Report: Business Management of Adept Owl Games Financial Meeting

This report analyzes a business management scenario centered around a financial development meeting for Adept Owl Games, a company facing financial challenges. It outlines the meeting's purpose, participants, agenda, and organizational requirements. The report covers meeting documentation, including invitations, minutes, and required forms. It also includes a detailed analysis of the meeting preparation, the roles of the minute-taker and the importance of minutes, and a reflection on the meeting's overall process. The report emphasizes the importance of financial statements, budget planning, and adherence to business ethics and legal regulations. The report also highlights the significance of proper documentation, including agendas, meeting minutes, and action plans, to ensure effective financial management and decision-making. The report concludes with an evaluation of the meeting process, emphasizing the importance of accurate minutes, and the need for a minute's checker to avoid errors.

Running head: BUSINESS MANAGEMENT.
Business management
Name of the student
Name of the University
Author note

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Table of contents
Business information..................................................................................................................3
Meeting topic.............................................................................................................................3
Participants.................................................................................................................................3
Requirements of the meeting.....................................................................................................4
Organisational requirements for conducting meetings..........................................................4
Applicable conventions..........................................................................................................5
Legal and ethical requirements for conducting the meeting..................................................5
Meeting Requirements Form......................................................................................................6
Meeting documentation..............................................................................................................6
Invitation to attend Meeting for financial development of the company named Adept Owl
games......................................................................................................................................6
Meeting minutes.....................................................................................................................6
The meeting paper which is required for the meeting................................................................7
Assignment 2..............................................................................................................................8
Part A.........................................................................................................................................8
Part B..........................................................................................................................................9
Appendix 1...............................................................................................................................11
Appendix 2...............................................................................................................................16
Meeting preparation action plan...............................................................................................16

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Appendix 3: Meeting participant evaluation form...............................................................18
Appendix 4: Minute-taker evaluation form..........................................................................19
Assignment 3............................................................................................................................20
Reflection on the meeting........................................................................................................20
Meeting preparation.............................................................................................................20
Conducting and following up you’re your meeting.............................................................23

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Business information
The company named Adept Owl games is a popular distributor and publisher of dice,
cards and board games manufacturing organization. If the financial report of the company is
being analysed. It will be identified that in, the current scenario the company is suffering
from the financial crisis. On the other hand, this has also been identified that the rate of
expanse has increased in the company. Therefore, the organization named Adept Owl games
has decided to conduct a meeting fir discussing the financial problems in the organization.
The purpose of the meeting is to analyse the financial statement of the company of last three
years and depending on the financial crisis; the new budget plan will be developed.
Meeting topic
In order to conduct the meeting, the permission has taken from the director. After getting the
permission, notice of the meeting by mentioning the agenda of the meeting has been
distributed to the stakeholders and the employees who will be participated in this meeting.
The name of the meeting is ‘Meeting for financial development' and will be developed in the
five-star hotel at 51 Barner st, Pyramid Hill, VIC 234, Australia. The date of the meeting is
08-05-2018, and it will be held at 12:30 p.m.
Participants
The total number of 1500 people will participate in this meeting. Few are mentioned below
 Chairman
 Internal auditor
 Finance manager
 Secretary of the company
 Assistant account manager

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 Executive officer
 Main stakeholders
 The independent directors
Requirements of the meeting
 The agenda of the meeting is as follows
 To declare the budget of the company in the coming year
 To consider influences of previous meetings
 To discuss on the other expanses
Organisational requirements for conducting meetings
 The financial arrangement needs to be done.
 Invitation cards for the stakeholders and employees need to be distributed properly.

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Applicable conventions
 In the meeting, the matters will be discussed on the basis of agenda.
 By maintaining the business ethics, policies and legal regulations, the meeting will be
conducted
 In this meeting, the financial declaration will be done in a proper manner
Legal and ethical requirements for conducting the meeting
In this meeting, the agenda of the company will be clarified to each and every person
involved in this meeting. The financial report will be shown to the people involved in the
meeting. Here the rate of profit and loss for the last three years will be clarified. The financial
distribution will be done by maintaining the rules and influences of external environment on
the business. Therefore, this can be said that this all the financial rules and regulations will be
maintained at this meeting.
The responsibility which needs to be maintained in this meeting
After getting the permission from the director, the secretary of the company will
develop the agenda of the meeting. The notice of the meeting will be distributed properly to
all the participants. The arrangements of accommodation and foods will be managed by the
secretary. On another hand, the sitting arrangement, video conferencing and health facilities
will be managed by the secretary.
The preparation of the minutes
By using the electronic format the minutes will be prepared. In order to conduct the
meeting, the secretary of the company will maintain the records in the electronic format. Each
and every page will have the signature of the director.

