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The topic of meeting

Discuss about the Organizational meetings Management and Benefits.

This report is for a specific games company in Australia. The company is called Adept owls which is quite big. It develops, publishes and distributes card, board and dice games. This report main objectives are to prepare and plan for an important meeting (Emerald Insight, 2015). The meeting is to help the company develop ways to improve its business services as well as assess the training requirements of the employees (Nylund, 2013). The report will include the information on meeting agendas, invitations and minutes.

The major item on the topic of this meeting will be Training requirements for all company departments. This topic is quite important in improving the services of the employees as well as improve specific company departments (Saltman, 2006). In any organization, be it a marketing firm or agricultural firm, adequate training has a positive impact on the operations and performance of the employees hence this is a vital issue in an organization. In that case, then all the training requirements and the benefits of having training must be addressed to the managers and executives of the respective departments. Hence, the main agenda in the meeting will be Training (Berquist, 2014). All the issues regarding training will have to be addressed in that meeting so that managers obtain the skills and expertise to evaluate and review the performance of their employees enabling them to identify where training may be required.

Meeting Requirement Form

Chairperson

Mr. Davies (Chief Executive Office)

Department

Human Resource, Marketing, Sales, Administration, Stores, Production, Customer services, Finance, and Accounts.

Meeting Name

“Training requirements”.

                                                              Details

Date

10th  February 2017

Time scheduled

15 00 hrs.

Location

338 Pitt Street, Level 4

Budget

$ 5000

                                                              Format

Main purpose

To address and explain the benefits of training to the company departments.

Agenda for the meeting

Training and its needs

Participants

Mr. Gareth

Mr. McKenzie

Ms. Ruth

Ms. Sara

Mr. Jack

Mr. Frank

Internal

Mr. Grant

Mr. Jonathan

External

Mr. Carozzi

Mr. Royce

Ms. Ellen

Speakers

Four speakers will be installed on the four sides of the hall

Number of seats

Fifteen  seats will be required

Teleconference or video requirements

Two projectors will be required. The only one will be used the other one will be used in case one fails.

Other supporting materials

Pre-read the meeting report

Case studies

Documentation

Benefits of training and training schemes

Equipment requirements

Two Projectors, sound system(four speakers), two microphones

Hospitality needs

Catering needs

Twenty hamburgers with refreshments and drinks

Accommodation needs

Other needs

 Special needs

Bottled water and cups of tea

Other requirements from the organization team

Punctuality will be highly appreciated by all the attendants even the manager. No one will be allowed in the meeting room after three o'clock. A record on-time arrival will be kept for each attendant.

Applicable conventions to conduct meetings

Not Applicable

Ethical and legal  requirements to conduct meetings

All the participators must abide by the legal and ethical laws during the session. There will be no teasing or quarreling during the meeting. In case that occurs, then those responsible will face strict company actions.

Other important requirements for accessing the meeting room

Every person who attends that meeting will have to come with a pen and a writing material or else they will not be allowed to access the room

Topic: Training importance and requirements

Date: 10th February 2017

Venue: Level 4, 338 Pitt Street

Time:  15 00 hrs.

Chairperson:    Mr. Davies (Chief Executive Officer)

Attendees:  Mr. Gareth, Ms. Ruth, Mr. Jack, Ms. Sara, Mr. Jonathan Mr. Frank, Mr. McKenzie, Ms. Shannon

Topic

Result required

To be done by

Time scheduled

Introduction on training

Provide a quick and brief introduction to training

Mr. Davies (Chief Executive Officer)

5 min

Explain training comprehensively

A detailed and comprehensive explanation of training should be done.

Mr. Davies

15 min

Training requirements

To clearly explain all the items required for a successful training operation

Mr. Davies

30 min

Benefits of training

To clearly explain the merits of good training schemes to the employees as well as the organization

Mr. Davies

15 min

Conclusions

Summarize all the items discussed in the meeting as well lay out any recommendations

Mr. Davies

10 min

Minutes 

Topic :

Date of  the meeting:

Facilitator:

Time  :

Venue:

Participators:

                                                Major  items discussed

No.

Topics

Highlights

1

2

3

4

5

Action plan

No.

