BSBADM502 Manage Meetings: Project Meeting Preparation - Case Study

This assignment focuses on project meeting preparation within the context of Adept Owl Games Company, a game development firm. The assignment includes planning and preparing for a meeting, conducting follow-up actions, and reporting on the meeting's outcomes. Key deliverables include a meeting requirements form, a meeting preparation action plan, a meeting invitation, a meeting agenda, a meeting minutes template, and meeting papers. The assignment also involves evaluating meeting participant performance and correcting meeting minutes. The overall goal is to demonstrate effective meeting management skills, covering aspects from initial planning to post-meeting follow-up, within a practical business scenario. Desklib offers a range of resources, including past papers and solved assignments, to support students in mastering these skills.

Running head: PROJECT MEETING PREPARATION
Project Meeting Preparation
Case Study: The Adept Owl Games Company
Name of the Student:
Student ID:
Name of the University:
Author’s note:

1PROJECT MEETING PREPARATION
Table of Contents
Introduction......................................................................................................................................2
Organizational Background.............................................................................................................3
Task 1: Plan and Prepare for a Meeting...........................................................................................4
Meeting Requirements Form.......................................................................................................4
Meeting Preparation Action Plan template..................................................................................7
Meeting Invitation.......................................................................................................................9
Meeting Agenda.........................................................................................................................10
Meeting Minutes Template........................................................................................................12
Meeting Paper required for Meeting..........................................................................................13
Task 2: Conduct, Follow Up and Report on a Meeting.................................................................16
Part A- Review of Action Plan..................................................................................................16
Part B- Meeting Participant Evaluation Form...........................................................................19
Meeting Participant Evaluation Form........................................................................................19
Minute-taker Evaluation Form..................................................................................................20
Part C- Corrected Minutes as Completed by the Minute-Taker....................................................21
Task 3: Reflection..........................................................................................................................22
Conclusion.....................................................................................................................................23
Bibliography..................................................................................................................................24

2PROJECT MEETING PREPARATION
Introduction
The execution of meetings plays a significant role for the analysis of the deployment
factor for the business activities (Oya et al., 2014). The organizations have been using efficient
meeting plans for listing the utilization of the plan deployment. The implementation of the
improved activities would also be helpful for significant deployment of the analysis. The meeting
deployment would help in bridging the formation of the activities favouring the formation of the
successive deployment of the activities. The meetings are being developed for enacting the
implementation and deployment of the activities favouring the implementation of the successive
activity deployment. The meetings have been aligned with the deployment of the efficient
implementation of the activities favouring the formation of the activities (Jamali & Oveisi,
2016). The deployment of meetings in an organization would require the proper initiation
documentation and the deployment of the activities favouring the management of the activities
for developing the smart activities.
The following assignment is developed for the management of the activities favouring the
formation of the activities for listing the management of the successive integration of the project
meeting deployment. The analysis of the requirements had supported the implementation of the
activities for executing the project cohesively. The assignment deployment had been implied for
forming the successive deployment of the requirements of the project plan deployment. The
following deliverables are meeting preparation action plan, meeting agenda, meeting invitation,
meeting minutes template, meeting requirements form, and meeting paper required for meeting
also provide the management of the activities for forming the utilization of the efficient analysis
model. The implementation would allow the utilization for aligning the implementation of the
activities favouring the utilization of the activities. The formation of the processes for forming

3PROJECT MEETING PREPARATION
the efficient implementation of the activities by forming the utilization of the meeting
documentation would be formed for executing the process of meeting in the organization.
Organizational Background
The Adept Owl Games Company has been developing the efficient games for their
customers using the efficient strategies and activities. The organization has been working
focusing using the efficient engagement with the customers. The implementation of the activities
had provided the successful formation of the communication strategies for aligning with the
deployment of the efficient operation deployment. The formation of the activities had also been
helpful for utilizing the efficient implementation of the activities for supporting the deployment
of the customer eccentric activities. The diverse activity deployment would help them for
forming the implementation of the efficient implementation model.
The project is deployed for increasing the profitability of the activities and formation of
the successive integration of the activities. The project can be aligned with the deployment of the
activities (Schwalbe, 2015). The project would form the use of strategies and technology for
improved and high quality of card and board games. The completion of the project would be
dependent on the use of the efficient formation of the successive deployment activities. The
improvement of products would be helpful for the cohesive implementation of the activities
aligning the implementation of the efficient operation deployment. The support and utilization of
the activities were helpful for using the implementation of the improved service deliverance to
the customers.