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Meeting Requirements Form
The paper for the meeting forms will be submitted to all the participants before 30
days of the meeting date. The secretary of the company will distribute the paper to the
address o the participants.
Meeting documentation
Invitation to attend Meeting for financial development of the company named Adept
Owl games.
Respected stakeholders,
We are sending this letter to inform you that in this year on 8th may, we are going to conduct
a meeting depending on the financial changes in our organization. As we all know in the last
year our company has suffered various challenges due to improper financial management.
Therefore, we have decided to manage the situation by developing an effective financial
budget plan. We have arranged a meeting in 51 Barner st, Pyramid Hill, VIC 234, Australia at
12:30 p.m. you all the invited for the meeting for giving your valuable suggestion.
We have attached the address and timing and list of required formalities, which needs to be
maintained in this meeting.
Meeting minutes
Location of the meeting: Five-star hotel in 51 Barner st, Pyramid Hill, VIC 234, Australia
Time: 12:30 p.m
Date: 08-05-2018
Attendance
 Directors of Adept Owl games

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 Auditor
 Investors
 executive officer
 Secretary of the company
Agenda items
 Taking the appointment from the directors
 Declare the budget of the company in the coming year
 Collecting the records of company expanses
 Collecting the last three years financial report
Items for action
 Preparing the notice
 Appointment with the directors
 Approval for the budget of meeting
 Collecting the previous financial report
 Other expanses
The meeting paper which is required for the meeting
In the meeting paper, the agenda have been discussed. In the areas where the meeting has
focused has mentioned.

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Assignment 2
Part A
The process of preparing for the minute starts with the notice to each shareholder informing
them of the meeting objectives and the time that they would be spending for the meeting. The
notice will be provided in the form of a proxy form that will be helping to understand the
objectives of the meetings and the advantages that would be derived from the sessions. The
venue and the different attributes that will be discussed in the meeting will be provided in the
notice. It will help in informing the recipients of the information on which the meeting will
be held, which will be helping the shareholders of the company to prepare themselves on the
topic of the meeting.
The different tasks that are not completed relating to the financial audits of the company and
the other related tasks are required to be completed to assess the full status of the organization
in the meeting. It will be helping the organization to bring in the required change in the
structure of the same as per the needs of the business to sustain in the markets. The meeting is

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undertaken to consult with the authorities of the organization to facilitate modification in the
systems of the same. Therefore, the tasks that are pending are required to be completed for
getting the proper view of the meeting and to assess the manner in which the meeting will be
helping the organization to facilitate the modification in the systems.
Part B
The meeting agenda that was formed while preparing for the meeting is based on the
formulation of the financial statements for the organization as it will be helping the same to
identify the different issues that are faced by the business in the internal and the external
environments. The identification of the meeting agenda and the different aspects of the
change that is required to be undertaken by the business as per the meeting minutes will be
helping the same in bringing forth improvements in the systems and the processes. The
registrar of the organization is bestowed with the responsibility of the minute taker to whom
the template for the meeting minutes template.
The issues that are faced by the organization is due to the improper financial
statements that have affected the strategic planning of the business to ring in improvements.
The different issues in the financial planning and the assessment of the same have affected
the capabilities of the organization to bring in modifications. On the other hand, the
assessment of the financial reports will be helping the organization to assign different
resources based on the identification of the needs of the same. The allocation of the resources
has helped the organizations to undertake its growth process, which is based on the
understanding of the needs of the business to make its progression in the market.
Through the meeting, the organization has taken steps to adhere to the problem
solving cycle, which will be helping the business to identify the issues that are faced by the
organization relating to the financial statements and the manner in which the goals may be

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asserted. It helps the organization in systematically planning the steps and evaluating the
alternatives to bring in changes in the systems of the business in the market. In this case,
through the formulation of the financial statements, the company might be benefitted to bring
in changes in the systems. It will be helping the organization to sustain in the different market
conditions.
At the conclusion of the meeting, the minutes are being collected from the minute taker to
get a track of the efficient functioning of the business as per the needs of the same to make its
progress in the markets. The conclusion of the meeting will be helping the business to
understand the different aspects of the change in the functioning of the business as per the
needs of the business. On the other hands, the identification of the needs of the organization
and the continuous improvements that are undertaken by the same has helped the business to
bring in improvements in the system of the business. The appropriate functioning of the
business is based on the innovations and the problem solving strategies that are undertaken by
the businesses in the market. It has helped in understanding the different levels of change that
are undertaken by the organization as per the market competition.
Part C:
In order to avoid the unnecessary mistakes and flaws in the meeting, the minute's
checker is highly necessary; thereby, by understanding the significance of this fact, the
minutes have been checked to avoid the error in grammar and spelling. In addition to this,
proper minutes writing process have been used. For example, when the meeting was over, all
notes have been kept together and the minutes have been written. However, it is important to
write the minutes as soon as possible after the meeting keeping everything fresh in mind. In
order to create a positive impact on the meeting, a proper review of the outline has been
providing and some additional notes have been included in the notes. This collection of
additional notes help to clarify the raised points and ensure that all decisions, actions as well

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as motions are appropriately noted. As the official "minutes-taker", all individuals involved in
the meeting have played the role of disseminating the minutes. To ensure that each element is
in place, the chair has reviewed and revised the approved minutes of the circulation.
Understanding the importance of minutes in the meeting, appropriate perspectives
have been created to take genuine decisions and determine the direction. It is identified that
the minutes are the way through which one can look back and remember what was discussed,
decided and required actions were agreed to take. To avoid the errors and make an accurate
minutes some important steps have been taken such recording the name of the all individual
people taking part in the meeting and using the agenda of the meeting as the starting point as
well as recording the summary of some of the significant part of the discussion for each time
in the agenda. In this context, recording the actions items are also important to make an
accurate minute. Generating and circulating the accurate minutes promptly could enhance the
effectiveness and relevancy of the meeting.
Appendix
Appendix 1
Meeting Requirements Form
Chairperson Mr. John
Department Department of fiancé
Meeting name Meeting for financial development
Meeting details
Date 08-05-2018 Time 12:30 p.m
Location 51 Barner st, Budget $6000

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Pyramid Hill,
VIC 234,
Australia
Meeting format
Purpose The purpose of this meeting is to declare the budget for
coming year
Agenda To declare the budget of the company in coming year
To consider influences of previous meetings
To discuss on the other expanses
Participants Internal
Chairman
Internal auditor
Finance manager
Secretary of the
company
Assistant account
manager
Executive officer
External
Main stakeholders
The independent directors
Speakers The finance manager, chairman and executive officer

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Seating arrangements In the meeting the sitting arrangements have provided
for 1500 stakeholders, office staffs and exclusive
arrangements have done for the premium guests of the
company.
Video or teleconference
requirements
As the meeting is very important for the company,
therefore, the stakeholders and employees who will not
be able to attend the meeting have provided the video
conferencing facility.
Supporting materials
Pre-reading Before starting the meeting, the financial auditing
repots of last three years have been collected. The
money will be invested in the meeting has been
transferred to the accounts.
Meeting documentation In the meeting documentation, the agenda and notice
regarding the meeting have been mentioned. On the
other hand time, duration and name plate in the sits
have been mentioned.
Equipment requirements In order to manage the Video conferencing process, the
software, computer systems, projector, microphones,
adopter and stationary items need to be managed
Hospitality requirements

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Catering requirements The food and beverages, need to be arranged. On the
other hand purified water bottle, coffee, tea are needed
to be arranged. As the meeting will be healed at 12:30
p.m., therefore the sufficient meal arrangement needed
to be arranged. Fast food, snakes and refreshments need
to add to the list.
Accommodation requirements As the employees, chairpersons and investors will, be
coming from different cities, therefore, the hotel rooms
needed to be booked. The chair arrangement needed to
be done before the meeting date.
Other requirements
Special needs of attendees The special sitting arrangements for aged and disabled
person.
Other organisational
requirements for conducting
meetings
The financial arrangement needs to be done.
Invitation cards for the stakeholders and employees
need to be distributed properly.

