Meeting Management Case Study: Training Requirements at Adept Owl

This case study examines the meeting conduction process at Adept Owl Games, an Australian manufacturer of dice and card games, with the goal of improving operational performance and profitability. It details the planning, conduction, and evaluation phases of a specific meeting focused on identifying training requirements for employees across all departments. The study includes meeting requirements, agendas, minutes, action plans, and participant evaluations using open-ended and close-ended surveys. The reflection process provides a detailed description of the meeting, highlighting key discussion points such as training types, training process flow, methods for identifying specific employee requirements, and performance appraisal techniques. The ultimate aim of the training is to enhance employee performance, improve job satisfaction, and increase the company's overall revenue.

Running head: MANAGING MEETING
Managing Meeting for Adept Owl Games Company
Name of the Student:
Name of the University:
Author note:

1MANAGING MEETING
Table of Content
Introduction:....................................................................................................................................2
Assessment 1: Planning and Preparing for Meeting........................................................................3
Topic of the meeting....................................................................................................................3
Organization structure:................................................................................................................3
Participants of the Meeting..........................................................................................................4
Action plan.................................................................................................................................11
Assessment 2: Meeting Conduction..............................................................................................13
Meeting Participant evaluation form.........................................................................................13
Minute taker evaluation form....................................................................................................24
Assessment 3: Reflection...............................................................................................................29
Conclusion:....................................................................................................................................31

2MANAGING MEETING
Introduction:
The Adept Owl Games Company is an Australian manufacturer
company of dice and cards of games and other indoor board games for child,
teens, adults and indoor game enthusiast. This case study has enlightened
about a specific meeting conduction process of the company in order to
improve their operational performance and profitability. The detail
description of the meeting was described along with the three crucial stages
namely, planning of the meeting, conduction of the meeting, evaluation and
reflection of the whole procedure. There are basically three assessments in
this case study explaining the basing three phase of the meeting conduction
and decision making procedure. Both require different documentations of the
overall meeting process of the company including the meeting requirements,
meeting agenda, minutes of meeting and the action plans and then meeting
participation evaluation. The open ended and close ended survey is
conducted among the participants of the meeting in evaluation process. In
reflection process, the detail description of the meeting has been described.

3MANAGING MEETING
Assessment 1: Planning and Preparing for Meeting
Topic of the meeting
The topic of the meeting to be conducted is “Training requirements for the employees of
all department of the Adapt Owl Company.” The topic is chosen by the management of the
mentioned company, after reviewing the current productivity and quality of performance of the
employees. According to the managers of the Adapt Owls Company, training is required for all
the departments of the company. The target of the organization is to enhance the performance of
the employees with the help of appropriate training session and thus enhance the overall revenue
of the company. Along with that, effective training will also help the company to retain more
numbers of employees and enhance their job satisfaction. Firstly, the training requirements as
well as the benefits of conducting a training session must be conveyed to all of the managers of
the company. This is to ensure that all the managers are well informed about the specific
requirements of the employees so that they can develop strategies for training according to the
detected requirements of each employee.
Organization structure:
CEO
Operational Manager Admin manager Administration Team
Jack Macqarie
Tim Davies Jayne Dashiell Consumer relationship
Manager
Consumer Help
Peter Macquaire
Production development
Manager
Production team

4MANAGING MEETING
Gareth Sing
Logistics Manager Supply management
officer
Ruth Crabbe Distribution Officer
Store Management Officer
Marketing and Sales
Manager
Marketing team
Jonathan Redmond Sales Team
Finance Manager Accounts and Finance
Team
Frank Goudie
HRM Manager Human resource team
Mr. Bae Ahn-Bartle
Participants of the Meeting
 CEO: Tim Davies
 Operational Manager: Jayne Dashiell
 Manager HR: Mr. Bae Ahn-Bartle
 Production Manager: Gareth Sing
 Finance Manager: Frank Goudie

5MANAGING MEETING
 Marketing and Sales Manager: Jonathan Redmond
 Admin Manager: Jack Macqarie
 General Logistics Manager: Ruth Crabbe
 Consumer Relationship Manger: Peter Macquaire
Meeting Requirement Form
Meeting Requirement Form
Chairperson Mr. Tim Davies (CEO)
Department Human Resource Department, Finance Department, Marketing Department,
finance Department, Administration Department, Production Department,
Customer Service Department
Meeting Name “Training requirements for all departments of the Adapt Owl Organization”.
Meeting details
Date: 6/1/2013 May 22, 2017. Time 10.00 AM
Location XYZ Hall Budget 6000 Dollars
Meeting format
Purpose To convey the cruciality of training session in all departments to all the
department heads.
Agenda Training Session

6MANAGING MEETING
Participants
Mr. Tim Davis
Mr. Jayne Dashiell
Mr. Ruth Crabbe
Mr. Gareth Singh
Mr. Jack Macquaire
Mr. Jonathan Redmond
Mr. Frank Goudie
Mr. Bae Ahn-Bartle
Mr. Peter Macquaire
Internal
Mr. Tim Davis
Mr. Jayne Dashiell
Mr. Ruth Crabbe
Mr. Gareth Singh
Mr. Jack Macquaire
Mr. Jonathan Redmond
Mr. Frank Goudie
Mr. Bae Ahn-Bartle
Mr. Peter Macquaire
External
None
Speakers five speakers in all sides of the training Hall and
Seating arrangements 20 seats required
Video or teleconference
requirements
One projector, One Laptop, One laser pointer, internet connection in the hall
Supporting material
Pre reading Performance score of each of the employees, Case Studies

7MANAGING MEETING
Meeting documentation
Equipment requirements Sound system, projector, microphone, laptop and pointer
Hospitality requirements
Catering requirements 10 Hot Dogs, 5 Veg Cheese Sandwich, refreshments and Drinks
Accommodation
requirements
15 Revolving Chairs, Air Conditioned Hall, One projector, One Laptop, One
laser pointer, internet connection in the hall
Other requirements
Special needs for
attendees
Water bottles, tea
Other organizational
requirements for
conducting meeting
All the participants need to arrive 15 minutes before the starting time of the
meeting. No participants will be allowed to enter the meeting room after 15
minutes of the starting time of the meeting. Punctuality as well as
professionalism is the other two crucial requirements, which must e shown by
the employees during the meeting.
Applicable conventions
for conducting meetings
Not Applicable
Legal and ethical
requirements for
conducting meetings
All participants need to comply with all the labor as well as ethical laws at the
time of the meeting. Heavy penalty will be induced on participants in case of
teasing or quarrelling with any member of the meeting.
Other specific All the participants are requested to bring their own pen and writing pad along

8MANAGING MEETING
requirements with them.
Meeting Agenda
Subject: Training requirements for all departments
of the Adapt Owl Organization
Date: 6/1/2018
Location: XYZ Hall Time: 10.00 AM
Chairperson: Mr Tim Davis (CEO)
Attendees: Mr. Tim Davis, Mr. Jayne Dashiell, Mr. Ruth Crabbe, Mr. Gareth
Singh, Mr. Jack Macquaire, Mr. Jonathan Redmond, Mr. Frank Goudie, Mr. Bae
Ahn-Bartle, Mr. Peter Macquaire
Topic Decision or result
required
Owner Time
Training
Introduction
Provision of
understanding as
well as training to
the departmental
manager of the
organization.
Mr. Tim Davis
(CEO)
5 minutes

9MANAGING MEETING
Explaining the
training Session
In order to
provide detailed
understanding of
training system
Mr. Tim Davis
(CEO)
10 minutes
Training
requirements in
the organization
departments
To inform the
managers of the
entire
department
about specific
requirements of
the employees.
Mr. Bae Ahn-
Bartle (HR
Manager)
30 minutes
Advantages of
training
Enhancing the
overall revenue
of the company
by enhancing the
efficiency of the
employees
Mr. Tim Davis
(CEO)
10 minutes
Conclusion and
recommendations
Summing up all
meeting reasons
and benefits of
training
Mr. Tim Davis
(CEO)
5 minutes

10MANAGING MEETING
Minutes of Meeting
Subject: Training
requirements for all
departments of the
Adapt Owl
Organization
Date: 6/1/2018.
Facilitator
:
Bae Ahn-Bartle Time: 10.00am
Location: XYZ Hall
Attendees: Mr. Tim Davis, Mr. Jayne Dashiell, Mr. Ruth Crabbe,
Mr. Gareth Singh, Mr. Jack Macquaire, Mr. Jonathan
Redmond, Mr. Frank Goudie, Mr. Bae Ahn-Bartle, Mr.
Peter Macquaire
Key points discussed
No. Topic Highlights

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1 Introducing training Training types
2 Training process flow Discussion about overall
training process
3 Training requirement
analysis
How to find out the
specific requirements of
each of the employees
4 Appraise performance Methods of appraising
the performance of the
employees.
Action plan
No. Action Required By whom By when
1 Accessing Training requirements Tim Davis 10th June 2018
2 Providing training and gathering
feedback from employees
Tim Davis 12th June 2018
3 Analyze employee performance after
training
Tim Davis 14th June 2018

12MANAGING MEETING
Meeting invitation
Topic of the meeting: Training requirements for all departments of the Adapt Owl Organization
Date: 23rd May 2018 Venue: XYZ Hall Melbourne
Day: Saturday
To
Mr. _____
Manager of ____department
This is to inform you that a meeting will be conducted on 1st June 2018 in order to discuss about
the training requirement of all the employees of our organization. Hence, the participation of all
the managers of the eight departments of Adapt Wools are invited to take part in the discussion.
This meeting is specially designed to provide know-how of training needs and its benefits to all
company managers of all departments. Please note that your participation is highly valuable, and
we are looking forward towards your honorable participation.
Yours Sincerely,
Mr. Tim Davis
( CEO of the The Adept Owl Games Company. Australia)

13MANAGING MEETING
Assessment 2: Meeting Conduction
Meeting Participant evaluation form
Candidate Name Ruth Crabbe
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

The chairperson facilitated the
problem-solving activity to


14MANAGING MEETING
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

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted
Candidate Name Gareth Singh
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 

15MANAGING MEETING
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

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

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted

16MANAGING MEETING
Candidate Name Jack Macquarie
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

The chairperson facilitated the
problem-solving activity to
resolve any issues


17MANAGING MEETING
The chairperson facilitated
decision-making to 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
Candidate Name Peter Mckenzie
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion 

18MANAGING MEETING
focused on achieving the purpose
of the meeting
The chairperson ensured all
participants were involved in
discussion

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

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted
Candidate Name Jonathan Redmond

19MANAGING MEETING
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

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 

20MANAGING MEETING
The desired outcome for the
meeting was achieved

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted
Candidate Name Frank Goudie
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in


21MANAGING MEETING
discussion
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

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted
Candidate Name Bae-Ahn-Bartle
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr

22MANAGING MEETING
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

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


23MANAGING MEETING
The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted
Candidate Name Jayne Dashiell
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

The chairperson facilitated the
problem-solving activity to


24MANAGING MEETING
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

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted
Candidate Name Tim Davies
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The meeting started on time 

25MANAGING MEETING
The meeting purpose was clear 
The chairperson kept discussion
focused on achieving the purpose
of the meeting

The chairperson ensured all
participants were involved in
discussion

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

The meeting concluded on time 
General feedback regarding the way in which the meeting was conducted

26MANAGING MEETING
Minute taker evaluation form
Candidate Name Ruth Crabbe
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The chairperson clearly explained
the meeting purpose and the
meeting‘s expected outcome.

I was provided with a list of
attendees prior to the meeting.

I was provided a copy of a minute
template to use to record the
meeting discussions.

The chairperson explained any
organizational requirements


27MANAGING MEETING
/conventions for recording the
meeting purposes.
The chairperson explained the
required method for recording
the meeting notes and their
expectations with regards to level
of detail of information recorded.

I was provided with the examples
of previous minutes to assist me
with understanding what was
required

It was clear to me what was
expected.

General feedback regarding the information you were provided regarding
taking minutes for the meeting:
Candidate Name Jayne Dashiell
Strong Agree Neutra Disagr Strong

28MANAGING MEETING
ly
agree
l ee ly
disagr
ee
The chairperson clearly explained
the meeting purpose and the
meeting‘s expected outcome.

I was provided with a list of
attendees prior to the meeting.

I was provided a copy of a minute
template to use to record the
meeting discussions.

The chairperson explained any
organizational requirements
/conventions for recording the
meeting purposes.

The chairperson explained the
required method for recording
the meeting notes and their
expectations with regards to level
of detail of information recorded.


29MANAGING MEETING
I was provided with the examples
of previous minutes to assist me
with understanding what was
required

It was clear to me what was
expected.

General feedback regarding the information you were provided regarding
taking minutes for the meeting:
Candidate Name Bae Ahn-Bartle
Strong
ly
agree
Agree Neutra
l
Disagr
ee
Strong
ly
disagr
ee
The chairperson clearly explained
the meeting purpose and the
meeting ‘s expected outcome.

I was provided with a list of 

30MANAGING MEETING
attendees prior to the meeting.
I was provided a copy of a minute
template to use to record the
meeting discussions.

The chairperson explained any
organizational requirements
/conventions for recording the
meeting purposes.

The chairperson explained the
required method for recording
the meeting notes and their
expectations with regards to level
of detail of information recorded.

I was provided with the examples
of previous minutes to assist me
with understanding what was
required

It was clear to me what was
expected.

General feedback regarding the information you were provided regarding

31MANAGING MEETING
taking minutes for the meeting:

32MANAGING MEETING
Assessment 3: Reflection
The meeting has been organized with the acknowledgement and participation of Mr Tim
Davies the CEO of Adept Owl Games Company. The main purpose was discussing the current
status of Adept Owl Games Company`s workforce efficiency and its up-gradation for advance
cost efficient production cycle. The meeting was conducted in the conference room no. 5, level
13, 120 Ruthven Street, Melbourne at 11:00 A.M. The CEO and other participants were aware of
the venue and the timing of the meeting from the initial day of broadcasting. CEO, Operating
manager, Marketing Manager, Sales manager, Store manager, finance manager, Human resource
manager, Administration manager were invited to attend this meeting. The collaborative
participation of all the participants was highly appreciated. The hosts of this meeting are thankful
to the CEO for granting the program as well the operating team to arrange the initial components
for the meeting.
Before organising the meeting, company’s policy report of last 2 years along with the
employee Key performance indicator profile with respect to their supervising department were
documented and incorporated within the decision making procedure. The annual appraisal
reports of last five years were also collected to analyse the current performance potentialities and
the operational lags. Ms Jayne Dashier to provide the logistic performance report as well as the
efficiency of the employees involved with the terminal stages of production cycle. The sales
reports, as well as the market competence report along with both qualitative and quantitative data
support, were presented by the marketing department manager, sales manager and the finance
manager. Ms Jayne Dashier took all the details and key note of conversation and decision
making process of this meeting. Before starting the meeting all of the participants have signed

33MANAGING MEETING
under the paper supporting the compliance of legislative issues, policy and procedure. Ms Jayne
Dashier sent this paper`s copies to all participants through e-mail after 1 week of meeting.
At the very beginning the operational manager gave his statement and perception on the
existing operational dilemma due to lack of expertise in workforce. The Human resource
manager supported this issue indicating the lack of effective motivation as the main cause of this
hindrance. As per the submitted paper the appraisal procedure of the current human resource
policy invested their maximum potential asset for the motivation and empowerment. The
administration manager added a significant point regarding the monitoring report that has been
brought out earlier regarding the lack of knowledge of the existing workforce on the current
production cycling and equipment handling. The marketing and sales manager also supported
this statement by saying the sales teams are also facing some sever problem regarding their
updated sales plan and virtual team management policy.
The CEO said that we need urgent and effective training and development plan
irrespective of any department to upgrade their functionality while giving the responsibility to
the operational manager. The operational manager assured about the new training and
development procedure with should be conducted with the cooperative presence of the Human
Resource Manager. The Management board will take necessary decision to implement the plan
after taking acknowledgement from the CEO. The meeting ended with the CEO`s speech. The
brief discussion report and the taken decision have been sent through email to all the participants
as well as to the responsible stakeholders.

34MANAGING MEETING
Conclusion:
Evaluation process is one of the key regulatory success criteria in any decision making
system. In this case, the managing board has decided to develop effective training and
development plan for all the employees. At the same time, it has been also declared that the
operational manager and the Human Resource manager will be responsible to develop the
training program. The finance team will responsible for the budget planning for the training. The
meeting was conducted meeting to improve their operational performance and
profitability of the Adept Owl Game Company. From the above reflection, it
has been also identified that sales, marketing, production and logistics are
the major department who need the training and development most. With
adequate and tangible training program, the workforce of these departments
can achieve their target. The overall performance improvement can increase
the productivity, brand reputation, consumer loyalty, operational efficiency,
profitability and other success measures.