Meeting Arrangement Analysis and Report for Adept Owl Games Company

This report details the meeting arrangements within Adept Owl Games Company, focusing on three key communication methods: internal memos, meeting minutes, and email correspondence. The memo outlines the purpose of informing managers about staff assessment and audit procedures, including the necessary steps and organizational rules. The meeting minutes document the proceedings of a staff assessment meeting, including attendees, agenda items, and action items related to staff information, organization requirements, and communication protocols. Finally, the email communication addresses the sales manager, detailing staff assessment and an internal audit, along with actions taken concerning product manufacturing, faults, and remanufacturing, including financial implications and reputation management. The report provides a comprehensive overview of how Adept Owl Games manages its internal communications to ensure efficient operations and maintain quality standards, including recall of faulty products and credit to customers.

Running head: MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY
Adept Owl Games Company
Date: 2nd September 2017.

MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 1
Meeting Arrangement in Adept OWL Games Company
Name of the Student:
Name of the Professor:
Name of the University:
Author’s Note:
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 2
PLAN DOCUMENT OF A MEMO
Component Planning of meeting
Purpose -To inform managers about different fields of Adept Owl about
assessment of their staff and audit purposes that will take place
in the next forty-five days.
- All departmental managers need to gather information about
staffs.
To notify managers on meeting to be held on 01/04/2017 at the
organisation boardroom at 09:00 a.m.
Audience Managers of Adept Owl .
Format memo
Method I will use a formal and standard language to ensure my audience
understands the request.
Means I will present a word document and a power point presentation.
Organizational
rules
-All Adept Owl managers should keep staff‘s information
confidential but only disclose to higher authority for security
purposes.
- All Adept Owl managers should append their signatures for
official purposes.
-Method of communication should be formal and standard.
Key points The purpose of communication and requirements of the
audience is to deliver the details of information for the audience.
The purpose is to make the staffs aware of the fact what is
expected from them. The coverage of communication is to reach
to the target audience.
Structure I will follow a descending order of transcript.
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 3
ADEPT OWL INTERNAL MEMO
To: ALL ADEPT OWL MANAGERS
From: Shannon Grant -Ruth’s admin assistant
Cc: Ruth Crabbe - General Manager
Bae Ahn-Bartle - HR Manager
Date: 1/03/2017
Subject: Audit and Staff Assessment
I am drawing your attention to the above-mentioned topic and the assistant
general manager on behalf of the information released by institutions. In
preparation for an audit process and staffs’ assessment, I request some
instructions as below:
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 4
1. Concerning the organization necessities, I request everyone to familiarize
with the procedures and rules so that their actions lie within the
requirements.
2. For official purposes, I request all managers to append their signatures on
the documents.
3. The institution is aiming an audit and therefore I request all managers to
gather information about the staffs.
4. For students’ assessment, I request managers to gather information on
personal information, results and progress details.
5. For staff assessment, I request the HR to review the attendance register of
all staffs and collect information on personal information, results and
progress details.
6. I request the HR to assist other managers to generate information from the
database. This is because the HR stores and controls such information.
7. I have attached a document with strategies about getting your opinions
during the meeting. I request all departmental heads to share the
attachments with the staff. All staff should review the rules and procedures.
8. Lastly, I would like to inform all managers about the timing, venue and
subjectivity of the meeting. It is a crucial meeting. Therefore, I expect all
members to be present and no apology would be considered. There will be a
disciplinary action for those who miss.
Attachments
1. Documents of the subjectivity.
2. The rules and procedures of the meeting.
3. Attendance list of the meeting.
4. Materials and resources to avail in the meeting.
Shannon Grant
(Ruth’s admin assistant).
PLAN DOCUMENT OF A MINUTE
Component Meeting planning
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 5
Purpose -To notify all the managers and all staffs of ADEPT OWL about
the meeting.
-To provide the details of the agenda and audit that would be
evaluated by staffs’ assessment.
-To reflect an overview of the meeting procedures and rules that
is to be followed on that day.
Audience Information is circulated to ADEPT OWL Managers and staffs
for action.
Format Minute.
Method I will use a formal and standard language in the discussion to
ensure about understanding of audience.
Means I will present a word document and PowerPoint presentation.
Organizational
rules
-Managers should store staffs’ information confidential but
would only disclose to relevant authority for security purposes.
