Leadership and Meeting Management Report: UMD Professional Ltd

This report examines meeting management practices within Platinum Dental, a UK-based dental care provider. It begins by defining management and leadership, setting the stage for an analysis of different meeting types, including decision-making, team-building, and problem-solving meetings. The report details the purposes and objectives of meetings, particularly focusing on addressing job vacancies and improving patient appointment scheduling. It identifies the necessary resources for effective meetings, such as budgets, venues, and technology, and justifies the inclusion of specific attendees, like the chairman, board of directors, HR manager, senior doctors, and shareholders. Furthermore, the report outlines the information provided to attendees in advance and evaluates the author's ability to chair a meeting, highlighting strengths and weaknesses. Finally, it provides a personal development plan to improve meeting management skills, addressing issues like timely notification and technical issues. This report provides a comprehensive overview of meeting management strategies, offering insights into improving organizational efficiency and leadership effectiveness within a healthcare setting.

Centre name UMD Professional Ltd
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INTRODUCTION
Management refers to multiple activities that helps an organization in managing business
and people by utilizing available resources to achieve goals and objectives (Stray, Sjøberg, and
Dybå, 2016). Whereas, leadership is the ability of a company's management to set and
accomplish challenging goals by making decisions in order to outperform the rivals and to
motivate employees to perform well. The organization chosen in this report is Platinum
DentalDentistry having its headquarters at London, United Kingdom. Further, the report covers
types of meetings, purpose and objective, resources required for the meeting, explanation of the
attendees and information necessary to be provided in advance. Along with this, evaluation of
ability to chair a meeting, identification in areas of weaknesses and creating of personal
development plan. Besides, reviewing of progress in meeting and evaluation of impact of
organization (World Health Organization, 2016).
TASK 1
1.1 Different types of meetings in the organization
Meeting is a gathering of number of people to discuss agenda and transaction of lawful
business. The types of meetings that are conducted in Platinum Dentaldentistry are as follows:
 Decision making meetings: It is a meeting which held in a formal way to take votes or
to agree on a major or key decision along with a commitment to implement on the
decisions so taken. These meetings are attended by top management of Platinum
Dentaldentistry as they are responsible for making significant decisions. These are held
when some important decisions have to be made.
 Team building meeting: These meetings are held to make types of activities directed
towards developing strong social relations and to define roles within teams to be
performed in a collective manner (Wiltshire, Butner and Fiore, 2018). All the Platinum
Dental Care' team members along with team leader attend such meetings. Such meetings
are conducted on a monthly basis to set daily targets that should be accomplished within
the powers and roles as provided by Platinum Dental Care.
 Problem solving meetings: These meetings are held as and when problem arise in the
environment. It is highly formal meeting in which techniques and solutions are

developed. These are attended by the staff concerned and top management together with
HR and patient of Platinum Dentaldentistry.
1.2 Explain why it is necessary to have different types of meeting
 Decision making meetings: Platinum Dentaldentistry has to make decisions regarding
changes in policies, finding ways to resolve conflicts, to improve system etc. on a regular
basis. Also, innovation and technologies are two prime needs of Platinum Dental Care.
The demand for advance solution is ever increasing and to meet them constant supply and
development of new machineries and technologies are needed. Agendas regarding such
decisions are made which are then discussed and put for votes so as to pass the
resolution. The goal of such meeting is to get maximum by allocating resources and to
remain effective and efficient (Glasdam, Oeye and Thrysoee, 2015).
 Team building meetings: Platinum Dentaldentistry hold such meetings quite frequently
to boost the confidence of groups and allot them new tasks to be completed within
specified time. The individuals are given roles and responsibilities together with
motivation so that good relations with outside world can be created. Such meetings help
in motivating employees to achieve their tasks in a collaborative manner.
 Problem solving meetings: Platinum Dentaldentistry faces problems with its patients
quite a lot, hence, the resolution of such situations are done in these meetings. These are
important as they can affect the reputation of Platinum Dentalwhich will further decrease
the trust of people in the organization. The major impact of it will affect the financial
position in a significant way. Hence, remedies to conclude problems not just with
patients, but other parties such as investors, supplies etc. are necessary. Thus, the goal is
to keep dentistry's environment peaceful and healthy.
TASK 2
2.1 Purpose and objectives of a meeting
Platinum Dentalis a hospital for dental care that is considered by UK citizens. It provides
high quality services and wish to continue to remain at this position (Pillay and et. al., 2016).
However, there has been two situations which needs to be resolved by conducting a meeting.
Platinum Dentaltop management will be arranging a decision making meeting hospital staff.
There are two purposes which are as follows:

