Business Meetings Case Study

Running head: DIPLOMA IN BUISNESS
Diploma in business
Name of the student
Name of the university
Author note

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Assessment task 1:
Business Meetings Case Study3
The Adept Owl Games Company. Australia Meeting Case Study
Introduction
This case study is about an Australian company named The Adept Owl Games
Company which is a manufacturer of dice and cards of games and other systems. The case
study enlightens about the entire meeting process of the company in order to grow its
business with the help of training need assessment and after that to provide training to the
employees and the staff. There are basically two assessments in this case study namely
assessment one and assessment two. Both require different documentations of the overall
meeting process of the company including the meeting requirements, meeting agenda,
minutes of meeting and the action plans and then meeting participation evaluation.
Assessment OneMeeting topicThe topic of the meeting is “Training Needs for all
departments of the company.” The topic is chosen because it is felt that the training is
required in the all of the departments of the organization. Training is the process by which the
organizations are making and changing themselves to a better situation in all respects. But
first of all, the training needs and the advantages of having training must be conveyed to all
nanagers of the departments. Therefore, it is further decided that the agenda and the topic for
the business meeting must be training so that the managers of all the departments might be
able to assess their subordinates in a good manner as required and polish them according to
the needs and demands of the job.
Meeting participants

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Following are the participants of the meeting:
CEO
Manager
HR
Production Manager
Finance Manager
Sales Manager
Marketing Manager
Admin Manager
Store Manager
Customer Services Manager Meeting Requirement Forum
Meeting requirement forum
a. organizational requirements- In conducting the business meeting in the Adept Owl Games
Company, there were vital participants considered. They included the C.E.O, all the
department managers in the company, the administrator and the IT officer.This was
significant as the managers would discuss the formulated strategies that would enhance the
marketing plan for an existing board game. On the other hand, the IT office would ensure that
all the technical and technological issues were handled during the meeting while the C.E.O
would play a vital role as a presiding officer for all the discussed agendas. The invitation
style used was to send a brief and concise notice to all the identified participants via email.
This approach was most suitable as all individuals had an active email account. Additionally,
the notice would allow for enough preparartion prior to the meeting an aspect that improved

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eficiency and effectiveness when conducting this business meeting. As for the conventions, a
consensus, adherence to the company’s code of conduct, the time limit on participants and
speakers, restricting discussion to the meeting agenda, embracing voting techniques, and the
majority to agree before moving to subsequent motions/agenda were required and obeyed.
b. applicable conventions- There was a voting challenge during the meeting as even thosee
who did not attend were required to take part in this process. The predicament was solved by
having a high speed internet and skype video calls that allowed every one to participate
effectively. The key responsibilities of the chairperson involved presenting the procedures
and policies to follow in during the meeting as well as ensuring there is fairness and order
throughout the meeting session. The performance of the meeting was judged by checking if
the allocated time was spent as per the preparation. Moreover, the agendas had to be
confirmed if they had been discussed completely and in a clear manner. For this board game
meeting, all the all the desired outcomes were achieved successfully.
c .legal and ethical requirements- With the limited budget, the company decided to hold the
meeting in the company’s premises and the savings were used to book the hotel rooms,
catering team and hiring of other meeting equipment. The meeting papers prepared included
the minute’s template, the company’s code of practice, the invitation letter and the meeting
agenda which were all distributed to the participants’ company emails. In planning the action
plan, the roles were given according to specialty, capacity, time and availability to undertake
the tasks. The timeframes were organized by prioritizing the roles. In this business meeting,
all the tasks were completed on time with a slight delay on the booking of transportation
vehicles for the participants. Adept Owl is committed to ensuring that staff use computer
technology in a manner that promotes a safe work environment. Individual workspaces,
furniture and equipment must be adjusted to suit the ergonomic requirements of the user. All
staff members are expected to be able to use a variety of software programs in the course of

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their daily duties; manage computer data proficiently; and maintain computer equipment in
good order and condition.
Meeting Preparation Action Plan
Meeting preparation action plan
Meeting name: Review the current Adept Owl privacy policy
Meeting date: 21.09.2016
Chairperson/host: Ruth Crabbe
Action required By whom By when
1. Identify meeting issues and relevant
meeting member Shannon Grant 20.09.2016
2. Appoint the organiser to schedule
meeting timetable and agenda Tesfaye Tessema 15.09.2016
3. Send invitation and confirm Aban Rezek 16.09.2016
4. Organise meeting room, refreshments
and equipment Shannon Grant 16.09.2016
5. Check the meeting room to ensure
everything is fine Shannon Grant 16.09.2016
6. Run the Meeting according to the
meeting agenda Shannon Grant 21.09.2016
7. Record and store the meeting
information on the computer drive Aban Rezek 21.09.2016
8. Send the meeting file to relevant
person Aban Rezek 22.09.2016
Meeting Invitation
Adept Owl Games Company
16 September
Dear Colleagues,
I, Aban Rezek , IT officer, would like to call Ruth Crabbe (GM operations) and Bae Ahn-
Bartle (HR Manager), for the purpose of review of the existing privacy policy of our

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company. The purpose of the meeting is to identify, analyze and evaluate the current privacy
policy. The venue of the meeting is Meeting Room and it will commence from 4 pm and
would end at 6.30 pm.
You are a part of this company for a reasonable amount of time. Our company has
successfully delivered many projects. Our client satisfaction rates are also high. This has been
possible only through your support and cooperation. You know the importance of the privacy
policy in our business. It is one of the most important documents and can be compared to a
legal document too. It is important to review and update this policy. Please go through the
privacy policy before attending the meeting.
The purpose of the meeting is to identify any loophole in the privacy policy and suggest
suitable changes in the same. The meeting agenda is as under-
TASKS TIME VENUE
Welcome and introduction 10 minutes Meeting Room
Correspondence 20 minutes Meeting Room
Date of next meeting 5 minutes Meeting Room
General business 20 minutes Meeting Room
Major agenda items 30 minutes Meeting Room
Matters or business arising from the
minutes 10 minutes Meeting Room
Minutes of the previous meeting 20 minutes Meeting Room
Reports 10 minutes Meeting Room
Statement of the meeting's purpose 15 minutes Meeting Room
Kindly arrive within time. I am looking forward to a valid discussion on the effectiveness of the privacy
policy. Please be prepared with all the necessary documents and manuals.
Adept Owl Games Company
Meeting Agenda
Meeting Topic Review the current privacy policy

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Chairman Aban Rezek
Date 21 September 2016
Time 4 pm
Location Meeting Room
Milestones Description TIME
Welcome and introduction Introducing the participants 10 minutes
Correspondence Important policy documents 20 minutes
Date of next meeting Finalize date of next meeting 5 minutes
General business Existing business scenario 20 minutes
Major agenda items Topic to be discussed 30 minutes
Matters or business arising from the
minutes Major points 10 minutes
Minutes of the previous meeting Learning from previous
meeting 20 minutes
Reports Key findings 10 minutes
Statement of the meeting's purpose Identify the fulfillment of the
meetings’ objectives 15 minutes
Assessment task 2:
Issues to be addressed
To allow multi-player participation and command a system of connections and communications, organizations
must assemble more private data from customers. It is also customary now for accounts inside gaming channels
to be attached to broader online networking sites.
Moreover while pursuing high numbers and hunting might be the signature of maximum games, secrecy
concerns should not be a reconsideration. Like any other web activity, how data is gathered, distributed and
utilized by the business is to be considered sincerely.

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The manner of private data obtained via such games are names, locations, and card data for payment
requirements, to email ids and IP locations, to feedback ratings, digital pictures, and customized profiles. These
data are used by criminals to get access to an individual’s life and then harm or blackmail them, extort money,
etc. Personal grudges are also an important factor for such criminals, to take revenge. Stronger enforcement of
privacy laws is required. In addition, judiciary actions have to be more rigid. Solid privacy policies need to
cover all the issues and ensure security.
Appendix 1: Meeting participant evaluation form
Candidate name
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The meeting started on time. 
The meeting purpose was clear. 
The chairperson kept discussions focused on
achieving the purpose of the meeting.

The chairperson maintained control of the meeting
throughout the duration.

The chairperson ensured all participants were
involved in discussions.

The chairperson facilitated the problem-solving
activity to resolve any issues.
 
The chairperson facilitated decision-making to ensure
required decisions were made.

The meeting followed the agenda. 
The desired outcome for the meeting was achieved. 
The meeting concluded on time. 

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General feedback regarding the way in which the meeting was conducted:
The maximum result is neutral.
Appendix 2: Minute-taker evaluation form
Candidate name
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The chairperson clearly explained the meeting
purpose and the expected outcomes.

I was provided with a list of the attendees and
their roles prior to the meeting.

I was provided a copy of a minute template to use
to record the meeting discussions.

The chairperson explained any organisational
requirements/conventions for recording the
meeting minutes.

The chairperson explained the required method
for recording meeting notes and their
expectations with regards to the level of detail of
information recorded.

I was provided with examples of previous
minutes to assist me with understanding what was


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required.
It was clear to me what was expected. 
General feedback regarding the information you were provided regarding taking
minutes for the meeting:
I was made about all the aspects of the meetings and about the aspects that was
required to make progress. I was provided with effective examples that helped me to
understand things in a better way.
Meeting minutes Template
Review the current Adept Owl privacy policy
9.21.2016 04:00 pm AdeptOwl Meeting room
Meeting called by Ruth Crabbe
Type of meeting Review
Facilitator Aban Rezek
Note taker Shannon Grant
Timekeeper Aban Rezek
Attendees Ruth Crabbe, Julie Garland McLellan, Bae Ahn-Bartle
[Agenda Topic]
45 minutes Ruth Crabbe
Discussion
Welcome, introduction, correspondence, general business, major agenda items
Conclusions

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Covered all topics clearly
[Agenda Topic]
50 minutes Bae Ahn-Bartle
Discussion
Major agenda items, general business, statement of meeting’s purpose , minutes of previous
Previous Meetings
Conclusions
Covered all topics
Action Items Person Responsible Deadline
[Agenda Topic]
25 minutes Julie Garland McLellan
Discussion
General business, statement of meeting’s purpose, key points
Conclusions
Covered all topics
Action Items Person Responsible Deadline
Appendix 1 – Meeting participant evaluation Form
Student name 1
Strongly
Agree Agree Neutral Disagree Strongly
Disagree
The meeting
started on time. ü
The meeting
purpose was
clear.
ü
The chairperson
kept discussions
focused on
achieving the
purpose of the
meeting.
ü
The chairperson ü

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maintained
control of the
meeting
throughout the
duration.
The chairperson
ensured all
participants
were involved in
discussions.
ü
The chairperson
facilitated the
problem-solving
activity to
resolve any
issues.
ü
The chairperson
facilitated
decision-making
to ensure
required
decisions were
made.
ü
The meeting
followed the
agenda.
ü
The desired
outcome for the
meeting was
achieved.
ü
The meeting
concluded on
time.
ü
General feedback regarding the way in which the meeting was conducted:
Covered all agendas as allocated, clear ideas provided.
Student name 2
Strongly
Agree Agree Neutral Disagree Strongly
Disagree
The meeting
started on time. ü
The meeting
purpose was
clear.
ü
The chairperson
kept discussions
ü

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focused on
achieving the
purpose of the
meeting.
The chairperson
maintained
control of the
meeting
throughout the
duration.
ü
The chairperson
ensured all
participants
were involved in
discussions.
ü
The chairperson
facilitated the
problem-solving
activity to
resolve any
issues.
ü
The chairperson
facilitated
decision-making
to ensure
required
decisions were
made.
ü
The meeting
followed the
agenda.
ü
The desired
outcome for the
meeting was
achieved.
ü
The meeting
concluded on
time.
ü
General feedback regarding the way in which the meeting was conducted:
Covered all allocated agendas, informative and clear.
Appendix 2 – Minute-taker evaluation Form
Student name
Strongly
Agree Agree Neutral Disagree Strongly
Disagree

