Formal Meeting: Enhancing Communication in Business

The provided assignment document outlines a formal meeting between the Sales Manager from Trucking Express and the Procurement Officer from Meat Queensland. The meeting aims to address critical issues affecting their transactional relationship, including order delays, overcharges in invoices, and incorrect shipments. Key agendas are discussed with solutions proposed for each issue, emphasizing effective communication and strategic planning. Meeting minutes are meticulously documented, ensuring all parties assess outcomes positively. Furthermore, the project log details ongoing tasks, responsibilities, and status updates, illustrating a cohesive team effort towards resolving business challenges.

Running head: FORMAL MEETING 1
Formal Meeting
Student’s Name
Institution

FORMAL MEETING 2
PROJECT MEETINGS
The meeting in preparation is between the sales manager and the Meat Queensland staff that will
be held to discuss the progress of the transactions between the two parties.
The prominence meeting plays an essential role in the company as it permits adequate, effective
planning hence ensuring smooth functioning of all the departments in the organization. The
meeting will enhance short-term scheduling typically occurs on a weekly, monthly, or trimester
basis. The determination of short-term planning conventions is two-fold: to realize if the
company is on target with its long-term premeditated plan, and to pre-decide how it will act
should certain expectations happen about environmental, vicissitudes.
Meeting agendas
• Invocation. There will be recognition of every party present in the meeting where each will
participate accordingly just making the meeting satisfied with adequate solutions to the
problems.
• Orders delays. This agenda will be discussed to come up with solutions to why there are
orders delays, which in turn influences the smooth operative of the client's company. Reasons to
the delays will be identified and reviewed appropriately to make sure there will be no other
delays in future.
• Overcharge of the orders. There existed cases of overcharge in some invoices that are a
critical problem, as it will affect the functioning of the company accordingly.
• Incorrect shipment. Another agenda to be discussed in the meeting concerns shipment made
that were incorrect regarding the order made. There existed the wrong delivery of commodities
submitted to the client. This will be discussed in details and see how to curb the cause problems
of the same.
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FORMAL MEETING 3
• Good relationship. Relations between the clients and the company will be addressed to ensure
that the company got high quality and satisfactory transactions made to any customer. Customer
loyalty is an essential aspect of any business hence it should be considered much in each dealings
performed at any time.
Participants
The meetings comprise of two participants that play a vital role in ensuring efficient functioning
of each department hence overall positive production of the establishment. Participants in the
meeting are,
• John warily, Sales manager Trucking Express.
• Kelvin Gregory, Procurement officer Meat Queensland
Time and Venue of the conference
The meeting will go on as scheduled in the Sales department hall where the quest party had
earlier been invited. The meeting is expected to start at 1200hrs that were agreed upon by the
participants.
In line with the organizational requirement, the learners are supposed to distribute the meeting
minutes appropriately and timely. Preparing minutes of a meeting rapidly after it culminations so
that attendees obtain them within twenty-four hours. Hold them responsible for reviewing the
record of chronicles and alerting you to any alterations or modifications proximately. If tasks
were given in the meeting, custom the minutes to specify who will do what by what time.
Warning: If one wait a week to dispense minutes, reminiscences will fade sideways with the
group’s eagerness to follow through. Imprecisions can sneak into the minutes and never get
static.
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FORMAL MEETING 4
Learners are supposed to pile minutes in softcopies like hard disk of the computer coordination
in the corporation, hard copies of published papers also printed to certify that every participant
possesses a facsimile of the meeting’s minutes.
Unedited meeting’s minutes
Members present:
John warily, Sales manager Trucking Express.
Kelvin Gregory, Procurement officer Meat Queensland
Proceedings:
· Meeting called to order at 1210hrs by John Warily and Kelvin Gregory.
Review of last meeting minutes. The earlier meeting held between the two was discussed to be
aware of what was considered earlier with the current order transactions.
• Agenda review.
All agendas were brought to the table so that the two parties be aware of what was in the
discussion so that they discuss directly to the topic without much irrelevance of the meeting.
• Order delay
There being existed of delay in the order made to the client. It was presented reasons for the
delay and the consequences of the delay where the selling parties agreed to make a penalty
compensation of the same. It was brought to notice that the team responsible for orders were not
performing their duties appropriately hence the sales manager pledges for an improvement in the
next order release.
• Overcharge in the third order.
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FORMAL MEETING 5
The procurement manager, Meat Queensland brought into eyes that there was an order that was
overcharged on the invoice. He displayed concrete evidence, and the sales manager was satisfied
that there was such mistake where he promised to pay back the overcharged amount. However,
the procurement officer requested instead of paying back the cash, it is brought forward to the
next order that will be made, and they agreed to the same.
• Incorrect shipment.
The agenda was brought into the discussion as the company made the wrong shipment
amounting to the client receiving the unexpected goods. Reasons for the mistake were brought
forward where the two parties agreed that it would not happen again thus the sales manager
promised to rectify on the same.
• Any other business:
There were no any other business matters in the discussion from any of the contributors present.
Meeting Assessment:
Both parties assessed the meeting and agreed that it was of help to them hence each appreciated
the other for his time and commitment. They decided to continue transacting business together
with no mistake arising as it usually brings about inconveniences to the customers
· The meeting adjourned at 1404hrs with a word of prayer.
· Minutes capitulated by John warily.
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FORMAL MEETING 6
Project Log
Task Who is
responsible
Due date status
The team
displayed unity
in the operation
Individuals Ongoing fair
Agendas &
minutes
Team secretary Friday 23rd Dec So far so good
Summaries of
the meetings
held
Responsible
meeting’s chairs
Friday 23rd Dec Excellent
Uniting
members to
enhance success
of tasks
The team leader Friday 23rd Dec Good
Drafts and
assignments
Organization’s
Faculties
Friday 23rd Dec Good
Project Library
website  https://www.google.com/search?q=formal+meeting+agendas&ie=utf-
8&oe=utf-8&client=firefox-b-ab
Books  Board, W.C.D., 2010. Board Meeting Minutes. Wisconsin Center
District Board.
Journals  Danker, D.J. and Luecke, M.M., 2005. Background on FOMC
meeting minutes. Fed. Res. Bull., 91, p.175.
 Silverman, J., 2015. Should the chairperson control IACUC meeting
minutes?. Lab Animal, 44(5), pp.167-168.
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FORMAL MEETING 7
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