Project Meeting Planning and Execution

This assignment outlines the steps involved in planning and executing a successful project meeting. It includes tasks like collecting email addresses of attendees, identifying the meeting venue and facilities, preparing reports, designing invitation cards, recording meeting minutes, arranging catering services, and ensuring adherence to codes of practice. The timeline spans from September 10th to 14th, with specific responsibilities assigned to various individuals such as the HR Manager and Heads of Departments.

ASSESSMENT 1pooja dubey
[Email address]

Meeting
1. Types of Meeting
Meetings for Status Updates: The purpose is o understand the project status and progress and
to allocate responsibilities to the workforce. These meetings comprise of the set of
discussions and activities that are carried out for resolution of project related conflicts and
problems along with setting up of the priorities for the tasks. These meetings usually take
place in the presence of the Project Manager or the Project Leader.
Meetings for Decision-Making Activities: The purpose is to take inputs from all the team
members for efficient decision making. There are various activities that are carried out in
these meetings, such as brainstorming, group discussions, evaluation, ranking and voting. The
final decisions are taken through numerous measures like ranking, scoring, voting and
likewise. The various resources that attend the meeting perform the roles of observer,
participant, leader, note-taker and administrator.
Innovation Meetings: The purpose is to introduce new and innovative ideas and concepts.
These meetings usually take place during the initiation phase of the project. These are carried
out to bring in new and innovative ideas and concepts. These meetings are carried out in the
presence of the leader and the meeting notes are also prepared for further analysis.
2 Codes of practice
Code of practice is a set of standards and guidelines prepared for the members of a particular
organization to ensure that ethical compliance and adherence is maintained. The primary
purpose of this code is to support economic, political and social aspects of the business entity
and industry along with the protection of customer rights in order to generate equal
employment opportunities for all. The codes of practice for meetings include the following.
Before Meeting:
 The participants shall have the prior information regarding the meeting schedule.
 The venue of the meeting shall have safety measures incorporated in it.
 In case of absence of the meeting chairperson, an alternate chairperson shall be
selected before the execution of the meeting.
 The participants must be provided with the meeting agenda before the meeting is
carried out.
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 All the participants that may be unable to attend the meeting shall inform about their
absence in advance along with a proper reason of absence.
 In case of any cancellations, the participants shall be updated one week in advance for
the regular meetings and 24 hours in advance for urgent meetings.
 The modifications in the meeting agenda shall be circulated in advance in the form of
an addendum.
 The participant must being all the referencing documents if a particular evidence or
information is to be presented by the participant during the meeting.
At the time of Meeting:
 All the attendees shall be provided with the freedom of speech and it must be
respected for one and all.
 The code shall be followed by all the meeting attendees.
 The chairperson must ensure that the meeting is carried out adhering to the legal
norms and policies.
 The participants must maintain the decorum and the questions that are raised must not
hurt the sentiments of any of the participant present during the meeting (Pinsent
Masons LLP, 2015).
Post Meeting:
 The meeting notes shall be prepared covering the accurate details of all the
discussions.
 The sharing of confidential information and details associated with the meeting shall
be sent as an attachment in the email.
There are a few procedures that have been prepared in order to make sure that the above
codes of practice are realized.
 The participants must be provided with a formal invitation for the meeting and the key
discussion points must be clearly stated in the invitation.
 Invitation shall be sent and circulated seven days in advance and there shall also be
reminders and alerts that must be sent out.
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 The facilitator of the meeting must arrange for the minute taker for the meeting who
shall be provided with the responsibility to note the key points of the meeting.
 The minutes of meeting shall be sent out to all the participants after the completion of
the meeting.
3 Public Meetings
There are a few legislative requirements that must be met for the public meetings.
Before Meeting - Rules for Notice:
 There must be a notice that must be circulated for all the participants of the meeting
informing them about the time and venue of the meeting along with the agenda of the
meeting.
 The details regarding the meeting shall be circulated through press releases or with
the aid of emails to the media and community organizations.
 The notice must be circulated to the public for more than 24 hours and the emergency
meetings must be cancelled in less than 24 hours (ORS, 2017).
During Meeting - Meeting Standards
 Meeting standards for a particular country shall be explored and the meeting agenda
must be set up accordingly.
 Legal requirements and norms must also be met on the basis of the specific legal
policies and rules.
After Meeting - Minutes of the Meeting
 The minutes of the meeting shall include the information, such as meeting schedule,
venue of the meeting, number of members that will be attending the meeting, purpose
of the meeting and agenda of the meeting.