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The chairperson clearly
explained the meeting
purpose and the expected
outcomes.
ü
I was provided with a list of
the attendees and their roles
prior to the meeting.
ü
I was provided a copy of a
minute template to use to
record the meeting
discussions.
ü
The chairperson explained
any organisational
requirements/conventions
for recording the meeting
minutes.
ü
The chairperson explained
the required method for
recording meeting notes and
their expectations with
regards to the level of detail
of information recorded.
ü
I was provided with
examples of previous
minutes to assist me with
understanding what was
required.
ü
It was clear to me what was
expected. ü
General feedback regarding the information you were provided regarding taking minutes for the
meeting:
All agendas completed on time.
Adept Owl Games Company
From: Aban Rezek
Date: 22 September 2016 11:28:25 AM NZDT
To:
Subject: Meeting request
Good morning!

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On behalf of Ruth Crabbe and Bae Ahn-Bartle thank you for the request to meet to discuss
the new privacy policy in Adept Owl. Unfortunately, due to heavy diary commitments the
MD regrets that he was not be able to meet.
However, the meeting was successful, thanks to everyone present. Themeeting recordings
and the transcripts are attached with the mail. Kindly check.
Kind regards,
Aban Rezek,
IT Officer, Adept Owl Games Company
Assessment task 3:
Reflection
Reflecting upon experience is a critical capability for all professionals to develop better
communications skills, conflict resolution and enhance future performance. To look back on
the meeting that was administered as group work this term has allowed participating students
to gain much practical knowledge on how to conduct meetings. This paper will consider the
role that I played in this management, as well as critically examine our performance. It could
be discussed that our team executed well overall, yet more regulation that is efficient and
coordination skills could have been corrected. This paper will comment on the group
dynamics, presentation style, as well as recommend possible amendments in any future
management.
Reflecting upon my role as "chair person," I felt at the time that this did not entirely suit my
character profile. For me, perhaps the most challenging part of being designated this role was
working and communicating effectively with our team in a bright and assertive way. In

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hindsight, this was a big challenge that I encountered in this activity. However, it also
enabled me to develop my skills and courage in these areas over the number of weeks we
were involved in the management task.
GM Operations Ruth Crabbe, HR Manager Bae Ahn-Bartle, Julia Garland Mclellan from
CSP were invited to the meeting to discuss regarding the new privacy policy of Adept Owl.
They are in this industry for a long time and are the best people to share the experiences they
have gathered. Regarding the plans apparently, the HR is the first person we got to in any
organization.
The participants were invited over mail beforehand, giving them ample time to schedule their
other appointments. Along with the invites, a brief curriculum was attached to inform them
about the purpose and structure of the meeting.
It was essential for the staff to be aware of the new rules and policies brought in the
organization. The legal terms and conditions are always necessary to be communicated to the
employees. So the needed data and files were gathered before the meeting to avoid any
disruptions in the agenda.
The budget was discussed for the new policies, along with the new approaches to maintain
client and employee privacy.

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All these were imperative to portray a clear picture of the whole meeting in front of the
attendees.
The participants were provided with the new privacy policy documents, also the agenda of
the meeting and what topics they have to cover in the meeting via mails. They were also
handed hard copies of the same. The meeting recordings, documents used as references,
transcripts, etc were all mailed by the IT team to the company staff after the meeting got
over.
The privacy issues clients faced were addressed and solutions were provided. Implementation
of new technologies was agreed upon.
As the chairperson, I had to take care of the correspondence and welcome section. The
participants did the rest. There were proper coordination and interaction, and all the agendas
of the meeting were met with.
The goal was to create awareness about privacy issues and find solutions to them. All issues
were addressed, and satisfactory outcomes were there. The most important solution that came
up was implementation stronger data protection enforcement laws. Hackers and criminals
use the privacy data collected from games worldwide to get access to an individual’s private
information and use it to blackmail or harm them in any way, or extort money from them

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The meeting minutes were according to agenda and utilized properly. Everyone got the
amount of time necessary to put forward their statements. Distribution of the minute tacker
evaluation forms and meeting minutes templates to the respective individuals ensured all
agendas being covered smoothly. Overall, it was a successful meeting.