Once the meeting was over, Ruth realised she had overcommitted herself to writing three communications. Ruth and Bae are in the middle of writing their submission for a difficult and urgent funding negotiation with the Department of Education for Adept Owl’s manufacturing apprenticeship initiative. Ruth will approve and sign-off on the documents but hasn’t got time to write them herself. She has instructed Shannon to write the three documents for her.
Shannon must:
1.Write up the transcript of the meeting (part of responsibility as minute-taker).
2.Write to Jon (on Ruth’s behalf), giving an overview of the planned response and explaining the action the two of them need to do as decided in the meeting.
3.Write to all Adept Owl staff (as Ruth’s PA) to keep them informed of the latest developments, the plan forward and to keep them happy and safe.
Attachments
I am drawing your attention to the above-mentioned topic and the assistant general manager on behalf of the information released by institutions. In preparation for an audit process and staffs’ assessment, I request some instructions as below:
- Concerning the organization necessities, I request everyone to familiarize with the procedures and rules so that their actions lie within the requirements.
- For official purposes, I request all managers to append their signatures on the documents.
- The institution is aiming an audit and therefore I request all managers to gather information about the staffs.
- For students’ assessment, I request managers to gather information on personal information, results and progress details.
- For staff assessment, I request the HR to review the attendance register of all staffs and collect information on personal information, results and progress details.
- I request the HR to assist other managers to generate information from the database. This is because the HR stores and controls such information.
- I have attached a document with strategies about getting your opinions during the meeting. I request all departmental heads to share the attachments with the staff. All staff should review the rules and procedures.
- Lastly, I would like to inform all managers about the timing, venue and subjectivity of the meeting. It is a crucial meeting. Therefore, I expect all members to be present and no apology would be considered. There will be a disciplinary action for those who miss.
Attachments
- Documents of the subjectivity.
- The rules and procedures of the meeting.
- Attendance list of the meeting.
- Materials and resources to avail in the meeting.
Shannon Grant
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Component |
Meeting planning |
|
Purpose |
-To notify all the managers and all staffs of ADEPT OWL about the meeting. -To provide the details of the agenda and audit that would be evaluated by staffs’ assessment. -To reflect an overview of the meeting procedures and rules that is to be followed on that day. |
|
Audience |
Information is circulated to ADEPT OWL Managers and staffs for action. |
|
Format |
Minute. |
|
Method |
I will use a formal and standard language in the discussion to ensure about understanding of audience. |
|
Means |
I will present a word document and PowerPoint presentation. |
|
Organizational rules |
-Managers should store staffs’ information confidential but would only disclose to relevant authority for security purposes. -All managers are to be notified within fifteen days prior to the meeting for taking necessary preparetion. - All managers should append their signatures for official purposes. -method of communication is formal. - All managers have to carry the required materials for the meeting with themselves. |
|
Key points |
-Solution of the issues are to be undertaken. -The coverage of communication would have a wide range so that it could reach to the required audience. |
|
Structure |
I would follow a logical order. Headings of the topic should be prominent at the meeting. |
|
MEETING MINUTES OF ADEPT OWL |
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DATE: |
1/ 03/ 2017 |
MEETING TITLE: |
Adept OWL Staff Assessment Meeting. |
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TIME: |
Starting 9:45 a.m. Finish: 11:15 a.m. |
ATTENDEES: Name List Tim Davies ( CEO) Jayne Dashiell (Assistant of CEO) Ruth Crabbe (General Manager of Operations) Bae Ahn-Bartle (HR Manager) Gareth Singh (Product Development Manager) Aban Rezek (IT Officer) Shannon Grant (Ruth’s admin assistant) Frank Goudie (Finance Manager) Sarah Callis (Product Developer) Jack Macquarie (Distribution Manager) Jonathan Richmond (Sales Manager) |
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LOCATION: |
Organisation Bedroom |
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CHAIR: SECRETARY: |
Tim Davies Shannon Grant |
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MINUTE-TAKER: |
90 minutes |
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The meeting started with a motivating speech of CEO assistant Jayne Dashiell. The chairperson welcomed and thanked all staffs present in the important meeting. He gave a brief idea about the progress of the organization. He informed us about the reduction in staff’s indiscipline cases. He informed us of the new methods of signing in and signing out by the staff. He informed about future opportunities too.