Action items

Owner

Date

1

2

3

4

The participators of the meeting are as follows:

  • Chief executive officer
  • Human resource manager
  • The manager of all production operations
  • The finance and accounts manager
  • The sales manager
  • The marketing manager
  • The administration manager
  • The store and warehouse manager
  • Customer operations manager

There will be a meeting on 10th of February 2017 on a Friday. This meeting will be held in Level 4 along 338 pitt street. All managers are highly invited to this meeting that will help rely upon all the training needs of employees in our esteemed company. The meeting will address all the training requirements as well as the benefits of appropriate training schemes to our company. All the managers are highly welcomed to attend.

Your presence will be appreciated.

The Adept Owl Company.

Conclusion

Every department needs experienced and highly trained personnel to ensure effective company operations. We are going to hold a meeting that will help address how we can better our training needs and learn the advantages of training. In this report, all the information regarding the meeting has been well compiled.

This is a way of making concrete plans that will ensure the meeting agenda is achieved. This will lay all the steps and methods the chairperson will have to attain a successful meeting (Shapiro, 2003). This lists all the item and steps necessary to achieve the objectives of the meeting. This action plan is supposed to be clear, complete and deal with the current company trends.

The Requirement form for the meeting

The table below will help the functions of the chairperson in presiding the meeting.

Action plan

Number

Action steps and items

Owner

Target date

Status

1

The chairperson will have to draw and draft all the training needs

Neil Johnson

10th February 2017

Done

2

The chairperson will make analysis and assessments of the training programs and needs.

Neil Johnson

28th May 2017

Done

3

The chairperson and his managerial staff will provide training and obtain feedback from the employees

Neil Johnson

29th May 2017

Done

4

The performance of the employees will be reviewed and analyzed after the training process has been completed

Neil Johnson

29th June 2017

Done

Evaluation form for minute taking

Name of the candidate

Mr. Tim Davies

Agree strongly

Agree

Neutral

Disagree

Disagree strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting was well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Evaluation form for minute taking

Name of the candidate

Mr. Frank

Agreed strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting were well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Evaluation form for minute taking

Name of the candidate

Ms. Sara

Agreed

Strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting were well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

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

P

It was clear to me what was expected.

P

Evaluation form for minute taking

Name of the candidate

Ms. Shannon

Agreed

Strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting were well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Evaluation form for minute taking

Name of the candidate

Mr. McKenzie

Agreed

Strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson.

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting was well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Evaluation form for minute taking

Name of the candidate

Mr. Gareth

Agreed

Strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson.

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting were well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Evaluation form for minute taking

Name of the candidate

Mr. Jonathan

Agreed

Strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting were well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Evaluation form for minute taking

Name of the candidate

Mr. Jack

Agreed

Strongly

Agree

Neutral

Disagree

Disagreed

Strongly

The main purpose and the expectations of the meeting were clearly elaborated by the chairperson

P

The list of attendees was handed to me before the commencement of the meeting.

P

A copy of a minute template was also handed to me so I could use it to record the meeting discussions.

P

The organization conventions and requirements for recording the meeting were well explained by the chairperson.

P

The chairperson elaborated on the specific method of recording that would be used to take meeting notes and their anticipations with respect to the amount of recorded information.

P

I was also given minutes from the previous minutes to enable me to understand what was expected from this meeting.

P

The meeting expectation was clear to me.

P

Conclusion 

From all the analysis and evaluations with regard to the meeting, it is essential to say that the action plan and the evaluation reports must be well documented with appropriate strategies. This will not only enable a successful meeting but also the chairperson will come up with new strategies on how to improve and acquire the training requirements. Most of the purposes and objectives will be analyzed during the meeting and thus enable coming up with appropriate ways to enhance training programs. All documentation to be used during the meeting will be availed to the attendees to enable them to prepare adequately for the meeting.

The reflection describes all the experiences, recommendations and analysis of the above assessments. The task was a success since all the documents had been well planned. All the agenda, minutes, evaluation form were well prepared and this shows that the entire assignment is appropriate.

