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Manage Meetings : Operation Management

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Question:

Discuss about the Report for Manage Meetings of Operation Management.

 

Answer:

The meeting participants are:

  • General Manager of Operations: Ruth Crabbe
  • Human Resources Manager: Bae Ahn-Bartle
  • (Name of student)

Meeting Requirements Form


Meeting Requirements Form

Chairperson

(Name of student)

Department

Operations Department

Meeting name

Privacy at AdeptOwl

Meeting details

Date

21.09.2016

Time

1600 hours

Location

Adept Owl – meeting room

Budget

20,000 dollars

Meeting format

Purpose

Review the current Adept Owl privacy policy

Agenda Items

•      Welcome and introduction

•      Correspondence

•       Date, time and location of meeting

•      Date of next meeting

•       General business

•      Major agenda items

•       Matters or business arising from the minutes

•       Minutes of the previous meeting

•      Reports

•       Statement of the meeting's purpose

Participants

 

Internal

Ruth Crabbe

Bae Ahn-Bartle

External

Julie Garland McLellan – Board Member, CSP

 

Speakers

(Name of student), Ruth Crabbe, Julie Garland McLellan, Bae Ahn-Bartle

Seating arrangements

In the meeting room, seating will be around the round table.

There will be chairs around the table for everyone.

Video or teleconference requirements

No

Supporting materials

Pre-reading

Sale performance and strategy

Meeting documentation

Meeting Agenda

Equipment requirements

Computer, TV

Hospitality requirements

Catering requirements

Refreshments will be provided for the meeting. Tea and coffee with sandwiches.

Accommodation requirements

 

Other requirements

Special needs of attendees

There is no special needs for the attendees.

 

Other organisational requirements for conducting meetings

Documents l in large print format

Legal and ethical requirements for conducting meetings

We will need to ensure we follow WHS procedures.

Adept Owl has codes of practice/expected behaviour that are to be followed in any meetings.

Other specific requirements

To make sure all staff attend the meeting and they are on time.

 

Meeting Preparation Action Plan

Meeting preparation action plan

Meeting name:

Review the current Adept Owl privacy policy

Meeting date:

21.09.2016

Chairperson/host:

Ruth Crabbe

Action required

By whom

By when

1. Identify meeting issues and relevant meeting member

Shannon Grant

20.09.2016

2. Appoint the organiser to schedule meeting timetable and agenda

Tesfaye Tessema

15.09.2016

3. Send invitation and confirm

Aban Rezek

16.09.2016

4. Organise meeting room, refreshments and equipment

Shannon Grant

16.09.2016

5. Check the meeting room to ensure everything is fine

Shannon Grant

16.09.2016

6. Run the Meeting according to the meeting agenda

Shannon Grant

21.09.2016

7. Record and store the meeting information on the computer drive

Aban Rezek

21.09.2016

8. Send the meeting file to relevant person

Aban Rezek

22.09.2016

Meeting Invitation

Adept Owl Games Company

16 September

Dear Colleagues,

I, Aban Rezek , IT officer, would like to call  Ruth Crabbe (GM operations) and  Bae Ahn-Bartle (HR Manager), for the purpose of review of the existing privacy policy of our company. The purpose of the meeting is to identify, analyze and evaluate the current privacy policy. The venue of the meeting is Meeting Room and it will commence from 4 pm and would end at 6.30 pm.

You are a part of this company for a reasonable amount of time. Our company has successfully delivered many projects. Our client satisfaction rates are also high. This has been possible only through your support and cooperation. You know the importance of the privacy policy in our business. It is one of the most important documents and can be compared to a legal document too. It is important to review and update this policy. Please go through the privacy policy before attending the meeting.

The purpose of the meeting is to identify any loophole in the privacy policy and suggest suitable changes in the same. The meeting agenda is as under-

TASKS

TIME

VENUE

Welcome and introduction

10 minutes

Meeting Room

Correspondence

20 minutes

Meeting Room

Date of next meeting

5 minutes

Meeting Room

General business

20 minutes

Meeting Room

Major agenda items

30 minutes

Meeting Room

Matters or business arising from the minutes

10 minutes

Meeting Room

Minutes of the previous meeting

20 minutes

Meeting Room

Reports

10 minutes

Meeting Room

Statement of the meeting's purpose

 

15 minutes

Meeting Room

Kindly arrive within time. I am looking forward to a valid discussion on the effectiveness of the privacy policy. Please be prepared with all the necessary documents and manuals.

Adept Owl Games Company

Meeting Agenda

Meeting Topic

Review the current privacy policy

Chairman

Aban Rezek

Date

21 September 2016

Time

4 pm

Location

Meeting Room

 

Milestones

Description

TIME

Welcome and introduction

Introducing the participants

10 minutes

Correspondence

Important policy documents

20 minutes

Date of next meeting

Finalize date of next meeting

5 minutes

General business

Existing business scenario

20 minutes

Major agenda items

Topic to be discussed

30 minutes

Matters or business arising from the minutes

Major points

10 minutes

Minutes of the previous meeting

Learning from previous meeting

20 minutes

Reports

Key findings

10 minutes

Statement of the meeting's purpose

 

Identify the fulfillment of the meetings’ objectives

15 minutes

Issue to be addressed

To allow multi-player participation and command a system of connections and communications, organizations must assemble more private data from customers.  It is also customary now for accounts inside gaming channels to be attached to broader online networking sites.

Moreover while pursuing high numbers and hunting might be the signature of maximum games, secrecy concerns should not be a reconsideration. Like any other web activity, how data is gathered, distributed and utilized by the business is to be considered sincerely.

The manner of private data obtained via such games are names, locations, and card data for payment requirements, to email ids and IP locations, to feedback ratings, digital pictures, and customized profiles. These data are used by criminals to get access to an individual’s life and then harm or blackmail them, extort money, etc. Personal grudges are also an important factor for such criminals, to take revenge. Stronger enforcement of privacy laws is required. In addition, judiciary actions have to be more rigid. Solid privacy policies need to cover all the issues and ensure security.

 

Meeting minutes Template

Review the current Adept Owl privacy policy

9.21.2016

04:00 pm

AdeptOwl Meeting room

Meeting called by

Ruth Crabbe

Type of meeting

Review

Facilitator

Aban Rezek

Note taker

Shannon Grant

Timekeeper

Aban Rezek

Attendees

Ruth Crabbe, Julie Garland McLellan, Bae Ahn-Bartle

[Agenda Topic]

45 minutes

Ruth Crabbe

Discussion

 

Welcome, introduction, correspondence, general business, major agenda items

 

Conclusions

 

Covered all topics clearly

[Agenda Topic]

50 minutes

Bae Ahn-Bartle

Discussion

 

Major agenda items, general business, statement of meeting’s purpose , minutes of previous

Previous Meetings

Conclusions

 

Covered all topics

Action Items

Person Responsible

Deadline

[Agenda Topic]

25 minutes

Julie Garland McLellan

Discussion

 

General business, statement of meeting’s purpose, key points

Conclusions

 

Covered all topics

Action Items

Person Responsible

Deadline

Appendix 1 – Meeting participant evaluation Form

Student name

1

 

Strongly Agree

Agree

Neutral

Disagree

Strongly Disagree

The meeting started on time.

ü   

 

 

 

 

The meeting purpose was clear.

ü   

 

 

 

 

The chairperson kept discussions focused on achieving the purpose of the meeting.

 

ü   

 

 

 

The chairperson maintained control of the meeting throughout the duration.

 

 

ü   

 

 

The chairperson ensured all participants were involved in discussions.

 

ü   

 

 

 

The chairperson facilitated the problem-solving activity to resolve any issues.

 

ü   

 

 

 

The chairperson facilitated decision-making to ensure required decisions were made.

 

ü   

 

 

 

The meeting followed the agenda.

ü   

 

 

 

 

The desired outcome for the meeting was achieved.

ü   

 

 

 

 

The meeting concluded on time.

ü   

 

 

 

 

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

Covered all agendas as allocated, clear ideas provided.

Student name

2

 

Strongly Agree

Agree

Neutral

Disagree

Strongly Disagree

The meeting started on time.

ü   

 

 

 

 

The meeting purpose was clear.

ü   

 

 

 

 

The chairperson kept discussions focused on achieving the purpose of the meeting.

ü   

 

 

 

 

The chairperson maintained control of the meeting throughout the duration.

 

ü   

 

 

 

The chairperson ensured all participants were involved in discussions.

ü   

 

 

 

 

The chairperson facilitated the problem-solving activity to resolve any issues.

 

ü   

 

 

 

The chairperson facilitated decision-making to ensure required decisions were made.

 

ü   

 

 

 

The meeting followed the agenda.

ü   

 

 

 

 

The desired outcome for the meeting was achieved.

ü   

 

 

 

 

The meeting concluded on time.

ü   

 

 

 

 

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

Covered all allocated agendas, informative and clear.

Appendix 2 – Minute-taker evaluation Form

Student name

 

 

Strongly Agree

Agree

Neutral

Disagree

Strongly Disagree

The chairperson clearly explained the meeting purpose and the expected outcomes.

 

ü   

 

 

 

I was provided with a list of the attendees and their roles prior to the meeting.

ü   

 

 

 

 

I was provided a copy of a minute template to use to record the meeting discussions.

ü   

 

 

 

 

The chairperson explained any organisational requirements/conventions for recording the meeting minutes.

 

 

ü   

 

 

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

 

ü   

 

 

 

I was provided with examples of previous minutes to assist me with understanding what was required.

ü   

 

 

 

 

It was clear to me what was expected.

ü   

 

 

 

 

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

All agendas completed on time.

 

Adept Owl Games Company

From: Aban Rezek

Date: 22 September 2016 11:28:25 AM NZDT

To:

Subject: Meeting request

Good morning!

On behalf of Ruth Crabbe and Bae Ahn-Bartle thank you for the request to meet to discuss the new privacy policy in Adept Owl. Unfortunately, due to heavy diary commitments the MD regrets that he was not be able to meet.

However, the meeting was successful, thanks to everyone present. Themeeting recordings and the transcripts are attached with the mail. Kindly check.

Kind regards,

Aban Rezek,

IT Officer, Adept Owl Games Company

 

Reflection

Reflecting upon experience is a critical capability for all professionals to develop better communications skills, conflict resolution and enhance future performance. To look back on the meeting that was administered as group work this term has allowed participating students to gain much practical knowledge on how to conduct meetings. This paper will consider the role that I played in this management, as well as critically examine our performance. It could be discussed that our team executed well overall, yet more regulation that is efficient and coordination skills could have been corrected. This paper will comment on the group dynamics, presentation style, as well as recommend possible amendments in any future management.

Reflecting upon my role as "chair person," I felt at the time that this did not entirely suit my character profile.  For me, perhaps the most challenging part of being designated this role was working and communicating effectively with our team in a bright and assertive way. In hindsight, this was a big challenge that I encountered in this activity. However, it also enabled me to develop my skills and courage in these areas over the number of weeks we were involved in the management task.

GM Operations Ruth Crabbe, HR Manager Bae Ahn-Bartle, Julia Garland Mclellan from CSP were invited to the meeting to discuss regarding the new privacy policy of Adept Owl. They are in this industry for a long time and are the best people to share the experiences they have gathered. Regarding the plans apparently, the HR is the first person we got to in any organization.

The participants were invited over mail beforehand, giving them ample time to schedule their other appointments. Along with the invites, a brief curriculum was attached to inform them about the purpose and structure of the meeting.

It was essential for the staff to be aware of the new rules and policies brought in the organization. The legal terms and conditions are always necessary to be communicated to the employees. So the needed data and files were gathered before the meeting to avoid any disruptions in the agenda.

The budget was discussed for the new policies, along with the new approaches to maintain client and employee privacy.

All these were imperative to portray a clear picture of the whole meeting in front of the attendees.

The participants were provided with the new privacy policy documents, also the agenda of the meeting and what topics they have to cover in the meeting via mails. They were also handed hard copies of the same. The meeting recordings, documents used as references, transcripts, etc were all mailed by the IT team to the company staff after the meeting got over.

The privacy issues clients faced were addressed and solutions were provided. Implementation of new technologies was agreed upon.

As the chairperson, I had to take care of the correspondence and welcome section. The participants did the rest. There were proper coordination and interaction, and all the agendas of the meeting were met with.

The goal was to create awareness about privacy issues and find solutions to them. All issues were addressed, and satisfactory outcomes were there. The most important solution that came up was implementation stronger data protection enforcement laws. Hackers  and criminals use the privacy data collected from games worldwide to get access to an individual’s private information and use it to blackmail or harm them in any way, or extort money from them

The meeting minutes were according to agenda and utilized properly. Everyone got the amount of time necessary to put forward their statements. Distribution of the minute tacker evaluation forms and meeting minutes templates to the respective individuals ensured all agendas being covered smoothly. Overall, it was a successful meeting.

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