with some of the web and Internet-related companies, we will offer our customers efficient and affordable web services that will meet their demands.

Strategic issues

What is the best method to meld the different cultures and build a strong team to most effectively deliver on mission?

How do we build and incorporate consistency in our growth strategies, standardised operating procedures and communications in light of frequent changes in leadership?

How do we best meet the growth operations and service demands in light of consistent budget cuts?

Strategic objectives and organisational goals

1. To generate revenues of $800,000 by the end of our first year of operations.

Generate sales of $800,000 by the end of the year.

2. To attain a net profit of 18% in the first year, 32% in the second year and 40% in the third year.

2.1. Maintain profitability by implementing processes that decrease operating costs.

2.2. Implement cost tracking systems to increase operational efficiency.

3. Achieve at least a 90% customer satisfaction rate

3.1. Maximise customer satisfaction by implementing a Customer Relationship Management (CRM) system.

3.2. Prioritise customer complaints and ensure they are resolved within the appropriate timeframe.

4. Maintain professional growth and development of the staff members

4.1. Arrange training and professional development sessions to ensure growth and development of staff members

Key performance indicators

$ in sales

% profits

% customer satisfaction rate

% increase in customer base

Implementation (How to make strategy a habit)

Appoint a strategic plan manager

Hold people accountable (now that they are able)

Put in place an incentive compensation plan

Coach for achievement

Empower managers.

Hold effective strategy meetings – first Mondays Hold annual retreat – the second week in December

Analysis of existing strategic plan

The existing strategic plan is not rigorous and does not provide detailed action to achieve the strategic objectives.

The existing strategic plan does not provide details regarding the key performance indicators (KPIs) for each objective.

The existing strategic plan does not provide details regarding financial forecast and budgets.

The existing strategic plan does not take into the analysis of the organisation’s environment.

Current simulated workplace scenario:

The General Manager of the ‘Online Media Solutions’ wants the Operations Manager to lead the development of high-level strategic plans that serve the vision and mission of an organisation.

As part of the job role to develop the strategic plan, the Operations Manager will have the following responsibilities:

Consult with relevant stakeholders during the planning and implementation phase of the strategic plan.

Plan and budget for human, financial and capital resources and implement staff development and succession plans

Identify and analyse information about the organisation and its environment

Develop and align the strategic plan to the vision, mission and key goals of the organisation

Identify key performance indicators to monitor and evaluate the strategic plan

Implement and evaluate the strategic plan

Skills Test:

This assessment task requires you to demonstrate skills to facilitate planning processes to develop an organisation-wide strategic plan for ‘Online Media Solutions’.

In the course of the above, you must:

Consult with relevant stakeholders

Plan and budget for human, financial and capital resources and implement staff development and succession plans

Identify and analyse information about the organisation and its environment, including:

research about industry trends and practices

environmental and organisational scan

existing organisational strategic planning

barriers to achieving the organisational goals

Align the strategic plan to the vision, mission and key goals of the organisation

Identify key performance indicators

Implement and evaluate the strategic plan, including:

developing tactical and operational annual plans

refining the plan to respond to changed conditions

To do so, you must complete the following activities:

Activity 1: Identify and analyse information about the organisation and its environment

Activity 2: Determine the direction of the strategic plan

Activity 3: Consult relevant stakeholders

Activity 4: Develop the strategic plan

Activity 5: Implement the strategic plan

Activity 6: Evaluate the strategic plan

The roles and their responsibilities: Relationships with stakeholders such as staff members and General manager

The assessment task requires you to communicate with a number of organisational stakeholders. The main roles applicable to the assessment task includes: 

Role number 1: General Manager: The General Manager is the individual who supervises or is in charge of the organisation. They belong to a higher rank or status. Their job role and responsibilities are:

Assign a team to you to complete the project

Assist you in understanding the task requirements

Provide you information about job roles and responsibilities

Supervise you completing the assessment task and requirements

Role number 2: Departmental Managers: The departmental managers (IT Manager, Marketing Manager and Sales Manager) are the student’s co-worker or workfellow. They are associates that the candidate works with. Their job role and responsibilities are:

Assist you in completing the project on time

Collaborate with you to provide feedback.

