Case Study: Meeting Agendas, Arrangements, and Implementation

This document presents two case studies that delve into the intricacies of business meeting agendas, arrangements, and their impact on business growth. The first case study outlines the agenda for a meeting focused on enhancing productivity, employing new staff, and implementing a continuous improvement register to facilitate growth within 12 months. It covers essential elements like informational and action items, along with the necessary arrangements such as room setup, refreshments, and equipment. The second case study examines the implementation of a new continuous improvement register, detailing the agenda items including financial and administrative recording, distribution, control, sustainability principles, and procurement options. The case studies also include examples of meeting arrangements and communication, such as emails to meeting administrators and participants, highlighting the importance of thorough planning and execution for successful business meetings. Both cases emphasize the significance of strategic planning, effective communication, and continuous improvement for achieving organizational goals.

Case Study

Case Study 1
An agenda for this meeting
Agendas are required to uplift the business performance especially if it is a small
business. Proper meeting with the staff members should help to discuss regarding the several
strategies that must be taken to increase the productivity of the business. The parameters that
are to be maintained for a proper agenda are informational items, action items, and the
discussion topics. The information items mainly include the sharing of the updates regarding
the topic that is being discussed. In this case, the topic is increasing the business productivity
in coming years. The business is currently having 8 staff members and trying to increase the
quantity by employing 3 more staff. For this meeting will be conducted for having a
discussion regarding the actions that must be taken for growth of business within 12 month
along with the implementation of continuous improvement register. The discussion topic will
allows the staff members to give their feedback on the plans in order to enhance the
performance and be able to grow small business into a large firm which will be main agenda
of meeting. The core agendas that are being discussed as per the case study is provided
below:
Meeting Agenda
“ To grow business within next 12 months”
Location:-
Date:-
Time:-
Agenda details:-
1. Enhance productivity :- The productivity will be enhanced by increasing the
variety of in its product line and providing detailed information related with product

quality to the suppliers.
 Time:- 3 minute
 Purpose:- Decision
 Preparation:- Formulating contact with new suppliers by providing details
regarding the product quality and benefit for influencing them to supply material.
2. Employing three more staff :- Advertisements will be placed over several places in
order to inform candidates for vacancy and recruitment process in the area or online.
 Time:- 2 minute
 Purpose:- Decision
 Preparation:- Staff members will be selected with the help of interviewing.
3. Continuous improvement register:- Implementing certain innovative reforms by
contacting with its companies to get this approach in a suitable way for enhancing
the business in the global market.
 Time:- 2 minute
 Purpose:- Decision
 Preparation:- List down the efficient brands for contracting that could help
company get into reform.
Meeting Arrangement
In order to conduct a formal meeting within an organization, it is important to
organize the meeting arrangement in appropriate ways to ensure hassle-free completion of the
meeting. For conducting this meeting regarding growth of business within next twelve month
there will be a great discussion among staff and other people of managerial level, so their
would be approx 10-12 people in meeting. Hence, it is important to arrange a suitable room
for the meeting because the room is most important for organizing a formal meeting. The

room would be of around 14/14 Sq ft to provide a more convenient place for organize the
meeting so that proper seating arrangements can be done. It should have all the amenities
which are required for a formal meeting such as furniture to seat, proper lighting, projector
for presenting meeting etc. In addition to this room should be consisting of comfortable
lavatories adjacent to the meeting room as the participants may require the uses of lavatories.
Hence, it is important to look after the lavatories before deciding the meeting room.
After the arrangement of the meeting room, it is important to arrange some
refreshments for the participants of the meeting as the meeting will be conducted for long
period, hence, the participant may require some refreshments during the meeting. This
because after passing a long time of discussion people started feeling tired or get distracted ,
hence for this proper refreshments should be arranged that help in energizing the meeting
participants. This includes tea, coffee, juice, coke and some sort of wafers and fast food. The
refreshments support the participants in regaining their energy to continue the meeting
procedures. Moreover, it also supports the participants in providing better ideas during the
meeting.
Apart from the room and refreshments, for the meeting, various types of equipment
will also be required. Furthermore, it is important to arrange the necessary equipment before
initiating the meeting. The essential equipment should be arranged properly and must be kept
in the right places before commencing the meeting (Successful Meetings, 2007). For this
specific meeting, the required equipment will be pens, papers, calculators, whiteboard,
marker, projector machine, and smart board. This equipment will be important for the
successful completion of the proposed meeting. Hence, it is significant to arrange the
equipment properly in order to accomplish the meeting.
To, [e-mail]

Subject: Meeting Arrangement
Respected Mr x,
This mail is to inform you about things that are required to arrange for proposed meeting that
is planned for achieving the growth of business. Following are the details of requirement that
must be needed for this meeting.
Meeting room: 14/14 Sq ft meeting room.
Refreshment: Diet Coke, Tea, Coffee, juice, Water, snacks, fast food etc.
Types of equipment: Pens, papers, calculators, whiteboard, marker, projector machine, and
smart board
With regards
Thanks
Yours sincerely,
YZ
4. Confirmation of the meeting arrangements in accordance with the requirements of
the meeting
The requirements that are being mentioned above will be accordingly executed to
carry out a great meeting for the business development discussion. For these arrangement I
have called the meeting administrator and tried to inform them about the basic things that are
required to conduct meeting more properly. So, for this I have emailed the whole thing to the
meeting administrator by listing out all the necessary needs that we are required for the
meeting. In order to get confirmation from them that all this arrangements will be performed
by them within the meeting. The paper of the email is also being attached below. Within no

