Task 1

In the workplace, you will often be required to phone other staff or clients in relation to schedules.

In particular, you will need to:

• Clarify and set priorities
• Confirm requirements
• Negotiate scheduled appointments

For this task, you are required to contact a teacher by voice or video call and take part in a simulated workplace scenario. Please check the OLS for instructions on how to book your assessment date and time.

This scenario requires you to contact Sophie to clarify, confirm and negotiate aspects of her schedule for the first week of next month. You will take on the role of an executive assistant, and a teacher will play the role of Sophie.

A copy of Sophie's draft calendar for next month is shown on the next page. Refer to this draft during your call.

	Monday	Tuesday	Wednesday	Thursday	Friday
AM	Meeting with sales representative		Manager's meeting		First Aid training for all staff, 7 hours
PM	Fire Drill	Performance reviews for customer service staff (Geoff, Alan, Linh)	Sophie away Bill has requested a meeting with Sophie this afternoon - negotiate another time

Before making the call, practice and prepare the following:

• How you will greet and explain to Sophie what the call is about
• Questions you can ask to clarify the details and requirements of her planned meetings (for example, time, location, number of attendees, catering and documents required)
• Questions to determine the priority of appointments (for example, urgency and timeframes)
• How you will negotiate time or room clashes

After the call, you will need to create Sophie's schedule using a calendar tool. Include each appointment with the correct:

• Time
• Duration
• Location

It is important that you take notes during your call and follow the organisational guidelines when entering appointments in the calendar.