Participate in a healthy and open discussion

Note:

The trainer/assessor will take on the role of General Manager.

The trainer/assessor will assign the roles of team members for each activity.

Each student will be assessed individually for all assessment activities.

Timeframe to complete the project:

Two weeks (You have two weeks to complete the project)

Task requirements

You will be assessed on your technical knowledge and skills to complete this project.

You will be assessed on working in a team environment and meeting your job role and responsibilities.

You must follow the instructions provided by the General Manager.

All individuals must complete their role and assigned responsibilities and meet the specified deadlines.

The task must be completed in the specified timeframe.

Activity 1: Identify and analyse information about the organisation and its environment

This activity requires you to identify and analyse information about the organisation and its environment, including:

research about industry trends and practices

environmental and organisational scan

existing organisational strategic planning

barriers to achieving the organisational goals

After conducting the analysis, you are required to prepare a report for the management using ‘Template 1’.

Word-limit to complete the report is 1500-1800 words.

To identify and analyse information about the organisation and its environment, you are required to:

Identify organisational vision, mission and values

Identify, gather and analyse the following organisational data:

Marketing analysis

Financial forecasts

Discuss the organisational policies and procedures that you would follow to gather and analyse the organisational data.

Identify stakeholders and resources required to develop and review the strategic plan

Conduct strengths, weaknesses, opportunities and threats (SWOT) analysis and determine strengths, weaknesses, opportunities and threats

Review current strategic plan and identify gaps, and improvement needs and opportunities

Conduct political, economic, social and technological (PEST) analysis and identify opportunities and threats due to political, economic, social and technological forces

Research global environment and market, and identify trends, best practice, risks and opportunities

Assess organisational and global markets’ current and future demands

Identify barriers to organisational goals and determine strategies to overcome barriers

Your report on analysis of information about the organisation and its environment must include the following:

Organisation’s vision, mission and values

Marketing analysis

Financial forecasts

Stakeholders and resources required to develop and review the strategic plan

Strengths, weaknesses, opportunities and threats based on the outcomes of SWOT analysis

Gaps and improvement needs and opportunities based on the review of the current strategic plan

Opportunities and threats due to political, economic, social and technological forces

Trends, best practice, risks and opportunities based on the global environment and market

Organisational and global markets’ current and future demands

Three (3) barriers to organisational goals and strategies to overcome barriers

Template 1: Report on analysis of information about the organisation and its environment

Report on analysis of information about the organisation and its environment

Introduction to the report (30-50 words)

Organisation’s vision, mission and values (100-150 words)

Marketing analysis (50-100 words)

Financial forecasts (50-100 words)

Organisational policies and procedures that you would follow to gather and analyse the organisational data (50-100 words)

Stakeholders and resources required to develop and review the strategic plan (50-100 words)

Strengths, weaknesses, opportunities and threats based on the outcomes of SWOT analysis (150-200 words)

Gaps and improvement needs and opportunities based on the review of the current strategic plan (100-150 words)

Opportunities and threats due to political, economic, social and technological forces (150-200 words)

Trends, best practice, risks and opportunities based on the global environment and market (200-250 words)

Organisational and global markets’ current and future demands (100-150 words)

Three (3) barriers to organisational goals and strategies to overcome barriers (150-200 words)

References (Any five)

Activity 2: Determine the direction of the strategic plan

This activity is a continuation of Activity 1. You must analyse the outcomes of Activity 1 before initiating this activity.

This activity requires you to determine the direction of the strategic plan and complete ‘Template 2’.

To do so, you are required to:

Establish communication plan/communication processes that inform and support relevant team members. Include the following information:

Stakeholders to be communicated

Content of the communication

Dates for communication

Methods of communication

Determine parameters for the strategic planning process.

