Designing an Effective Workflow for Arranging Meetings Report

This report outlines a detailed workflow for arranging meetings within an organization, beginning with summing up crucial discussion points and drafting an agenda. It proceeds through selecting a meeting coordinator, sending invitations, encouraging attendance, and printing the agenda for emergencies. Each step is thoroughly analyzed, considering the responsible parties, technologies used, relevant policies, and necessary information. The report also assesses current metrics like deliverability and engagement, suggesting improvements such as filtering inactive users and providing employee motivation. The awareness of the flow of activity is crucial to enhance the effectiveness of the meeting and overall revenue of the organization. This workflow aims to enhance meeting effectiveness and overall organizational efficiency. Desklib provides access to similar solved assignments and study resources for students.

Running head: NURSING ASSIGNMENT
Nursing assignment
Name of the Student
Name of the University
Author note

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Introduction
The term workflow refers to a flowchart that consists of an orchestrated as well as repeatable
pattern of business activity. This enables an organization to maintain an active flow of the work
process. Additionally an appropriate workflow is streamlined and the internal process is speeded
up by reducing faults, errors as well as reworks. The purpose of this report is to design a
workflow for arranging a meeting in the organization. Using this each and every step of the
workflow will be explained in this report.
Workflow for arranging a meeting in the organization
No Yes
Start
Sending invitation to the
participants
Encouraging people to
attend the meeting
Selection of the meeting
coordinator
Are all the criteria
served?
Summing up the crucial points to be
discussed in the meeting and creating a
draft

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Explanation of the workflow
Step 1:
 Who does this step?
This step is conducted by the higher executives of the organizations that involve managers, HR
manager, assistant manager, team leaders and assistant team leaders of various teams of the
company.
 What technology is used?
In multinational organizations, the technology of video calling is used to communicate with
managers located at a branch in far-away locations. Apart from that laptops are required for
drafting the chief criterions of the meeting
 What policies and rules are involved in determining how, when, why, or where the
step is executed?
Printing out the agenda for
emergencies like a technical
error
Stop

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According to the policy of the organization, each crucial point to be discussed will be jotted
down only after the agreement of all the higher executives involved in the meeting. The step is
generally executed in the communication room.
 What information is needed for the execution of this step?
The issues associated with all the departments in the organization needs to be known by the
higher executives for execution of the step.
Step 2:
 Who does this step?
This step involves all the higher executives mentioned in the previous step.
 What technology is used?
For discussion, a virtual communicative tool like video calling is required.
 What policies and rules are involved in determining how, when, why, or where the
step is executed?
According to the policies of the organization, no partiality while selecting the meeting
coordinator should be performed since e it is a highly crucial role and the success of the meeting
is depending on the effectiveness of the communication of the coordinator to a great extent
(Fridgen et al., 2018).
 What information is needed for the execution of this step?

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The chief criteria for the meeting need to be evaluated in order to identify the appropriate
coordinator for the meeting.
Step 3:
 Who does this step?
The HR professionals
 What technology is used?
The Internet is required to send the invitation by mail
 What policies and rules are involved in determining how, when, why, or where the
step is executed?
The invitation should only be sent to the selected invitees. Sending the invitation to an irrelevant
individual may affect the privacy of the organization.
 What information is needed for the execution of this step?
The list of employees to be invited or the meeting needs to be known by the executor of this step
Step 4:
 Who does this step?
The HR manager
 What technology is used?
Virtual communicating devices like telephone and video calls are used for this step

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 What policies and rules are involved in determining how, when, why, or where the
step is executed?
Forcing an employee to attend a meeting should not be done since it may deteriorate the
workforce environment and cause employee attrition.
 What information is needed for the execution of this step?
The particulars of the employees invited is a crucial information to be known in this step
Step 5:
 Who does this step?
The HR professionals
 What technology is used?
The printer is the required technology that needs to use in this step.
 What policies and rules are involved in determining how, when, why, or where the
step is executed?
No such policies are involved in this step.
 What information is needed for the execution of this step?
The soft copy of the agenda is required in order to execute this step.
Currently used matrices to measure the workflow

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In order to measure the effectiveness of the workflow the two currently used matrices are
deliverability and engagement (da Silva et al., 2017). The former metric helps the management
to keep the track of the effectively checking whether the emails sent to the employees are
delivered or not. The second matrix is important since it measures the degree of engagement of
the employees to the workflow.
Areas where improvements could occur
Improvement can be brought to both the matrices. In order to enhance the success of the
delivery, filtering out the inactive users from the list can be done. This will reduce the bounce
rate. It should also be ensured that the workflow is well placed. In order to enhance the
engagement of the employees, employees should be provided with intrinsic and extrinsic
motivation and training.
Reason for awareness of the flow of an activity
It is crucial to be aware of the flow of the activity to enhance the effectiveness of the meeting (da
Silva et al., 2017). Apart from maintaining the workflow also has several long-term advantages
like enhancement in the understanding of the employees and overall revenue of the organization.
Summary of the project
In this report a workflow for arranging a meeting has been designed. The crucial steps
that are included in the workflow flowcharts are sum up the crucial points that needs to be
discussed in the meeting and creating a draft, selection of the meeting coordinator. It also is used
for sending invitation to the participants, encouraging people to attend the meeting and printing

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out the agenda for emergencies. After the completion of the design each and every mentioned
step is thoroughly analyzed in order to develop appropriate understanding of the workflow.

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Reference List
da Silva, R. F., Filgueira, R., Pietri, I., Jiang, M., Sakellariou, R., & Deelman, E. (2017). A
characterization of workflow management systems for extreme-scale applications. Future
Generation Computer Systems, 75, 228-238.
Fridgen, G., Radszuwill, S., Urbach, N., & Utz, L. (2018). Cross-Organizational Workflow
Management Using Blockchain Technology-Towards Applicability, Auditability, and
Automation.