Thereafter secretary read the main Agenda items for decisions and actions, as under:
|
MEETING OBJECTIVES : |
To accept the point of view from all the managers about the assessment algorithm of the staffs. |
|
APOLOGIES: |
Pete McKenzie (Manufacturing Manager) |
|
APPROVE PREVIOUS MINUTES |
Shannon Grant declared the minutes of the previous meetings. Then, Frank Goudie spoke about the record of the next doings. |
Action From the Previous Meeting
|
ITEM |
TOPIC |
RESPONSIBLE |
DUE DATE |
|
1 |
According to create a strong bind between the sales manager and his assistant, Jonathon Richmond was asked to call a private meeting to find a way forward. |
Jonathon (Sales Manager) |
12 days |
AGENDA ITEMS
|
ITEM |
TOPIC |
PRESENTER |
DURATION |
|
1 |
Staff information The IT department noted about the improper arrangement of staffs’ information. All concerned managers have to gather information about trainees and staffs. Action -For staffs and trainees’ assessment, we agreed that HR would gather information on personal information, performance, progress and attendance details. |
Aban Rezek (IT Officer) |
20 min |
|
2 |
Organization requirements The Legal department is required to ensure privacy and standards of staffs. Action All of us were agreed that managers should keep staffs’ information confidential. However, he can disclose only to higher authority or with informed consent for security purposes. In addition, managers should append their signatures. |
Frank Goudie (Finance Manager) |
20 min |
|
3 |
Communication One manager raised concern about getting late information. Action Members decided that all staff are be notified about the meeting two weeks prior to the next meeting for taking enough preparation. |
Sarah Callis (Product Developer) |
5 min |
|
4 |
Third parties The assistant CEO asked a clarification about the involvement of IT maintainer. He would be able to access information from the organization. Action In addition, audit information could be revealed to quality skills officer, regulator of training sector and technical advisors. |
Jayne Dashiell (CEO assistant) |
5 min |
|
5 |
Audit Members noted down the declaration of the exact date of audit process. Action The CEO was not able to provide the exact date. He asked his assistant to confirm from the regulator in the next meeting. |
Jayne Dashiell (CEO assistant) |
1 week |
Next Meeting
|
DATE: |
15/04/2017 |
ATTENDEES: Aban Rezek IT Officer Frank Goudie Finance Manager Sarah Callis Product Developer Jack Macquarie Distribution Manager Shannon Grant Ruth’s admin assistant |
|
TIME: |
01:00 a.m. |
|
|
LOCATION: |
Organization boardroom |
|
|
CHAIR: |
Tim Davies |
|
|
SECRETARY: |
Shannon Grant |
Closed Meeting
|
Component |
Meeting planning |
|
Purpose |
-To inform the sales manager of Adept owl about staffs’ assessment and an internal audit that will take place in the next forty-five days. -To ask the managers to inform their sales team for collecting information about performance of each staff. |
|
Audience |
Information is directed to sales manager for action. |
|
Format |
|
|
Method |
I will use a formal and standard language such that my audience would understand the request. |
|
Means |
I will present a word document for clear understanding. |
|
Organizational rules |
- I will inform the manager about the security of information. -Method of communication should be formal. |
|
Key points |
-The objective of communication and requirements of the audience. The coverage of communication should be elaborated so that it would reach the required audience. The crucial issue is the bad lot of adhesives. |
|
Structure |
I will send information directly to the attendees. |
In this report, we are presenting a meeting transcript of managerial overview. The appropriate documents are to be presented in the meeting transcript. The higher authority is arranging a meeting among all staffs and managers to provide necessary steps and measures for assessment of employees.
The report describes about adversities and problems of the company. The meeting arrangement could be fruitful if only the decisions and planning taken in the meeting get success.
|
MEETING OBJECTIVES : |
Adept Owl’s product manufacturing, fault and remanufacturing. |
|
APOLOGIES: |
Tim, Jayne and Jon. |
|
APPROVE PREVIOUS MINUTES |
Shannon Grant declared the minutes of the previous meetings. The top of the board is problematic due to defect in adhesives. Fault of Usual supplier caused this. A measure would be taken as all-products must be re-manufactured. |
|
CHAIR |
Ruth Crabbe |
|
MINUTE TAKER |
Shannon Grant. |
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ATTENDEES |
Ruth, Jack, Frank, Bae, Sarah, Pete and Garry. |
|
ACTIONS THAT WAS TAKEN IN PREVIOUS MEETING |
Ruth, Garry and Pete placed conference call to make complaint to glue supplying distribution manager and manufacturing manager. |
|
OUTCOME OF CALLING |
Novak confirmed problems with the batch that had been reported by the other customers. Maciejewski offered to replace batch by re-manufacturing. Ruth concerned about Maciejewski’s tone on call and no apology was given despite admission of fault. It is problematic that attitude around response was not positive. Ruth needs to maintain good relation with Maciejewski despite the faulty product and attitude on this occasion. He also needs to maintain the goodwill. Garry considers the same thinking as Ruth. Ruth should write down the follow-up with robust adhesives with the help of evidence and conservation. |
|
RESPONSE FROM HIGHER AUTHORITY |
Tim, Jon and Jayne are interstate for a series of sales meetings. Ruth would coordinate response until Tim’s return from outside tour. |
|
DISTRIBUTION PROCESS |
