BSBADM502 Manage Meetings Task 1

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The Adept Owl Games Company. Australia Meeting Case Study

Introduction

This case study is about an Australian company named The Adept Owl Games Company which is a manufacturer of dice and cards of games and other systems. The case study enlightens about the entire meeting process of the company in order to grow its business with the help of training need assessment and after that to provide training to the employees and the staff. There are basically two assessments in this case study namely assessment one and assessment two. 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.

Assessment One

Meeting topic

The topic of the meeting is “Training Needs for all departments of the company.” The topic is chosen because it is felt that the training is required in the all of the departments of the organization. Training is the process by which the organizations are making and changing themselves to a better situation in all respects. But first of all, the training needs and the advantages of having training must be conveyed to all nanagers of the departments. Therefore, it is further decided that the agenda and the topic for the business meeting must be training so that the managers of all the departments might be able to assess their subordinates in a good manner as required and polish them according to the needs and demands of the job.

Meeting participants

Following are the participants of the meeting:

CEO
Manager HR
Production Manager
Finance Manager
Sales Manager
Marketing Manager
Admin Manager
Store Manager
Customer Services Manager

Meeting Requirement Form

Meeting Requirement Form
Chairperson	Mr.Alfred (CEO)
Department	HR, Sales, Marketing, Admin, Finance, Stores, Customer services, Production.
Meeting Name	“Training needs in all departments of the organization”.
Meeting details
Date	May 22, 2017.	Time	3:00pm
Location	ABC Hall	budget	$5000
Meeting format
Purpose	To convey the importance of training to all department heads.
Agenda	Training
Participants Mr.Micheal Mr.John Ms.Liza Ms.Maria Mr.David Mr.williams	Internal Mr.Ben Mr.Allen	external
Speakers	Four speakers in all sides of the training Hall
Seating arrangements	15 seats required
Video or teleconference requirements	One projector
Supporting material
Pre reading	Case studies
Meeting documentation	Importance of training
Equipment requirements	Projector, sound system, microphone
Hospitality requirements
Catering requirements	13 Burgers with refreshments and drinks
Accommodation requirements
Other requirements
Special needs for attendees	Water bottles and tea
Other organizational requirements for conducting meeting	All of the participants must come in time and no participant will be allowed to enter the room after the starting time of the training. Punctuality and the professionalism of employees will be strictly analyzed during the session.
Applicable conventions for conducting meetings	Not Applicable
Legal and ethical requirements for conducting meetings	All participants must comply with ethical and labour laws during the meeting. No participant will tease or quarrel with the other member on any issue which will be discussed in the training session, otherwise strict action will be taken against that employee.
Other specific requirements	The participants will bring a pen, a writing pad along with them in the room of training.

Meeting Agenda

Subject: Training needs of all departments	Date: May 22, 2017.
Location: ABC Hall	Time: 3:00pm

Chairperson: Mr.Alfred (CEO)

Attendees: Mr.Micheal, Mr.John, Ms.Liza, Ms.Maria, Mr.David, Mr.williams, Mr.Ben, Mr.Allen.

Topic	Decision or result required	Owner	Time
Training Introduction	Giving the understanding of training to the departmental managers and employees	Mr.Alfred (CEO)	5 minutes
Explaining training	Detailed understanding of training system	Mr.Alfred (CEO)	15 minutes
Training needs in the company departments	To enlighten the managers about the training required in each department of the company	Mr.Alfred (CEO)	30 minutes
Advantages of training	Providing with a clear understanding of training benefits for employees	Mr.Alfred (CEO)	15 minutes
Conclusion and recommendations	Summing up all meeting reasons and benefits of training	Mr.Alfred (CEO)	10 minutes

