Meeting Planning And Procedures At Dublin Port

The Importance of Holding a Meeting with the Board Members

Question:

Discuss about the Preparations For Meeting Of Dublin Port.

Dublin Port is one of the premier ports of Ireland and it is responsible for managing 50% of the trade carried out in the Republic of Ireland. It is situated in the middle of Dublin city which is connected by roads and railways. It is also the main strategic access point for Ireland or more specifically Dublin area.

The order of holding the meetings is being mentioned as following. It is done by prioritizing and segmenting the levels of interest. The overall planning and procedures are being discussed as follows;

Organizations play a major role in preparing the overall meeting with the board members. Being the Chairperson of the Dublin Port, it is important to undertake some formal procedures in order to hold a meeting with the board members.

The agenda of the meeting is given below:

Agenda 1: the Chairperson of the company will be scheduling the board meeting by considering the plans of other members. This will be done by selecting a proper time by considering the convenience of other members which is of immense importance (Kerth 2013). In addition to this, the Chairperson of the Dublin Port must be able to identify the overall agenda or objective of the meeting and why it is being conducted.

Agenda 2: the Chairperson of Dublin Port will be concentrating on two to three strategic points of the topic. The topics will include the ongoing status of the professional services, sales updates, customers’ changing preferences and satisfaction as well; budget reviews customer support issues, new products’ updates, marketing and promotional activities, research and development plans and others. The board members of the Dublin Port will be given the opportunity to speak and cover the topic within the given time. In addition to this, the Chairperson will make sure that the topics are being sent to them beforehand, so that they have a clear idea of the purpose of the meeting (Haug 2013).

Agenda 3: deciding on the venue and time is the most crucial factor, which will be done in the first place. This pre-meeting information will allow the Chairperson of the Dublin Port to keep everything at place. In addition to this, it will be ensured that the board members focus on the main topic of discussion and also keep themselves updated regarding the company’s overall progress. Moreover, feedbacks from the board members will help in discussing the goals as well as priorities of the management team. The Chairperson will also provide the members with an overview of the company’s progress (McNulty, Florackis and Ormrod 2013).

Organizational Procedures for Holding a Meeting

Agenda 4: if the meetings tend to last longer than the allotted time, it will be necessary to schedule informal meetings on the discussion topics, as the board members of Dublin Port may get bored of lengthy formal conversations. The end part of the meetings will focus on taking approvals from the board members, financing, budget planning, concerns regarding other issues, executive compensation or other sensitive issues. Important issues will be discussed at the first place as the board members may lose interest in the end. In addition to this, the Chairperson will review the contracts as well as other business documents in the end of the meeting (Tropman 2013).

For conducting a meeting between the board members and key staff members of the company, the Chairperson needs to make a meeting preparation checklist, where he/she should jot down some important factors.

The agenda of the meeting is given below:

Agenda 1: The foremost thing that will be done in a meeting is to identify the overall purpose of the same. It is important to make sure that the reason and necessity of holding the meeting is crystal clear. Without understanding the purpose of the meeting, the Chairperson of the Dublin Port will not be able to convey the right message to the key memberu543 s (Tricker and Tricker 2015).

Agenda 2: the right participants will be selected on the basis of their positions and merit levels. Most importantly, the Chairperson will also decide where and when the meeting will be held and the key members to whom he/she will assign some major roles of conducting the event. In addition to this, he/she will send invitations to the members, which will also include the preliminary agenda of the meeting. Sending pre reading requests or taking preparations will be recommended. Moreover the Chairperson of the Dublin Port will be able to confirm the space availability, in order to avoid major issues later on the date of the event (Sherman 2012).

Agenda 3: A proper decision making procedure will be chosen by the chairman. This will include the system of voting, leader’s choice and group consensus. In this way, major decisions will be taken by keeping every one’s request into consideration. Moreover, the Chairperson of the Dublin Port will assign workers who can identify, arrange for and also test the necessary equipments for the meeting. In addition to this, finalizing the overall agenda and distributing them to all the participants is also considered to be immensely important and necessary (Bens 2017).