-All managers are to be notified within fifteen days prior to the
meeting for taking necessary preparetion.
- All managers should append their signatures for official
purposes.
-method of communication is formal.
- All managers have to carry the required materials for the
meeting with themselves.
Key points -Solution of the issues are to be undertaken.
-The coverage of communication would have a wide range so
that it could reach to the required audience.
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 6
Structure I would follow a logical order.
Headings of the topic should be prominent at the meeting.
MEETING MINUTES OF ADEPT OWL
DATE: 1/ 03/ 2017 MEETIN
G TITLE:
Adept OWL Staff
Assessment Meeting.
TIME: Starting
9:45 a.m.
Finish:
11:15 a.m.
ATTENDEES:
Name List
Tim Davies ( CEO)
Jayne Dashiell
(Assistant of CEO)
Ruth Crabbe
(General Manager
of Operations)
Bae Ahn-Bartle
(HR Manager)
Gareth Singh
(Product
Development
Manager)
Aban Rezek (IT
Officer)
Shannon Grant
(Ruth’s admin
assistant)
Frank Goudie
(Finance Manager)
Sarah Callis
(Product Developer)
Jack Macquarie
(Distribution
LOCATION: Organisati
on
Bedroom
CHAIR:
SECRETARY
:
Tim Davies
Shannon
Grant
MINUTE-
TAKER:
90 minutes
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 7
Manager)
Jonathan Richmond
(Sales Manager)
OPEN MEETING
The meeting started with a motivating speech of CEO assistant Jayne
Dashiell. The chairperson welcomed and thanked all staffs present in the important
meeting. He gave a brief idea about the progress of the organization. He informed
us about the reduction in staff’s indiscipline cases. He informed us of the new
methods of signing in and signing out by the staff. He informed about future
opportunities too.
Thereafter secretary read the main Agenda items for decisions and actions, as
under:
MEETING
OBJECTIVES :
To accept the point of view from all the managers about the
assessment algorithm of the staffs.
APOLOGIES: Pete McKenzie
(Manufacturing Manager)
APPROVE
PREVIOUS
MINUTES
Shannon Grant declared the minutes of the previous
meetings. Then, Frank Goudie spoke about the record of the
next doings.
ACTION FROM THE PREVIOUS MEETING
ITE
M
TOPIC RESPONSIBL
E
DUE
DATE
1 According to create a strong bind between the
sales manager and his assistant, Jonathon
Jonathon 12
days
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 8
Richmond was asked to call a private meeting
to find a way forward.
(Sales
Manager)
AGENDA ITEMS
ITE
M
TOPIC PRESENTER DURAT
ION
1 Staff information
The IT department noted about the improper
arrangement of staffs’ information. All
concerned managers have to gather
information about trainees and staffs.
Action
-For staffs and trainees’ assessment, we
agreed that HR would gather information on
personal information, performance, progress
and attendance details.
Aban Rezek
(IT Officer)
20 min
2 Organization requirements
The Legal department is required to ensure
privacy and standards of staffs.
Action
All of us were agreed that managers should
keep staffs’ information confidential.
However, he can disclose only to higher
authority or with informed consent for
security purposes. In addition, managers
should append their signatures.
Frank Goudie
(Finance
Manager)
20 min
3 Communication
One manager raised concern about getting
late information.
Action
Members decided that all staff are be notified
about the meeting two weeks prior to the
next meeting for taking enough preparation.
Sarah Callis
(Product
Developer)
5 min
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 9
4 Third parties
The assistant CEO asked a clarification about
the involvement of IT maintainer. He would
be able to access information from the
organization.
Action
In addition, audit information could be
revealed to quality skills officer, regulator of
training sector and technical advisors.
Jayne Dashiell
(CEO
assistant)
5 min
5 Audit
Members noted down the declaration of the
exact date of audit process.
Action
The CEO was not able to provide the exact
date. He asked his assistant to confirm from
the regulator in the next meeting.
Jayne Dashiell
(CEO
assistant)
1 week
NEXT MEETING
DATE: 15/04/2017 ATTENDEES:
Aban Rezek IT Officer
Frank Goudie Finance Manager
Sarah Callis Product Developer
Jack Macquarie Distribution Manager
Shannon Grant Ruth’s admin
assistant
TIME: 01:00 a.m.
LOCATION: Organization
boardroom
CHAIR: Tim Davies
SECRETARY
:
Shannon Grant
CLOSED MEETING
PLAN DOCUMENT OF AN E-MAIL
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 10
Component Meeting planning
Purpose -To inform the sales manager of Adept owl about staffs’
assessment and an internal audit that will take place in the next
forty-five days.
-To ask the managers to inform their sales team for collecting
information about performance of each staff.
Audience Information is directed to sales manager for action.
Format E-mail
Method I will use a formal and standard language such that my audience
would understand the request.
Means I will present a word document for clear understanding.
Organizational
rules
- I will inform the manager about the security of information.
-Method of communication should be formal.
Key points -The objective of communication and requirements of the
audience.
The coverage of communication should be elaborated so that it
would reach the required audience.
The crucial issue is the bad lot of adhesives.
Structure I will send information directly to the attendees.
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 11
In this report, we are presenting a meeting transcript of managerial
overview. The appropriate documents are to be presented in the meeting
transcript. The higher authority is arranging a meeting among all staffs and
managers to provide necessary steps and measures for assessment of employees.
The report describes about adversities and problems of the company. The
meeting arrangement could be fruitful if only the decisions and planning taken in
the meeting get success.
Meeting Transcript:-
MEETING
OBJECTIVES :
Adept Owl’s product manufacturing, fault and
remanufacturing.
APOLOGIES: Tim, Jayne and Jon.
APPROVE
PREVIOUS
MINUTES
Shannon Grant declared the minutes of the previous
meetings. The top of the board is problematic due to
defect in adhesives. Fault of Usual supplier caused this. A
measure would be taken as all-products must be re-
manufactured.
CHAIR Ruth Crabbe
MINUTE TAKER Shannon Grant.
ATTENDEES Ruth, Jack, Frank, Bae, Sarah, Pete and Garry.
ACTIONS THAT Ruth, Garry and Pete placed conference call to make
complaint to glue supplying distribution manager and
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 12
WAS TAKEN IN
PREVIOUS
MEETING
manufacturing manager.
OUTCOME OF
CALLING
Novak confirmed problems with the batch that had been
reported by the other customers. Maciejewski offered to
replace batch by re-manufacturing. Ruth concerned
about Maciejewski’s tone on call and no apology was
given despite admission of fault. It is problematic that
attitude around response was not positive. Ruth needs to
maintain good relation with Maciejewski despite the
faulty product and attitude on this occasion. He also
needs to maintain the goodwill. Garry considers the same
thinking as Ruth.
Ruth should write down the follow-up with robust
adhesives with the help of evidence and conservation.
RESPONSE
FROM HIGHER
AUTHORITY
Tim, Jon and Jayne are interstate for a series of sales
meetings. Ruth would coordinate response until Tim’s
return from outside tour.
DISTRIBUTION
PROCESS
Jack Macquarie has begun contacting stockiest and
awaiting for delivery. He started to recall the advanced
release products and started to contrast these two
factors.
Stocktake would be undertaken once recall complete.
Ruth and Jon should arrange credit to customers.
CREDIT TO
CUSTOMERS
Frank would handle the credit to customers. He decided
to offer compensation to all the customers who received
the bad product.
Ruth and Jon would coordinate arrangement of credits
that was advised by Jack. Jon has to meet a large number
of clients.
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 13
MANUFACTURI
NG STATUS
The bad batch halted the process of further
manufacturing. Once recall stocktake complete and units
returned to manufacture department, all boards and
unusable stock would be destroyed. After delivering the
new batch of glue, mass batch of boards to take one week
to complete. Pete handled this matter.
FINANCIAL
IMPLICATIONS
According to Frank, the impact of cost of recall,
manufacture and redistribution of the compensation
should be supplied for lost revenue cost from recall.
Possible loss of reputation with customers and stockists
can occur for bad batch of product.
Ruth’s should raise the follow-up communication with
Robust Adhesives in lieu of possibility of compensation.
REPUTATION Ruth should strategically look after the reputation of the
company in the market.
Jon and Tim would work hard to correct any poor
participations of AO among clients. Tim will release a talk
to the media outlets that were sent to review copies. Jon
accompanied with Ruth would work to coordinate credit
arrangement for customers. Jon would recall and justify
the strategy with special customers.