1. The matter of unfulfilled job vacancy of various posts which led to inefficiency in the
health case system.
2. There have been multiple cases in which patients have failed to get timely appointment in
Platinum Dentaldentistry.
The objectives of a meeting are basically the outcomes of discussion that the
management intend to get. The objectives of the meeting are as follows:
 An agreement for resolving the problem of job vacancy will be executed between the
director and all member present at the meeting by the end of the meeting.
 New policies and strategies will be made at the meeting which will be implemented in
Platinum Dentalfor making jobs attractive for potential candidates.
 A decision will be made about whether to have new branches or not along with timeline
to complete.
2.2 Identify the resources required to support and manage the meeting
Various resources are required to meet the needs of an effective meeting which will give
fruitful outcomes (Grassi and et. al., 2017). The resources that are required to support and
manage a meeting are as follows:
 Required budget should be allocated to conduct the meeting. Without sufficient funds, no
meting can be conducted.
 An approachable venue along with all the amenities such as wash-rooms, parking lot etc.
 Seating arrangements should be made in a proper way along with this refreshment should
be provided to all the members.
 If Platinum Dentalpermits the members to attend meetings through video conferencing,
then video projector and internet facility should be there.
 Resolutions on the agenda that need to be discussed must be presented. The resolution
can be special or ordinary.
 Proper registers should be maintained in which all the records of present or absent along
with the time of arrival should be noted.
 , a minutes of meeting will be maintain in which details of resolutions so passed will be
recorded together with decisions made.

2.3 The reason behind who is to be invited to the meeting
The members that will be presented at the meeting will comprise of chairman, board of
directors, HR manager, senior doctors and shareholders. The reason being, chairperson will
decide whether the resolution is passed or not and in case of equal votes, he/she will use his
casting vote. Board of directors are the one who manage all the activities of Platinum Dental
Care, they have records about everything going on in the organization. Their votes will hold a
huge value along with their opinions which can be included to make a better decision. HR
manager is under a responsibility to explain the reason about failure in the fulfilment of job
vacancy. The employment of staff such as doctors, nurses and midwives are managed by HR
department so they have the best information to provide which will help in understanding the
situation in a better way. This will speed up the process to fulfil the vacancy that are vacant.
Senior doctors can help with making decision in a more defined way. The doctors can specify the
need of employees in the area where improvement is required. And lastly, shareholders' approval
is important for expanding business by opening new branches as they are the ultimate owners.
Shareholders are key people whose money is involved in the organization, hence, no decision
can be taken without their approval.
2.4 Justification of the information that attendees will be provided with in advance of the
meeting
Every member is important and should be given a notice to enable them to know about
the meeting. The notice will contain information about the place of the meeting, date and time,
agenda to be discussed, decisions and other relevant matter. Together with this the draft of the
structure of new branches should be provided so that their opinions can be gathered in order to
make then more efficient (Newcomer, Hatry and Wholey eds., 2015). Together with this, the
copy of contract with various recruitment agencies should be provided to ascertain the reliability
and validity of the contract. Along with this, a proxy form will also be attached to all the
members. This will give a chance to the member who will not be able to attend the meeting but
can appoint a person who will vote on his behalf. These information will help all the intended
members to make a good decisions which will be implemented for attaining the objectives so
mentioned above.

TASK 3
3.1 Evaluation of own ability to chair/lead a meeting
Meeting Evaluation Form
Poor OK Good Great Score
The meeting was well planned and organised
1. Members were notified in advance
of meeting. Poor ------- ------- ------- 3
2. The notice included main agendas
of business. ------- ------- Good ------- 8
3. The meeting room was set-up. ------- ------- Good ------- 7
The meeting was well organized
4. The meeting started on time. Poor ------- ------- ------- 2
5. The purposes for the meeting were
made clear. ------- OK ------- ------- 5
6. The chair summarised main points
of discussion. ------- OK ------- ------- 6
7. Plans for next meeting were announced. ------- ------- ------- Great 9
8. Good use was made of audio-visual aids. Poor ------- ------- ------- 3
9. Committee and individual assignments
were specific, complete and clear. Poor ------- ------- ------- 4
10. The meeting was adjourned with good
timing. ------ OK ------- ------- 5
The members were not notified with the time and some were in non receipt of the notice
this caused delay in the meeting. On the other hand, the meeting venue was fully furnished and
sufficient amenities were there but the audio visual tools and equipments were not up to the
mark. There were clear inclusion of agendas to discuss in the meeting. Moreover, there were
technical issues. , the committee assigned tasks which were not clear as required.