Agenda Items for Meeting with Board Members

Agenda 4: on the day of the meeting, the Chairperson will ensure that every one is present and actively taking part in the meeting. In addition to this, he/she will be verifying that all the key participants are actively concentrating on the event. Before starting, a formal introductory session will prove to be beneficial. It will help the Chairperson of the Dublin Port to know about each and every member and the roles that will be assigned to them. Moreover, the Chairperson will be prepared to conduct the overall session. Power point presentations and printed hand layouts will be prepared beforehand, in order to support the statements (DuBrin 2015). 

On preparing for meeting with the key stakeholders, the Chairperson must be able to establish clear goals as well as strategic planning, in order to ensure that the overall purpose is met effectively. Clearly identifying the goals require marketing and promotion. It is important to identify the community problems and demonstrate how the overall program is going to prove beneficial for the stakeholders and how it is going to meet their goals. In addition to this, the Chairperson of the Dublin Port must provide the key stakeholders with model information. The shared outcomes include case studies, environmental and economical impact. It is also important to gather information regarding the concerns of the stakeholders and their desired outcomes (Bryde and Schulmeister 2012).

Collaborating and problem solving around the specific issues will prove to be beneficial in such cases. In addition to this, the Chairperson must discuss fund related issues with the stakeholders. Descriptive data must be given to them and no information must be concealed. It is important to gather the input of the stakeholders by listening to their view points and ideas. Their perspectives play a quite major role for the benefit of the business. For instance; what is working and what is not, is there anything they are not aware of, is they are unhappy with the business procedure, does the undertaken programs meet their goals and objectives and others (Sayce et al. 2013).

Lastly, the Chairperson of the Dublin Port must be able to create a checklist of information which is being gathered from the interview. In addition to this, the meeting must end by identifying the possible solutions, identifying proper action steps and assigning the responsibility to the responsible person.

The meeting has focused on the issues of financing, budget planning, executive compensation or other sensitive issues. It has also included the ongoing status of the professional services, sales updates, customers’ changing preferences and satisfaction as well; budget reviews customer support issues, new products’ updates, marketing and promotional activities, research and development plans and others.

As per the agenda of the meeting, the Minutes of the meeting can be presented as follows:

1 to 1.15- Dru, Smith, one of the presenters of the meeting welcomed the participants and gave brief introduction about the topic

1.15 to 1.30: the presenter provided an overview of the topic

1.30 to 1.50: the presenter introduced the topic with respect to the specific objectives and connecting the meeting with the same

1.50 to 2.10: David Davis presented detailed information about the topic

2.10 to 2.30: Power point presentation was held on the topic

2.30 to 3- Participants were involved in discussion followed by the remarks of the chairperson

References

Bens, I., 2017. Facilitating with Ease!: core skills for facilitators, team leaders and members, managers, consultants, and trainers. John Wiley & Sons.

Bryde, D.J. and Schulmeister, R., 2012. Applying Lean principles to a building refurbishment project: experiences of key stakeholders. Construction Management and Economics, 30(9), pp.777-794.

DuBrin, A.J., 2015. Leadership: Research findings, practice, and skills. Nelson Education.

Haug, C., 2013. Organizing spaces: Meeting arenas as a social movement infrastructure between organization, network, and institution. Organization Studies, 34(5-6), pp.705-732.

Kerth, N., 2013. Project retrospectives: a handbook for team reviews. Addison-Wesley.

McNulty, T., Florackis, C. and Ormrod, P., 2013. Boards of directors and financial risk during the credit crisis. Corporate Governance: An International Review, 21(1), pp.58-78.

Sayce, K., Shuman, C., Connor, D., Reisewitz, A., Pope, E., Miller-Henson, M., Poncelet, E., Monié, D. and Owens, B., 2013. Beyond traditional stakeholder engagement: public participation roles in California's statewide marine protected area planning process. Ocean & Coastal Management, 74, pp.57-66.

Sherman, A.J., 2012. Raising capital: Get the money you need to grow your business. Amacom Div American Mgmt Assn.

Tricker, R.B. and Tricker, R.I., 2015. Corporate governance: Principles, policies, and practices. Oxford University Press, USA.

Tropman, J.E., 2013. Effective meetings: Improving group decision making (Vol. 17). Sage Publications.