Meeting Report: Motivation Strategies for Wesfarmers Employees

This report provides a comprehensive overview of meeting management, focusing on the topic of employee motivation within the context of the company Wesfarmers. The report is structured around three assessments, each designed to evaluate different aspects of the meeting process. Assessment 1 covers meeting preparation, including selecting a topic, creating an organizational chart, completing a meeting requirement form, and developing a meeting preparation plan. Assessment 2 focuses on the execution of the meeting, including reviewing and completing the action plan, conducting the meeting (identifying a minute-taker, resolving issues, and taking notes), and gathering feedback through participation forms. Assessment 3 provides a reflection on the entire process, discussing the preparation, conduct, and follow-up of the meeting, including the role of the chairperson, stakeholder engagement, and strategies for improving workplace policies and procedures. The report highlights key objectives such as raising workplace standards, outlining labor rights, and promoting environmental policies. The author reflects on their role as a chairperson, the importance of employee participation, and the effectiveness of group discussions in identifying and solving workplace issues. The report concludes with a discussion on the benefits of the new policies and procedures discussed in the meeting.

Running head: MANAGE MEETING
Manage meeting
Name of Student
Name of University
Author Note

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Table of Contents
Assessment 1...................................................................................................................3
1. Selecting a meeting topic..........................................................................................3
2. Creating organisational chart....................................................................................3
3. Completing meeting requirement form......................................................................4
4. Completing meeting preparation plan.......................................................................8
Assessment 2...................................................................................................................9
Part-A............................................................................................................................9
1. Reviewing the action plan.........................................................................................9
2. Completing tasks of the action plan..........................................................................9
Part-B............................................................................................................................9
1. Conducting the meeting............................................................................................9
a. Identifying minute-taker.............................................................................................9
b. Resolving an issue and taking notes......................................................................10
2. Competing meeting evaluation participation form...................................................10
3. Competing minute-taker form.................................................................................12
Part-C......................................................................................................................... 13
1. Checking the minute-taker form..............................................................................13
2. Making corrections..................................................................................................14

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Assessment 3.................................................................................................................14
1. Reflection................................................................................................................14
a. Preparing the meeting.............................................................................................14
b. Conducting and following up meeting.....................................................................16
Reference.......................................................................................................................18

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Assessment 1
1. Selecting a meeting topic
According to James et al., (2016), in order to address important issues in an
organisation, it is necessary to conduct meetings. The meetings are important in order
to share thoughts, opinions and knowledge to the employees about the procedure and
the stature of an organisation. For the purpose of this research, the researcher has
taken into consideration the topic of motivation that can be used to encourage
employees to work in an efficient manner. The organisation taken for the research is
Wesfarmers.
2. Creating organisational chart

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Figure: Organisation chart of Wesfarmers
(Source: Wesfarmers.com.au, 2017)
The organisation chart of Wesfarmers shows that the CEO, Deputy CEO, Managing
Director, Board Chairman and the Directors need to conduct the meeting in order to
address the concept of motivation. The meeting needs to acknowledge the employees
and help them understand the concept of motivation.
3. Completing meeting requirement form
Meeting Requirements Form
Chairperson Michael Chaney
Department Human Resource
Meeting name Motivation of employees
Meeting details
Date 5th October
2017
Time 11:00 a.m
Location Conference
room
Budget AUD$2000
Meeting format
Purpose To address the concept of motivation among

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employees
Agenda Introduction
Lectures
Lunch
Conclusion
Participants
Employees
Internal External
Speakers CEO, guest speakers and reputed industrialists
Seating
arrangements
Seat numbers to be provided
Video or
teleconference
requirements
Projector required
Supporting materials

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Pre-reading Leaflet can be provided
Meeting
documentation
Documents about the agenda can be provided
Equipment
requirements
Proper projector and mike stand
Hospitality requirements
Catering
requirements
Buffet service for lunch
Accommodation
requirements
Not required
Other requirements
Special needs of
attendees
Any drinks or snacks

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Other
organisational
requirements for
conducting
meetings
Proper infrastructure of the organisation including
electricity
Applicable
conventions for
conducting
meetings
Cars for the benefit of the guests
Legal and ethical
requirements for
conducting
meetings
No biases and discrimination

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Other specific
requirements
The employees need to understand the concept in a
clear manner and take notes whenever required
4. Completing meeting preparation plan
Meeting preparation action plan
Meeting name: Motivation
Meeting date: 5th October 2017
Chairperson/
host:
Michael Chaney
Action required By whom By when
To ensure imparting the knowledge
of motivation among employees
The CEO
By the end of the
meeting session
To identify factors that motivate
employees
The Managing
Director
Within three
weeks

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To understand the grievances of the
employees
The Directors Within two weeks
Assessment 2
Part-A
1. Reviewing the action plan
After reviewing the action plan, it has been seen that all the tasks that were
required for the success of the meeting have been completed in a successful manner.
The requirements of the action plan have been fulfilled and the requirements specified
for the guests as well as the employees have been identified in an effective manner.
2. Completing tasks of the action plan
The action plan shows that every task has been completed successfully. There
are no tasks that either has been ignored or have been partially completed.
Part-B
1. Conducting the meeting
a. Identifying minute-taker
According to Clark (2015), a minute-taker is a person who plays the role of
recording the minutes of a meeting. A minute-taker notes the minutes and ensure that
every agenda of the meeting is fulfilled. In this case, the meeting taker was provided

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with a minute-taker form that contained details of the activities along with the goals and
objectives of the organisation for conducting this meeting.
b. Resolving an issue and taking notes
One issue from the meeting was that the employees were unable to remain
focused throughout the meeting. This may be because the meeting was more
theoretically based rather than practical oriented. The use of graphical images to
describe the concept of motivation could have helped in getting the full attention of the
employees. This issue was documented for future purpose.
2. Competing meeting evaluation participation form
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The meeting started on time. 
The meeting purpose was
clear.

The chairperson kept
discussions focused on
achieving the purpose of the
meeting.

The chairperson maintained
control of the meeting


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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 of the
meeting was achieved.

The meeting concluded on
time.

General feedback regarding the way in which the meeting was
conducted: The meeting addressed every issue that may arise while
motivating employees. This agenda provided before the meeting was followed
systematically. The purpose of the meeting was clear and the contribution of

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the chairperson addressing the meeting was an inspiration.
3. Competing minute-taker form
Strongly Agree
Agree
Neutral
Disagree
Strongly
Disagree
The chairperson clearly
explained the meeting purpose
and the expected outcomes.

I was provided with a list of the
attendees and their roles prior to
the meeting.

I was provided with a copy of a
minute template to use to record
the meeting discussions.

The chairperson explained any
organisational
requirements/conventions for
recording the meeting minutes.


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The chairperson explained the
required method for recording
meeting notes and their
expectations with regards to the
level of detail of information
recorded.

I was provided with 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: The information provided was useful in order to
understand the agenda of the meeting in a proper manner. The meeting was
conducted keeping in mind the organisational objectives and the main purpose of
the meeting

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Part-C
1. Checking the minute-taker form
The minute-taker form was checked in order to identify any mistakes. The use of
sentences and the ways by which the form had been filled was checked minutely.
2. Making corrections
It had been seen that in some boxes, the minute-taker had given the broad
description when an only one-word answer was required. This was a rectification that
was needed to be made.
Assessment 3
1. Reflection
a. Preparing the meeting
Being the chairperson of the Adidas Company, recently I conducted a meeting on
the changes required at the workplace policies and procedures along with the risk
management analysis. The stakeholders of the company were invited, that is the Public
Relations manager, marketing manager, sale manager, shareholders committee and
others. Their participation was necessary as the company should not conceal any facts
from its stakeholders and communicate the risk management plans to them as well,
through holding meetings. Effective participation of the employees encourages and
motivates them, which in turn is responsible for the company’s success. Therefore, the
employees’ participation was also necessary. Along with that, the business manager,
finance manager and the departmental head were also being invited.

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The style and structure of the meeting was extremely professional as the
discussions were related to the company’s betterment. The time, venue and duration of
the meeting were mentioned beforehand. Moreover, press releases and house journals
were presented to each and every guest, in order to give them an overview of the
company. The agenda of the meeting was to improve the workplace policies and
conditions of the employees, where the employees were given full opportunity to voice
their opinions and views through formal presentations, without any fear of being scolded
or punished. There was a set of rules for each and every member attending the
meeting.
While planning for the budgetary issues for the meeting the following things were
kept in mind; media involvement, electricity, projection costs, refreshments for the
attendees, selection of venue and others. All these factors play a crucial role while
conducting a meeting, as it set up a formal and environment. The meeting was mainly
conducted for establishing the context of the risk, which involves the procedures and
policies of the company, risk assessment processes, critical factors other issues,
identification of the risk, analyzing it and then communicating the plan to the Business
manager and Head of the Department and amendment of the plans, after getting the
feedbacks and implementing those in order to manage the risk situations.
The key objectives of the company were raised in the meeting. These included;
raising the Workplace Standards through the company’s supplier code of conduct,
outlining proper labor and human rights, providing proper right and freedom to the
labors and treating them ethically, outlining their Environmental Policies for sound and
safe environmental management. In addition to this, the meeting raised issue on

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commitment to continuous improvement of the workplace policies and procedures. It
also gave a brief explanation on the purpose of the Group Risk management policy. It is
to involve all the employees together and managing the risk after seeking each and
everyone’s views and opinions. Discussing in group helped in managing the risks
effectively and more efficiently. Effective participation of the employees encourages and
motivates them, which in turn is responsible for the company’s success.
b. Conducting and following up meeting
The issues related to workplace were solved to a huge extent in the meeting. The
action plan mentioned increasing of the employees’ wages and introducing lucrative
benefits and incentives. Several steps are to be undertaken for providing the workers
with workplace safety and safety. Consumers, from now on, will have the opportunity to
provide feedback to the suggestion boxes, which will be available in the stores. These
issues were completely solved in the meeting and the company will undertake the
policies and procedures. Moreover, the employees’ safety and security is a major
concern. The new policies, discussed in the meeting, will benefit the employees to a
huge extent.
Being the chairperson of the company, I had certain responsibilities and duties
while conducting the meeting. From sending invitations to the attendees, to setting up of
the interview tone; everything was my responsibility. I confirmed the venue, time and
duration before inviting the attendees and also prepared the agenda. The room was
assembled beforehand, with all necessary documents placed in the right position. All
the documents, like house journals and press releases were placed on every attendee’s
table. Simple and understandable slides were presented, to discuss regarding the

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workplace issues. The audience selection was done beforehand to avoid unnecessary
harassments.
All the participants worked together in order to mitigate the issues. Group
discussions helped in identifying the problems as well as providing solution to those.
Employee interaction helped in identifying their issues, as discussing in groups is
necessary for managing the risks effectively and more efficiently. Effective participation
of the employees encourages and motivates them, which in turn is responsible for the
company’s success. The tone of the meeting was formal which helped in achieving
satisfactory standards. Feedbacks from the stakeholders provided useful insights. The
key objectives of the company were raised in order to mitigate the issues and identify
the areas of improvements.
Media involvement was necessary as to inform the target customers regarding
the company’s new policies and procedures. It helped in gaining mass attention. The
key feature of Adidas’s system policies is establishing the context of the risk, which
involves the procedures and policies of the company, risk assessment processes,
critical factors, stakeholders and other factors. Identification of the risk, analyzing it and
then communicating the plan to the Business manager and Head of the Department as
well as holding meetings in order to get some valuable feedback from them. All these
issues were effectively met in the meeting.
The whole meeting was being recorded as it was necessary to document the
whole thing. The meeting helped in achieving the desired outcomes. The style and
structure of the meeting was extremely professional as the discussions were related to
the company’s betterment. While planning for the budgetary issues for the meeting the