Management of Meetings Report: Website Launch and Staff Meetings

This report provides a detailed analysis of meeting management processes within the context of Adept Owl Games, focusing on the planning and execution of meetings related to the launch of a new company website. The report begins with a meeting requirements form, outlining the purpose, agenda, participants, and logistical considerations for a staff meeting. It includes a meeting invitation, agenda, and minute templates, demonstrating the steps involved in preparing for and documenting a meeting. The report then presents meeting minutes from two staff meetings, covering discussions on website suppliers, matters arising from previous meetings, and staff training. Additionally, the report incorporates participant and minute taker evaluation forms, offering insights into the effectiveness of the meetings and the roles of the attendees. The final section includes communication documents, such as a follow-up meeting invitation. This comprehensive approach showcases the importance of effective meeting planning, execution, and follow-up in achieving organizational goals.

Running head: MANAGEMENT OF MEETINGS 1
Management of Meetings
Name:
Institutional Affiliation:

MANAGEMENT OF MEETINGS 2
Task 1
Meeting requirements form
Chairperson Jonathan Redmond
Department Sales
Meeting Name Staff Meeting
Meeting details
Date 2.2.2018 Time 10.00am
Location Board Room Budget $3000
Meeting format
Purpose Brief Staff on Upcoming Website Plans
Agenda Launch of Website for Online Sales
Participant-All Staff Internal
Internal Meeting
External
Speakers -Jonathan Redmond
- Ruth Crabbe
-Frank Gouddie
Seating Arrangements U-Shape
Video or
teleconference
requirements
No Teleconferencing
Supporting materials
Pre reading Handouts
Meeting
Documentation
Minutes to be taken by Tessfaye Tessema
Equipment
Requirements
Projector, Laptop,Whiteboard

MANAGEMENT OF MEETINGS 3
Hospitality requirements
Catering requirements Breakfast and Lunch @ $10 per head, meeting to be attended by 30
people
Accommodation
requirements
N/a
Other requirements
Special needs of
attendees No special needs
Other organisational
requirements for
conducting meeting
Participants to attend on time and be seated ten minutes prior
Applicable
conventions for
conducting meetings
Meeting duration limited to one hour
Meeting agenda to be distributed prior to the meeting
Legal and ethical
requirements for
conducting meetings
Phones to be switched off
Venue to be booked in advance and any required licences secured
Other specific
requirements
N/A
Meeting preparation action plan
Meeting name Staff Meeting
Meeting date 2.2.2018
Chairperson/Host Jonathan Redmond
Action required By whom By when

MANAGEMENT OF MEETINGS 4
Pre reading documentation Jonathan Redmond 30.1.18
Meeting documentation
(Agenda, Minute)
Jonathan Redmond 1.2.18
Equipment set up Aban Rezek 1.2.18
Catering Tesfaye Tessema 1.2.18
Accommodation N/A
Special needs of attendees Administration Staff 1.2.18
Seating arrangement Administration Staff 1.2.18
Meeting invitation Tesfaye Tessema 25.1.18

MANAGEMENT OF MEETINGS 5
Meeting Invitation:
Adept Owl Games Company
42 Challenge Lane
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: [phone]
www.adeptowl.com.au
<<5.1.18>>
Mr. Jonathan Redmond
Sales - Manager
Dear Employee,
This is to invite you for the staff meeting, which will be held on 10.1.18 in the boardroom. The
meeting will be to discuss the plans of launching a company website. The meeting begins at
exactly 10.am. Kindly keep time and be seated ten minutes prior to the start of the meeting.
Please confirm attendance. Thank you.
Best Regards
Jonathan Redmond
PA to CEO

MANAGEMENT OF MEETINGS 6
Meeting Agenda:
LAUNCHING OF NEW WEBSITE TO ENHANCE BOARD GAME SALES
AGENDA
Agenda for meeting to be held at 10am – 12am on 10th January 2018, in Board Room No 1
1. Welcome and introductions/ Apologies for any absences - J Redmond
2. Approve minutes of the previous meeting - J Dashiell
3. Website Launch-Why We Need This - J Redmond
4. How operations will be affected by Website launch-Ruth Crabbe
5. Financial Implications of Website Launch – Frank Goudies
6. A.O.B
7. Closure of meeting
Please contact Linda at [e-mail] if you are unable to attend or require further
information.

MANAGEMENT OF MEETINGS 7
Meeting Minutes Templates:
Meeting Minute
Chairperson Jonathan Redmond
Purpose Website Launch
Note taker Tessfaye
Timekeeper Eric Wright
Attendees 30 staff members from different departments
Discussion 1: Why the organization needs a website
The sales manager, Jonathan Redmond said it was key for the company to have a website
where online sales would be made. This will increase the company’s customers hence have a
positive effect on the bottom-line. The company will need to hire staff who will be managing
the site. Quotations to be gotten from potential website creators. The website to be very
interactive and give the customer a memorable experience.
Conclusion
-Quotations to be received within the next month
Action to be
taken
Sales manager will advertise and call for quotations
Person
Responsible /
Deadline
Jonathan Redmond by 23.2.18
Discussion 2 –How operations will be affected by new website

MANAGEMENT OF MEETINGS 8
The operations manager, Ruth emphasized that having the website was a positive move that
should be embraced by all staff. She requested that all staff give ideas through their
departments on ideas for the website. These ideas would be forwarded to the sales manager
and discussed in the upcoming meeting. The whole of operations will be affected by the
website launch, as it will mean higher sales, higher production and a requirement that there is
stellar customer service by everyone. There will be general customer service training for
everyone before the website launch.
Conclusion
-Ideas to be gathered per department
-Customer service training to be organised
Action to be
taken
-Dates and venue for training to be set
-Ideas to be collected by departmental heads
Person
Responsible /
Deadline
Ruth Crabbe by 23.2.2018
Discussion 3 – Financial Implications of Website Launch
Francis Goudies, heading the finance department, educated staff on financial implications of
the website. It would be a good investment that will generate revenue for the company.
Finance will ensure that they are up to date when it comes to calculation of financials once the
website is in place. Another brief on financials would be held before the launch.
Conclusion
Organize for next briefing on finances
Action to be
taken
Hold next meeting by end of February
Person
Responsible /
Deadline
Frank Goudies by 28 Feb
Discussion 4 – Matters Arising
Matters arising from this meeting were:
-Staff felt the website launch should double up as a marketing campaign
- Questions on whether there would be additional staff dedicated to managing website sales
and customer queries
-Questions on how the company intends to cover delivery costs once website is running
Conclusion

MANAGEMENT OF MEETINGS 9
Managers to hold discussions on all the matters and give staff feedback in next meeting
Action to be
taken
-Managers meeting to discuss matters arising
-Set up of next staff meeting
Person
Responsible /
Deadline
Tesfaye Tessema to organize all these by 15.02.2018

MANAGEMENT OF MEETINGS 1
Task 2
Meeting participant evaluation form
Participant 1:
Student name / number Stacy Greene
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. √
The chairperson facilitated decision-making to √

MANAGEMENT OF MEETINGS 2
ensure required decisions were made.
The meeting followed the agenda. √
The desired outcome for the meeting was
achieved. √
The meeting concluded on time. √
General feedback regarding the way in which the meeting was conducted:
There were time issues as the meeting did not begin or end in time. The chairperson should have allowed more discussion and
participation. Overall, it was a good meeting.
Participant 2:

MANAGEMENT OF MEETINGS 3
Student name / number Erica Odom
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. √
The chairperson facilitated decision-making to
ensure required decisions were made. √
The meeting followed the agenda. √
The desired outcome for the meeting was
achieved. √