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.

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?