Develop an action plan and assign actions to relevant staff for developing the planning process and direction of the strategic plan. Include the following information:

Tasks/actions to be communicated

Resources required

Timeframe

Risks

Develop the planning process and direction of the strategic plan.

Include information regarding the PDCA cycle and the direction of the strategic plan.

Establish organisational goals and priorities. Include the following information:

Objectives (Any four)

Priorities

Key results

Determine financial forecast and budgets to plan and budget for human, financial and capital resources. Include the following reports:

Forecasted profit and loss statement

Forecasted balance sheet

Develop a strategy map and identify gaps for improvement in the direction of the strategic plan.

Template 2: Direction of the strategic plan

The direction of the strategic plan

Communication plan/communication processes

Stakeholders to be communicated

Content of the communication

Dates for communication

Methods of communication

Parameters for the strategic planning process (100-150 words)

Action plan

Tasks (Any four)

Resources

Timeframe

Risks associated with each task (Two each)

Planning process and direction of the strategic plan (300-400 words)

Organisational goals and priorities

Objectives (Any four)

Priorities

Key results

Forecasted profit and loss statement

Forecasted balance sheet

Develop a strategy map and identify gaps for improvement in the direction of the strategic plan

Activity 3: Consult relevant stakeholders

This activity is a continuation of activity 1 and activity 2.

This activity requires you to consult the following stakeholders regarding the analysis of the organisation and its environment and the organisation’s strategic direction.

IT Manager

Sales Manager

HR Manager

General Manager

To do so, you are required to conduct a meeting with the above-given stakeholders.

Roles and responsibilities during the meeting:

Stakeholders (IT Manager, HR Manager, Sales Manager and Marketing Manager)

The trainer/assessor will take on the role of the General Manager

The trainer/assessor will allocate the IT Manager, Sales Manager and HR Manager’s role to the students/staff members.

The stakeholders will collaborate with the Operations Manager and provide inputs and insights to the analysis of the organisation, its environment and strategic direction.

Student (Operations Manager)

Communicate the key elements to the stakeholders

Clarify the key doubts of the stakeholders and answer the questions asked.

Use language and features appropriate to the audience.

Use listening and questioning to elicit the views of others and to clarify or confirm understanding.

Before the meeting, the student is required to:

Create an agenda for the meeting that encourage the participants to discuss the key points.

Print out the outcomes of Activity 1 and Activity 2 and hand out the print outs to the stakeholders

During the meeting, you must:

Welcome the participants

Provide an introduction to the meeting’s purpose

Discuss and brainstorm regarding the following elements

Barriers to organisational goals and strategies to overcome barriers (Based on outcomes of Activity 1).

Consult with the stakeholders on the parameters determined for the planning process (Based on outcomes of Activity 2).

The direction of the strategic plan and established organisational goals and priorities

Identify improvements required based on the consultation conducted.

Seek feedback from stakeholders on the direction of the strategic plan and established organisational goals and priorities

Clarify their understanding.

Provide an opportunity for discussion.

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

Provide an opportunity for the audience to ask questions

Respond to questions.

Acknowledge and respond to differences in opinions.

Close the meeting:

Summarise the agreed outcomes using the meeting minutes template provided

After the meeting:

Make changes to the analysis of the organisation’s environment and the organisation’s strategic direction based on the feedback received and identified improvements.

Update ‘Template 1’ and ‘Template 2’ based on the feedback received and identified improvements.

E-mail the meeting minutes prepared and updated ‘Template 1’ and ‘Template 2’ to the trainer/assessor.

