Activity 2: Consult stakeholders and gather their insights into the sustainability policies

This activity requires you to consult the following stakeholders and gather their insights into the sustainability policies:

• IT Manager
• HR Manager

To consult with the stakeholders, you are required to conduct a meeting.

Note:

• The trainer/assessor will take on/play the role of IT Manager.
• The trainer/assessor will allocate the role of HR Manager to a staff member/student.

The purpose of the meeting is to consult the stakeholders and gather their insights into the sustainability policies.

Before the meeting, you are required to:

• Ensure that the participants have either the hard copy or soft copy of the sustainability policies prepared.
• Develop a meeting agenda and send an e-mail to the team members to invite them to the meeting.

The meeting agenda must be prepared, considering the objectives of the meeting and using the template provided. The meeting agenda must discuss the purpose of the meeting and provide details regarding the place, date and time of the meeting.

After preparing the meeting agenda, you are then required to send an e-mail to the meeting participants to invite them to the meeting.

Guidelines for writing the e-mail:

• Ensure the text written in the e-mail is grammatically correct and free of errors.
• Use business style writing.
• The text must provide a summary of the attachment.
• Attach meeting agenda to the e-mail.

After e-mailing the meeting agenda to the participants of the meeting, you are then required to conduct a meeting with them.

When conducting the meeting, you must demonstrate effective and communication skills at all times:

• Use formal communication style, encouraging and respectful tone
• Ask questions to clarify and confirm understanding
• Listen actively
• Understand the information needs of others
• Adapt communication to suit the audience
• Answer questions clearly and concisely
• Use non-verbal communication skills that encourage discussion and feedback: nodding, smiling, eye contact

During the meeting, you must:

• Welcome the participants
• Provide an introduction to the meeting's purpose
• Consult them regarding the following:
  • Scope and objectives of workplace sustainability policies
  • Legislative requirements
  • Sustainability procedures
  • Implementation strategies
  • Continuous improvement processes
• 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.
• Gather their insights into sustainability policies.
• Update the policies and procedures considering the feedback received.

During the meeting, the stakeholders will:

• Clarify their doubts (if any) regarding the sustainability policies and procedures.
• Provide their insights into sustainability policies and procedures.

Close the meeting:

• Summarise the agreed outcomes

After the meeting, you must:

• Provide summary outcomes of the meeting using the meeting minutes template provided.
• Update sustainability policies and procedures.

After preparing the meeting minutes and updating sustainability policies and procedures, send an e-mail to the attendees of the meeting.

Guidelines for writing the e-mail:

• Ensure the text written in the e-mail is grammatically correct and free of errors.
• Use business style writing.
• The text must provide a summary of the attachment.
• Attach meeting minutes and updatedsustainability policies and procedures to the e-mail.