Managing Meetings: Planning and Communication Strategies

This report provides a detailed analysis of a business meeting, focusing on the planning, communication, and execution strategies employed to enhance sales revenue generation. The meeting involved a virtual conference with international clients and face-to-face interactions with internal stakeholders. The report covers various aspects, including the meeting's purpose, vision creation, venue, participants, duration, communication processes, and the tools and techniques used. It highlights the roles of key participants, such as the team leader and HR, and emphasizes the importance of preparation, clear agendas, and stakeholder engagement. The report also provides recommendations, such as the potential benefits of face-to-face communication with international clients and the importance of discussing stakeholder benefits. Overall, the report offers valuable insights into effective meeting management and strategies for achieving business objectives.

Running head: MANAGING MEETINGS
Management and Business
Context
Name of the Student:
Name of the University:
Author’s Note:

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Manage Meetings
Name of the Student:
Name of the University:
Author’s Note:

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Question 11
Discussion of the process to compensate the lack of face to face communication in a virtual
conference
Face to face interaction is a time-consuming process and the transportation cost is often
high. Hence, virtual communication is a cost effective manner, which saves time also (Lang,
2016). However, providing details of a conference through the virtual communication the lack of
face to face information can be mitigated.
Part B
Planning for a business meeting
A plan for a business meeting requires a preliminary framework to conduct the meeting
successfully (Getz, 2016). However, a proper evaluation of the developed plan is required to
understand the stages that will be taken in a business.
Purpose of the meeting
One of the most important things of conducting a meeting is the purpose of the meeting.
The main purpose of the meeting was to enhance the sales revenue generation by developing the
new pricing strategy. However, it is important for each organization to communicate clearly with
their stakeholders regarding the agenda of the meeting to grow their interest toward this meeting
(Chen et al., 2016).
The organization should ensure that the meeting, which they are going to conduct, will be
capable to fulfill their purpose (Dimitrova, 2016). However, if the purpose of the meeting is not
clear then it is difficult to gain success from such meeting. The virtual conference is very
common today in any meeting. This meeting included the virtual conference with the

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international clients and a face to face interaction with the internal stakeholder at the same time.
Vision creation is one o the most important steps of a meeting as every event is associated with a
vision. A vision creation leads the organization to measure the cost of their coming business
operation.
Venue of the meeting
In this study, a business meeting of a retail sector was held on the 8th September 2017 in
the Melbourne. The meeting was held at 12 PM in a business conference hall of a well-known
hotel in Australia that consist 50 people at a time.
Time of the meeting and number of participants
The meeting has been conducted on 7th September 2017 from 12 PM to 5 PM. Around 20
individuals were involved in this meeting.
Duration of the meetings
The duration of the meeting was 5 hours from 12 PM to 5 PM. A 45 minutes lunch break
was taken from 2 PM to 2.45 PM.
Communication process of the meeting
Video conference has been arranged for this meeting to communicate with the
international clients who were unable to attend this meeting. This virtual communication has
enabled this organization to communicate with their national and international clients at the same
time regarding their new business planning (Couch, 2017). Apart from this a face to face
communication was arranged with the internal stakeholders those were present physically in this
meeting

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Tools and techniques to arrange the meeting
This organization conducted a meeting to enhance their sales revenue by introducing new
pricing strategy. However, venue creation is crucial for this meeting as maximum conferences in
the hotel require in-house service for this conference management (Eades et al., 2017). This
meeting included overnight accommodation for their guests. However, it is important for the
organization to develop a clear sense about the conduction of the meeting. Hence, if the
participants get a clear idea about the agenda of the meeting then they will help to accomplish
this meeting rather than concerning about this meeting.
Several individuals are involved in a meeting thus it is important to divide the task among
the participants who are attending this meeting. Identification of the resources is crucial to
develop a plan for a meeting as in order to meet the goal proper resource allocation is crucial
(Johnson, 2017). Setting the deadline should be realistic and achievable in this meeting.
However, during the meeting, the participants should be ensured about their responsibility and
they need to track everything. In a meeting, it is hard to justify the time, for this reason, it is
important to follow up the meeting properly. The meeting was a brainstorming meeting in order
to build a powerful team to meet the business objectives of the organization. The employees have
been empowered by the hierarchy in this meeting to involve in the decision-making process of
such meeting.
The comfort level of the employees and clients was observed by the hierarchy in this
meeting. For this reason, proper arrangement of their food and drink has undertaken for this
meeting. However, it is important for each meeting to encourage their stakeholders to participate
and fulfill their responsibility (Ghlala, Aouina & Said, 2017). The authority of the business

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should not hold the meeting as it will be expensive and waste the money and time. However,
some restrictions were applied in this meeting to make the stakeholders presentable and to run
the meetings without any obstruction.
Significance of the preparation of such meeting
The success of a meeting depends on the preparation of the meeting, however, if the
preparation of the meeting is not specified then it is difficult to gain success from such meeting
(Eades et al., 2017). In the current meeting, the preparation was good, however, the agenda of the
meeting was clear to the stakeholders that helped them to participate in this meeting and to
understand their responsibility properly.
Role of the two participants
Two participants have played the vital role in this meeting. One is the team leader and
another is the HR of the organization. However, the leader has played a significant role in
encouraging the employees to participate in this meeting by motivating them (Johnson, 2017).
On the other hand, the HR of the organization took all the responsibilities properly to arrange the
meeting in the proper manner as it was essential to bring success for the meeting.
Recommendations
Face to face communication with the international client will be helpful for this meeting
than the virtual communication as it will enhance the understanding and relationship between the
stakeholders. Therefore, this meeting was about the sales revenue generation while discussion
over the stakeholder’s benefits in this meeting will be effective to develop the performance of the
stakeholders.

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References
Lang, A. W. G. (2016). 2016 AACP Council of Deans Interim Business Meeting, February 21,
2016, Tampa, Florida Call to Order. Journal Information, 80(10).
Dimitrova, N. (2016). REPORT ON THE ANNUAL BUSINESS MEETING. University of
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Couch, L. (2017). Ninety-Second Annual Business Meeting. Journal of Parasitology.
Eades, K. M., Eades, K. M., Lehman, J., Lehman, J., Green, R., & Green, R. (2017). J&L
Railroad: The Board Meeting. Darden Business Publishing Cases, 1-14.
Johnson, C. E. (2017). Meeting the ethical challenges of leadership: Casting light or shadow.
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Chen, C. Y., Wu, K. W., & Lee, J. C. (2016, January). A Meeting-Oriented Process for
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Getz, K. (2016). June 11, 2016 Business Meeting Minutes. NASIG Newsletter, 31(3), 6.
Ghlala, R., Aouina, Z. K., & Said, L. B. (2017, July). MC-DMN: Meeting MCDM with DMN
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