Designing a Workflow for Arranging a Meeting in an Organization
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Added on 2023/06/10
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This report explains the workflow for arranging a meeting in an organization, including crucial steps like drafting, selection of coordinator, sending invitations, and printing agendas. It also discusses the importance of workflow awareness and areas for improvement.
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Running head: NURSING ASSIGNMENT Nursing assignment Name of the Student Name of the University Author note
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1NURSING ASSIGNMENT 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 NoYes Start Sending invitation to the participants Encouragingpeopleto attend the meeting Selectionofthemeeting coordinator Are all the criteria served? Summingupthecrucialpointstobe discussed in the meetingand creating a draft
2NURSING ASSIGNMENT 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? Printingouttheagendafor emergencieslikeatechnical error Stop
3NURSING ASSIGNMENT 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? Accordingtothepoliciesoftheorganization,nopartialitywhileselectingthemeeting 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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4NURSING ASSIGNMENT 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
5NURSING ASSIGNMENT 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
6NURSING ASSIGNMENT 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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7NURSING ASSIGNMENT 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.
8NURSING ASSIGNMENT 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.