Managing Meeting for Adept Owl Games Company

Planning and Preparing for Meeting

Discuss about the Managing Meeting for Adept Owl Games Company.

The Adept Owl Games Company is an Australian manufacturer company of dice and cards of games and other indoor board games for child, teens, adults and indoor game enthusiast. This case study has enlightened about a specific meeting conduction process of the company in order to improve their operational performance and profitability. The detail description of the meeting was described along with the three crucial stages namely, planning of the meeting, conduction of the meeting, evaluation and reflection of the whole procedure. There are basically three assessments in this case study explaining the basing three phase of the meeting conduction and decision making procedure. Both require different documentations of the overall meeting process of the company including the meeting requirements, meeting agenda, minutes of meeting and the action plans and then meeting participation evaluation. The open ended and close ended survey is conducted among the participants of the meeting in evaluation process. In reflection process, the detail description of the meeting has been described.

Topic of the meeting

The topic of the meeting to be conducted is “Training requirements for the employees of all department of the Adapt Owl Company.” The topic is chosen by the management of the mentioned company, after reviewing the current productivity and quality of performance of the employees. According to the managers of the Adapt Owls Company, training is required for all the departments of the company. The target of the organization is to enhance the performance of the employees with the help of appropriate training session and thus enhance the overall revenue of the company. Along with that, effective training will also help the company to retain more numbers of employees and enhance their job satisfaction. Firstly, the training requirements as well as the benefits of conducting a training session must be conveyed to all of the managers of the company. This is to ensure that all the managers are well informed about the specific requirements of the employees so that they can develop strategies for training according to the detected requirements of each employee.

Organization structure:

CEO	Operational Manager	Admin manager	Administration Team
		Jack Macqarie
Tim Davies	Jayne Dashiell	Consumer relationship Manager	Consumer Help
		Peter Macquaire
	Production development Manager	Production team
	Gareth Sing
	Logistics Manager	Supply management officer
	Ruth Crabbe	Distribution Officer
		Store Management Officer
	Marketing and Sales Manager	Marketing team
	Jonathan Redmond	Sales Team
	Finance Manager	Accounts and Finance Team
	Frank Goudie
	HRM Manager	Human resource team
	Mr. Bae Ahn-Bartle

CEO: Tim Davies
Operational Manager: Jayne Dashiell
Manager HR: Mr. Bae Ahn-Bartle
Production Manager: Gareth Sing
Finance Manager:Frank Goudie
Marketing and Sales Manager: Jonathan Redmond
Admin Manager: Jack Macqarie
General Logistics Manager: Ruth Crabbe
Consumer Relationship Manger: Peter Macquaire

Meeting Requirement Form

Meeting Requirement Form
Chairperson	Mr. Tim Davies (CEO)
Department	Human Resource Department, Finance Department, Marketing Department, finance Department, Administration Department, Production Department, Customer Service Department
Meeting Name	“Training requirements for all departments of the Adapt Owl Organization”.
Meeting details
Date: 6/1/2013	May 22, 2017.	Time	10.00 AM
Location	XYZ Hall	Budget	6000 Dollars
Meeting format
Purpose	To convey the cruciality of training session in all departments to all the department heads.
Agenda	Training Session
Participants Mr. Tim Davis Mr. Jayne Dashiell Mr. Ruth Crabbe Mr. Gareth Singh Mr. Jack Macquaire Mr. Jonathan Redmond Mr. Frank Goudie Mr. Bae Ahn-Bartle Mr. Peter Macquaire	Internal Mr. Tim Davis Mr. Jayne Dashiell Mr. Ruth Crabbe Mr. Gareth Singh Mr. Jack Macquaire Mr. Jonathan Redmond Mr. Frank Goudie Mr. Bae Ahn-Bartle Mr. Peter Macquaire	External None
Speakers	five speakers in all sides of the training Hall and
Seating arrangements	20 seats required
Video or teleconference requirements	One projector, One Laptop, One laser pointer, internet connection in the hall
Supporting material
Pre reading	Performance score of each of the employees, Case Studies
Meeting documentation
Equipment requirements	Sound system, projector, microphone, laptop and pointer
Hospitality requirements
Catering requirements	10 Hot Dogs, 5 Veg Cheese Sandwich, refreshments and Drinks
Accommodation requirements	15 Revolving Chairs, Air Conditioned Hall, One projector, One Laptop, One laser pointer, internet connection in the hall
Other requirements
Special needs for attendees	Water bottles, tea
Other organizational requirements for conducting meeting	All the participants need to arrive 15 minutes before the starting time of the meeting. No participants will be allowed to enter the meeting room after 15 minutes of the starting time of the meeting. Punctuality as well as professionalism is the other two crucial requirements, which must e shown by the employees during the meeting.
Applicable conventions for conducting meetings	Not Applicable
Legal and ethical requirements for conducting meetings	All participants need to comply with all the labor as well as ethical laws at the time of the meeting. Heavy penalty will be induced on participants in case of teasing or quarrelling with any member of the meeting.
Other specific requirements	All the participants are requested to bring their own pen and writing pad along with them.

