Activity 4: Review implementation of workplace sustainability policies

Activity context:

After implementing the workplace sustainability policies and procedures, the management wants you to review their implementation.

The following were the outcomes of the implementation of workplace sustainability policies:

• The power consumption of the monitors was reduced. However, the power consumption was still on higher side. The management wants to use most energy efficient monitors to support environmental sustainability.
• The staff members were still demonstrating seating postures that could lead them to back injuries. The management further wants to ensure that the staff member are trained about the body postures and other ergonomic requirements. They want to have training policies and procedures in place to ensure continuous learning.

Description of the activity:

This activity requires you to review implementation of workplace sustainability policies. To do so, you are required to complete the following two (2) parts:

• Part A: Identify trends requiring remedial action to promote continuous improvement of performance
• Part B: Provide feedback to the team members
• Part C: Modify sustainability policies

Part A:Identify trends requiring remedial action to promote continuous improvement of performance

This part of the activity requires you to identify trends requiring remedial action to promote continuous improvement of performance.

To do so, you need to:

• Analyse the information given in the 'Activity context'.
• Identify and document any two (2) trends requiring remedial action to promote continuous improvement of performance
• Document the remedial actions for each area of improvement.

You must use the template provided to document your response.

Template:

Two (2) trends requiring remedial action to promote continuous improvement of performance (50-100 words)

Remedial actions for each area of improvement. (50-100 words)

Part B: Provide feedback to the team members

This part of the activity requires you to provide feedback to the team members regarding the body postures and other ergonomic requirements.

To do so, you are required to arrange a meeting with the team members.

Note:

• The trainer/assessor will allocate the role of the team members to the staff member/student.
• The team members will be the same team members who participated in Activity 2.

Before the meeting, you are required to:

• Prepare a presentation (8-10 slides). The presentation must include the following information:
  • Outcomes of analysis of implementation of sustainability polices (As given in the case study)
  • Body postures while working on the workstation
  • Ergonomic requirements to be followed
• 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 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
• Deliver the presentation.
• Clarify and confirm the understanding of the team members.
• 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.

During the meeting, the stakeholders will:

• Clarify their doubts (if any) regarding the body postures and ergonomic requirements.

Close the meeting:

• Summarise the agreed outcomes

After the meeting, you must:

• Provide summary outcomes of the meeting using the meeting minutes template provided.

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 to the e-mail.

Meeting agenda template:

Date/Time:
Location:
Chairperson:
Meeting Attendees: Full names and roles
Agenda Item/Topic	Discussion/Outcomes	Action Officer	Due Date
Welcome
(Agenda item 1) Topic?
(Agenda item 2) Topic?
(Agenda item 3) Topic?
Summary	Overall Summary Decision/s Action/s if any
Next Meeting time/date
Meeting closed at:
Minutes are a true and accurate record of the meeting	Approved/confirmed by whom?

Meeting minutes template:

Minutes of Meeting Meeting Objective: Attendees: Venue: Date:
No.	Points Discussed	Actions Suggested	Target Date
Signature of attendee 1: Signature of attendee 2: Signature of attendee 3: Signature of attendee 4: