Diploma of Business Admin: Adept Owl Games Training Meeting Report

This report details a meeting held by Adept Owl Games Company, an Australian manufacturer of games, focusing on employee training and motivation. The report includes a meeting requirements form, action plan, and meeting minutes. The meeting aimed to enlighten employees on the importance of training and to provide them with essential skills. Key topics discussed were the introduction of various training types, training process flow, training needs analysis, staff assessment, and performance appraisals. The meeting minutes highlight discussions on orientation programs, online training platforms, and the importance of appraising performance to enhance employee motivation and identify training needs. The report also includes a meeting participant evaluation form and emphasizes the importance of training diversification, safety training, and team building. The ultimate goal of the meeting was to improve employee skills and boost the company's success through training and motivation.

Running head: DIPLOMA OF BUSINESS ADMINISTRATION
1
Diploma of Business Administration
Student’s Name:
Institutional Affiliation:

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Introduction
Adept Owl Games Company is an Australian company which specializes in the
manufacturing of card and dice games and other games. This paper looks at a meeting to be
conducted by the company and focuses on all the procedures that will lead to the full realization
of the meeting objectives. The aim of the meeting is to enlighten the employees about the
importance of proper training and later motivate and train the employees on the proper skills
required in the gaming industry. Good training will help to ensure that the company is successful
and sales are boosted (Batool & Batool, 2012). The topic of the meeting is “Training and
fostering motivation for all employees.” The main reason for choosing this topic is because there
is a dire need to adopt training for all the departmental employees. It is the sole responsibility of
the department heads to ensure that their employees undertake the training programs and give
appraisal when needed (Martínez-Ros & Orfila-Sintes, 2012). In the modern world, businesses
need to ensure that their employees are well trained in order to cope with the changing customer
needs.
Appendix 1: Meeting Requirements Form
Meeting Requirements Form
Chairperson Company’s CEO
Department Finance, Human Resource, Marketing, Customer Services, Administration,
Production, Stores, Sales

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Meeting name Training and fostering motivation for all employees
Meeting details
Date Sep 5, 2017 Time 1:30pm
Location Company’s conference room Budget $ 8000
Meeting format
Purpose To enlighten the employees about the importance of proper training in modern
world
Agenda Motivation and training
Participants
CEO
HR Head
Production Head
Finance Head
Sales Head
Marketing Head
Administration
Head
Internal
CEO
HR Head
Production Head
Finance Head
Sales Head
Marketing Head
Administration Head
Store Head
External
N/A

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Store Head
Customer
Services Head
Customer Services Head
Speakers The meeting will have six speakers located strategically within the conference
room
Seating
arrangements
Approximately 20 seats will be required and a round table will be used for the
meeting
Video or
teleconference
requirements
A modern laptop and a high quality projector
Organizational requirements
All the attendees of the meeting are required to observe time to ensure no inconvenience
is experienced. All the late comers will not be allowed to access the room once the meeting has
commenced. Punctuality, professionalism, and discipline of the staff will be analyzed and
determined during the meeting.
Legal and ethical requirements
It is mandatory for all the employees to observe and comply with all the laws regarding
labor during the session. Moreover, the participants will not be allowed to quarrel or fight with

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other participants. Immediate action will be applied to the participants who fail to adhere to the
above-stated legal requirements.
Other requirements
In addition to observing the organizational and legal requirements, all the participants
will be required to bring a writing pad and a pen along with them
Appendix 2: Meeting Preparation Action Plan
Meeting preparation action plan
Meeting name TRAINING AND FOSTERING MOTIVATION FOR ALL EMPLOYEES
Meeting date TUESDAY, SEP 5, 2017 AT 1:30 P.M
Chairperson/host CEO
Action required By whom By when
To oversee the action of all the departments
heads and ensure that they all purpose to attend
the meeting. Any clarification or problem that
may arise prior to the meeting should be dealt
with amicably.
CEO Sep 3, 2017
Take note on the key areas that the employees
need to be addressed and ensure all the
problems affecting the employees are also
HR Head Sep 3, 2017

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noted.
Ensure that all the needs of the employees in the
department are noted.
Production Head Sep 3, 2017
Take a look at the budgetary requirements and
ensure the funds needed for the meeting
preparation of the meeting are disbursed without
delay
Finance Head Sep 3, 2017
Do a survey and identify how lack of proper
training is affecting the sales of the company.
Also identify a list of training programs that can
help to boost the company’s sales (Lancaster, Di
Milia & Cameron, 2013). Finally, come up with
recommendation.
Sales Head Sep 3, 2017
To do a thorough research and come up with a
prediction about how training can enhance the
marketing strategies (Thiart, Lehr, Ebert,
Berking & Riper, 2015).
Marketing Head Sep 3, 2017
To ensure all the issues affecting the employees
in the department are noted.
Administration Head Sep 3, 2017
To ensure all the issues affecting the employees Store Head Sep 3, 2017

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in the department are noted.
To ensure all the issues affecting the employees
in the department are noted.
Customer Services
Head
Sep 3, 2017
MEETING INVITATION
TOPIC: TRAINING AND FOSTERING MOTIVATION FOR ALL EMPLOYEES
DATE: 5 SEP, 2017 DAY: TUESDAY
VENUE: COMPANY’S CONFERENCE ROOM
The company’s top management and all the department heads are invited to attend the meeting.
The purpose of this meeting is to enlighten the employees about the importance of proper
training and foster motivation at the workplace. This meeting also intends to enlighten the
department heads about how they can manage their work force and offer appraisal when needed.
Your attendance and participation will be highly appreciated. I wish you well as you purpose to
attend the meeting, thank you in advance.
Regards, Adept Owl Games Company.
MEETING MINUTES

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THE ADEPT OWL GAMES COMPANY, AUSTRALIA
TRAINING AND FOSTERING MOTIVATION FOR ALL EMPLOYEES
TUESDAY, SEP 5, 2017 AT 1:30 P.M
VENUE: COMPANY’S CONFERENCE ROOM
MEMBERS PRESENT: CEO, Human Resource Head, Production Head, Finance Head, Sales
Head, Marketing Head, Administration Head, Store Head, Customer Services Head, Company’s
Secretary
MEMBERS EXCUSED: None
MEMBERS ABSENT: N/A
STAFF PRESENT: Company’s Secretary
OTHERS PRESENT: N/A
CALL TO ORDER: The speaker called for order at 2:00 p.m.
SUBCOMMITTEE UPDATES:
At the start of the meeting, the marketing head requested for copies of minutes from the
previous meeting; he had not received the minutes since the last meeting. The secretary indicated
that she had mailed all the attendees of the previous meeting and she wondered why the
marketing head had not received the mail. However, the secretary took note of the situation and
promised that she would make sure that the mistake will not recur in the future. There were a
number of members who indicated that they did not need the minutes from the previous meeting.

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The secretary took note of that too. It was concluded that the secretary would mail the minutes to
only those who requested.
Item 1: Introducing training
The Chairman of the meeting echoed the importance of introducing training to all
employees of the company. Moreover, various types of training were identified. The training was
to include both the new employees and the old ones. For the new employees, orientation
programs were proposed to introduce them to the new working environment, show them how to
ensure job safety, and how to be efficient (Goetsch & Davis, 2014). All the members at the
meeting agreed that orientation offers a great opportunity for the company to enlighten the new
employees about the environment of the company including the products, policies, and culture
(Ford, 2014). It was concluded that the inclusion of these elements to the orientation checklist
would greatly enhance employee retention and job satisfaction (Chowdhary, 2013). Also, all the
members unanimously agreed that training does not only apply to the new members; but also to
the old ones. All the department heads and the old employees should also be trained. By doing
so, the organization will reap greatly due to the increased productivity, workplace safety, and
satisfaction (Tabassi, Ramli & Bakar, 2012). It was suggested that some of the necessary skills
for the department heads include employee motivation, employee recognition, and manager
communication (Masalimova & Sabirova, 2014). The chairman of the meeting, however, raised a
concern. He indicated that the managers and department heads are busy people and hence the
need for an online training platform. All the other attendees of the meeting agreed with him and
proposed the initiation of an online training platform.

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Certain standards were recommended for employee training. At least, the type of training
that will be initiated should enable the employees have knowledge about the health nature and
safety of their workplace (Görlitz & Rzepka, 2014). The department heads were also required to
get the proper training that would enable them identify the most trained and competent
employees for a given task. This would mean that the department heads require training to
identify the most qualified employee in their departments (Phillips & Phillips, 2016). Finally, the
members at the meeting came up with a list about the key topics to be included in the meeting.
They were raised as follows:
 Training diversification
 Safety training
 Sexual harassment at the workplace
 Emergency preparedness and dealing with fire incidents
 Workplace team building
 Hazard communication training
Item 2: Training process flow
The project manager was given the role of ensuring that there is a proper flow of the
training process (Jabbour, 2013). Also, the project manager was requested to take note of all the
employees who required training.
Item 3: Training needs analysis
It was suggested that there is need to assess the training requirements for all departments.
Training needs analysis is a step-by-step approach which determines how and when the training

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will be conducted (Daily, Bishop & Massoud, 2012). Some of the components of a training
analysis include the current competencies, business needs, cost, effectiveness, and training
methods (Naqvi & Khan, 2013). It was indicated that a training need analysis would ensure that
the effective and appropriate training programs are identified, the employees who need the
training are identified, and clarification of the training needs is ensured.
Item 4: Assessing the staff
The members at the meeting agreed that there was need to assess the staff. A proper
assessment program would ensure that all the employees who need training are identified and the
proper training programs are identified to cater for their needs (Elnaga & Imran, 2013).
Assessing whether the company needs training should be the first step (Nadler & Nadler, 2012).
Once the gaps have been identified, then the company will be company will be able to decide
what the appropriate training is and how it will fulfill the needs of the organization.
Item 5: Appraise performance
It was agreed that the employees need appraisal and correction in order to keep them
motivated. The management was given the role of evaluating the performance of the employees
during the training period and giving the proper feedback (Almeida, Behrman & Robalino,
2012). For instance, the management was required to give opinions about how the training
program would be improved and much more (Cherian & Jacob, 2013). A regular documentation
of the performance would help in determining the employees who need promotions and pay
increases (Jehanzeb, Rasheed & Rasheed, 2013). Moreover, it was noted that the appraisals

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would help to increase the performance of the employees and provide a platform for rewarding
good work.
Addition to the agenda
Having acknowledged the importance of staff training, the participants of the meeting
also agreed that there was need to ensure that there are proper tools to measure the training
outcomes of the employees.
Adjournment
A motion to adjourn the meeting at 5:00 pm was raised by the CEO and seconded by the
Human Resource head was unanimously approved.
Appendix 1: Meeting participants evaluation form
Candidate name
Strong
agree
Agre
e
neutral disagree Strong
disagree

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The meeting started on time 
The meeting purpose was clear 
The chairman 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

The meeting concluded on time 
Assessment task 3

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The process of planning the meeting was effective and successful. A checklist which
included the requirements of each participant and the action plan was created. Some
organizational and legal requirements were also set for the meeting. The organizational
requirements clearly stated that the latecomers would not be allowed to the meeting room and
discipline was essential for all the participants. The legal requirements stated that the labor laws
were to be keenly observed and participants were not allowed to engage in quarrels with each
other. The checklists were circulated to each of the participants so that they can come prepared
and observe the stipulated laws. Generally, the meeting was divided into 3 key stages which
included the preparation stage, the actual meeting stage, and the follow-up stage. One of the
observations that were made is that ignoring the preparation and follow-up stage could lead to
the failure of the meeting.
Preparation
During the preparation stage, the goal of the meeting was defined and the relevant
participants were identified. The attendees of the meeting included the CEO, HR Head,
Production Head, Finance Head, Sales Head, Marketing Head, Administration Head, Store Head,
Customer Services Head and the company’s secretary. Budget factors were also put into
consideration when choosing the list of attendees and only the relevant members were invited.
The goal of the meeting was to initiate training programs and motivate the employees to
participate. The top management of the company unanimously agreed that there was a dire need
for the employees to undertake training programs to enable them to acquire new skills which will
enable them to remain relevant and updated with new developments in technology (Sung &
Choi, 2014). After this was accomplished, the form of the meeting was decided. Majority of the

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participants agreed that the meeting should be held in the company’s conference room. The date
that was set for the meeting was Tuesday, Sep 5, 2017, at1:30 p.m. and it was pre-determined
that the meeting would end by 5 p.m. The agenda and other supporting documents were also
availed to the participants in time and all were requested to be prepared. The company’s
secretary was charged with the role of submitting all the necessary documents to the participants
via electronic mail. This method of circulating the documents was chosen because it is
convenient and timely. Finally, the company’s secretary was chosen to take the minutes of the
meeting and other necessary notes.
Actual meeting
The meeting started at exactly 1:30 p.m. as stipulated earlier. I was pleased that all the
participants observed time and came along with all the requirements. The goal of the meeting
was re-stated and all the participants agreed that they were aware of the goal of the meeting. It
was noted that some members had not received the minutes from the previous meeting and the
appropriate action was taken. The need for remaining relevant to the agenda of the meeting was
emphasized during the meeting. At this point, the participants were encouraged to remain keen
and note all the important points of the meeting. At the end of the meeting, each of the
participants was assigned a special role and the due date was set for the same. The meeting ended
at 5:00 p.m.
Follow-up
Immediately after the meeting, copies of the minutes were availed to all employees who
needed a copy. The participants who were assigned various tasks were given the proper

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communication and follow-up was done. The issue of deadlines was re-emphasized to all the
task owners. Lastly, the minutes were filed at a place where they could be easily accessed.
References

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