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

 Project Portfolio template

 BSBTWK502 Simulation Pack.

Ensure that you:

 review the advice to students regarding responding to written tasks in the Business 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.

i Assessment information

Information about how you should complete this assessment can be found in Appendix
A of the Business 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.

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Activities
Complete the following activities:

1. Carefully read the following:

This project is about leading teams in the workplace and actively engaging with the
management of the organisation. You need to demonstrate that you can manage
the effectiveness of at least one work team.
You can do this based on the assumption that you are the team leader or manager
of a team within the case study business provided in the Simulation Pack for this
unit or a business that you work for, if applicable. It’s important that this business
has organisational objectives already developed. Speak to your assessor to get
approval if you want to base this on your own business.
If you choose the case study business, you may select any of the teams that form
part of the organisation to base your project on. You may assume the role of
manager. If it is your own business, then you may choose any team that forms part
of your workplace and in which you are involved.

Vocational education and training is all about gaining and developing practical skills
that are industry relevant and that can help you to succeed in your chosen career.
For this reason, basing your project on real relationships with classmates or work
colleagues will mean that you are applying your knowledge and skills in a relevant,
practical and meaningful way!

You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below. Before you begin, complete page 5 of your Project
Portfolio.

2. Establish a team

Make sure you are familiar with the business you are basing this assessment on
and have read through the necessary background information, policies and
procedures that apply. For the case study business, this is all of the documents
included in the 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.
If you are using a real business, you will use your current team members to base
this project on. If using the case study in a classroom or online situation, choose a
group of at least three students who will act as your work team throughout the
project. Open the Simulation pack, read through the case study and select the team
you would like to base your assessment on.
Work through Section 1 of your Project Portfolio. As part of this step, you will need
to:

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  Specify your work team, or specify which team your group chose if you’re
using the case study.

 Outline the roles of each member of the team. If you are using the case study,
each of you will have a turn to be the manager.

 State the purpose of the team

3. Establish team objectives

In a group round-table style discussion with your team and at least one stakeholder
present, outline all the tasks the team must do to accomplish the expected
outcomes.
The discussion should last for at least 15 minutes, but not more than 30 minutes. If
you are using the case study, your assessor will assume the role of stakeholder. If
you are basing the project on your workplace, the stakeholder might be a line
manager or any member of senior management.
Ensure that each team member has a turn to participate in planning the tasks, share
what they expect outcomes will be and decide as a team how performance will be
measured.
As a team, making sure consensus is reached:

 create a list of tasks to be undertaken

 allocate the tasks to the team members based on their strengths and abilities

 set the start and end date for each activity

 set the KPIs for each team member

4. Write a Performance Plan

Use the Internet to find an example of a Performance Plan. Use the information you
recorded in your Project Portfolio during the previous activities to write your own
Team Performance Plan and attach it to your Project Portfolio at the end of
Section1. The written plan should include:

 The team vision or a team purpose statement

 Main tasks and responsibilities of each team member

 Performance measures/ Key Performance Indicators (KPIs)

 Start and end date for each activity

Complete Section 1 of your Project Portfolio and submit to your assessor.

5. Facilitate team cohesion

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 Assume some weeks have passed and the team have implemented their
Performance Plan and are working on their tasks. It has come to your attention that
the team is not working cohesively and that they are not sharing information and
are duplicating work.
In order to support your team in achieving their performance outcomes, you will
provide coaching on team cohesion and collaboration. This will be a 10-minute
session and you may use slides, visual aids or video clips in your coaching session.
If you are basing this on the case study, everyone in your group will have a turn to
be the manager and present their coaching to the rest of the group. If this is your
own workplace, this will be the members of your own team that you are providing
coaching for.
The assessor will advise you of the date and time of your team meeting so that you
can prepare in advance.
Use your Project Portfolio to outline the main points and attach your slides or links
to the videos you use.

i This can either be viewed in person by your assessor or you may like to video
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.

