Meeting Minute: Website For Online Selling

The sales manager, Jonathan Redmond said it was key for the company to have a website where online sales would be made. This will increase the company’s customers hence have a positive effect on the bottom-line. The company will need to hire staff who will be managing the site. Quotations to be gotten from potential website creators. The website to be very interactive and give the customer a memorable experience.

Conclusion

-Quotations to be received within the next month

Action to be taken

Sales manager will advertise and call for quotations

Person Responsible / Deadline

Jonathan Redmond by 23.2.18

Discussion 2 –How operations will be affected by new website

The operations manager, Ruth emphasized that having the website was a positive move that should be embraced by all staff. She requested that all staff give ideas through their departments on ideas for the website. These ideas would be forwarded to the sales manager and discussed in the upcoming meeting. The whole of operations will be affected by the website launch, as it will mean higher sales, higher production and a requirement that there is stellar customer service by everyone. There will be general customer service training for everyone before the website launch.

Conclusion

-Ideas to be gathered per department

-Customer service training to be organised

Action to be taken

-Dates and venue for training to be set

-Ideas to be collected by departmental heads

Person Responsible / Deadline

Ruth Crabbe by 23.2.2018

Discussion 3 – Financial Implications of Website Launch

Francis Goudies, heading the finance department, educated staff on financial implications of the website. It would be a good investment that will generate revenue for the company. Finance will ensure that they are up to date when it comes to calculation of financials once the website is in place. Another brief on financials would be held before the launch.

Conclusion

Organize for next briefing on finances

Action to be taken

Hold next meeting by end of February

Person Responsible / Deadline

Frank Goudies by 28 Feb

Discussion 4 – Matters Arising

Matters arising from this meeting were:

-Staff felt the website launch should double up as a marketing campaign

- Questions on whether there would be additional staff dedicated to managing website sales and customer queries

-Questions on how the company intends to cover delivery costs once website is running

Conclusion

Managers to hold discussions on all the matters and give staff feedback in next meeting

Action to be taken

-Managers meeting to discuss matters arising

-Set up of next staff meeting

Person Responsible / Deadline

Tesfaye Tessema to organize all these by 15.02.2018

Student name / number

Stacy Greene

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 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.

√

General feedback regarding the way in which the meeting was conducted:

There were time issues as the meeting did not begin or end in time. The chairperson should have allowed more discussion and participation. Overall, it was a good meeting.

Student name / number

Erica Odom

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 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.

√

General feedback regarding the way in which the meeting was conducted:

The meeting begun and ended late hence was affecting some people’s schedules. It was a good meeting with clear agenda and the purpose was achieved.

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 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.

√

The chairperson explained the required method for recording meeting notes and their expectations about the level of detail of information recorded.

√

I was provided with examples of previous minutes to assist me with understanding what was required. (because it was our first meeting)

√

It was clear to me what was expected.

√

General feedback regarding the information you were provided regarding taking minutes for the meeting:

It was a good meeting with clear expectations.

Minutes for second meeting regarding website for online selling

Date

2.2.18

Time

11.00 am

Please Brings/ Read

Notebook

Teleconference Details

N/A

Skype Id

N/A

Attendees

Staff members

Purpose

Update on Website suppliers

Venue

Board Room

Agenda Item 1: Update on Website Suppliers

Time:11.00 am

Presenter: Jonathan Redmond

Discussions: The update was that three website suppliers had been pre-qualified:

-Pinnacle Technologies

-Savvy Solutions

-Hi-Tech Technologies

The final supplier will be chosen in two weeks time.

-Discussions ongoing with HR for a social media manager and a clerk who will both be responsible for managing the website

Conclusion: To settle on dates so that final launch happens in less than 2 months

Action Items: Choose Supplier

Reach an agreement with HR

Responsible Person: Jonathan Redmond

Deadline:16.2.18

Agenda Item 2: Minutes Arising from previous meeting on Website

Time:12.00pm

Presenter: Ruth Grabbe

Discussions: Staff had raised important issues regarding the website. All the departmental heads had a discussion and it was decided that:

-A one month marketing campaign will follow after the website launch

-Dedicated staff to be recruited

-Delivery company to be outsourced

Conclusion: All staff will be briefed on these decisions in the next meeting.

Action Items:

Set up briefing meeting for staff

Responsible Person: Ruth Crabbe

Deadline:16.2.18

Agenda Item 3: Staff Training prior to website launch

Time:1.00pm

Presenter: Jonathan Redmond

Discussions:

The staffs were trained on customer service to online customers and how to handle queries and complaints.

