RTO No: 91223

Assessment Task 2

BSBXTW401 Lead and facilitate a team

Assessment Task 2 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses

 I declare that this task is all my own work and I have not cheated or plagiarised the work or
colluded with any other student(s).

 I understand that if I am found to have plagiarised, cheated or colluded, action will be taken
against me according to the process explained to me.

 I have correctly referenced all resources and reference texts throughout these assessment tasks.

Student name Joyail Malhotra

Student ID number SCM2343

Student signature Joyail Malhotra

Date

Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.

Student signature Joyail Malhotra

Date

A copy of this page must be supplied to the office and kept in the student’s file with the evidence.
Assessment Task 2: Project Portfolio

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number
of activities and completing and submitting a project portfolio.
You will need access to:
 a suitable place to complete activities that replicates a business environment including a meeting
space and computer and internet access
 your learning resources and other information for reference
 the Simulation Pack or your own business
 Project Portfolio template.
Ensure that you:
 review the advice to students regarding responding to written tasks in the IT Works Student User
Guide
 comply with the due date for assessment which your assessor will provide
 adhere with your RTO’s submission guidelines
 answer all questions completely and correctly
 submit work which is original and, where necessary, properly referenced
 submit a completed cover sheet with your work
 avoid sharing your answers with other students.

Assessment information
i
Information about how you should complete this assessment can be found in Appendix
A of the IT Works Student User Guide. Refer to the appendix for information on:
 where this task should be completed
 how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your work. A
template is provided in Appendix B of the Student User Guide. However, if your RTO
has provided you with an assessment cover sheet, please ensure that you use that.
Activities
Complete the following activities:

1. Carefully read the following:

This project requires you to demonstrate your skills and knowledge in effectively
leading and facilitating a team.
This project can be based on the case study business in the Simulation pack or you
may like to base this on your own business, or a business you are currently working
for or are familiar with. Speak to your assessor to get approval if you want to base
this on your own business or one you work for.
If you choose the case study business, you may select any of teams that form part
of the organisation on which to base your project. If it is your own business, then
you may choose any team that forms part of your workplace and in which you are
involved.
You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below.

Project Portfolio:
We are a cultural event organizing organization working in Australia and abroad.
We plan and organize cultural events to facilitate and entertain people and to
bring in different companies to market their products and services.
Mission: The International Organization of Cultures has its objectives for
promotion of the social participation of citizens through the organization and
management of a festival which will be a space of expression for people who
moderately or permanently live in Australia and teach us a part of the more
traditional things in their country, it is important to have the participation of the
towns people in the organization phase, since they will be able to propose ideas
and improvements in the event phase hence promoting participatory activities by
the public.
Vision: The vision of the International Organization of Cultures is to be
deliberated a point of reference over the years in the territorial context in the
establishment of activities for the social participation of the population.
Values and policies: Urban cultural policies formed by classic and modern
fundamental ideas of cultural policies in which we will relate our project to the
concept of heritage and identity, support for artistic creation and
democratization and access to culture that become the case of the festival in an
active participation of the population.

1. Preparation

Make sure you are familiar with the business you are basing this assessment on
and have read through the necessary background information and policies and
procedures. For the case study business, this is all of the documents included in
the ICT simulation pack. If it’s your own business or a business where you are
working or are familiar with, it’s important at this step that you have your business
 or case study approved by your assessor.
Complete Page 4 of your Project Portfolio for this unit.
Read through the requirements of Section 1, 2 and 3 of your Project Portfolio which
include detailed guidance relevant to all the assessment activities.

Project Preparation:
As we all know Melbourne is one of the most multicultural cities in the world,
since people from all over the world come to work, study and many
backpackers come to know the city and its surroundings. For this reason I have
decided to hold a festival where it brings together the best of the cultures of
the 5 continents, to demonstrate the cultural diversity of the world we will take
into account 3 important aspects:
1. Typical dishes of each country
2. Music and art
3. Traditional Costume
Given that Melbourne City Council wishes to promote the cultural, social and
economic benefits, generated by cultural diversity, to all Victorians. The
Multicultural Festivals and Events Grants have been tailored to encourage
participation by the entire community to celebrate and value cultural diversity.
Grants are awarded to foster both cross-cultural awareness and relationships,
intercultural, community contribution, mutual respect, understanding and
community unity.
We have defined a project the critical thing should be considered is to establish
project charter. After the organization has agreed and funding allocated a
project is designed which necessitates define the vision, objectives, scope, and
deliverables for the project. This should have provided the organizational
structure (role and responsibilities) and a summarized plan of the activities,
resources, and funding required to undertake the project. Moreover any risks,
issues, planning assumptions and constraints are required to be listed.