Complete Section 2 of your Project Portfolio and submit to your assessor.

6. Develop or modify policies and procedures

Despite your efforts to support your team through coaching, the team is still
struggling to work cohesively. One of the issues the team identified is that one of
the team members are not performing their tasks and is using the Internet for
personal reasons during work hours. This is creating conflict within the team.
You will address this concern by developing a policy for Internet usage.
Use the Policy and Procedures Template provided for you in the Simulation Pack
to create an Internet Usage Policy within the context of the business you are
basing your assessment on.
Attach your Internet Usage Policy to your Project Portfolio to Section 2 of your
portfolio.

7. Facilitate teamwork

Assume three months have gone by. Have a meeting and allow each team
member to provide a 5–10-minute update on how their tasks are going.

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 Take turns to assume the role as manager and do the following:

 give feedback to team members on team effort and contributions

 encourage team members to take responsibility for team activities

 help to identifying work performance problems by addressing each of the

issues, concerns and problems identified by team members

 help to resolve issues using your own problem-solving skills

Your assessor will be looking to see that you can:

 provide feedback to encourage, value and reward others

 model desired behaviour and practices

 encourage and foster shared understanding of purpose, roles and

responsibilities

 Adapt personal communication style to build positive working relationships

As a team, brainstorm ways to address issues, concerns and problems identified
by team members. Outline a process for addressing these concerns by deciding
where and how concerns should be raised and who should be involved.
Use your Project Portfolio to record this information.

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.

Complete Section 2 of your Project Portfolio and submit to your assessor.

8. Communicating with line management

Develop an email to your line manager to address the main issue raised by team
members, namely that the team is still struggling to collaborate and share
information.

 Outline the issue

 Propose a solution
Attach this email to Section 3 of your Portfolio.
Assume that your line manager has responded to your email and would like you to
communicate the following information to the team:
Line management would like the team to start using a new software application to
help the team collaborate. You have approval to purchase a subscription to a
collaboration tool such as Dropbox, OneDrive or any tool that suits the context, and
to implement it.

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 Develop an email to the team to explain the decision and provide the team with
details about the change including when it will be implemented.
Attach this email to Section 3 of your Portfolio.

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9. Liaise with stakeholders

Schedule a meeting with the relevant stakeholders and prepare a short

presentation using your choice of software or application e.g., PowerPoint,
Keynote, etc. The meeting should last for at least 15 minutes each and no more
than 30 minutes.
If you are using the case study, your assessor will assume the role of stakeholder.
If you are basing the project on your workplace, the stakeholder will be an internal
or external party that has an interest in the project.
Your presentation should contain an overview of how the project is going.
Your assessor will be looking to see that you can:

 establishing open communication processes with diverse stakeholders

 Address unresolved issues, concerns and problems raised by stakeholders

 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.
Ask for feedback from relevant stakeholders and take notes. Transfer this
information to Section 3 of your Project Portfolio.

10. 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.

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 PROJECT
PORTFOLIO

STUDENT VERSION

BSBTWK502
MANAGE TEAM
EFFECTIVENESS
Student name:

Assessor:

Date:

Business this assessment is

based on:

Team this assessment is

based on:

Documentation reviewed as
preparation:

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 Section 1: Establish a team performance plan

Team Name: There are 3 teams based on the case study from which you will have
to select one team that you will base your response. Simply mention
the name of the team here. For example:

Sales Team
Or IT Team Or Operation Team

What will your role in the team Here you mention name of the team member and there role. For
be and who are your team example: if you have chosen the Sales team,
members?
Sales manager: Jade Somers
State their roles in the team
Sales representative 1:
and provide a short
description. Sales representative 2:
Sales representative 3:

Provide an overview of the This part is simple. Here if you have chosen the Sales Team, you
purpose of the team in line discuss what the team is supposed to achieve or accomplish. For a
with organisational objectives. better understanding of what the team should accomplish, you should
read the roles, which are related to this team and their
What is the team seeking to
responsibilities. Using which and further online research you should
accomplish?
be able to provide the right response here.
For example:
a. Increase sales
b. Drive innovative sales ideas
c. XXXXXXXXX
d. XXXXXXXXX
e. XXXXXX
f. XXXXXXXX

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Team manager This part is simple as well. If you have selected the sales team, find
responsibilities out who is the manager or team leader and then explain their
responsibilities as you find in the case study document.
What is the role of a manager
or team leader? You can also research online and include more relevant
responsibilities of a sales manager’s role.

Team tasks Simply discuss the main tasks. It is also discussed within the
document. Feel free to improvise where needed. But keep it relevant
What are the main tasks and
and meaningful. For example:
activities the team needs to
do? a. Liaise with marketing team to build a brand name.
b. Look for opportunities in different industry events to promote and
collaborate with marketing department.
c. XXXXXXXXXXXX
d. XXXXXXXXXXXX
e. XXXXXXXXXXXXXX
f. XXXXXXXXXXXXXX
g. XXXXXXXXXXXXX
What input was received from
the stakeholder/s? As the stakeholders input, you can highlight some points assuming
that came from organisation stakeholder such as the General
Manager related to how sales activities and tasks can be better. For
example:
a. Have monthly or fortnightly sales team meeting.
b. XXXXXXXX
c. XXXXXX

What input was received from

As a team member input, you can improvise and provide your
your team member?
feedback. You can talk about feedback like –
- Training facilities for new team members
- Have an ice breaking session between team members
- XXXXXXXXXXX
- XXXXXXXXXXXX

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Team member tasks and In this part first, you will have to discuss how you have decided the
KPI’s task allocation among the team members. For example, you talk
about : their experience, their knowledge, their strengths etc etc
How did you decide which
task to assign to each team
member?
In the second part, you will have to discuss timeline of completing
each task. For example:
What are the timelines for Sales manager: Mention the tasks that you think is suitable for the
completing each task? Sales manage, mention his/her name and a suitable timeframe to
complete the tasks.
Sales representative 1: Jane Stone will be involved in developing
the policy for conducting a virtual event for key project that will start
from 2021. Then, assign a timeframe to develop this policy.

Sales rep 2: XXXXXXXXXXX

Sales rep 3: XXXXXXXXXXX

Setting KPI’s In this part, you will have to list the KPIs for each type of tasks of the
Key project that is discussed in the simulation pack. Feel free to
Outline the key performance
make assumptions based on the given information on simulation
indicators for each task.
pack .

Supporting the members of a

In this part, lets assume that, you have the job to help or
support each team member.
team to achieve expected
performance outcomes
You can prepare a presentation document in which you can
provide information or guideline for each of the team member
to achieve their goals and expected performance. For example
in the slide, for the sales rep Jane Stone, who is supposed to
produce the Policy for the virtual event, you can discuss or
highlight the points on how to produce Policies and procedure
for an organisation. You can also include images or
infographics.

Likewise, have slides for other team members as well. Then

attach the document here.
Attach: Link to business website About page or corporate ☐
brochure that summarises what the business does OR
Simulation Pack if using case study ☐

Team Performance Plan

Slides, visual aids or video clips ☐

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Attach your evidence for Section 1 here:

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 Section 2: Develop and facilitate team cohesion

Complete this section after the meeting.

Policies and procedures For Section 2 as a whole, you will have to produce an Internet Use
Policy using the template that is given in Moodle. Please read
How did you develop/ modify
relevant information in the simulation pack.
the Internet Use Policy?
Once you have created the policy, please attach the document
somewhere within Section 2.

Then discuss how you have developed the policy.