MEETING AGENDA TEMPLATE:

Meeting/Project Name:

Date of Meeting: (MM/DD/YYYY)

Time:

Meeting Facilitator:

Location:

1. Meeting Objective

2. Attendees

Name

Department/Division

E-mail

Phone

3. Meeting Agenda

Topic

Owner

Time

4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)

Description

Prepared by

MEETING MINUTES

Meeting Minutes:

Date of Meeting: (MM/DD/YYYY)

Time:

Minutes Prepared By:

Location:

1. Meeting Objective

2. Attendance at Meeting

Name

Department/Division

E-mail

Phone

3. Agenda and Notes, Decisions, Issues

Topic

Owner

Time

4. Action Items

Action

Owner

Due Date

5. Next Meeting (if applicable)

Date: (MM/DD/YYYY)

Time:

Location:

Objective:

Activity 4: Develop the strategic plan

This activity is a continuation of activity 1 to activity 3.

This activity requires you to develop a strategic plan for the next three years that aligns with the organisation’s vision, mission, and key goals.

You must develop the strategic plan using ‘Template 3’.

To develop the strategic plan, you are required to:

Determine the following based on the outcomes of Activity 1 and Activity 2.

Mission statement

Vision statement

Core values

Competitive advantage

Strategic issues

Determine strategic objectives.

Prioritise strategic objectives based on the analysis of the organisation’s environment (Outcomes of Activity 1)

Determine and set key performance indicators, budget and timeline for each strategic objective

Plan and develop human resource development and succession strategies that confirm long-term business viability.

Develop strategies to skill own workforce to implement the strategic plan.

Template 3: Strategic plan

Strategic plan

Mission statement (30-50 words)

Vision statement (30-50 words)

Core values

Competitive advantage (30-50 words)

Strategic issues

Organisational goals and priorities

Strategic objectives (Any four)

Priorities

Key performance indicators

Budget

Timeline

Human resource development and succession strategies that confirm long-term business viability (300-400 words)

Strategies to skill own workforce to implement the strategic plan (150-200 words)

Activity 5: Implement the strategic plan

This activity is a continuation of Activity 4.

This activity requires you to implement the strategic plan.

To do so, you are required to complete the following four (4) parts:

Part A: Gather feedback regarding the strategic plan

Part B: Develop tactical and operational annual plans

Part C: Develop a learning plan to assist stakeholders in implementing strategies

Part A: Gather feedback regarding the strategic plan

This part of the activity requires you to present recommendations to the following key stakeholders for feedback and make changes to the strategic plan according to feedback received.

IT Manager

HR Manager

Sales Manager

General Manager

To do so, you are required to conduct a meeting with the above-given stakeholders.

Roles and responsibilities during the meeting:

Stakeholders (IT Manager, HR Manager, Sales Manager and Marketing Manager)

The trainer/assessor will take on the role of the General Manager

The trainer/assessor will allocate the IT Manager, Sales Manager and HR Manager’s role to the students/staff members.

The stakeholders will collaborate with the Operations Manager and provide inputs and insights to the strategic plan.

Student (Operations Manager)

Communicate the key elements of the strategic plan to the stakeholders

Clarify the key doubts of the stakeholders and answer the questions asked.

Use language and features appropriate to the audience.

Use listening and questioning to elicit the views of others and to clarify or confirm understanding.

Before the meeting, the student is required to:

Create an agenda for the meeting that encourage the participants to discuss the key points.

Prepare a presentation (10-15 slides) that includes the following elements of the strategic plan:

Mission and vision of the organisation.

Strategic issues.

Strategic objectives.

Key performance indicators, budget and timeline for each strategic objective

Human resource development and succession strategies that confirm long-term business viability

Strategies to develop skill own workforce to implement the strategic plan.

During the meeting, you must:

Welcome the participants

Provide an introduction to the meeting’s purpose

Deliver the presentation

Discuss the strategic plan elements and present recommendations to stakeholders

Seek feedback regarding the strategic plan elements

Communicate with stakeholders and assign responsibilities

Clarify their understanding.

Provide an opportunity for discussion.

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

Provide an opportunity for the audience to ask questions

Respond to questions.

Acknowledge and respond to differences in opinions.

Close the meeting:

Summarise the agreed outcomes using the meeting minutes template provided

After the meeting:

Make changes to the strategic plan prepared in ‘Activity 3’ according to feedback received.