2. Planning team outcomes

You are now to complete Section 1 of your Project Portfolio by completing the team
performance plan based on your chosen team from the case study business or your
team within your own business.

Complete Section 1 of your Project Portfolio.

Submit your Portfolio to your assessor.
Team Planning:
Following are the team members selected for the particular project along with their roles and
responsibilities defined and assigned.
1. Steve (Project Manager)
2. Glenn (GM Operations)
3. Matt (Chief Financial officer)
4. Natalie (Ace event planners)
5. Roger (Sub agent)

Roles and responsibilities

Role Responsibilities Reporting to
Project owner Is responsible for working with
the Board of Directors to
oversee the business, set overall
strategic directions, manage
risk, and authorize large
financial transactions.
Project sponsor Give the economic support to Project owner
develop the project.
Project manager  Create all activities. Project owner
 Allocate the task to team
members.
 Meetings.
 Summarize the goals of each
task.
 Daily report to CEO.
 Manage risk.
Project team (write down
each member name in each
row and
define the responsibilities)
Chief Financial Officer Is responsible for preparing Project Manager
quarterly financial statements
and overall budgeting.
Is also responsible for
overseeing budgets for cost
centers and individual projects.
At the completion of financial
quarters and at the end of
projects.
Is responsible for viewing
budget variation reports and
incorporating information into
financial statements and
financial projections.
Operations General Manager Is responsible for the day-to-day Project Manager
running of the event. Oversees
the coordination of the event.
Is responsible for sponsoring
projects which affect operations
of the event.
Works with the Human
Resources Manager to
coordinate systems and projects
to achieve company-wide
synergy.
Human Resources Manager Is responsible for the productive Project Manager
capacity and welfare of people
at MLR.
With the Operations General
Manager, works to coordinate
 projects and management
systems such as performance
management,
recruitment, and induction.
Manager Commercial Realty Is responsible for the Project Manager
management of all aspect’s
commercial realty. Manages the
activities of commercial agents.

2. Preparing for team coordination and support

In the following activity, you will be required to communicate the team performance
plan that you have developed to your team. If you are basing this on the case study,
this will be a group of students that your assessor will organise. If this is your own
workplace, this will be the members of your own team. You will have approximately
10 minutes to present your plan and discuss challenges with tasks allocated as
outlined below.
During the meeting you will also be required to provide coaching to your team on a
topic of your choice in order to enhance workplace culture and to ensure common
team goals are met. This is to be a short coaching session on a specific topic i.e. no
more than 10 minutes.
You will therefore need to prepare a presentation to use in the next activity about
the team performance plan you have developed and the topic of your choice. You
may prepare the presentation in any form you wish e.g. PowerPoint Presentation or
handouts. Make sure that you choose a method of communication that will be
appropriate for your team and assist them to understand their responsibilities.
You will also be required to:
 consider how you will facilitate open and respectful communication and
collaboration between team members, taking into account the diverse
backgrounds of those in your team. You will then be required to demonstrate
techniques that you have identified as appropriate in the next activity.
 Assist your team to identify, brainstorm, report and resolve issues and
inefficiencies related to the tasks as identified in your team performance plan.
You will therefore need to ensure you identify suitable techniques to achieve
this, as well as your own problem solving skills to come up with solutions
during the meeting. You will also need to manage conflict where there are
disagreements about how to resolve an issue so be prepared as to how you
will handle this.

Complete Section 2 of your Project Portfolio.

Submit your Portfolio to your assessor.