 The minutes of the meeting must be sent to all the team members within 7 days of the
meeting. In case of the urgent meetings, the minutes must be circulated within 72
hours and for the voting it must be in less than 42 hours (FOIC, 2008).
4 Legislations & Other Meeting Requirements
The following legislations can have an impact on the meetings.
Health and Safety Requirements:
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 The meeting room or venue that is selected for the meeting must have adequate health
and safety measures.
 The venue must have the measures, such as fire extinguishers, first aid kits, scope for
emergency evacuation, properly lit environment, fresh air and suitable arrangements
for water and snacks.
 The choice of the venue for the meeting must be taken on the basis of these
requirements and the decision may have an impact on the need for transportation
along with the overall cost for the company.
Organization requirements:
 The organization must make sure that there are arrangements done for the execution
of the meeting successfully and the organizational needs, such as transportation,
catering, documentation etc. are met.
 The venue shall be booked in advance and in case of any cancellations, the organizers
shall be informed in advance. All of these arrangements will impact the budget of the
company (ISC, 2012).
Meeting requirements
Before the actual execution of the meeting, there are a few requirements that shall be met and
these are as listed below.
 The meeting purpose must be clearly stated and the meeting agenda shall be designed
on the basis of the same.
 The meeting participants must be identified and specific roles to be covered during
the meeting must be assigned to them.
 The final decision regarding the selection of meeting venue and slot must be taken.
 The set of processes that must be carried out during the meeting must be taken in
terms of the discussion strategies and methodologies.
 The meeting attendees shall be verified on the basis of their identity and their role
during the meeting.
 The meeting participants must have the meeting agenda available with them and they
must also prepare themselves accordingly (Rebori, 1994).
 The meeting room or venue that is selected for the meeting must have adequate health
and safety measures. The venue must have the measures, such as fire extinguishers,
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first aid kits, scope for emergency evacuation, properly lit environment, fresh air and
suitable arrangements for water and snacks.
Participation requirements
There are a few requirements associated with the meeting participants as well that have been
covered below.
Meeting organizer
 Shall be equipped with the access to the meeting venue.
 Must be provided with the meeting agenda and key points to cover during the
meeting.
Key presenter
 The documents required for reference and presentation shall be available.
 Must be provided with the names, details and roles of the meeting attendees.
Minute taker
 Must have the information regarding the meeting schedule and venue.
 Shall be provided with the tools and equipment to record the meeting discussions.
Meeting leader
 Must be provided with the meeting agenda and key points to cover during the
meeting.
 Shall be provided with the names and details of the meeting attendees.
 Shall be provided with a document listing the codes of practice (Webster, 2011).
Decision making authority
 Shall have the concepts and ideas for decision making.
 Shall be provided with factual data and information for effective decision making.
Resource requirements
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Meeting
The resources that would be required for the conduction of the meeting shall include the
following.
 Seating arrangements for the human resources.
 Catering facility shall be equipped and made available to make sure that water and
snacks are available for the resources.
 Meeting tools and equipment, such as projector, microphones, computer systems and
servers shall be made available.
 Health and safety measures and facilities shall be made available for the attendees of
the meeting.
 The budget must be estimated for the meetings and the necessary funds shall be
arranged.
 Human resources will be required for the execution of the meeting to perform various
roles.
Managing Cultural Differences
There are differences that the people from a number of varied cultures view time. However,
there are also cultures in which people do not tolerate the wastage of time and it is considered
rude to come late for meetings or other events. These cultures are termed as monochromatic
in Japan. In cultures like these, any of the interruptions during the meeting are not
entertained. However, in certain cultures such interruptions are considered as normal in Latin
America and Middle East. Due to such varying cultures, there can be certain conflicts that
may emerge. The following steps shall be taken to avoid and resolve these conflicts.
 There shall be a specific slot that must be reserved for questions and answers round.
 The attendees shall be allowed to enter only 15 minutes prior to the actual start time
of the event.
There are other challenges that may come up due to the difference in the culture and
behaviour of the people. The attitude that may be considered good in a particular culture may
not be considered good in the other culture. For instance, the difference in the power distance
may appear as a prime challenge. The conflicts like these can be treated with the measures as
listed below.
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Meeting
 The organization must keep a slot reserved for the presentation of different opinions
and views so that none of the attendees may feel offended. The Six Hat Thinking
System may be used for this purpose.
 There shall be a chance provided to every attendee to speak up about their views
which may be positive or negative in nature. There must not be any conflicts in this
regard.
Documentation
Documents to be
Distributed
Contact Person Date Required No. Of copies
Meeting Agenda CEO of the company 10th September Nine copies of this
document shall be
prepared for CEO,
General Manager and
Finance Director of
the company along
with the IT Director
and managers of the
HR department,
warehouse
department. It shall
also be distributed to
the Buying Director
and Regional
Operational Manager
along with the
minute taker.
Invitation HR manager of the
company
8th September Ten copies of this
document shall be
prepared for CEO,
General Manager and
Finance Director of
the company along
with the IT Director
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Meeting
and managers of the
HR department,
warehouse
department and
marketing
department. It shall
also be distributed to
the Buying Director
and Regional
Operational Manager
along with the
minute taker.
Minutes recording
format
HR manager of the
company
13th September One copy shall be
given to the minute
taker.
Confirmed
Participants list
HR manager of the
company
12th September Ten copies of this
document shall be
prepared for CEO,
General Manager and
Finance Director of
the company along
with the IT Director
and managers of the
HR department,
warehouse
department and
marketing
department. It shall
also be distributed to
the Buying Director
and Regional
Operational Manager
along with the
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Meeting
minute taker.
Budget report Buying Director of
the company
12th September CEO and Finance
Director shall be
provided with the
copies of the
document.
Sales Terminal
Progress update
report
Marketing Manager
of the company
12th September CEO, General
Manager and Finance
Director shall be
provided with the
copies of the
document.
Minutes of Previous
meeting
HR Manager of the
company
12th September Ten copies of this
document shall be
prepared for CEO,
General Manager and
Finance Director of
the company along
with the IT Director
and managers of the
HR department,
warehouse
department and
marketing
department. It shall
also be distributed to
the Buying Director
and Regional
Operational Manager
along with the
minute taker.
Design Team
Summary report
Regional Operational
Manager of the
company
13th September CEO and General
Manager shall be
provided with the
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Meeting
copies of the
document.
Meeting Schedule
Goals Tasks Resources Needed Timelines
Preparation and
distribution of the
meeting agenda
Purpose of the
meeting shall be
identified along with
the participants and
their roles. The
meeting requirements
shall be collected and
an agenda shall be
prepared and
circulated to all the
attendees.
Email IDs of the
participants and
support from the
attendees
10th September
Arrangements for all
the facilities required
for the meeting.
The meeting venue
and requirements
shall be identified
and explored. The
facilities present at
the venue must be
checked and catering
services shall be
outsourced if the
venue providers are
found not to be
equipped to handle it.
Project funds 12th September
Ensure the
attendance of the
participants
Identification of the
participants and
designing of the
invitation cards
Support and
assistance from the
HR Manager and
Heads of the
13th September
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Meeting
specifying the
meeting details and
agenda. The
acknowledgement
must be asked for the
meeting from all the
participants.
Departments
Preparation and
distribution of the
reports
The budget of the
project shall be
estimated along with
the preparation of the
sales terminal report,
design report and
minutes of the
meeting.
Support and
assistance from the
HR Manager and
Heads of the
Departments and
presence of the
minute taker
13th September
Conduction of the
meeting as per the
codes of practice
The codes of practice
shall be documented
and distributed to the
participants as well
as the leader to
follow during the
meeting.
HR Manager 14th September
Circulation of the
minutes of meeting
A template shall be
designed for
recording the minutes
of the meeting. The
minutes from the last
meeting shall be
studied and the tools
for recording the
meeting shall be
tested. These tools
shall be used to
record the meeting
Inputs from all the
meeting attendees
and respective
managers
14th September
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Meeting
sessions and the
minutes shall be
included in the
template that is
designed. The set of
participants present
and absent must also
be included and the
minutes must be
edited for a final time
before circulating
them to all the
attendees.
Making provisions
for water and snacks
for the attendees
Catering services
shall be outsourced if
the venue providers
are found not to be
equipped to handle it.
The details of the
meeting participants
must be provided to
the vendors so as to
allow them to make
arrangement as per
the schedule of the
meeting.
Catering vendor and
project funds
14th September
References
FOIC, 2008. FREEDOM OF INFORMATION ACT: Public Meetings Guide, Connecticut: FOIC.
ISC, 2012. Manage meetings, s.l.: Australian GOvernment.
ORS, 2017. FAQ on Notice Requirements for Public Meetings , s.l.: LEAGUE OF OREGON CITIES.
Pinsent Masons LLP, 2015. Company meetings. [Online]
Available at: https://www.out-law.com/page-8201
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[Accessed 1 AUg 2017].
Rebori, M. K., 1994. HOW TO ORGANIZE AND RUN EFFECTIVE MEETINGS , s.l.: University of Nevada.
Webster, D., 2011. A Client’s Guide to Company Meetings, Resolutions and Decision-Making, s.l.:
Russell-Cooke LLP.
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