4PROJECT MEETING PREPARATION
Task 1: Plan and Prepare for a Meeting
The deployment of the project meeting would be developed for interacting about the
project team members and aligning the implementation of the efficient deployment of the
activities aligning the utilization of the activities. The planning and preparation for the meeting
would be based on the formation of the efficient activity processing for the deployment of the
activities of project plan meeting.
Meeting Requirements Form
The meeting requirements form is developed so the necessary items required for the
deployment of the implementation of the efficient implementation of the activities aligning the
management of the successive deployment. The meeting requirements form is developed so that
the management of the activities for the execution of the meeting is carried on successfully. The
following is a meeting requirements form that must be filled for analysing the basic requirements
of the meetings,
Meeting Requirements Form
Chairperson Tim Persons
Department Product Deployment Department
Meeting name Project Kick Off Meeting
Meeting details
Date 08/08/18 Time 10:00 AM
Location Queensland,
Australia
Budget $120,000.00
Meeting format
Purpose The project is developed for the implementation of the efficient
analysis of the activities. It would also utilize the implementation of

5PROJECT MEETING PREPARATION
the operation deployment. The meeting would confirm the
utilization of the operation implying the usefulness of the activities
implying the deployment of the successive formation of the
activities. The analysis would also be helpful for the utilization of
the meeting deployment formation of the implementation model.
The analysis would be deployed for implementing the operational
deployment formation.
Agenda The meeting is deployed for efficiently initiating the project of
developing improved strategies and functions of efficient
implementation of the activities favouring the utilization of the
efficient formation of the activities. The kick off the meetings would
align with the implementation of the successive integration of the
activities favouring the utilization of the activities supporting the
implementation and deployment of the improved services for their
customers. In the meeting the attendees would be responsible for the
formation of the requirements of the project.
Participants Internal: General Manager,
Product Deployment Manager,
Office Administrator, IT
Manager, and administration
team.
External: distribution manager,
manufacturing manager, sales
manager, finance manager, and
HR manager
Speakers Jayne Dasheill is the personal assistant to the CEO and she would be
responsible for speaking and managing the meetings. The formation
of the successful communication would be the primary
responsibility of activities favouring the implementation of the
activities that are responsible for the formation of the efficient
operation deployment. The conveying of the information would be
the primary responsibility of the speaker.
Seating arrangements A seating arrangement for 25 members has been arranged from
where the screen would be visible and the speaker would be able to
maintain the eye contact while speaking with the attendees.
Video or teleconference
requirements
The video shooting and screen projector would also be present for
displaying the reports to all the attendees
Supporting materials
Pre-reading The copy of charter document file provided to all the members that
are attending the meeting for discussion of the project kick off

6PROJECT MEETING PREPARATION
process
Meeting documentation Project meeting would be documented by the help of the meeting
minutes checklist
Equipment requirements Speakers, microphones, projector, screen, and seating arrangement
Hospitality requirements
Catering requirements Since the kick off meeting would be started at 10:00 am and would
run for 4 and half hours with a break of 30 minutes, there should be
provision for some light snacks. The water supply should be in
abundance for ensuring that they are being provided with right
supply for drinking purposes
Accommodation requirements A seating arrangement of 25 attendees is a must for ensuring that the
all of them are being seated comfortably.
Other requirements
Special needs of attendees Specific needs like deployment of the services for physically
challenged (if any) must be made for ensuring that they are able to
attend the meeting cohesively
Other organisational
requirements for conducting
meetings
Proper meeting documentation, meeting minutes paper and other
documents must be in place for the execution of the meeting
Applicable conventions for
conducting meetings
Formal Addressing of the attendants, providing them with the
opportunity for feedback session, and final salutation to the guests.
Legal and ethical
requirements for conducting
meetings
Formal meeting invitation must be provided so no outsider can
attend the meeting and since documents are business related hence,
it should be kept to authorized personals only
Other specific requirements Arrangements for medical or fire emergency must be ensured juts in
case of an accident

