Effective Meeting Planning and Execution

This assignment delves into the meticulous process of planning and conducting a successful meeting. It outlines the rationale behind inviting specific departmental heads, choosing an email format for communication, adhering to organizational policies, and managing budgetary constraints. The case study explores the development of an action plan with assigned tasks and timelines, implementation strategies, problem-solving techniques during the meeting, and post-meeting follow-up procedures such as minute review and distribution. The assignment emphasizes effective chairmanship, achieving desired outcomes, and documenting the meeting process comprehensively.

Running head: MANAGEMENT OF MEETINGS 1
Management of Meetings
Name:
Institutional Affiliation:

MANAGEMENT OF MEETINGS 2
Task 1
Meeting requirements form
Chairperson Jonathan Redmond
Department Sales
Meeting Name Staff Meeting
Meeting details
Date 2.2.2018 Time 10.00am
Location Board Room Budget $3000
Meeting format
Purpose Brief Staff on Upcoming Website Plans
Agenda Launch of Website for Online Sales
Participant-All Staff Internal
Internal Meeting
External
Speakers -Jonathan Redmond
- Ruth Crabbe
-Frank Gouddie
Seating Arrangements U-Shape
Video or
teleconference
requirements
No Teleconferencing
Supporting materials
Pre reading Handouts
Meeting
Documentation
Minutes to be taken by Tessfaye Tessema
Equipment
Requirements
Projector, Laptop,Whiteboard

MANAGEMENT OF MEETINGS 3
Hospitality requirements
Catering requirements Breakfast and Lunch @ $10 per head, meeting to be attended by 30
people
Accommodation
requirements
N/a
Other requirements
Special needs of
attendees No special needs
Other organisational
requirements for
conducting meeting
Participants to attend on time and be seated ten minutes prior
Applicable
conventions for
conducting meetings
Meeting duration limited to one hour
Meeting agenda to be distributed prior to the meeting
Legal and ethical
requirements for
conducting meetings
Phones to be switched off
Venue to be booked in advance and any required licences secured
Other specific
requirements
N/A
Meeting preparation action plan
Meeting name Staff Meeting
Meeting date 2.2.2018
Chairperson/Host Jonathan Redmond
Action required By whom By when

MANAGEMENT OF MEETINGS 4
Pre reading documentation Jonathan Redmond 30.1.18
Meeting documentation
(Agenda, Minute)
Jonathan Redmond 1.2.18
Equipment set up Aban Rezek 1.2.18
Catering Tesfaye Tessema 1.2.18
Accommodation N/A
Special needs of attendees Administration Staff 1.2.18
Seating arrangement Administration Staff 1.2.18
Meeting invitation Tesfaye Tessema 25.1.18

MANAGEMENT OF MEETINGS 5
Meeting Invitation:
Adept Owl Games Company
42 Challenge Lane
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: [phone]
www.adeptowl.com.au
<<5.1.18>>
Mr. Jonathan Redmond
Sales - Manager
Dear Employee,
This is to invite you for the staff meeting, which will be held on 10.1.18 in the boardroom. The
meeting will be to discuss the plans of launching a company website. The meeting begins at
exactly 10.am. Kindly keep time and be seated ten minutes prior to the start of the meeting.
Please confirm attendance. Thank you.
Best Regards
Jonathan Redmond
PA to CEO

MANAGEMENT OF MEETINGS 6
Meeting Agenda:
LAUNCHING OF NEW WEBSITE TO ENHANCE BOARD GAME SALES
AGENDA
Agenda for meeting to be held at 10am – 12am on 10th January 2018, in Board Room No 1
1. Welcome and introductions/ Apologies for any absences - J Redmond
2. Approve minutes of the previous meeting - J Dashiell
3. Website Launch-Why We Need This - J Redmond
4. How operations will be affected by Website launch-Ruth Crabbe
5. Financial Implications of Website Launch – Frank Goudies
6. A.O.B
7. Closure of meeting
Please contact Linda at [e-mail] if you are unable to attend or require further
information.

MANAGEMENT OF MEETINGS 7
Meeting Minutes Templates:
Meeting Minute
Chairperson Jonathan Redmond
Purpose Website Launch
Note taker Tessfaye
Timekeeper Eric Wright
Attendees 30 staff members from different departments
Discussion 1: Why the organization needs a website
The sales manager, Jonathan Redmond said it was key for the company to have a website
where online sales would be made. This will increase the company’s customers hence have a
positive effect on the bottom-line. The company will need to hire staff who will be managing
the site. Quotations to be gotten from potential website creators. The website to be very
interactive and give the customer a memorable experience.
Conclusion
-Quotations to be received within the next month
Action to be
taken
Sales manager will advertise and call for quotations
Person
Responsible /
Deadline
Jonathan Redmond by 23.2.18
Discussion 2 –How operations will be affected by new website