Presentation Attached

3. Roundtable discussion
 In a group round-table style discussion with your selected team, you will present
your team performance plan and coaching session.
Your assessor will be looking to see that you can:
 use communication practices that are relevant to the team.
 take into account others’ opinions
 facilitate open and respectful communication and collaboration between team
members, taking into account the diverse backgrounds of those in your team.
 ask the team to identify issues/ inefficiencies related to the tasks as identified
in your team performance plan and then brainstorm solutions.
 use your own problem solving skills to come up with solutions to these task
challenges.
 manage conflict appropriately.
 demonstrate effective communication skills including:
o Speaking clearly and concisely

o Using non-verbal communication to assist with understanding

o Asking questions to identify required information

o Responding to questions as required

o Using active listening techniques to confirm understanding

o build rapport with your team through use of effective communication

skills.

This can either be viewed in person by your assessor or you may like to video
i
record the session for your assessor to watch later. Your assessor can provide you
with more details at this step. Make sure you follow the instructions above and
meet the timeframes allocated.

Discussion:
We will start our discussion by putting forward the performance plan in which we
will define organizational mission, goals, objectives and operations while
undertaking the project.
It is important to define organizational mission, goals, objectives and operations
according to strategic direction. The purpose is following:
 A specific plan for the use of the organization’s resources in pursuit of the
strategic plan
 Address issues that may exist around internal efficiencies and effectiveness
 Apply the highest standards of excellence to the implement
 Contribute positively to our communities and our environment.
 Details specific activities and events to be undertaken to implement
strategies
 Embrace diversity as an essential component in the way we do business.
 Ensure strong connection among the organization’s mission and its
operational resources
 Fine tune departmental goals and objectives and discover implementation
gaps
  Is a plan for the day-to-day management of the organisation
 Provide a great work environment and treat each other with respect and
dignity.
 Recognize that profitability is essential to our future success.
After the presentation of the team and its organization, the following work plan
will be proposed:
Organizing Commission, the organizing team will be defined, divided into
departments and each will have specific tasks.
Creation of the blog and survey, the blog will serve mainly to stimulate the
active participation of people, to know through the survey what they want to
see at the festival and through the blog a council of the townspeople will be
formed that can relate to the organization to present their proposals.
Launch and maintenance of Facebook and twitter for the promotion and
dissemination of the festival, the programming, etc.
Sponsorships, the search for sponsorships will be managed by the management
team Selection of the representatives of each country, the people will be
selected by the artistic department of the festival after this department has
been related to the council of the people of the neighborhood, after having
evaluated the advice of the people who come through the survey on the blog
and after the call to which artists will have signed up.

4. Monitor workplace activities

If you are using the case study business you are to complete this activity. If you are
using your own business, you may collate feedback on your own team and
individual performance. If this is not possible, you may also complete this same
activity below, selecting one of the teams below.
Assume it is six months later and feedback has been received on individual and
team performance as follows:

Overall team feedback

Team Feedback

IT Team The team has been effective overall, working to time and
budget.
It’s been a very busy time and some of the long term
goals haven’t been achieved such as improving the help
desk function.
Because of the workload collaboration between teams
hasn’t been as good as it could be.

Sales Team Despite the global outlook, the sales team has been
managing to increase sales albeit by less than expected.
It’s been a tough time and there’s definitely been a lack
of motivation at times.
Because of the workload collaboration between teams
hasn’t been as good as it could be.

Operations Team The team’s just ticking along with its usual activities. Not
 a lot of progress has been made on long term objectives
due to general workload.
Because of the workload collaboration between teams
hasn’t been as good as it could be.

Individual team member feedback

Team member: Sales

Jade Somers Team management is overall excellent but sometimes

lack of communication resulting in missed deadlines.

Jay Santos Less engaged of late which is impacting on the team.

Still achieving sales goals.

Jane Stone Jane has been participating in sales training in her own
time and the impact can be seen. Her contribution is
definitely clear.
Lagging behind on some key tasks.

Individual team member feedback

Team member: IT

Hal Hyland Hal seems distracted and seems down on himself for a
lack of creativity. He needs to be more confident.

Helen Hunt Great team member. Motivates others. Brings a lot to the
role through her studies.

Hayley Hill Has been negative about the systems of late and the
pace of change. It is frustrating that things aren’t moving
quicker but it’s the way it is.
Being positive despite frustration is important.
Being willing to discuss solutions is also important.