Conclusion:

Training was successful

Action Items: Another training in 6 months

Responsible Person: Jonathan Redmond

Deadline:27.7.18

Minutes for second meeting regarding website for online selling

Date

2.2.18

Time

11.00 am

Please Brings/ Read

Notebook

Teleconference Details

N/A

Skype Id

N/A

Attendees

Staff members

Purpose

Update on Website suppliers

Venue

Board Room

Agenda Item 1: Update on Website Suppliers

Time:11.00 am

Presenter: Jonathan Redmond

Discussions: The update was that three website suppliers had been pre-qualified:

-Pinnacle Technologies

-Satellite Solutions

-Hi-Tech Technologies

The final supplier will be chosen in one week’s time.

-Discussions ongoing with HR for a social media manager and a clerk who will both be responsible for managing the website

Conclusion: To settle on dates so that final launch happens in less than 2 months

Action Items: Choose Supplier

Reach an agreement with HR

Responsible Person: Jonathan Redmond

Deadline:16.2.18

Agenda Item 2: Minutes Arising from previous meeting on Website

Time:12.00pm

Presenter: Ruth Grabbe

Discussions: Staff had raised important issues regarding the website. All the departmental heads had a discussion and it was decided that:

-A two month marketing campaign will follow after the website launch

-Dedicated staff to be recruited

-Delivery company to be outsourced

Conclusion: All staff will be briefed on these decisions in the next meeting.

Action Items:

Set up briefing meeting for staff

Responsible Person: Ruth Crabbe

Deadline:16.2.18

Agenda Item 3: Staff Training prior to website launch

Time:1.00pm

Presenter: Jonathan Redmond

Discussions:

The staffs were trained on customer service to online customers and how to handle queries and complaints.

Conclusion:

Training was successful

Action Items: Another training in 6 months

Responsible Person: Jonathan Redmond

Deadline:27.7.18

Introduction

This reflection is prepared by our group as a meeting we hold on our previous task for Manage Meeting. The agenda of our meeting was were choosing the supplier, launch of website and hiring of staff

Preparing for your meeting:

Who are invitees and why

The invitees were all departmental heads as the decisions that were to be made needed all managers to be there

The style and structure you chose for your invitation and why

Emails will be done as they are fast and accessible

What conventions you decided were appropriate for your meeting

Meeting will be done at the boardroom

what organisational and legislative requirements you needed to follow

We will follow the organizational policy on meetings

What budgetary considerations you made and how they affected the planning and conducting of your meeting.

The budgetary considerations are for lunch and this will cost $10 per head hence a total of $800 for the eight managers

The meeting papers you chose to prepare and the distribution method you used to provide those papers to participants and why these were appropriate.

There will be no need for meeting papers

Your approach to developing your action plan, including how you decided who should be responsible for which tasks and timeframes for task completion.

The human resource manager will take minutes while the operations manager is the time keeper

The implementation of your action plan; if all required tasks were completed, if they were completed by the person responsible, if they were completed on time and, if not, what you did to make sure they were done.

Tasks were completed on time as assigned

Conducting and following up your meeting:

At least one problem that had to be solved during your meeting, the problem-solving technique you used and why, and how this technique assisted you in solving the problem.

Deciding on the website supplier as the opinions were quite divergent. We came up with the two best suppliers and then had a cote so that we could save on time

Your key responsibilities as chairperson for conducting the meeting.

-Ensuring time was kept

-Ensuring agenda was maintained

-Ensuring the meeting flowed well

-Ensuring participation from everyone

How you would assess your performance in chairing the meeting, (i.e. were you an effective chairperson or are improvements needed?); how well your meeting participants worked together and what group dynamics you needed to manage.

I believe i was an effective chairperson since the session was very interactive and the whole group participated

The desired outcomes of your meeting, if you achieved them and the strategies you used to facilitate the outcome. If outcomes were not achieved, or not achieved to satisfactory standards, what you could do to improve in facilitating outcomes.

The desired outcomes were achieved as we finally settled on hi-tech suppliers to make the website. HR also begun the recruitment process and March 30 was set as the date of the website launch

The strategies you used to review the meeting minutes to ensure the information presented a true and accurate record of the discussions that occurred during the meeting. If the minutes were a complete and accurate reflection of the discussions and what, if any, adjustments you made.

I read through all the minutes and ensured they were captured correctly

The method in which you distributed these meeting minutes and why; where and how they should be stored; if any follow-up documentation was required and, if so, how this documentation was or will be distributed.

The minutes were disbursed via email and hard copies stored in the minutes file

Conclusion:

Successful meeting

References:

Barker, A. (2011). How to Manage Meetings: Improve Problem Solving; Encourage Participation; Keep Control (Vol. 27). Kogan Page Publishers.

Munter, M. (2002). Guide to meetings. Pearson Education India.