Develop team cohesion  In this part, you will have to discuss what sort of feedback
you have received from other team members. You can
What were the communication
consider yourself as the team leader. As I have asked to form
skills you applied when giving
a team within you, you can assign other team members with
feedback?
the role that provided in the simulation pack. You will need to
mention, how you communicated with them while giving
feedback

What are the issues,  After going through the discussion, you will have to highlight
concerns, problems the issues here based on the team that you have chosen. For
highlighted? example:

o Issue with the sales channel.

o Sales team cohesion
o XXXXXX
o XXXXXXXX
o XXXXXXXX
 Here you can discuss different ways of finding the issues.
How did you help team
You can talk about getting help of CRM, you can talk about
members identify issues?
data analysis, you can talk about customer feedback etc.

 In this part, you will have to do a bit a research on different

How did you apply your types of problem solving skills and discuss those, that you
problem-solving skills? think matches with the issues or problems that you have
listed above.

How did you encouraging  This part is simple. I believe, you can do it by yourself. Do
team members to take online research and discuss ways to encourage team

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responsibility for team members being a team leader. It needs to be relevant to
activities? responsibility and activities development of team members.

Facilitate teamwork Simply provided information in a list or in paragraph, the ways you
can develop your communication style to build a positive working
How did you adapt your
relationship in a team.
personal communication style
to build positive working For example:
relationships?

Active listening: explain….

Clear and concise messaging: explain…
XXXXXXXXXXXXXXX: explain
XXXXXXXXXXXX: explain
XXXXXXXXXXXX: explain

Model desired behaviour and

Some of the model desired behaviour and practice can include:
practices
Lead by example: Demonstrate the behaviour and attitudes you
expect from your team. If you want them to be punctual, ensure, you
are always on time.
Show respect: explain.
XXXXXXXXXX: explain
XXXXXXXXXX: explain

Promote collaboration There could be many different ways of answering this part. So, you
have to discuss on how to promote collaboration and encourage
Encourage and foster shared
other team members to understand the roles and responsibilities
understanding of purpose,
within the team.
roles and responsibilities
For example:
Mission and vision alignment: Clearly communicate the
organisation mission and vision within the team discussion and
meetings.
Role clarity: Have a clear understanding about each team member’s
role and his or her responsibility within the team.

XXXXXXX: explain.
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 XXXXXXXX: explain…
XXXXXXXX: explain….

Complete this section after the brainstorming session.

Develop a process for This answer may vary. However, you can talk about ideas such as
addressing concerns.
What were your ideas?
a. Having a clear policy
b. Encourage open communication
c. Initial reporting
Outline the process you
d. XXXXXXXX
developed
e. XXXXXXXXXXX
f. XXXXXXXXXXXXX
g. XXXXXXXXXXXXXX

What brainstorming and group Here you will have to highlight points or techniques to brainstorm. For
leadership techniques did you example:
use?
a. Mind mapping: explain
b. SWOT analysis: explain
c. XXXXXXXXXXXX: explain
d. XXXXXXXXXXXX: explain
e. XXXXXXXXXXXX: explain
f. XXXXXXXXXXXX: explain

Attach: Internet Usage Policy and procedures

Please make sure you produce a relevant and realistic ☐
internet usage policy. Your policy should address all the
issues that are discussed within the case study.

Attach your evidence for Section 2 here:

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 Section 3: Liaise with stakeholders

Communicating with line

management
You can use this space to
plan your ideas if you like but
you must include the emails
as attachments
Create your email to your line
manager. Include:
What were the issues?
What solutions are you
proposing?

Create an email to your team.

Include:
What was the decision line
management informed you
of?
When will this change occur?
How will it affect the team?
Attach to your portfolio.

Liaising with stakeholders

How can a manager establish
open communication
processes with stakeholders?

What unresolved issues,

concerns and problems needs
to be communicated to
stakeholders?

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 Applying feedback
What feedback did you
receive from the
stakeholders?

How did you address their

concerns?

Attach: Presentation slides ☐

Email to line manager ☐

Email to team ☐

Attach your evidence for Section 3 here:

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