The following are some of the issues that had to be addressed:

  • Adept Owl Company scheduled its meeting of 10thFebruary 2017 which was on Friday, at 1500 hours and was to be completed at 1800 hours.
  • The meeting was held at 338 Pitt Street, Level 4
  • The participants expected to attend the meeting were the 11 managers.
  • The chairperson identified the errors in the documents and called the organizing team to make corrections(Bagorogoza, 2015). The topic of the meeting was well analyzed and all the documents were well inspected. The chairperson had to make sure all the reports had been well documented and none was missing. It is to be noted that all the required documents were available and well documented.
  • Since the meeting was to be held by top organization officials, the invitation letter had to be official. A section of the invitation letter has been drafted below:

There will be a meeting on 10th of February 2017 on a Friday. This meeting will be held in Level 4 along 338 Pitt Street. All managers are invited to this meeting that will help relay all the training needs of employees in our esteemed company (Davidson, 1998). The meeting will address all the training requirements as well as the benefits of appropriate training schemes to our company. All the managers are highly welcomed.

Your presence will be so much appreciated.

The Adept Owl Company.

The letter had been addressed to all the managers. The date and time had been well stated and thus punctuality was going to be observed. The venue of the meeting was also stated, in case of any directions then the organizing team had to be contacted.

  • The budget for the meeting was $ 5000 since everyone attending that meeting was going to be a company official and so refreshments had to be provided(Harris, 2017). Some of the company resources like projectors, speakers and microphones had to go servicing before being used. The budget allocated was enough to help make the meeting a success.
  • The action plan was availed to all the attendees. The chairperson who was tasked with the most vital tasks regarding the meeting had to adequately comprehend his action plan. This was going to ensure that all the goals set in ensuring successful training programs had to be achieved. The following action plan had been prepared.

Action plan

Number

Action steps and items

Owner

date

Status

1

The chairperson will have to draw and draft all the training needs

Neil Johnson

10th February 2017

Done

2

The chairperson will make analysis and assessments of the training programs and needs.

Neil Johnson

28th May 2017

Done

3

The chairperson and his managerial staff will provide training and obtain feedback from the employees

Neil Johnson

29th May 2017

Done

4

The performance of the employees will be reviewed and analyzed after the training process has been completed

Neil Johnson

29th June 2017

Done

The major roles of the chairperson during the meeting will be to ensure that all the managers contribute effectively. They should be ready to come up with ways to ensure effective training and training schemes.

  • Every aspect regarding the major topic of the meeting should be discussed. It is not necessary that conclusions will be found but all the same, the important aspects of training should be discussed.

Bagorogoza, J., 2015. Organizational meetings: Management and Benefits. Journal of Management Development, 34(8), pp. 962-968.

Berquist, T. H., 2014. Reviewer Assistance: How Important Is the Invitation Letter?. American Journal of Roentgenology , 203(3), pp. 6-17.

Davidson, A., 1998. Meeting Procedures, Brisbane: Program on Nonprofit Corporation.

Emerald Insight, 2015. Organizational meetings: management and benefits. Journal of Management Development, 34(8), pp. 9-23.

Harris, A., 2017. Rethinking the Role of Monthly Staff Meetings: A Teaching Case. Journal Of Human Service Organisations: Management, Leadership and Governance, 41(4), pp. 336-341.

Nylund, M., 2013. Toward Creativity Management: Idea Generation and Newsroom Meetings. International Journal of Media Management, 15(4), pp. 4-12.

Saltman, D. C., 2006. Running effective meetings: a primer for doctors. Postgraduate Medical Journal, 82(5), pp. 5-9.

Shapiro, J., 2003. Action Planning. [Online]
Available at: https://www.civicus.org/view/media/Action%20Planning.pdf
[Accessed 1 April 2018].

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My Assignment Help. (2019). Meeting Planning And Benefits For Organizational Management. Retrieved from https://myassignmenthelp.com/free-samples/organizational-meetings-management-and-benefits.

"Meeting Planning And Benefits For Organizational Management." My Assignment Help, 2019, https://myassignmenthelp.com/free-samples/organizational-meetings-management-and-benefits.

My Assignment Help (2019) Meeting Planning And Benefits For Organizational Management [Online]. Available from: https://myassignmenthelp.com/free-samples/organizational-meetings-management-and-benefits
[Accessed 28 May 2024].

My Assignment Help. 'Meeting Planning And Benefits For Organizational Management' (My Assignment Help, 2019) <https://myassignmenthelp.com/free-samples/organizational-meetings-management-and-benefits> accessed 28 May 2024.

My Assignment Help. Meeting Planning And Benefits For Organizational Management [Internet]. My Assignment Help. 2019 [cited 28 May 2024]. Available from: https://myassignmenthelp.com/free-samples/organizational-meetings-management-and-benefits.

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