Jack Macquarie has begun contacting stockiest and awaiting for delivery. He started to recall the advanced release products and started to contrast these two factors. Stocktake would be undertaken once recall complete. Ruth and Jon should arrange credit to customers. |
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CREDIT TO CUSTOMERS |
Frank would handle the credit to customers. He decided to offer compensation to all the customers who received the bad product. Ruth and Jon would coordinate arrangement of credits that was advised by Jack. Jon has to meet a large number of clients. |
|
MANUFACTURING STATUS |
The bad batch halted the process of further manufacturing. Once recall stocktake complete and units returned to manufacture department, all boards and unusable stock would be destroyed. After delivering the new batch of glue, mass batch of boards to take one week to complete. Pete handled this matter. |
|
FINANCIAL IMPLICATIONS |
According to Frank, the impact of cost of recall, manufacture and redistribution of the compensation should be supplied for lost revenue cost from recall. Possible loss of reputation with customers and stockists can occur for bad batch of product. Ruth’s should raise the follow-up communication with Robust Adhesives in lieu of possibility of compensation. |
|
REPUTATION |
Ruth should strategically look after the reputation of the company in the market. Jon and Tim would work hard to correct any poor participations of AO among clients. Tim will release a talk to the media outlets that were sent to review copies. Jon accompanied with Ruth would work to coordinate credit arrangement for customers. Jon would recall and justify the strategy with special customers. |
|
AOB |
Bae have to concern about staff morale in manufacturing, distribution and sales. Potential for poor OHS results great pressure and likelihood of staff work discontentment. Ruth offered to note down all Adept Owl staff notifying them of developments. Bae agreed that issue and suggested to cover the emotional and safety aspects. Frank gave the advice of over-time pay that would be useful for additional work. |
|
END OF MEETING |
The meeting was ended by the realization of Ruth’s realization of over committing. Ruth and Bae are in the middle of writing for a difficult and urgent funding negotiation with Adept Owl manufacturing apprenticeship initiative. Ruth would approve and sign-off on the documents but does not have time to write the meeting transcript herself. Ruth therefore instructed me to write the transcript. I must write to Jon about giving an overview of the planned response and explain the subject of the meeting. Adept Owl staff has to keep me informed about latest development and planning. |
|
NEXT MEETING |
The next meeting will be hold on 15/04/2017. |
Dear Jonathan,
Hello,
I am requesting for the coming income and staff assessment from you:
- We have to gather information about staffs.
- We have to inform your members to prepare for the meeting and the audit that will be there at the end of the month.
- We have to gather information on personal information, results and progress and attendance detail about staffs.
- Our aim is to advise your members to ensure confidentiality of information.
- The staffs should append their signatures on the documents.
- We have to fill up the meeting chair; we have to consider the meeting agenda. Chair has to email the pre-assigned agendas to all attendees preferably a week before the meeting.
- We should immediately double check the minute-taker received in the agenda.
- The authority has to print enough agenda photocopies for all attendees on the day of the meeting.
- We have to email the minute taker with completed minutes as an attachment to all meeting attendees.
- We have to also mail with a link to the file’s location on the server.
I have attached a strategy document and format. Share information among yourself and submit your opinions in the meeting.
Authority concerns about morale of the staffs in manufacturing, distribution and sales. It is necessary to keep staffs on side to avoid industrial dispute. Ruth would write to all Adept Owl staff about notifying developments such as expected delivery of new lot and response of the departments to the crisis. Bae agreed to the proposal and suggested it to cover necessary aspects. Frank proposes note regarding over-time pay that would be available as needed for the extra work, but required to raise consciousness of budgetary issues given increasing costs of the crisis.
Conclusion:
After ending of the meeting, Ruth realised that she had overcommitted herself of writing three communications. She and Bae are in the middle of their submission writing for an urgent funding negotiation with the Department of Management for manufacturing apprenticeship initiative for Adept Owl. Ruth will approve and put signature on the documents but does not have time to write them herself. She has ordered me to write those three documents on behalf of her.
Braybrooke, D., 2014. Meeting needs. Princeton University Press.
Bennett, J., 2014. Meeting needs: NGO coordination in practice. Routledge.
Ertmer, P.A. and Newby, T.J., 2013. Behaviorism, cognitivism, constructivism: Comparing critical features from an instructional design perspective. Performance Improvement Quarterly, 26(2), pp.43-71.
James, K., Reher, P.P., Linares, R., Wells, K., Chute, C., Anderson, H., DeBarmore, R., Vipperman, C., Armstrong, D., Watt, M. and Miner, E.D.G., 2016. Board Meeting Agenda.
Lin, Y.F., Yeh, Y.M.C. and Yang, F.M., 2014. Supervisory quality of board and firm performance: a perspective of board meeting attendance. Total Quality Management & Business Excellence, 25(3-4), pp.264-279.
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