From the above evaluation, it can be said that, meeting was good and appreciated by team
members. They were satisfied with arrangements. Also, the notice contained all the agendas
which provided a chance to add or remove agenda(s) by considering the existing ones. However,
there are certain points such as members must be notified well in advance about the meeting so
that it can be started on time. This will encourage the participation in making effective decisions.
, the technical issues in audio-visual aids should not occur in future as it was a major hurdle in
conducting the whole meeting. This cause problem in discussing the matter with ones who
participated through video conferencing. All these needs improvement so that next meeting can
be conducted in an effective way which was appreciated by others.
3.2 Identify areas of weakness in own performance when managing meetings
A meeting requires a lot of efforts so that issues can be discussed in an effective way.
However, from the above evaluation, it has been found that there are some areas where
improvement is required. There were few people who did not receive the notice on time which
caused problem (Katzenbach and Smith, 2015). Moreover, the meeting was started late because
few people couldn't make on time due to non-receive of notice. Further, there were some
ambiguity in the purposes which made it difficult to reach on a conclusion. , the technical
management should be improved so that all the equipments can be used without any hurdle or
technical issues. More so, the staff such as dentists and receptionists were assigned tasks which
were not clear as expected. Hence, created problem and multiplied the efforts in making them
clear to each individual.
3.3 Development of personal development plan to improve own performance when managing
meetings
Personal Development Plan
Development
Areas
Action Results Target date Monitoring and
review
Learn to prepare
and send notices
on time
Time
management
skills should be
practised along
with proper notice
Timely
proceeding and
ending of the
meeting without
any delay
Within 3-4 weeks
from the last
meeting
This will be
evaluated through
records
maintained at the
office

format.
More focus on
purposes of the
meeting
Good written
skills with short
and precise notes.
The agendas will
be written in a
more clear way.
Accurate
decisions can be
taken within the
specified time and
there will be no
confusion
Within 2 weeks The feedback
from team
members
Learn to use
electronic audio-
visual tools
Advance learning
of audio visual
technologies.
Increased
involvement of
members who can
not attend the
meeting in person
Within 3 weeks Practical
application of
knowledge on the
tools and their
usage.
TASK 4
4.1 Monitor the progress of actions agreed by relevant meeting attendees
The meeting was successful and fruitful as all the agendas were discussed which gave the
roles and responsibilities on the members who have attended the meeting. The senior doctors
were assigned the tasks to formulate and implement the policies and resolve the conflicts arising
within Platinum Dentalas well as with outside parties. , new branches were opened in some of
the specified locations which was in the hands of the owner including the two dentists. The time
limit for this was 3 months, which was delayed by 15 days. Along with this, one of the
receptionist was managing the job vacancy taking place in the hospital for which calls were
made in order to convince the candidates to apply to vacant job. Each of the tasks were analysed
and evaluated through performance management system in which each the work performed by
each individual was assessed. , to provide sufficient evidence, the reports prepared were
presented by each personnel along with proper documentation. , checklist were used in order to
monitor how efficiently the work has been done together with the budget expenditure (Solomon
and Soltes, 2015).

4.2 Manage any personal actions from the meetings to deadlines
The actions that have been carried out personally such as providing notices within time so
prescribed, good arrangements of room in which meetings are to be conducted, proper and
complete attendance of all the attendees. Further, team meetings on fixed intervals etc. In
addition to this, the advanced learning of using audio-visual tools, establishment of new branches
in order to easy accessibility of the services of dental care. Further, there are many more actions
that was fixed to be completed within the allotted time. These can be evaluated from the registers
so maintained by Platinum Dental Care. Due to time management, notices of all the meetings are
now received by the members within time. More informed decisions are taken by the attendees
which reduced the level of queries and encourage all of them to participate in the proceedings. ,
the operations of the new branches have been started and the management of each such branch is
being managed by team which monitor the activities of employees and patients so that no
disputes or conflicts arise.
4.3 Evaluation of the impact on the organization of all the actions agreed at the meeting
Platinum Dentalis a small scale but growing hospital providing specialised services for
teeth and mouth related problems. The meetings that have been conducted so far produced some
fruitful results which were implemented in order to achieve the objectives. The members passed
the resolution for the establishment of new branches within 3 months so that more people can
avail the quality services. This was an important decision as it increased the sales along with
customer base which added into its goodwill. , jobs were allotted to talented people who have the
skills and knowledge and can operate in critical situations. This eased the deficiency of efficient
staff who can manage the whole operation carefully. This was the second best decision which
decreased the time taken by staff in producing reports, making bills and their payments etc. The
hiring also contributed to increased the brand image of the organization which attracts more
people to use their service (Pisera and et. al., 2016). Apart from this, timely dispatching of notice
has reduced delay in meetings which helped in saving time so that more matters can be discussed
at the meeting. Further, the attendees may request to add or delete items that will be going to be
discussed in the meetings, this has brought a sense of responsibilities and belongingness in the
staff, which reduces conflicts and disputes. Further, the policies that have been formed and made
applicable on the staff have produced desired results, which have impacted the organization in a
positive way.

CONCLUSION
From the above report, it can be concluded that meetings are necessary for each type of
organization irrespective of the size and nature of business it conducts. It is a gathering of major
people whose ideas and opinions can has significant influence on the working of the entity.
Besides, each meeting should be held within the prescribed time and with clearly defined
purposes so that not a single items is left to discussed. Further, feedbacks must be obtained from
the attendees to know whether it was successful or not. , continuous monitoring of all the actions
that have been discussed, is necessary to avoid any contingencies.

REFERENCES
Books & Journals: