Manage Meetings

This document provides information on managing meetings, including meeting requirements, agenda, participants, and more. It also discusses ways to improve gaming experience with Adept Owl. The document includes a meeting requirements form, meeting preparation action template, meeting participant evaluation form, and minutes of the meeting.

Running head: MANAGE MEETINGS
Manage Meetings
Name of the Student
Name of the University
Author

1MANAGE MEETINGS
Task 1
1. Appendix 1 – Meeting Requirements Form
Meeting Requirements Form
Chairperson Mr. Brian Wilson
Department Public Relations and Customer Care
Meeting Name Meeting to Discuss Ways and Means to improve gaming experience
for Customers
Meeting Details
Date 10.7.2019 Time 10 am to 6
pm
Location Brisbane Budget $ 50,000
Meeting Format
Purpose To uncover the ways and means by which the gaming experience of
customers can be significantly improved

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Agenda 1. Welcome remarks by the chair person
2. Talks and lectures by invited speakers
3. Lunch
4. Q and A Session
5. Concluding remarks by the chairperson
6. Vote of Thanks
Participants Internal
 Investors – 1
 Senior Managers - 1
External
Gaming Experts and Speakers
– 3
Speakers 3 experts on gaming simulation from
Sydney and Canberra – Mike Wilson,
Mark Davidson, James Bottom
Seating
Arrangements
The meeting will take place in a small sized theatrical hall that will be
large enough to accommodate 20 or more participants.
Video Conference
Requirements
Participants who cannot attend the meeting in person will be provided
with a video link to the meeting via Skype
Supporting Materials

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Pre-Reading Copy of the previous meeting held by the company on improving
customer experience and customer feedback of Adept Owl products on
Social Media and as listed on the company website
Meeting
Documentation
The meeting will be recorded on audio and video and the minutes of the
meeting will be recorded on a laptop
Equipment
Requirements
Laptop computers, projector for power point presentations and wireless
internet access
Hospitality Requirements
Catering
Requirements
A local caterer will be reached out to for the provision of Chinese lunch
and continental snacks for 20 participants at the most, at the meeting
Accommodation
Requirements
Participants flying in for the meeting from other parts of Australia will be
put up at the Best Western Hotel in Brisbane
Other
Organizational
Requirements
There needs to be enough food and water for distribution among the
participants, and the participants of the meeting are also to be provided

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with a copy of the latest achievements of the company. This will give
meeting participants an idea of how Adept Owl is currently positioned in
the market and the various areas that it needs to improve on in order to
ensure better customer gaming experience and customer satisfaction
overall.
Applicable
Conventions for
Conducting
Meetings
A professional code of conduct will be maintained in the course of the
meeting. Participants will not be addressed by their first name and
participants who wish to interact will be given the opportunity to do so
once the talks and the lectures have been delivered. It is expected that
decorum will be maintained in the course of the meeting and only official
language used for the purpose of communication.
Legal and Ethical
Requirements for
Conducting
Meetings
The meeting will be carried out in keeping with the provisions contained
under the Corporations Act of 2001. Every attempt will be made on the
part of the organization to refrain from adding a personal touch to the
meeting. Participants will have the freedom to walk out of the meeting as
and when they deem fit and will not be compelled to answer questions or
take part in discussions that make them uncomfortable. Participants at the
meeting will also not be discriminated against on grounds of race,
religion, sex, creed, caste and gender.
Other Specific

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Requirements Organizers will make it a point to set up arrangements and have
participants arrive at the meeting venue on time so that the meeting takes
place as scheduled and that no time is lost because of miscommunication
or delays.
2. Appendix 2 – Meeting Preparation Action Template
Meeting Preparation Action Template
Meeting Name Meeting to discuss how to improve customer experience and
customer satisfaction in using card, dice and board games as made
available by Adept Owl
Meeting Date The meeting will commence on 10.7.2019
Meeting
Host/Chairperson
The meeting will be hosted by the chairperson of Adept Owl
Action Required By Whom When
Book the venue for the meeting Secretary working for
Adept Owl
Three weeks ahead of the
meeting

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Prepare the letters of invitation for the
meeting
Secretary working for
Adept Owl
Three weeks ahead of the
meeting
Signing the letters of invitation for the
meeting
Chairperson of Adept Owl Two weeks ahead of the
meeting
Sending out the letters of invitation
for the meeting
Secretary of Adept Owl Two Weeks ahead of the
meeting
Preparing the Agenda for the meeting Secretary of Adept Owl Two Weeks ahead of the
meeting
Approval of Meeting Agenda Chairperson of Adept Owl Two Weeks ahead of the
meeting
Approval of Meeting Agenda Executive
Committee/Board Members
of Adept Owl
Two Weeks ahead of the
meeting
Finalizing Meeting Agenda and
Topics for Discussion
Chairperson and Executive
Committee/Board Members
of Adept Owl
One week ahead of the
meeting

7MANAGE MEETINGS
Publishing the finalized meeting
agenda
Secretary of Adept Owl Four days ahead of the
meeting
Confirming the meeting venue and
date
Secretary of Adept Owl Four days ahead of the
meeting
Confirming the attendance of speakers
and participants
Secretariat of Adept Owl Three days ahead of the
meeting
Setting up logistical and other
arrangements at the venue for the
meeting to take place
Secretariat of Adept Owl
and company employees
Final two days ahead of
the meeting
3. Meeting Invitation
Dear all
You are cordially invited to attend a meeting conducted by Adept Owl Simulation
Gaming in Brisbane on the 10th of July 2019. The meeting will take place from ten in the
morning until six in the evening. The purpose of this meeting to discuss the various ways and
means by which we can improve the gaming experience of our customers in light of the latest
trends and developments occurring in the world of virtual and other gaming, and to understand
how customer satisfaction can be ensured. I eagerly look forward to your participation and hope

8MANAGE MEETINGS
that you will contribute many valuable insights and suggestions that can take Adept Owl in
forward direction in the days to come.
With my thanks and best wishes
The Chairman
Adept Owl
4. Meeting Agenda
Date of the Meeting – 10.7.2019
Time of the Meeting – 10 am to 6 Pm
Venue of the Meeting – Best Western Hotel in Brisbane
Statement of the Meeting’s Purpose – To uncover ways by which the gaming experience of
customers can be improved
Welcome Note by the Chairman
1. Topic for Discussion 1
Understanding the Different Ways by which Customer Gaming Experience can be improved
2. Topic for Discussion - 2
Understanding how Customer Satisfaction can be attained through the use of new gaming
technology
3. Topic for Discussion - 3

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Queries and concerns regarding customer experience
Question and Answer Session
Vote of Thanks

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Meeting Minutes Template
Date of the Meeting
Meeting Chair
Participants
Apologies
______________________________________________________________________________
Summary
Title of the Proposed Meeting –
Review of Discussions -
Review of Q and A Session -
Recommendations -
Quality Criteria and Rating –
______________________________________________________________________________
Meeting Paper – Code of Ethics/Etiquette
Code of Ethics to be followed at the Meeting
 All participants in the Meeting are Expected to be formally dressed
 It is expected that participants will use official, formal and polite language to
communicate with one another

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 Discussion pertaining to personal topics and issues must be strictly avoided during
the meeting
 Participants are expected to maintain decorum in the meeting hall. Speakers are not
to be interrupted during talks as a Q and A session will transpire after the lectures
to address the queries of the audience
 Participants are expected to be fully attentive while the discussions take place

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Task 2
1. Meeting Participant Evaluation Form
Meeting Evaluation of Investor – Nick Newman
Candidate
Name
Nick Newman
Strongly
Agree
Agree Neutra
l
Disagree Strongly
Disagree
The meeting started on Time Yes
The meeting purpose was
clear
Yes
The chairperson kept
discussions focused on the
purpose of the meeting
Yes
The chairperson ensured all
participants were involved in
Yes

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the discussions
The chairperson facilitated
the problem solving activity
to resolve any issues
Yes
The chairperson facilitated
decision making to ensure
required decisions were
made
Yes
The meeting followed the
agenda
Yes
The desired outcome for the
meeting was achieved
Yes
The meeting concluded on
Time
Yes
General Feedback with regard to the Meeting

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The accommodation was undesirable, and the food could have been better, but the meeting took
off and concluded as planned which is something that I am definitely impressed by.
Meeting Evaluation of Senior Manager – Gloria Richardson
Candidate
Name
Gloria Richardson
Strongly
Agree
Agree Neutra
l
Disagree Strongly
Disagree
The meeting started on Time Yes
The meeting purpose was
clear
Yes
The chairperson kept
discussions focused on the
purpose of the meeting
Yes
The chairperson ensured all
participants were involved in
Yes

15MANAGE MEETINGS
the discussions
The chairperson facilitated
the problem solving activity
to resolve any issues
Yes
The chairperson facilitated
decision making to ensure
required decisions were
made
Yes
The meeting followed the
agenda
Yes
The desired outcome for the
meeting was achieved
Yes
The meeting concluded on
Time
Yes
General Feedback with regard to the meeting

16MANAGE MEETINGS
It was definitely interesting to hear the various thoughts and suggestions that the speakers
had to make with regard to the way new gaming technology can be utilized to improve customer
experiences. I myself learnt a lot from attending all of the three talks and the discussion and
debate that ensued during the Q and A session is something that has definitely given those of us
who are in the senior management of Adept Owl a lot to think about. We can now make certain
progress in forward direction with the new insights that we have been provided with in the last
meeting.
Meeting Evaluation of Speaker 1 – Mike Wilson
Candidate
Name
Mike Wilson
Strongly
Agree
Agree Neutra
l
Disagree Strongly
Disagree
The meeting started on Time Yes

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The meeting purpose was
clear
Yes
The chairperson kept
discussions focused on the
purpose of the meeting
Yes
The chairperson ensured all
participants were involved in
the discussions
Yes
The chairperson facilitated
the problem solving activity
to resolve any issues
Yes
The chairperson facilitated
decision making to ensure
required decisions were

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made
The meeting followed the
agenda
Yes
The desired outcome for the
meeting was achieved
Yes
The meeting concluded on
Time
Yes
General Feedback Regarding the Meeting
Adept Owl gave gaming experts and enthusiasts a fantastic platform to come together and
talk about the new techniques and developments that ought to be utilized in order to improve
gaming experience of customers with regard to card games and board games, which Adept Owl
as a company is known to specialize in. It was great to hear the many thoughts and suggestions
given by other speakers and by the senior managers and investors at Adept Owl, and the food
and accommodation being made available by Adept Owl being top class as well.

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Meeting Evaluation of Speaker 2 – James Bottom
Candidate
Name
James Bottom
Strongly
Agree
Agree Neutral Disagree Strongly
Disagree
The meeting started on
Time
Yes
The meeting purpose was
clear
Somewhat
The chairperson kept
discussions focused on the
purpose of the meeting
Yes

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The chairperson ensured
all participants were
involved in the discussions
Yes
The chairperson facilitated
the problem solving activity
to resolve any issues
Yes
The chairperson facilitated
decision making to ensure
required decisions were
made
Yes
The meeting followed the
agenda
Yes

21MANAGE MEETINGS
The desired outcome for
the meeting was achieved
Yes
The meeting concluded on
Time
Yes
General Feedback regarding the Meeting
This was one of the best conferences that I have attended and spoken at lately as a gaming
expert! I am completely overwhelmed by the various discussions that we have had and am really
eager about how the contributions that we have made with regard to expert advice will help
Adept Owl as a company to move in forward direction.
Meeting Evaluation of Speaker 3 – Mark Davidson
Candidate
Name
Mark Davidson

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Strongly
Agree
Agree Neutra
l
Disagree Strongly
Disagree
The meeting started on Time yes
The meeting purpose was
clear
Yes
The chairperson kept
discussions focused on the
purpose of the meeting
Yes
The chairperson ensured all
participants were involved in
the discussions
Yes
The chairperson facilitated
the problem solving activity
Yes

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to resolve any issues
The chairperson facilitated
decision making to ensure
required decisions were
made
Yes
The meeting followed the
agenda
Yes
The desired outcome for the
meeting was achieved
Yes
The meeting concluded on
Time
Yes
General Feedback regarding the Meeting
The food was great, the accommodation was superb and the discussions were enthralling.
There is nothing that I can ask more from a conference such as this one.

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2. Minutes Evaluation Form – Official Minutes Recorded Jamie Milner
Candidate Name Jamie Milner
Strongly
Agree
Agree Neutral Disagree Strongly
Disagree
The chairman
clearly
mentioned the
purpose of the
meeting and
explained the
outcomes
Yes
I was
provided with
a list of
attendees and
their roles
Yes

25MANAGE MEETINGS
prior to the
meeting
I was
provided with
a copy of a
minutes
template to
record the
minutes of the
meeting
Yes
The
chairperson
explained any
application
conventions
or
requirements
for recording
the minutes of
the meeting
Yes

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I was
provided with
example of
previous
minutes to
assist me with
understanding
what was
required
Yes
It was clear to
me what was
expected
Yes
General Feedback
Recording the minutes for this meeting was a great experience and it was definitely
enlightening to hear the talks given by gaming and simulation experts. However, the wireless
internet access could have been more efficient as could have been the air conditioning
arrangements at the conference venue.
Minutes of the Meeting
Date of the Meeting – 10.7.2019
Meeting Chair – Brian Wilson

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Participants – Brian Wilson, Nick Newman, Gloria Richardson, Mark Davidson, Mike Wilson
and James Bottom
Apologies – It is regretfully stated that the second senior manager of Adept Owl, Mr. Paul
Dudman was unable to attend the meeting due to illness
______________________________________________________________________________
Summary
Title of the Proposed Meeting – Discussion on ways and means by which the Gaming
Experience of Customers can be improved and Customer Satisfaction ensured
Review of Discussions – The meeting discussions were insightful for the most part. A number of
novel techniques and suggestions were made known by the gaming experts that can be used by
Adept Owl to enhance customer experience and satisfaction when playing with card and dice and
board games manufactured by the company. This includes but is not limited to a greater number
of online gaming opportunity, the ability to download and play games using mobile gaming
applications and multi-player gaming options.
Review of Q and A Session – The questions that were asked in this session were well directed
and focused and the answers given by the experts were to the point.
Recommendations – The meeting could have extended to a second day and included more
experts as participants to gain a wider understanding of how the company can improve gaming
experience for customers
Quality Criteria and Rating – The food served at the conference venue was average as were the
accommodation arrangements. The conference venue was spacious but the air conditioning

28MANAGE MEETINGS
arrangements were poor leading to many participants feeling quite stifled while the conference
was on.
Quality Rating – 2/5
______________________________________________________________________________
Corrected Minutes of the Meeting
Minutes of the Meeting
Date of the Meeting – 10.7.2019
Meeting Chair – Brian Wilson
Participants – Brian Wilson, Nick Newman, Gloria Richardson, Mark Davidson, Mike Wilson
and James Bottom
Apologies – It is regretfully stated that the second senior manager of Adept Owl, Mr. Paul
Dudman was unable to attend the meeting due to personal loss in the family (correction)
______________________________________________________________________________
Summary
Title of the Proposed Meeting – Discussion on ways and means by which the Gaming
Experience of Customers can be improved and Customer Satisfaction ensured
Review of Discussions – The meeting discussions were insightful for the most part. A number of
novel techniques and suggestions were made known by the gaming experts that can be used by
Adept Owl to enhance customer experience and satisfaction when playing with card and dice and
board games manufactured by the company. This includes but is not limited to a greater number

29MANAGE MEETINGS
of online gaming opportunity, the ability to download and play games using mobile gaming
applications and multi-player gaming options. Mention was also made of how the price of
certain games can be reduced to make these more popular among customers
(correction/addition).
Review of Q and A Session – The questions that were asked in this session were well directed
and focused and the answers given by the experts were at times slightly vague with the
questions not being answered directly (correction).
Recommendations – The meeting could have extended to a second day and included more
experts as participants to gain a wider understanding of how the company can improve gaming
experience for customers.
Quality Criteria and Rating – The food served at the conference venue was average as were the
accommodation arrangements. The conference venue was spacious but the air conditioning
arrangements were poor leading to many participants feeling quite stifled while the conference
was on.
Quality Rating – 2/5
______________________________________________________________________________
Task 3 – General Reflection
Part A – Preparing for the Meeting

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The purpose of the meeting conducted by Adept Owl was to discover ways and means by
which the gaming experience of customers can be improved on especially through the use of the
latest technology that is being developed in the arena of board gaming and card gaming. As a
result I thought it appropriate to make sure that the participants in the meeting were people who
were considered as expert guides and advisors in the world of gaming, people who have been
researching and acting as consultants on card gaming and board gaming for quite sometime now
and who therefore have the knowledge and the experience that is needed to give talks to a select
group of people, primarily the management and internal stakeholders of the company on the
different ways by which gaming experiences of customers can be greatly improved.
The style and structure of the invitation was a formal one. A cordial but formal invitation
was sent out to all of the participants a couple of weeks ahead of the meeting.
The conventions that were decided to be appropriate for the meeting was to firstly hold
the meeting at a standard conference venue, which in this event was the conference or banquet
room of the Best Western Hotel in Brisbane. As is the case with conferences that are organized
in every part of the world, the accommodation of participants was arranged for and paid for and
food was also arranged for the participants with a lunch being provided as well as coffee, tea and
snacks.
The budget that was set aside for the organization of the meeting was fifty thousand
dollars, which was more than sufficient for the conference to take off. Fifty thousand dollars
proved to be enough to hire a conference venue and arrange for food and snacks as well as the
lecture fees that were paid as honorarium to the three experts or guest speakers at the meeting.

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The meeting papers that were chosen for the preparation of this conference included the
reports of past meetings that were conducted by Adept Owl on a similar theme as well as the
minutes of those meetings and a code of ethics to be followed by all participants while the
current meeting was in the progress. The purpose behind the circulation of such meeting papers
was to give the participants an idea of what all that Adept Owl has been doing in the past as well
as of late in order to make sure that the gaming experience of its customers is always top notch
and to ensure that the decorum maintained by participants during the meeting was one that was
keeping in line with the type of decorum normally expected at official meetings and conferences
worldwide.
The action plan that was followed for the preparation of the meeting was one that was
drawn up in order of priority. It was first decided that all bureaucratic and paperwork would be
completed and sent out after which the logistical arrangements would be taken care of. It was
entirely appropriate to have the executive committee members of the company agree upon and
formalize the agenda of the meeting and for me to approve of the structure and format of the
invitation letters as chairperson, after which we sent these out. It was the right decision to have
the company secretariat take care of all paperwork and logistical arrangements for the meeting
after these were formally approved of by myself and the executive board given both the
proficiency and efficiency with which our company secretariat is known to operate all round the
year.
The action plan was implemented in exactly the manner that it was designed with no
delay or inconsistency taking place during the implementation of any task.
Part B – Conducting and Following Up on the Meeting

32MANAGE MEETINGS
One major problem that we were seen to experience in the course of the meeting was to
cater to the vegetarian food requirements of participants which we had not been informed of until
the last minute. It was difficult to convince the caterer a couple of hours ahead of the conference
that three out of five participants were vegetarian. The solving technique that we used in order to
get this problem resolved was to pay a lot extra for the food arrangements. However, this was not
difficult to do given that we had a budget of as much as 50,000 dollars to utilize in order to host
this conference in the manner that was desired.
Some of the key duties and responsibilities that I had to perform as the chairman of the
company at the meeting was to make sure that all the participants were comfortable in terms of
accommodation as well as at the conference venue, that all events on the agenda took off in the
right way and on time, and that evaluation forms were handed out to participants in order for us
to gain the feedback needed for the meeting, that I believe will help us in the hosting of future
meetings for our company, greatly.
The desired outcome of the meeting was achieved. The talks and lectures given by the
three invited speakers at the conference as well as the comments provided by our senior manager
and chief investor helped us to hit upon the new techniques and developments that we need to
come up with in order to improve the gaming experience of our customers by a significant
degree.
The strategy that was made use of to review the minutes of the meeting was to compare
how it was written in comparison to previous meetings that we have conducted and understand
the developments and progress that were characteristic of the present meeting.

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The minutes of the meeting were reviewed and then distributed among each and every
participant in the meeting via email. It is hoped that the minutes of the meeting are clear and that
we will be able to sufficiently fall back on this document to formalize plans and programs and
implement these for improving the gaming experience of customers.