MANAGEMENT OF MEETINGS 8
The operations manager, Ruth emphasized that having the website was a positive move that
should be embraced by all staff. She requested that all staff give ideas through their
departments on ideas for the website. These ideas would be forwarded to the sales manager
and discussed in the upcoming meeting. The whole of operations will be affected by the
website launch, as it will mean higher sales, higher production and a requirement that there is
stellar customer service by everyone. There will be general customer service training for
everyone before the website launch.
Conclusion
-Ideas to be gathered per department
-Customer service training to be organised
Action to be
taken
-Dates and venue for training to be set
-Ideas to be collected by departmental heads
Person
Responsible /
Deadline
Ruth Crabbe by 23.2.2018
Discussion 3 – Financial Implications of Website Launch
Francis Goudies, heading the finance department, educated staff on financial implications of
the website. It would be a good investment that will generate revenue for the company.
Finance will ensure that they are up to date when it comes to calculation of financials once the
website is in place. Another brief on financials would be held before the launch.
Conclusion
Organize for next briefing on finances
Action to be
taken
Hold next meeting by end of February
Person
Responsible /
Deadline
Frank Goudies by 28 Feb
Discussion 4 – Matters Arising
Matters arising from this meeting were:
-Staff felt the website launch should double up as a marketing campaign
- Questions on whether there would be additional staff dedicated to managing website sales
and customer queries
-Questions on how the company intends to cover delivery costs once website is running
Conclusion

MANAGEMENT OF MEETINGS 9
Managers to hold discussions on all the matters and give staff feedback in next meeting
Action to be
taken
-Managers meeting to discuss matters arising
-Set up of next staff meeting
Person
Responsible /
Deadline
Tesfaye Tessema to organize all these by 15.02.2018

MANAGEMENT OF MEETINGS 1
Task 2
Meeting participant evaluation form
Participant 1:
Student name / number Stacy Greene
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 √

MANAGEMENT OF MEETINGS 2
ensure required decisions were made.
The meeting followed the agenda. √
The desired outcome for the meeting was
achieved. √
The meeting concluded on time. √
General feedback regarding the way in which the meeting was conducted:
There were time issues as the meeting did not begin or end in time. The chairperson should have allowed more discussion and
participation. Overall, it was a good meeting.
Participant 2:

MANAGEMENT OF MEETINGS 3
Student name / number Erica Odom
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. √

MANAGEMENT OF MEETINGS 4
The meeting concluded on time. √
General feedback regarding the way in which the meeting was conducted:
The meeting begun and ended late hence was affecting some people’s schedules. It was a good meeting with clear agenda and the
purpose was achieved.

MANAGEMENT OF MEETINGS 5
Minute Taker Evaluation Form
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
about the level of detail of information recorded.
√
I was provided with examples of previous minutes
to assist me with understanding what was required.
(because it was our first meeting)
√

MANAGEMENT OF MEETINGS 6
It was clear to me what was expected. √
General feedback regarding the information you were provided regarding taking minutes for the meeting:
It was a good meeting with clear expectations.

MANAGEMENT OF MEETINGS 1
MEETING MINUTE
Minutes for second meeting regarding website for online selling
Date 2.2.18
Time 11.00 am
Please Brings/ Read
Notebook
Teleconference Details
N/A
Skype Id N/A
Attendees
Staff members
Purpose
Update on Website suppliers
Venue Board Room
Agenda Item 1: Update on Website Suppliers
Time:11.00 am Presenter: Jonathan Redmond
Discussions: The update was that three website suppliers had been pre-qualified:
-Pinnacle Technologies
-Savvy Solutions
-Hi-Tech Technologies
The final supplier will be chosen in two weeks time.
-Discussions ongoing with HR for a social media manager and a clerk who will both be
responsible for managing the website
Conclusion: To settle on dates so that final launch happens in less than 2 months
Action Items: Choose Supplier
Reach an agreement with HR
Responsible Person: Jonathan Redmond
Deadline:16.2.18
Agenda Item 2: Minutes Arising from previous meeting on Website
Time:12.00pm Presenter: Ruth Grabbe
Discussions: Staff had raised important issues regarding the website. All the departmental
heads had a discussion and it was decided that:
-A one month marketing campaign will follow after the website launch
-Dedicated staff to be recruited
-Delivery company to be outsourced
Conclusion: All staff will be briefed on these decisions in the next meeting.

MANAGEMENT OF MEETINGS 2
Action Items:
Set up briefing meeting for staff
Responsible Person: Ruth Crabbe
Deadline:16.2.18
Agenda Item 3: Staff Training prior to website launch
Time:1.00pm Presenter: Jonathan Redmond
Discussions:
The staffs were trained on customer service to online customers and how to handle queries
and complaints.
Conclusion:
Training was successful
Action Items: Another training in 6 months Responsible Person: Jonathan Redmond
Deadline:27.7.18
MEETING MINUTE Correction
Minutes for second meeting regarding website for online selling
Date 2.2.18
Time 11.00 am
Please Brings/ Read
Notebook
Teleconference Details
N/A
Skype Id N/A
Attendees
Staff members
Purpose
Update on Website suppliers
Venue Board Room
Agenda Item 1: Update on Website Suppliers
Time:11.00 am Presenter: Jonathan Redmond
Discussions: The update was that three website suppliers had been pre-qualified:
-Pinnacle Technologies
-Satellite Solutions
-Hi-Tech Technologies
The final supplier will be chosen in one week’s time.
-Discussions ongoing with HR for a social media manager and a clerk who will both be
responsible for managing the website
Conclusion: To settle on dates so that final launch happens in less than 2 months