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Applicable conventions for
conducting meetings
In the meeting, the matters will be discussed on the
basis of agenda.
By maintaining the business ethics, policies and legal
regulations, the meeting will be conducted.
Legal and ethical
requirements for conducting
meetings
In this meeting, the agenda of the company will be
clarified to every person involved in this meeting. The
financial report will be shown to the people involved in
the meeting. Here the rate of profit and loss for the last
three years will be clarified. The financial distribution
will be done by maintaining the rules and influences of
external environment on the business.

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Other specific requirements In this meeting, the stakeholders who are aged and
disabled, will be provided medical attention. Not only
the medical attention but also the fire and water facility
will be checked before conducting the meeting.
Appendix 2
Meeting preparation action plan
Meeting name: Meeting for financial development
Meeting date: 08-05-2018
Chairperson/host: Mr John
Action required By whom By when
Notice preparation
Directors and
company
secretory
Before 30 days of the
meeting date.

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Arrangements for sending the notice, who
will be invited to this meeting
Secretory of the
company
Before 30 days of the
meeting date.
The preparation of making the copies of the
agenda for the meeting
Secretory of the
company
Before 20 days of the
meeting date.
Taking the appointments from the chair
persons for discussing the agenda
Directors
Before two months of
the meeting date.
Selection of the area, where the meeting will
be conducted
Secretory of the
company
Before 10 days of the
meeting date
Sitting arrangements will be done depending
on the guest list
Secretory of the
company
Before 5 days of the
meeting date
Food and drinks arrangements for the
meeting
Secretory of the
company
Before 5 days of the
meeting date
Selection of particular space for making the
presentation
Secretory of the
company
Before 1 day of the
meeting date
The budget needs to be prepared and
submitted
Financial expert
Before 10 days of the
meeting date

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Selection of time period for everyone’s
speech
Secretory of the
company
Before 5 days of the
meeting date
Collection on last three years financial
auditing report
Financial expert
Before 15 days of the
meeting date
Appendix 3: Meeting participant evaluation form
Candidate
name
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The meeting started on time. 
The meeting purpose was clear. 
The chairperson kept
discussions focused on
achieving the purpose of the
meeting.

The chairperson maintained
control of the meeting
throughout the duration.

The chairperson ensured all
participants were involved in
discussions.

The chairperson facilitated the
problem-solving activity to
resolve any issues.


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The chairperson facilitated
decision-making to ensure
required decisions were made.

The meeting followed the
agenda. 
The desired outcome of the
meeting was achieved. 
The meeting concluded on
time. 
Appendix 4: Minute-taker evaluation form
Candidate
name
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The chairperson clearly explained
the meeting purpose and the
expected outcomes.

I was provided with a list of the
attendees and their roles before the
meeting.

I was provided with a copy of a
minute template to use to record the
meeting discussions.

The chairperson explained any
organizational
requirements/conventions for


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recording the meeting minutes.
The chairperson explained the
required method for recording
meeting notes and their expectations
with regards to the level of detail of
information recorded.

I was provided with examples of
previous minutes to assist me in
understanding what was required.

It was clear to me what was
expected. 
Assignment 3
Reflection on the meeting
Meeting preparation
In order to conduct the meeting, I have taken the permission from the directors of the
company. As I have noticed that the company is dealing with financial crisis. On the other