7PROJECT MEETING PREPARATION
Meeting Preparation Action Plan template
The meeting preparation action plan is developed so the necessary activities required for
the deployment of the successful meetings for Owl Games Company. The meeting preparation
action plan is developed so that the management of the activities for the execution of the meeting
is carried on successfully. The following is meeting preparation action plan that must be filled
for analysing the basic activity requirements of the meetings,
Meeting preparation action plan
Meeting name: Project Kick Off Meeting
Meeting date: 08/08/18
Chairperson/host: Tim Persons
Action required By whom By when
Selection and Booking of venue: The meeting
is developed for initiating the project of
improving the games deployment in Owl Games
Company. The meeting would involve
approximately 25 business guests with around 10
staffs supporting the meeting event. Some
arrangements of food and water are also being
done for ensuring that the meeting can go
successively. The venues selected for meeting
must have all these facilities along with scope for
modifying according to the needs. Moreover, it
should be available on the mentioned date.
Hence, the venue would be selected and booked
for the day.
Frank Goudie
(Finance Manager)
2 months prior to the
event
Hire Food and Beverage Vendor: The meeting
is developed for initiating the project of
improving the games deployment in Owl Games
Company. The meeting would last for 4 hours
and it would involve approximately 25 business
guests with around 10 staffs supporting the
meeting event. Some arrangements of food and
water are also being done for ensuring that the
Bae Ahn Bartle (HR
Manager)
2 months prior to the
event

8PROJECT MEETING PREPARATION
meeting can go successively. A short break
would be given to the guests for freshen up
before resuming the meeting. Some light snacks
would be provided to them in that break
duration. Hence, a food and beverage vendor
must be contacted and booked.
Proper Documentation: The meeting is
developed for initiating the project of improving
the games deployment in Owl Games Company.
The required documents like meeting
requirements form, meeting preparation action
plan template, meeting invitation, meeting
agenda, meeting minute template,
communication plan, and project charter
documents must be made. The meeting would
last for 4 hours and it would involve
approximately 25 business guests with around 10
staffs supporting the meeting event. Some
arrangements of food and water are also being
done for ensuring that the meeting can go
successively.
Shannon Grant
(Personal Assistant to
GMs)
2 weeks prior to the
event
Invitation to the guest: The meeting is
developed for initiating the project of improving
the games deployment in Owl Games Company.
The meeting would last for 4 hours and it would
involve approximately 25 business guests with
around 10 staffs supporting the meeting event.
Some arrangements of food and water are also
being done for ensuring that the meeting can go
successively. A proper formal invitation must be
sent to the guests for inviting them to the
meeting
Bae Ahn Bartle (HR
Manager)
1 month prior to the
event
Arrangements at the venue: The meeting is
developed for initiating the project of improving
the games deployment in Owl Games Company.
The meeting would involve approximately 25
business guests with around 10 staffs supporting
the meeting event. Some arrangements of food
and water are also being done for ensuring that
the meeting can go successively. The venues
selected for meeting must have all these facilities
along with scope for modifying according to the
needs. The arrangement must be developed and
checked for ensuring that the meetings can go
Ruth Crabbe (GM) Should start at 1 week
prior to the event and
completed on 1 day
prior to the event

