AFCF 1805AS - Business Marketing Meeting and Minutes Report

This assignment presents a business marketing meeting scenario within Scoreboard Corporation, focusing on improving the email subscription strategy for the company's blog. It includes a detailed agenda, meeting minutes, and a script of the meeting, covering aspects such as addressing current issues, brainstorming solutions for enhancing email engagement, and deciding on actionable steps. The report also highlights the roles of the chairperson and minute taker, emphasizing the importance of clear communication, accountability, and effective decision-making within a business meeting context. The document is available on Desklib, a platform offering study tools and resources for students.

Running head: MEETING AND MINUTES TAKING
MEETING AND MINUTES TAKING
Name of the Student:
Name of the University:
Author note:

1MEETING AND MINUTES TAKING
Table of Contents
a) Defining an effective meeting.............................................................................................1
b) Agenda................................................................................................................................1
c) Meeting Minutes.................................................................................................................3
d) Scripts.................................................................................................................................4
References:.................................................................................................................................7

2MEETING AND MINUTES TAKING
a) Defining an effective meeting
Effective meetings are the meetings that are not about simply having an agenda and
beginning on the right time. They are the ones that have a clear purpose, bring in a
thoughtfully chosen group of people together for a particular purpose and give a forum for
innovative and open discussions (Serrat 2017). With the same, they are also the meetings that
delivers some really tangible results- a decision, clear cut plan, a good range of great ideas for
pursuing as well as a shared understanding of the very work ahead (Hoogeboom and
Wilderom 2015). This report is going to elaborate on providing an agenda on the business
marketing meeting conducted with the marketing department of an organisation in Malaysia.
Figure 1: Effective business meeting
A pre meeting plan shall be developed in the form of an agenda that would be
scheduled and distributed to all the members who would participate in the meeting. The
supporting materials, data and information on the same shall be taken into consideration
during the process of meeting. The meeting shall be conducted in the conference room of the
organisation and refreshments like beverage and snacks shall be served to all the members.
b) Agenda
Title of the meeting- Business Marketing meeting

3MEETING AND MINUTES TAKING
Objective- The main objective of this meeting is to discuss on the current problems associated
with the email subscription strategy of the blog of the organisation as well as to improve this
strategy and taking decisions on the steps that should be taken after that.
Venue: _______
Date: 18-02-19
Meeting Time- 12:00pm – 1:30pm
Attendance- 9
Apologies- None (expected)
Meeting plan:
Topic Preparation Structure
1. The present issues
with the email
subscription strategy
of the company’s
blog
Time- fifteen minutes
Purpose- Analysis
Reading the attached
materials or memo which
would include all the related
images as well as the recent
emails that were sent out
and the data of engagement.
1. Reviewing the data
and highlighting the
important issues and
insights that were
extracted from it
Time- five minutes
2. Going over why
email engagement
has been suffered
Time- five minutes
3. Asking team about
why they think so
Time- five minutes
2. How the email
subscription strategy
of the blog should be
enhanced?
Time- Fifteen minutes
Purpose- Brainstorming
Coming up with ideas for
boosting the email
engagement of the blog.
1. Proposing some
possible solutions for
enhancing the e-mail
engagement
Time- five minutes
2. Asking the team
members about their

4MEETING AND MINUTES TAKING
opinions
Time- five minutes
3. Asking the team
members for
proposing a best
solution
Time- five minutes
3. Steps to be taken
next
Time- fifteen minutes
Purpose- Decision making
Thinking about how one can
practically implement the
ideas into the email
subscription strategy of the
blog.
1. Deciding on the best
solution
Time- five minutes
2. Explaining why to
pursue a specific
path
Time- five minutes
3. Divvying up the
responsibilities for
every team member.
Time- five minutes
c) Meeting Minutes
1. Role of the minute taker- Minute takers are the ones who keep the attendees of the
meeting on track by keeping on reminding them their roles and the objectives of the
very meeting (Smart et al. 2018). They are the ones who clearly record what has
happened in the group discussion by taking notes. They can be either formal or
professional.
2. Importance of meeting minutes- Meeting minutes play the role of a measuring stick.
Minutes usually record the decisions of the meeting that make them a very useful
review document when it becomes important to measure the progress (Chenhall, Hall
and Smith 2017). With the same, meeting minutes also act as a tool for accountability
as they make it clear that who is responsible for performing which action. The
effective meeting minutes are very clear and they are always to the point. With the
same, they also do not leave any important information.

