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Business Administration Event: Planning A Meeting Add in library

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Questions :

1. Prepare for the informal meeting. In a Word document do the following:
 
(a) Prepare an agenda for the meeting. (If necessary you may need to review the previous meeting minutes and consult with other meeting members).
 
(b) Outline the meeting arrangements in accordance with organisational requirements. Include booking rooms, organising catering, equipment and any other arrangements.
 
(c) Explain how you will dispatch the meeting agenda and any other meeting documents to meeting participants within designated organisational timelines. (Some organisations require the agenda to be dispatched 7 days before a meeting. (You may provide a screen shot of any emails sent to participants).
 
 

2. Conduct an informal meeting making sure you do the following:
 
(a) Chair the meeting focusing on achieving the meeting’s objective.
 
(b) Follow the meeting agenda.
 
(c) Get one of the participants to take the Minutes and record the decisions made during the meeting.
 
(d) The meeting must be at least 20 Minutes long.
 
3. Check and distribute meeting minutes and file meeting records. Complete the following:
 
(a) Edit and type up the Minutes of the meeting that you will distribute to participants in a Word document.
 
(b) In a separate document explain how you would distribute the Minutes of the meeting and the timeframe you would follow.
 
(c) Also explain how you would file meeting records and other meeting documentation.
 
 

Answer :

The meeting will be an informal meeting conducted over the web conference with different branch heads of the company to inform them of a decision to implement ERP in the organization. This meeting is very important in setting the path clear to all the stakeholders of the organization (Business Communication, 2013).

Agenda for the meeting:

1. Why ERP is important in an organization?

2. How ERP will set the future path for the organization?
 
3. What are the challenges with the ERP system of the company?
 
4. Who is the vendor Selected for the process?
 
5.How and when the process will start?
 
6. Requesting cooperation from all branch heads during the process.
 
7. Feedback session.

Meeting Arrangements:

From the headquarters four people will be present. These three people are:

1. CEO of the organization.
 
2. CIO of the organization.
 
3. COO of the organization.
 
4. Chairperson of the company’s Board of Directors ( This is me, meeting will be chaired by me).
 
 

Arrangements at the Headquarters:

1. Conference room to be readied with 4 video conferencing facility.

Web-conferencing products are real-time collaboration tools that support interactions over a network between participants in multiple meeting formats. Types of meetings and communications that fall into the category of Web conferencing include webinars, online meetings and audio communications. A separate telephone bridge is generally used for the audio portion, but voice over Internet Protocol (VoIP) is increasingly being used, and often at the same time. Video from desktops, smartphones or tablets can be supported within meetings. Vendor offerings are increasingly enabling users not only to participate in, but also to host meetings from mobile devices with video. For VoIP and video support, accessories such as headsets and webcams should be included in the purchasing decision. 

2. Catering service for four people who will be present at the meeting( The HR team at the headquarter will look into this and have already be intimated for the same)

Arrangements at Branches:

All branch heads need to connect to video conferencing via Adobe connect. Please make necessary arrangement for the same.

The Adobe Connect offering has maintained good traction in the education, government and defense verticals. Improved execution by Adobe has shown increased, broader adoption among enterprises. Adobe Connect supports iPhone, iPad and Android device access to conferencing sessions, and also allows presenters to host meetings from mobile devices with video. With its CQ social platform, part of Adobe's Web experience management solution, Adobe enables marketing leaders to extend Connect webinars and webcasts into topic-based social communities and groups. Pre-event management, customization and branding, post event follow-up, and lead generation can be handled in CQ, which is integrated with Adobe Connect. Adobe Connect also has integrations with UCC environments, such as Microsoft Lync, IBM same time and Cisco Jabber. For a wide range of use cases and integrations with UCC infrastructures, enterprises should evaluate Adobe Connect.

 

Benefits of Web Conferencing:

Web conferencing benefits businesses in various ways. It can help to reduce geographic barriers for teams who need to work on projects or specific business processes. Training can be rolled out virtually to employees in multiple locations. There are potential productivity increases and cost reduction from reducing business travel. Because of worldwide economic trends, Web conferencing has become not only a way to cut expenses but the preferred method over travel in many organizations. With Web-conferencing tools, enterprises can also benefit from engaging with external constituents such as business partners and customers to continually build those relationships (Business Communication, 2013).

Dispatching of Meeting Agenda:

The meeting agenda has been sent by email with the ppt which will be used for discussion. This will help in preparing beforehand. A different mail will be sent to the IT heads and the HR team which has also been marked with details outling the plan for the IT and catering requirement.

Deployment models: On-premises, software as a service (SaaS) and hybrid, as well as managed services

STRENGTHS

1. The user interface is configurable by the host of each meeting, and functionality can be extended by the use of pre-existing extensions or by creating them from scratch.

2. Adobe has targeted expertise for education, enterprise, government and specific defense environments.
 
3. Adobe Connect has integration with enterprise UCC infrastructure platforms.
 
 

CAUTIONS

1. Clients indicate that Adobe Connect tends to be one of the more expensive offerings, and that the licensing model can be complex to understand. Adobe has updated its pricing model in the recent release of Adobe Connect 9 to address this.

2. Clients have reported experiencing occasional VoIP audio problems when using Adobe Connect for webinars. Adobe guidance is for users to remember to clear the browser cache and cookies.
 
Minutes of the meeting

This will be the heads which will be discussed under different heads.

1. Addressable notice by CEO: Key Highlights

2. Addressable notice by CIO: Key Highlights
 
3. Addressable notice by COO: Key Highlights
 
4. Addressable notice by Chairperson: Key Highlights
 
5. Branch head communication: Number wise
 
6. Agenda for the next meeting
 
7. Progress report release date
 
8. Next meeting date

Minutes of the meeting format will be distributed to all participants in a separate format which will be sent via email. This will help in creating the right environment for the meeting.

 

References:

Business Communication. (2013, March 20th). Retrieved from https://www.exforsys.com/career-center/business-communication/the-world-of-business-communication/1.html.

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