time, I will forward this email to the head authority to carry out further processing related to
the meeting. If no other work is being allotted to me. Then also I will email this within one
day time.
To
The meeting administrator
(business)
Dated
Subject: Confirmation of the meeting arrangement.
Sir,
With due respect sir, I want to confirm it that the essentials for meeting such as room
having seating arrangement for around 10-12 people, stationery items (Pens, papers,
calculators, whiteboard, marker, projector machine, and smart board) and Refreshments
(Diet Coke, Tea, Coffee, juice, Water, snacks, fast food) can be available for the meetings
which is scheduled after 2 weeks. Please let me know whether the items will be available
or not before the conduction of meeting so that best possible actions can be take. Please
revert back as soon as possible.
Thanks & Regards
Yours sincerely
Junior manager
(business)

Meeting papers
The meeting papers will contain the agendas and the continuous improvement register
copy, the date time and place where the meeting will be held. This document will be sent by
two days before the meeting will be conducted by the eminent higher authorities of the
company (Ieee-pes, 2019).
To
The participants of the meeting
(business)
Dated
Subject: Informing about a meeting
Sir /madam,
With all due respect, I want to inform you all that the meeting regarding some business
issues will be help on XYZ date. All the management personnel’s are needed to be present
in the aforementioned meeting. For more information do check the attachments below. For
the continuous improvement register, a mild example has been given
I cordially invite you all and expect your wholehearted presence at the meeting.
Thanking you
Yours sincerely
Junior manager
(business)
Attachments
Agenda copy

Continuous improvement register
Source: https://slidebazaar.com/items/continuous-improvement-cycle-template-

powerpoint/
Source: https://www.vetr.com.au/visitor_catalog_digital_media/show/93/Continuous-
Improvement-Register
Case Study 2
1. An agenda for this meeting

Meeting Agenda
“ Implementation of the new continuous improvement register.”
Location:-
Date:-
Time:-
Agenda details:-
1. Financial and Administrative recording :- In this session there will a detailed discussion
regarding future view and benefit along with area of further improvement.
 Time: 15 minutes
 Lead: Financial Manager
 Preparation:- There will a presentation regarding previous financial and administrative
recordings and then their would be presentation of new recordings that will be executed
with the help of a new continuous improvement register.
2. Distribution, Control, and Maintenance :- For achieving growth distribution, control and
maintenance activities are required to be improved, for this future views and benefits will be
discussed over the area of improvement.
 Time: 15 minutes
 Lead: Sale and distribution manager
 Preparation:- For this previous stock management and distribution records will be
discussed to identify the requirement for improvement for pointing out new changes
using new continuous improvement register along with Control and maintenance of the
distribution channel.
3. Sustainability principles:- For effective formation of sustainability principle, there will be
discussion regarding area of improvement for future view and benefits.
 Time: 15 minutes
 Lead: Manager
 Preparation:- Current sustainability principles will be discussed to determine the changes
with the implementation of a new continuous improvement register.
4. Procurement option:- For determining area of improvement there will be a discussion
regarding future views and benefit.

 Time: 15 minutes
 Lead: Stock Managers
 Preparation:- In this discussion about procurement options related with shared services
and pool purchasing processes will be explained. After that changes in the procurement
options will be discussed with the implementation of a new continuous improvement
register.
The above table is focusing on the activities that will be carried out in the meeting
along with the time taken by them and person who is responsible to lead them. In addition to
this it also includes a discussion regarding area of improvement and actions to be taken for
this improvement for implementation of continuous improvement register. The main agenda
of this report is to focuses on futuristic improvement on current processes . The explanation
of the benefits of the new continuous improvement register will also be pointed out in this
meeting (Technetmentors, 2019).
2. Meeting Arrangement
There is a meeting conducted by a small business that provide office supplies to
small-to-medium-sized businesses within the South East Queensland market in order to
improve its performance and achieve growth by completion of next 12 months. After the
conduction of this formal meeting it has been decided to conduct an informal meeting among
three administration team members. The main reason behind this informal meeting is to
perform discussion in more detailed manner regarding the changes required to be made and
which affect the implementation of new continuous improvement register. In order to
perform meeting effectively all the arrangements are required to be reconfirmed before the
execution of meeting in order to ensure hassle-free completion of the meeting. For the
conduction of meeting there is a requirement of a room which has enough place for three to
four people. In addition to this there is a requirement of refreshment which includes water,

coffee/tea, wafers etc., stationery items such as pen, papers, calculators, whiteboard, marker,
projector machine, and smart board. Apart from this room must also includes comfortable
lavatories adjacent to the meeting room so that participants can use it when required.
To, [e-mail]
Subject: Meeting Arrangement
Dear Mr y,
This mail is send for informing you that there will be an informal meeting among three
administrators regarding the implementation of continuous improvement register. For the
conduction of meeting there is a requirement of some stationer such as papers, calculators,
whiteboard, marker, projector machine, smart board etc., refreshment items such as water,
coffee/tea, wafers etc., in order to perform meeting effectively.
With regards
Thanks
Yours sincerely,
AB
4. Confirmation of the meeting arrangements in accordance with the requirements of
the meeting
The above mentioned items are the essentials for the conduction of meeting that
contains the discussion regarding implementation of continuous improvement register in
effective manner. The requirements mentioned above are required to be executed
accordingly for carrying out this informal meeting and for ensuring these arrangement I have
called the meeting administrator and informed him regarding the basic things need for