5MEETING AND MINUTES TAKING
d) Scripts
Script for the Second Business Marketing Meeting of an advertising company
Company name- Scoreboard Corporation
Chairperson- Danish Merican
Minute taking- Najib Megat
Leader Department- Zikri Nik, Roghan Rik, Tim Khel
Manager Department- Norhidayu Wan, Kalpan Kumru
Staff Department- Adam Che
1. Address of the Chairperson-
Chairperson- Good Afternoon all. I am glad to see full participation in this meeting and I
heartily welcome you all to this second meeting of Scoreboard Corporation. Thank you
everyone for being present here today. With us today, seated to my left, are the members
of the company boar and seated to my right, are the senior management team of
Scoreboard Corporation. (Pause). Let us call this meeting to order.
All: Sure Sir
2. Apologies for absenteeism-
Chairperson- is there anyone who is absent for this meeting today?
Manager Department- No Sir.
3. Minutes of the previous meeting
Chairperson- Good to hear that. Thank You. Can we process to the next subject, taking
into consideration the minute from the earlier meeting?
Staff Department- Sure Sir.
Other members- Yes Sir.
Chairperson- By the way, who is taking the minute today?
Staff Department- Its Adam Che Sir!

6MEETING AND MINUTES TAKING
Adam Che- Yes Sir, It’s me.
Chairperson- That is fine. Let us then proceed.
Leader department- Sure.
Chairperson- See, Overall I am really satisfied with our performance all over the
important measures and the business lines. I would like to mention that we really had a
very solid year of the operational excellence comprising of the industry leading safety
performance as well as a strong environmental management. We have also delivered a
very strong operating and financial results. Can you tell me data of the last financial year?
Manager Department- Yes Sir. We have generated the earning of about 2.3 billion dollars
last year
Chairperson- And is it more than the previous one or less than that?
Leader Department- It was significantly more Sir. In the year 2017, it was 1.7 billion
dollars.
Chairperson- Yeah. This means that we are effectively operating our business right?
Manager department- Yes Sir.
Chairperson- By the way, is there any amendments to be done?
Leader department- Yes Sir. The item number 14 is to be corrected. The amount that was
allocated to the advertisement for the email subscription strategy of our blog was 45,000
and not 45,200 RM.
Manager department- Yes Roghan Rik. I will make sure it is noted and correction are
made.
Chairperson- Any more amendments?
Leader department- No Sir.
Staff department- Emmmm…. (looking at one another) No sir.
All: Nothing more
Minute taker- Wait Sir. Let me take the notes on this.
Chairperson- Sure (Waiting) (a long pause)

7MEETING AND MINUTES TAKING
Minute taker- Thank You Sir. It is done.
Chairperson- Alright then. Can someone help in proposing the minutes to get passes as a
true record?
Leader department- Yes Sir. I propose the same.
Manager department- I would like to propose the second one.
4. Matters that are arising from the earlier meeting
Chairperson- Let us now move on to the second round. Is everything completed?
All: Yes Sir.
Chairperson- Alright. So, Is there any matter that is arising from the previous meeting?
What you people think?
Minute taker- Yes Sir. I want to know the progress of the strategy that is decided to
implement on the organisational blog. Is the decision finalised?
Chairperson- MM… Yes, It is. But I would like to know how many of you are for and
against this strategy. I don’t want any of my employee to accept this change unwillingly.
Is there anyone?
Leader department- No Sir, it would be very great if it is done effectively.
Staff department. Yes Sir. I agree with Tim Khel.
Leader department- and in fact, no one is resisting this change within our company.
Manager department- Yes. The email subscription strategy of the blog is a great idea.
Minute taker- I heard that one of the employees was finding it difficult to understand the
same.
Leader department- Yes. It was Mr. John Daniel. I talked to him personally two days
back. He was having slight issues with understanding the implementation procedure
actually. I made him understand and he is now ok with it.
Chairperson- Have he understood why we want to bring this change?
Leader department- Yes Sir and he also supports this decision in fact.

8MEETING AND MINUTES TAKING
Chairperson- Alright then. That really sounds perfect. Well.. Thank You everyone for
your time and interest. I would be looking forward to speak to you people very soon
before the final implementation day.
All: Sure Sir.
Chairperson- See you then! Good bye. Have a wonderful day ahead.
Everyone leaving
Minute taker starts double checking the names, time and the venue of the meeting in order
to ensure that they are correctly written within a schedule.

9MEETING AND MINUTES TAKING
References:
Chenhall, R.H., Hall, M. and Smith, D., 2017. The expressive role of performance
measurement systems: A field study of a mental health development project. Accounting,
Organizations and Society, 63, pp.60-75.
Hoogeboom, M. and Wilderom, C.P., 2015. Effective leader behaviors in regularly held staff
meetings: Surveyed vs. videotaped and video-coded observations. In The Cambridge
handbook of meeting science. Cambridge University Press.
Serrat, O., 2017. Conducting Effective Meetings. In Knowledge Solutions (pp. 315-319).
Springer, Singapore.
Smart, C., Pollock, C., Aikman, L. and Willoughby, E., 2018. Power Struggles in MDT
Meetings: Using Different Orders of Interaction to Understand the Interplay of Hierarchy,
Knowledge and Accountability. In Interprofessional Care and Mental Health (pp. 97-121).
Palgrave Macmillan, Cham.