Update ‘Template 3: Strategic plan’ and based on the feedback received.

E-mail the meeting minutes prepared and updated ‘Template 3: Strategic plan’ to the trainer/assessor.

MEETING AGENDA TEMPLATE:

Meeting/Project Name:

Date of Meeting: (MM/DD/YYYY)

Time:

Meeting Facilitator:

Location:

1. Meeting Objective

2. Attendees

Name

Department/Division

E-mail

Phone

3. Meeting Agenda

Topic

Owner

Time

4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)

Description

Prepared by

MEETING MINUTES

Meeting Minutes:

Date of Meeting: (MM/DD/YYYY)

Time:

Minutes Prepared By:

Location:

1. Meeting Objective

2. Attendance at Meeting

Name

Department/Division

E-mail

Phone

3. Agenda and Notes, Decisions, Issues

Topic

Owner

Time

4. Action Items

Action

Owner

Due Date

5. Next Meeting (if applicable)

Date: (MM/DD/YYYY)

Time:

Location:

Objective:

Part B: Develop tactical and operational annual plans

This part of the activity requires you to develop tactical and operational annual plans to facilitate the implementation of the long-term strategic plan (updated in Part A) for the following departments:

Sales department

HR department

The annual operational plans must be prepared using ‘Template 4’ and ‘Template 5’ and must include the following information in the operational plans:

Action steps/strategies to achieve the strategic objective (Based on the strategic plan prepared)

Person responsible

Timeframe/date

Key performance measures

Template 5: Annual operational plan (Sales department)

Annual operational plan (Sales department)

Objective:

Action steps/strategies to achieve the strategic objective (Based on the strategic plan prepared)

Person responsible

Timeframe/date

Key performance measures

Template 6: Annual operational plan (HR department)

Annual operational plan (HR department)

Objective:

Action steps/strategies to achieve the strategic objective (Based on the strategic plan prepared)

Person responsible

Timeframe/date

Key performance measures

Part C: Develop a learning plan to assist stakeholders in implementing strategies

This activity is a continuation of Activity 2.

This part of the activity requires you to assist stakeholders in implementing strategies to achieve the strategic objectives.

To do so, you are required to prepare a learning plan in consultation with each of the following stakeholders:

Learning plan 1: Sales Manager

Learning plan 2: HR Manager

Note: The sales manager and the HR Manager will be played by the same staff member/student who participated in the previous activities.

Your learning plans must be prepared using ‘Template 7’ and ‘Template 8’ and must include the following information:

Learning plan 1: Sales Manager

Learning plan 2: HR Manager

Template 7: Learning plan (Sales Manager)

Learning plan (Sales Manager)

Roles and responsibilities

Learning needs

Activities to be implemented to address learning needs

Resources

Timeframe

Key performance indicators

Template 8: Learning plan (HR Manager)

Learning plan (HR Manager)

Roles and responsibilities

Learning needs

Activities to be implemented to address learning needs

Resources

Timeframe

Key performance indicators

Activity 6: Evaluate the strategic plan

Activity context:

The strategic plan was implemented for the current year. The sales and profit figures were strongly affected by the COVID-19 Pandemic.

The following are the outcomes of the initial year of the implementation of the strategic plan:

Key performance outcomes

Expected revenue

Actual revenue

$800,000

$600,000

Expected profits

Actual profits

18%

15%

Expected increase in customer base

Actual increase in customer base

10%

3%

Apart from the key performance outcomes, the following were the outcomes of the review conducted.

The organisation does not have a knowledge management system to capture team progress, insights, experiences and learnings.

The marketing strategy proved to be ineffective. A new market strategy focused on digital marketing should be developed and implemented.

The staff members showed resistance during the implementation of the Customer Relationship Management (CRM) system. This was due to a lack of consultation and not providing training appropriate to the implementation of the CRM system.

The management further has decided to revise the profit and revenue targets for the next year due to the COVID-19 situation.