AOB Bae have to concern about staff morale in manufacturing,
distribution and sales. Potential for poor OHS results
great pressure and likelihood of staff work
discontentment.
Ruth offered to note down all Adept Owl staff notifying
them of developments. Bae agreed that issue and
suggested to cover the emotional and safety aspects.
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 14
Frank gave the advice of over-time pay that would be
useful for additional work.
END OF
MEETING
The meeting was ended by the realization of Ruth’s
realization of over committing. Ruth and Bae are in the
middle of writing for a difficult and urgent funding
negotiation with Adept Owl manufacturing
apprenticeship initiative.
Ruth would approve and sign-off on the documents but
does not have time to write the meeting transcript
herself. Ruth therefore instructed me to write the
transcript. I must write to Jon about giving an overview of
the planned response and explain the subject of the
meeting. Adept Owl staff has to keep me informed about
latest development and planning.
NEXT MEETING The next meeting will be hold on 15/04/2017.
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 15
Organizational Chart of Adept Owl:-
Letter of proposal of meeting:-
Dear Jonathan,
Hello,
I am requesting for the coming income and staff assessment from you:
1. We have to gather information about staffs.
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CEOTimDaviesGeneralManagerofOperationsRuthCrabbeITOfficerAbanRezekAdministrationteamProductDevelopmentManagerGarethSinghProductDevelopmentOfficerSarahCallisProductDevelopmentOfficerLeeZigomarisDistributionManagerJackMacquarieDistributionteamManufacturingManagerPeterMcKenzieManufacturingteamSalesManagerJonathanRedmondSalesteamFinanceManagerFrankGoudieHumanResourcesManagerBaeAhn-Bartle

MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 16
2. We have to inform your members to prepare for the meeting and the audit
that will be there at the end of the month.
3. We have to gather information on personal information, results and progress
and attendance detail about staffs.
4. Our aim is to advise your members to ensure confidentiality of information.
5. The staffs should append their signatures on the documents.
6. We have to fill up the meeting chair; we have to consider the meeting
agenda. Chair has to email the pre-assigned agendas to all attendees
preferably a week before the meeting.
7. We should immediately double check the minute-taker received in the
agenda.
8. The authority has to print enough agenda photocopies for all attendees on
the day of the meeting.
9. We have to email the minute taker with completed minutes as an attachment
to all meeting attendees.
10.We have to also mail with a link to the file’s location on the server.
I have attached a strategy document and format. Share information among
yourself and submit your opinions in the meeting.
Yours Sincerely-
Shannon Grant
(Ruth’s admin assistant)
Adept owl
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 17
43 challenge Avenue | Richmond 3121
Phone: [phone] | Fax: [phone]
website: www. adeptow.com.au | email: <s>.<grant>@adeptow.com.au
Disclaimer:
Adept OWL has delivered this e-mail to all the staffs, members and managers. This attachment
and email is confidential and delivered for the purpose of the addressee. This e-mail includes information
prescribed by profession, privilege and legal procedures. If you are not the target person, do not copy,
read, retain, print, use, forward, or disclose to anybody including the attachments or information in the
message. Check for defects and viruses prior to opening. The adept owl will not accept to held liable risks
and viruses that arise during transmission. Inform the sender if you are not the intended recipient and
destroy the message.
Urgent Proposal:-
Authority concerns about morale of the staffs in manufacturing, distribution
and sales. It is necessary to keep staffs on side to avoid industrial dispute. Ruth
would write to all Adept Owl staff about notifying developments such as expected
delivery of new lot and response of the departments to the crisis. Bae agreed to the
proposal and suggested it to cover necessary aspects. Frank proposes note
regarding over-time pay that would be available as needed for the extra work, but
required to raise consciousness of budgetary issues given increasing costs of the
crisis.
Adept Owl
Games Company
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MEETING ARRANGEMENT IN ADEPT OWL GAMES COMPANY 18
Conclusion:-
After ending of the meeting, Ruth realised that she had overcommitted
herself of writing three communications. She and Bae are in the middle of their
submission writing for an urgent funding negotiation with the Department of
Management for manufacturing apprenticeship initiative for Adept Owl. Ruth will
approve and put signature on the documents but does not have time to write them
herself. She has ordered me to write those three documents on behalf of her.
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