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hand, I have also analysed if the proper budgeting plan will be developed by the company, it
will; be helping to manage the situation. Therefore I have decided to conduct a meeting. In
the meeting, I have invited near about 1500 people. Most of them are important inventors of
the company. Not only the investors but also the directors, financial advisors, executive
officer, finance manager and secretary of the company have been invited. In order to invite
the investors, I have sent them the letter, where I have mentioned about the purpose of the
meeting. On the other hand, where I have also mentioned about the place and time for
conducting the meeting. I have decided to conduct the meeting for analysing the issues which
have to influence the rate of profitability of the organization. In the meeting, the conventions
have been discussed on the basis of the agenda. This can be said that the meeting has aimed
to maintain all the ethical codes and business policies, which are required in the trade
industry. Depending on the rules and regulation the further steps have been taken at the
meeting. I have also identified that the organization needs to be more specified about its goals
and objectives to the employees. The financial budget has been clearly discussed. I have also
analysed that in the organization, extra expanses have been increased. Therefore the company
named The Adept Owl Games Company needs to focus on developing the proper budget
plan. In order to develop the budget plan, the company has reviewed the last three years
budget plan, where it has been identified that the due to excessive expanses, the company was
dealing with the financial crisis. I have decided to reduce the manufacturing cost for reducing
the expanses. On the other hand, I have also decided to invest more in the promotional
activities. This will be helping me in the case of increasing its popularity in the market. I have
also decided to develop proper monitoring tea in the organization for analysing the overall
productivity of the company. In order to conduct the meeting I have applied for $7000,
however, the director has only allocated $6000. Within the budget, I have arranged the

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accommodation, food, drinks, software, stationary products, projectors sitting arrangements
and many more.
In order to develop the action plan, I have analysed the steps, which are required for
the company. This can be said that in this process I have analysed that the involvement of
stakeholders is very important. Before starting the plan, I have collected the permission from
the directors. After completion this this, I have set the budget plan for conducting the
meeting. As I have analysed that the involvement of investors and shareholders are very
important for solving the problem, which is affecting the company financial status, therefore I
have invited the investors in the meeting. As the meeting has developed in the 5-star hotel,
therefore, I have arranged the all the accommodation as well as sitting arrangements for the
meeting. The Edward De Bono’s Six thinking hats. This has played an important role to
influence my decision making process. Therefore, this can be said that this has helped me a
lot in the case of taking any decision regarding the meeting.
I have implemented my action plan in the proper manner. I have planned for
welcoming the participants in a humble manner. I have interacted with them for understand if
they are comfortable with the situation or not. I have also gathered the financial report of the
company for analysing the report. In the meeting, the chairperson has mentioned about the
issues faced by the organization in the previous years. As the meeting was very important,
therefore I have arranged the video conferencing facility for the stakeholders and employees,
who were not able to attend the meeting. This has also helped them to join in the meetings.
For conducting the video conference, I have arranged the software, computers, microphones,
projectors and adaptor. These are very important in the case of developing a proper meeting,
on the other hand, the sitting arrangement was efficient for the participants. As the meeting
was held at 12:30 p.m., therefore I have arranged food and drinks for them. The quality of
foods was strictly maintained. On the other hand, for the emergency purpose, I have also

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arranged the fire and water protection services. In my participant list, there were few aged
stakeholders, who need medical attention all the times. Therefore I have also provided the
separate sitting arrangements for them. On the other hand, a medical team has been appointed
for taking care the disable people. Therefore, this can be said that the meeting plan has been
implemented in the proper manner.
Conducting and following up you’re your meeting
As I have repeatedly discussed that the company has dealt with the issues regarding the
financial crisis, therefore this can be said that in the meeting the financial issues in the
company has been solved. In order to manage the situation, I have used the "problem solving
cycle' in the meeting. This has helped me to deal with the financial crisis of the company. On
the other hand, I have also used Edward De Bono’s Six thinking hats in the decision making
process. By using this theory, I have got the change to engage a large number of investors in
the decision making process. On the other hand, by using the problem solving theory, I have
obtained the chance to motivate them in their work. As I have appointed as the chair person
in the meeting, it was my responsibility is to manage all the actions properly. It was also my
responsibility to clarify my ideas to the participants. It was also my responsibility in the
meeting to motivate the participants towards the organizational development. Therefore this
can be said that I have played an important role in the meeting to convince the investors to
invest more in the company. Another way, this can be said that the organizational
development was the first responsibility of mine. I have also monitored the overall operations
in the company so that the meeting can be conducted in the proper manner.
During the session I have analysed that I have become nervous for presenting the
company issues to the large number of audience. Therefore I have analysed that I need to
work on this for improving myself. On the other hand, during the meeting I have also faced
the conflicts among the stakeholders regarding their opinion, which was quite unexpected