Description of the activity:

This activity requires you to monitor and evaluate the strategic plan for ‘Online Media Solutions’.

To do so, you are required to complete the following three (3) parts:

Part A: Develop knowledge management systems

Part B: Refining the strategic plan to respond to changed conditions

Part C: Seek feedback from stakeholders

Part A: Develop knowledge management systems

This part of the activity requires you to develop knowledge management systems. The knowledge management systems should be focused to capture team progress, insights, experiences and learnings.

You must document the development process of knowledge management systems using ‘Template 9’.

To develop the knowledge management systems, you are required to:

Establish the goals and objectives of the knowledge management system

Develop a change management strategy.

Document the steps to develop knowledge management systems

Build an implementation roadmap to implement the knowledge management system.

Template 9: Knowledge management system

Knowledge management system

Goals and objectives of the knowledge management system (50-100 words)

Change management strategy (100-150 words)

Steps to develop knowledge management systems (150-200 words)

Implementation roadmap (150-200 words)

Part B: Refining the strategic plan to respond to changed conditions

This part of the activity requires you to refine the strategic plan to respond to the changed conditions based on the information given in the ‘Activity context’.

To refine the strategic plan, you are required to:

Monitor financial and non-financial performance indicators (Based on the information given in the ‘Activity context’)

Monitor progress against timeline and key performance indicators (Based on the information given in the ‘Activity context’)

Identify progress that has not been made according to the timeline and key performance indicators and document using ‘Template 10’.

Identify and document two (2) areas of improvement based on progress analysed using ‘Template 10’.

Document strategies/actions to address the identified areas of underperformance using ‘Template 10’.

Refine the strategic plan using ‘Template 3: Strategic plan’.

Template 10: Strategies to address areas of improvement

Strategies to address areas of improvement

Progress that has not been made according to the timeline and key performance indicators

Two (2) areas of improvement based on progress analysed

Strategies/actions to address the identified areas of underperformance (100-150 words each)

Part C: Seek feedback from stakeholders

This part of the activity is a continuation of Part B of this activity.

This part of the activity requires you to take part in a role play seeking feedback from the following stakeholders regarding the revised strategic plan and strategies used to address the areas of improvement identified in Part B.

General Manager

IT Manager

In particular the role play will address:

consulting and communicating with relevant stakeholders

negotiating with stakeholders to gain their approval and sign-off

dealing with feedback from stakeholders regarding the revised strategic plan and strategies used to address the areas of improvement.

Your trainer/assessor will allocate these roles to fellow students as well as provide you with his/her own e-mail address.

For trainer/assessor:

You will need to provide the student being observed with the email addresses of students playing the part of stakeholders for them to be able to read and refer to the revised strategic plan (Template 10) prior to the role play as well as your own email address for them to forward the document.

Note: If you are completing this unit online you can choose your friends, family members, other students, or work colleagues to form such a team of which you are a member to conduct the role play (duration should be minimum 10 minutes).

To seek feedback from the stakeholders, you are required to:

E-mail the ‘Template 10: Strategies to address areas of improvement’ and updated ‘Template 3: Strategic plan’ to the General Manager and the IT Manager and request feedback.

When writing the e-mail, you must follow the following guidelines:

Provide an appropriate subject line for the e-mail.

The body of the e-mail must:

Communicate strategies/actions to address areas of improvement

Communicate revisions made to the strategic plan

Request the stakeholders to provide feedback

The e-mail must include the required attachments.

After receiving the feedback from the stakeholders, you are required to document the feedback received for future development of strategic plans using ‘Template 11’.

Template 11: Feedback received for future development of strategic plans

Feedback received for future development of strategic plans

End of Assessment

Congratulations, you have completed this assessment task. Please ensure all activities are answered and upload the following:

This completed workbook

The Role Play Observation Checklist completed as evidence of your participation in the class role play (this may be emailed to you by your trainer in which case you are required to submit otherwise your trainer will upload it).