Homework answers / question archive / Scenario: Kristy Short has worked as a Client Experience Facilitator at Bliss&Me for some time now

Scenario: Kristy Short has worked as a Client Experience Facilitator at Bliss&Me for some time now

Project Management

Share With

---

Scenario:

Kristy Short has worked as a Client Experience Facilitator at Bliss&Me for some time now. Her main role within the business is to check in with clients who have chosen to start their wellness journey with Bliss&Me, ensuring they are getting what they need to keep them on their path forward. Kristy has

 

(built some great connections within the industry and uses these to link like-minded people together, with the aim to create a supportive network to make it easier for Bliss&Me clients to achieve their goals.)

 

Kristy lives and breathes wellness and has a healthy addiction to social media, TED talks and other blogs and websites that provide her with new and fresh ideas about health and wellbeing.

 

All this time Kristy spends in and out of the business on wellness, has led to the development of a new idea that she thinks will provide a greater connection and network of support to her clients. She wants to use a social media platform to create groups that she can manage. Not only will this platform connect clients to her but also to each other. She thinks

(this will also allow her to provide some of the great articles, blogs and other wellness information she always finds useful, direct to her clients.)

Kristy is aware that this is just a concept at this stage and that she needs to spend some time brainstorming the merit of her idea – especially as it involves understanding more of the ‘behind the scenes’ aspects of development, management and marketing. A good idea that potentially brings in more clients is great, but it’s not too helpful if the business can’t manage it.

 

Kristy hopes that she can formalise a meeting to gather the right people in the business to assist her in ‘pulling apart’ her idea. She would like to walk away knowing that her idea has merit and is worth pursuing. She hopes to get lots of thoughts and ideas about what she would need to consider about it so that, in the next month, she can present a proposal to the board. Her leader, Ella, thinks it’s definitely an idea worth pursuing further and has authorised Kristy to seek out stakeholders within the business to support her meeting requirement. She recommends Kristy allow a reasonable amount of time for her exploration session as well as a decent size meeting room to accommodate the right people. There are two meeting rooms (Meeting Room 1 and Meeting Room 4) that are probably the right size. Ella is happy to provide Kristy with enough money to support the provision of coffee and snacks, especially as they will be giving up their time to help Kristy out with her potential project. She would like Kristy to limit her spend for the meeting to a budget of $10 per person attending (Kristy included), or a maximum of $100 overall depending on whichever is lower.

 

Most people are in the office at the start and end of the week as they prep and work on reports in those times. Everyone in the business is so busy, they live and die by their calendars! Kristy will have to use an email meeting request for anyone she wants to be there so they (and she) don’t forget to come at the right time. She’s pretty hopeful she can get everyone there, although if not, there is always other options in this day and age to make sure they can get involved.

2. Make arrangements for your meeting. Complete the Meeting Arrangements Planner and Checklist (Appendix 2). You will also need to complete and provide the following evidence:

• Confirmation of meeting room availability. If using Bliss&Me, you will need to send an email to your trainer/assessor in the role of ‘receptionist’ to seek available times for meeting rooms.
• Confirmation of participant requirements for meeting attendance. If using Bliss&Me, you will need to send an email to five people you know representing each meeting attendee confirming their dietary requirements and coffee orders and provide evidence of your interactions.
• Meeting Agenda. If using Bliss&Me, use the Meeting Agenda Template (Appendix 3). If completing this activity in your own workplace you may choose to use the Meeting Agenda Template (Appendix 3) or a suitable template within your own organisation.
• Itemised budget tracking and cost management, in a suitable table format (for example a word processing table or Excel document).

 

3. Notify your expected participants of your meeting within the time constraints determined in Task 1a. Include any information they require to ensure they are prepared for their attendance. Provide evidence of your notification and preparatory information. Evidence may include:

• A dated email to participants with all of the relevant information, including the meeting agenda
• A calendar invitation to participants with all of the relevant information, including the meeting agenda