MANAGEMENT OF MEETINGS 3
Action Items: Choose Supplier
Reach an agreement with HR
Responsible Person: Jonathan Redmond
Deadline:16.2.18
Agenda Item 2: Minutes Arising from previous meeting on Website
Time:12.00pm Presenter: Ruth Grabbe
Discussions: Staff had raised important issues regarding the website. All the departmental
heads had a discussion and it was decided that:
-A two month marketing campaign will follow after the website launch
-Dedicated staff to be recruited
-Delivery company to be outsourced
Conclusion: All staff will be briefed on these decisions in the next meeting.
Action Items:
Set up briefing meeting for staff
Responsible Person: Ruth Crabbe
Deadline:16.2.18
Agenda Item 3: Staff Training prior to website launch
Time:1.00pm Presenter: Jonathan Redmond
Discussions:
The staffs were trained on customer service to online customers and how to handle queries
and complaints.
Conclusion:
Training was successful
Action Items: Another training in 6 months Responsible Person: Jonathan Redmond
Deadline:27.7.18
Communication Distributor

MANAGEMENT OF MEETINGS 4
Adept Owl Games Company
42 Challenge
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: [phone]
www.adeptowl.com.au
25.1.18
Mr. Jonathan Redmond,
Sales Manager.
Dear Employee,
You are invited to attend the following meeting:
Website Launch Follow up Meeting
On Monday, February 2nd 2018 at 11.00am – 2.00pm.
Meeting location: Boardroom
Full agenda of this meeting will be available January 27, 2018 and can be viewed in participant's
personal email.
Please be reminded to bring your completed requirement for this meeting.
Should you not be able to attend please contact on [e-mail]
Kind Regards
Operations Manager

MANAGEMENT OF MEETINGS 1
Task 3
Introduction This reflection is prepared by our group as a meeting we
hold on our previous task for Manage Meeting. The
agenda of our meeting was were choosing the supplier,
launch of website and hiring of staff
Preparing for your meeting:
Who are invitees and why The invitees were all departmental heads as the
decisions that were to be made needed all managers to
be there
The style and structure you chose for
your invitation and why
Emails will be done as they are fast and accessible
What conventions you decided were
appropriate for your meeting
Meeting will be done at the boardroom
what organisational and legislative
requirements you needed to follow
We will follow the organizational policy on meetings
What budgetary considerations you
made and how they affected the
planning and conducting of your
meeting.
The budgetary considerations are for lunch and this will
cost $10 per head hence a total of $800 for the eight
managers
The meeting papers you chose to
prepare and the distribution method
you used to provide those papers to
participants and why these were
appropriate.
There will be no need for meeting papers
Your approach to developing your
action plan, including how you
decided who should be responsible
for which tasks and timeframes for
task completion.
The human resource manager will take minutes while
the operations manager is the time keeper
The implementation of your action
plan; if all required tasks were
completed, if they were completed by
the person responsible, if they were
completed on time and, if not, what
you did to make sure they were done.
Tasks were completed on time as assigned
Conducting and following up your meeting:
At least one problem that had to be
solved during your meeting, the
problem-solving technique you used
and why, and how this technique
assisted you in solving the problem.
Deciding on the website supplier as the opinions were
quite divergent. We came up with the two best suppliers
and then had a cote so that we could save on time

MANAGEMENT OF MEETINGS 2
Your key responsibilities as
chairperson for conducting the
meeting.
-Ensuring time was kept
-Ensuring agenda was maintained
-Ensuring the meeting flowed well
-Ensuring participation from everyone
How you would assess your
performance in chairing the meeting,
(i.e. were you an effective
chairperson or are improvements
needed?); how well your meeting
participants worked together and
what group dynamics you needed to
manage.
I believe i was an effective chairperson since the session
was very interactive and the whole group participated
The desired outcomes of your
meeting, if you achieved them and the
strategies you used to facilitate the
outcome. If outcomes were not
achieved, or not achieved to
satisfactory standards, what you could
do to improve in facilitating
outcomes.
The desired outcomes were achieved as we finally
settled on hi-tech suppliers to make the website. HR also
begun the recruitment process and March 30 was set as
the date of the website launch
The strategies you used to review the
meeting minutes to ensure the
information presented a true and
accurate record of the discussions that
occurred during the meeting. If the
minutes were a complete and accurate
reflection of the discussions and
what, if any, adjustments you made.
I read through all the minutes and ensured they were
captured correctly
The method in which you distributed
these meeting minutes and why;
where and how they should be stored;
if any follow-up documentation was
required and, if so, how this
documentation was or will be
distributed.
The minutes were disbursed via email and hard copies
stored in the minutes file
Conclusion: Successful meeting
References: Barker, A. (2011). How to Manage Meetings: Improve
Problem Solving; Encourage Participation;
Keep Control (Vol. 27). Kogan Page Publishers.
Munter, M. (2002). Guide to meetings. Pearson
Education India.