Meeting Agenda

Subject: Training requirements for all departments of the Adapt Owl Organization		Date: 6/1/2018
Location: XYZ Hall		Time: 10.00 AM
Chairperson: Mr Tim Davis (CEO)
Attendees: Mr. Tim Davis, Mr. Jayne Dashiell, Mr. Ruth Crabbe, Mr. Gareth Singh, Mr. Jack Macquaire, Mr. Jonathan Redmond, Mr. Frank Goudie, Mr. Bae Ahn-Bartle, Mr. Peter Macquaire
Topic	Decision or result required	Owner	Time
Training Introduction	Provision of understanding as well as training to the departmental manager of the organization.	Mr. Tim Davis (CEO)	5 minutes
Explaining the training Session	In order to provide detailed understanding of training system	Mr. Tim Davis (CEO)	10 minutes
Training requirements in the organization departments	To inform the managers of the entire department about specific requirements of the employees.	Mr. Bae Ahn-Bartle (HR Manager)	30 minutes
Advantages of training	Enhancing the overall revenue of the company by enhancing the efficiency of the employees	Mr. Tim Davis (CEO)	10 minutes
Conclusion and recommendations	Summing up all meeting reasons and benefits of training	Mr. Tim Davis (CEO)	5 minutes

Minutes of Meeting

Subject:	Training requirements for all departments of the Adapt Owl Organization	Date:		6/1/2018.
Facilitator:	Bae Ahn-Bartle	Time:		10.00am
Location:	XYZ Hall
Attendees:	Mr. Tim Davis, Mr. Jayne Dashiell, Mr. Ruth Crabbe, Mr. Gareth Singh, Mr. Jack Macquaire, Mr. Jonathan Redmond, Mr. Frank Goudie, Mr. Bae Ahn-Bartle, Mr. Peter Macquaire

Key points discussed
No.			Topic		Highlights
1			Introducing training		Training types
2			Training process flow		Discussion about overall training process
3			Training requirement analysis		How to find out the specific requirements of each of the employees
4			Appraise performance		Methods of appraising the performance of the employees.

Action plan
No.	Action Required	By whom	By when
1	Accessing Training requirements	Tim Davis	10^th June 2018
2	Providing training and gathering feedback from employees	Tim Davis	12th June 2018
3	Analyze employee performance after training	Tim Davis	14^th June 2018

Meeting invitation

Topic of the meeting: Training requirements for all departments of the Adapt Owl Organization

Date: 23^rd May 2018 Venue: XYZ Hall Melbourne

Day: Saturday

Mr. _____

Manager of ____department

This is to inform you that a meeting will be conducted on 1^st June 2018 in order to discuss about the training requirement of all the employees of our organization. Hence, the participation of all the managers of the eight departments of Adapt Wools are invited to take part in the discussion. This meeting is specially designed to provide know-how of training needs and its benefits to all company managers of all departments. Please note that your participation is highly valuable, and we are looking forward towards your honorable participation.

Participants of the Meeting

Yours Sincerely,

Mr. Tim Davis

( CEO of the The Adept Owl Games Company. Australia)

Meeting Participant evaluation form

Candidate Name	Ruth Crabbe
	Strongly agree	Agree	Neutral	Disagree	Strongly disagree
The meeting started on time		P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting		P
The chairperson ensured all participants were involved in discussion		P
The chairperson facilitated the problem-solving activity to resolve any issues			P
The chairperson facilitated decision-making to ensure required decisions were made.		P
The meeting followed the agenda		P
The desired outcome for the meeting was achieved		P
The meeting concluded on time			P
General feedback regarding the way in which the meeting was conducted

Candidate Name	Gareth Singh
	Strongly agree	Agree	Neutral	Disagree	Strongly disagree
The meeting started on time		P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting		P
The chairperson ensured all participants were involved in discussion	P
The chairperson facilitated the problem-solving activity to resolve any issues			P
The chairperson facilitated decision-making to ensure required decisions were made.			P
The meeting followed the agenda		P
The desired outcome for the meeting was achieved	P
The meeting concluded on time			P
General feedback regarding the way in which the meeting was conducted