9PROJECT MEETING PREPARATION
unhindered.
Meeting Invitation
A formal meeting invitation email must be sent to all the guests for inviting them over to
the meeting for the project kick off meeting. The meeting is developed for initiating the project
of improving the games deployment in Owl Games Company. The meeting would involve
approximately 25 business guests with around 10 staffs supporting the meeting event. The
invitation should be sent in a closed mail chain in which all 25 guest’s email id would be looped
in. The following would be the email structure for the meeting,
From: owlgamescopmany@*****mail.com
To: ___________@*****mail.com; ___________@*****mail.com; ...........
___________@*****mail.com
CC: timdavies@****mail.com; benahnbartle@****mail.com
Subject: Inviting for the project kick off meeting on 08/08/18 at JK auditorium, Queenslan
Greetings,
You are cordially invited for the kick off meeting of the project of developing improved card and
board games for our company. Our Company has been working focusing using the efficient
engagement with the customers and successful formation of the communication strategies. The
diverse activity deployment would help them for forming the implementation of the efficient
implementation model. However, the growth of the technology innovation had made it evitable
for increasing our performance and growth. In this meeting we would provide a brief info of the

10PROJECT MEETING PREPARATION
upcoming project. All the team members would be required for being present at the meeting so
that we can discuss the activities and strategies regarding the project.
Regards,
Owl Games Company
Meeting Agenda
The meeting is developed for initiating the project of improving the games deployment in
Owl Games Company. The meeting would involve approximately 25 business guests with
around 10 staffs supporting the meeting event. The meeting agenda is a document that is helpful
for the listing of the project aims, motives, and objectives on a specific documented paper. The
following meeting agenda template would be helpful for the deployment of the efficient
communication activities favouring the formation of the project deployment,
Project: Developing Improved Card and Board Games for Owl Games Company
Meeting Leader: Tim Davies
Date: 08/08/18
Time: 10:00 am – 2:00 am
Conference Bridge: Face to Face Meeting
Agenda Item Owner Discussion Points Recommended
Time
Introductions Project Manager  Welcoming the guests for the project
kick off meeting
10 minutes
Meeting Goals Project Manager or
Project Sponsor
 Guests Introduction
 Outlining communication protocols
 Briefing about the aims and goals for the
project
20 minutes
Project Background
and Purpose
Project Manager and
Project Sponsor
 Providing overview of the project
according to the needs
 Team management requirements and
commitment
20 minutes
Project Goals and
Objectives
Project Manager or
Project Sponsor
 Project objectives and description
 Project vision and mission statements
20 minutes
Ground Rules Project Manager  Procedures and rules for the activities, 20 minutes

11PROJECT MEETING PREPARATION
project activities, and organization are
discussed
Roles and
Responsibilities
Project Manager  Team members would be conveyed their
respective roles and responsibilities
 Their contribution requirement would be
based on the skill set and knowledge
20 minutes
Break All  Lunch Break 30 minutes
High-Level Plan Project Manager or
Project Sponsor
 Activities of the project is sorted in the
table list
 The activities are scheduled using
calendar or project planner software
20 minutes
Next Steps Project Manager  Planning for the project would be done
 Review of the time frame for aligning
with the successive deployment
20 minutes
Communications
Plan Expectations
Project Manager  Efficient communication plan
requirements are being made
 Frequency of communication activities
are sorted
20 minutes
Issue Management
and Resolution
Project Manager  Identification of the probable issues in
the project
 Summarization of the possible solutions
to the issues identified in the project
20 minutes
Questions Project Manager  Providing chance for the guests to ask for
any required questions or query
15 minutes
Close Project Sponsor and
Project Manager
 Closing the meeting with a Thank You
note
5 minutes
Meeting Minutes Template
The meeting is developed for initiating the project of improving the games deployment in
Owl Games Company. The meeting would involve approximately 25 business guests with
around 10 staffs supporting the meeting event. The meeting minute template is developed for the
deployment of the minute change requirements in the project. The minute changes in the project
can be aligned with the deployment of the successful integration of the activities and it is shown
below,
Program/Area: Developing Improved Card and Board Games for Owl Games Company
Meeting Purpose: Kick off the project and align the schedule to the specific project team members
Meeting Date: 08/08/18