Individual team member feedback

Team member: Operations

Alicia de Souza Alicia is a really great member of the team.

She’s organising systems to improve things.
She’s a little unconfident.

Alan Ibrahim Alan is a hard worker. He tends to keep himself to

himself but always gets his work done and is pleasant to
all staff.

You now need to collate and report on the feedback provided to assess individual
and team performance.
Based on this feedback, you are also to identify specific learning and development
opportunities that will improve team and individual performance and behaviours.
You will also need to organise a specific event for your team.
You will document all of this in an email to your team which you will draft within your
Portfolio.
Complete Section 3 of your Project Portfolio within the timelines specified by your
assessor.

Monitor Workplace Activities:

To monitor workplace activities we will follow the following communication plan.

Communication Plan
Stakeholder Information Frequency Method of
required/ to be communication
communicated
All stakeholders Brainstorming: ShareShould do beforeFormal meeting
idea and createproject start date
activities, gather
information for initiation
plan.
All stakeholders Allocate the task:Before theMeeting
Summarize what is goingproject start date
to happen, allocate each
activity and set
goals.
All stakeholders Manage risks: Give theDuring theConference, email,
staff the guideline hot toproject plan manual
control risk,
communicate plans and
stakeholder roles /
responsibilities
All stakeholdersStatus report: Project2-week one time Log in their own
and CEO manager will update company account,
what they have done formal conference
and what should be
done on
progress of the project.
All teamTeam meetings: ShareWeekly Informal meeting and
members their problem and find formal meetings
the way to fix together,
to review detailed
plans (tasks,
assignments, and action
times)
Sponsor andSponsor meetings:Before thePrivate conference
project manager Update the budget andevent’s day
report the project
plan
5. Submit your completed Project Portfolio

Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and
grammar as necessary.
Submit to your assessor for marking.
Assessment Task 2: Checklist

Student’s name: Joyail Malhotra

Completed
successfully? Comments

Did the student: Yes No

Plan team outcomes by developing a

team performance plan that includes:
 Team objectives, responsibilities
and outcomes
 Individual outcomes, goals and
behaviours, as well as tasks
 Strategies to ensure team members
are accountable for their roles and
responsibilities
 Contingency plans
 Tasks allocated based on expertise
or development potential
 Opportunities for cross collaboration
amongst external and internal
teams and individuals?

Coordinate and support teams and

individuals within the team by:
 Communicating the team
performance plan and associated
objectives to the team
 Providing instructions about tasks to
be completed.

Facilitating open and respectful

communication and collaboration
between team members, taking into
account diverse backgrounds?

Provide coaching to staff to enhance

workplace culture and to support
individuals to work towards common
team goals?

Identify and use suitable communication

practices when communicating with
team members and facilitating activities?

Build rapport with the team?

Recognise the perspectives of team
members and diversity of opinion?

During the meeting, demonstrate

effective communication skills including:
 Speaking clearly and concisely

 Using non-verbal communication to

assist with understanding

 Asking questions to identify

required information

 Responding to questions as
required

 Using active listening techniques to

confirm understanding

Facilitate the team to identify and report

on issues/inefficiencies related to tasks
allocated and to brainstorm solutions to
these issues/inefficiencies?

Use problem solving skills to deal with

any the identified task challenges?

Manage conflict in an appropriate

manner?

Monitor team performance by:

 Measuring team member
performance against agreed
measures
 Providing timely and constructive
feedback to the team in writing
 Identifying learning and
development opportunities to
improve team and individual
performance and behaviours as per
the issues identified?

Implement action plans to address

individual and team training needs?

Task outcome:  Satisfactory  Not satisfactory

Assessor signature:

Assessor name:
Date:
Final Results Record

Student name: Joyail Malhotra

Assessor name:

Date

Final assessment results

Result

Satisfactor
Task Type y Unsatisfactory Did not submit

Assessment Task 1 Knowledge questions S U DNS

Assessment Task 2 Project Portfolio S U DNS

Overall unit results C NYC

Feedback

 My performance in this unit has been discussed and explained to me.

 I would like to appeal this assessment decision.

Student signature: Joyail Malhotra_____________________________ Date: _________________

 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.

Assessor signature: _______________________________________ Date: _________________