Candidate Name	Jack Macquarie
	Strongly agree	Agree	Neutral	Disagree	Strongly disagree
The meeting started on time		P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting		P
The chairperson ensured all participants were involved in discussion	P
The chairperson facilitated the problem-solving activity to resolve any issues			P
The chairperson facilitated decision-making to ensure required decisions were made.		P
The meeting followed the agenda	P
The desired outcome for the meeting was achieved		P
The meeting concluded on time			P
General feedback regarding the way in which the meeting was conducted

Candidate Name	Peter Mckenzie
	Strongly agree	Agree	Neutral	Disagree	Strongly disagree
The meeting started on time		P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting		P
The chairperson ensured all participants were involved in discussion			P
The chairperson facilitated the problem-solving activity to resolve any issues	P
The chairperson facilitated decision-making to ensure required decisions were made.		P
The meeting followed the agenda		P
The desired outcome for the meeting was achieved	P
The meeting concluded on time			P
General feedback regarding the way in which the meeting was conducted

Candidate Name	Jonathan Redmond
	Strongly agree	Agree	Neutral	Disagree	Strongly disagree
The meeting started on time		P
The meeting purpose was clear			P
The chairperson kept discussion focused on achieving the purpose of the meeting		P
The chairperson ensured all participants were involved in discussion	P
The chairperson facilitated the problem-solving activity to resolve any issues			P
The chairperson facilitated decision-making to ensure required decisions were made.		P
The meeting followed the agenda		P
The desired outcome for the meeting was achieved	P
The meeting concluded on time			P
General feedback regarding the way in which the meeting was conducted

Candidate Name	Frank Goudie
	Strongly agree	Agree	Neutral	Disagree	Strongly disagree
The meeting started on time		P
The meeting purpose was clear		P
The chairperson kept discussion focused on achieving the purpose of the meeting		P
The chairperson ensured all participants were involved in discussion	P
The chairperson facilitated the problem-solving activity to resolve any issues			P
The chairperson facilitated decision-making to ensure required decisions were made.		P
The meeting followed the agenda	P
The desired outcome for the meeting was achieved		P
The meeting concluded on time			P
General feedback regarding the way in which the meeting was conducted
Candidate Name

		Bae-Ahn-Bartle
	Strongly agree		Agree	Neutral	Disagree	Strongly disagree
The meeting started on time			P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting			P
The chairperson ensured all participants were involved in discussion			P
The chairperson facilitated the problem-solving activity to resolve any issues				P
The chairperson facilitated decision-making to ensure required decisions were made.			P
The meeting followed the agenda			P
The desired outcome for the meeting was achieved			P
The meeting concluded on time				P
General feedback regarding the way in which the meeting was conducted

Candidate Name		Jayne Dashiell
	Strongly agree		Agree	Neutral	Disagree	Strongly disagree
The meeting started on time			P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting			P
The chairperson ensured all participants were involved in discussion				P
The chairperson facilitated the problem-solving activity to resolve any issues	P
The chairperson facilitated decision-making to ensure required decisions were made.			P
The meeting followed the agenda	P
The desired outcome for the meeting was achieved			P
The meeting concluded on time				P
General feedback regarding the way in which the meeting was conducted

Candidate Name		Tim Davies
	Strongly agree		Agree	Neutral	Disagree	Strongly disagree
The meeting started on time			P
The meeting purpose was clear	P
The chairperson kept discussion focused on achieving the purpose of the meeting			P
The chairperson ensured all participants were involved in discussion	P
The chairperson facilitated the problem-solving activity to resolve any issues				P
The chairperson facilitated decision-making to ensure required decisions were made.			P
The meeting followed the agenda	P
The desired outcome for the meeting was achieved				P
The meeting concluded on time				P
General feedback regarding the way in which the meeting was conducted

Minute taker evaluation form

Candidate Name		Ruth Crabbe
	Strongly agree		Agree	Neutral	Disagree	Strongly disagree
The chairperson clearly explained the meeting purpose and the meeting‘s expected outcome.			P
I was provided with a list of attendees prior to the meeting.	P
I was provided a copy of a minute template to use to record the meeting discussions.			P
The chairperson explained any organizational requirements /conventions for recording the meeting purposes.	P
The chairperson explained the required method for recording the meeting notes and their expectations with regards to level of detail of information recorded.			P
I was provided with the examples of previous minutes to assist me with understanding what was required				P
It was clear to me what was expected.			P
General feedback regarding the information you were provided regarding taking minutes for the meeting:

Candidate Name		Jayne Dashiell
	Strongly agree		Agree	Neutral	Disagree	Strongly disagree
The chairperson clearly explained the meeting purpose and the meeting‘s expected outcome.			P
I was provided with a list of attendees prior to the meeting.	P
I was provided a copy of a minute template to use to record the meeting discussions.				P
The chairperson explained any organizational requirements /conventions for recording the meeting purposes.	P
The chairperson explained the required method for recording the meeting notes and their expectations with regards to level of detail of information recorded.	P
I was provided with the examples of previous minutes to assist me with understanding what was required			P
It was clear to me what was expected.			P
General feedback regarding the information you were provided regarding taking minutes for the meeting:

Candidate Name		Bae Ahn-Bartle
	Strongly agree		Agree	Neutral	Disagree	Strongly disagree
The chairperson clearly explained the meeting purpose and the meeting ‘s expected outcome.			P
I was provided with a list of attendees prior to the meeting.			P
I was provided a copy of a minute template to use to record the meeting discussions.			P
The chairperson explained any organizational requirements /conventions for recording the meeting purposes.	P
The chairperson explained the required method for recording the meeting notes and their expectations with regards to level of detail of information recorded.			P
I was provided with the examples of previous minutes to assist me with understanding what was required	P
It was clear to me what was expected.			P
General feedback regarding the information you were provided regarding taking minutes for the meeting:

The meeting has been organized with the acknowledgement and participation of Mr Tim Davies the CEO of Adept Owl Games Company. The main purpose was discussing the current status of Adept Owl Games Company`s workforce efficiency and its up-gradation for advance cost efficient production cycle. The meeting was conducted in the conference room no. 5, level 13, 120 Ruthven Street, Melbourne at 11:00 A.M. The CEO and other participants were aware of the venue and the timing of the meeting from the initial day of broadcasting. CEO, Operating manager, Marketing Manager, Sales manager, Store manager, finance manager, Human resource manager, Administration manager were invited to attend this meeting. The collaborative participation of all the participants was highly appreciated. The hosts of this meeting are thankful to the CEO for granting the program as well the operating team to arrange the initial components for the meeting.

Before organising the meeting, company’s policy report of last 2 years along with the employee Key performance indicator profile with respect to their supervising department were documented and incorporated within the decision making procedure. The annual appraisal reports of last five years were also collected to analyse the current performance potentialities and the operational lags. Ms Jayne Dashier to provide the logistic performance report as well as the efficiency of the employees involved with the terminal stages of production cycle. The sales reports, as well as the market competence report along with both qualitative and quantitative data support, were presented by the marketing department manager, sales manager and the finance manager. Ms Jayne Dashier took all the details and key note of conversation and decision making process of this meeting. Before starting the meeting all of the participants have signed under the paper supporting the compliance of legislative issues, policy and procedure. Ms Jayne Dashier sent this paper`s copies to all participants through e-mail after 1 week of meeting.

At the very beginning the operational manager gave his statement and perception on the existing operational dilemma due to lack of expertise in workforce. The Human resource manager supported this issue indicating the lack of effective motivation as the main cause of this hindrance. As per the submitted paper the appraisal procedure of the current human resource policy invested their maximum potential asset for the motivation and empowerment. The administration manager added a significant point regarding the monitoring report that has been brought out earlier regarding the lack of knowledge of the existing workforce on the current production cycling and equipment handling. The marketing and sales manager also supported this statement by saying the sales teams are also facing some sever problem regarding their updated sales plan and virtual team management policy.

The CEO said that we need urgent and effective training and development plan irrespective of any department to upgrade their functionality while giving the responsibility to the operational manager. The operational manager assured about the new training and development procedure with should be conducted with the cooperative presence of the Human Resource Manager. The Management board will take necessary decision to implement the plan after taking acknowledgement from the CEO. The meeting ended with the CEO`s speech. The brief discussion report and the taken decision have been sent through email to all the participants as well as to the responsible stakeholders.

Conclusion:

Evaluation process is one of the key regulatory success criteria in any decision making system. In this case, the managing board has decided to develop effective training and development plan for all the employees. At the same time, it has been also declared that the operational manager and the Human Resource manager will be responsible to develop the training program. The finance team will responsible for the budget planning for the training. The meeting was conducted meeting to improve their operational performance and profitability of the Adept Owl Game Company. From the above reflection, it has been also identified that sales, marketing, production and logistics are the major department who need the training and development most. With adequate and tangible training program, the workforce of these departments can achieve their target. The overall performance improvement can increase the productivity, brand reputation, consumer loyalty, operational efficiency, profitability and other success measures.

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