Meeting preparation action plan

Meeting preparation action plan
Meeting name:	Training needs in all departments of the organization
Meeting date:	January,22,2018
Chairperson/host:	CEO
Action required		By whom	By when
Record meeting attendees		Secretary	2 weeks Before meeting
Send an email to attendees		Secretary	7 days Before meeting
Edit & proof the meeting minutes		Secretary	3 days Before meeting
Review the agenda, familiarizing with the topics and any unusual jargon.		Secretary	5 days Before meeting
Use a sign-in sheet to keep an accurate attendance record.		HR representatives	3 days Before meeting
Provide nameplates or draw a seating chart to help keep track of the players.		Secretary	7 days Before meeting
Establish guidelines and check-off lists to ensure quality		Secretary	2 weeks Before meeting
Write down items in the order in which they are discussed. If item 8 on the agenda is discussed Before item 2, keep the old item number but write item 8 in second places.		Secretary	1 week Before meeting
Sit beside the chairperson for convenient clarification or help as the meeting proceeds.		-	-
Write "Minutes of the meeting of (exact association name)."		Meeting recorder	-
Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by Seating arrangement later in the meeting.) If the meeting is an open one, write down only the Names of the attendees who have voting rights.		Meeting recorder	-
Focus on recording actions taken by the group. Avoid writing down the details of each discussion.		Meeting recorder	-

Minutes of Meeting

Subject:	Training needs for all departments	Date:	May 22, 2017.
Facilitator:	Neil Johnson	Time:	3:00pm
Location:	ABC Hall
Attendees:	Mr.Micheal, Mr.John, Ms.Liza, Ms.Maria, Mr.David, Mr.williams, Mr.Ben, Mr.Allen.

Key points discussed
No.	Topic	Highlights
1	Introducing training	Training introduction and types
2	Training process flow	Total overall training process defined and explained
3	Training needs analysis	How to analyze training needs in all departments
4	Assessing the staff	Understand key employee behavior for training
5	Appraise performance	Conduct training and appraise the performance of employee.

Action plan
No.	Action items	Owner	Target date
1	Draft Training Requirements	Neil Johnson	27^th May 2017
2	Analyze and assess training needs	Neil Johnson	28^th May 2017
3	Give training and have feedback	Neil Johnson	29^th May 2017
4	Analyze employee performance after training	Neil Johnson	29^th June 2017

Meeting invitation

Business meeting on the topic “Training needs in all departments of organization”.

Date: 22 May, 2017. Venue: ABC Hall, Sidney

Day: Sunday

Adept Owl Games Company

42 Challenge Lane | RICHMOND VIC 3121

Ph. 03 9234 5678 | Fax: 03 9234 5679

website: www.adeptowl.com.au

January,22,2018

Dear: All staff

Managers of All departments including top management are warmly welcomed and invited to the meeting. This meeting is specially designed to provide a know-how of training needs and its benefits to all company managers of all departments. Your participation is highly valuable and we are looking forward towards your honourable participation.

The Adept Owl Games Company. Australia.

Meeting structure

ITEM	TOPIC			PRESENTER	DURATION
1	Open meeting			CEO	15 minute
2	Objective of meeting			Cory	15 minute
3	Apologies			Cory	5 minute
4	Approve minutes of previous meeting			Cory	15 minute
5	Action from previous meeting			Peter	25 minute
	1	Description - Short explanation of activity to be performed		Peter	20 minute
	2	Status - Open, In Progress, Resolved, Canceled		Peter	20 minute
6	Agenda items			Catty	30 minute
	1		Agenda – a list of items to be discussed at a formal meeting.	Catty	30minute
	2		Meeting – an assembly of people for a particular purpose, especially for formal discussion.	Catty	30minute
	3		Issue – an important topic or problem for debate or discussion.	Catty	20minute
	4		Attachments – an extra part to be attached to an agenda to help inform participants of an issue	Catty	30minute
	5		Facilitator – someone who helps a group of people understand their common objectives and assists them to plan and achieve them	Catty	30minute
7	Any other business			Interested parties	25minute
8	Arrange next meeting			Cory	15minute
9	Close meeting			CEO	10minute

Meeting minute’s template

DATE: January,22,2018

MEETING TITLE: To convey and distribute the importance of training to all department heads

TIME: 09.00am-12.30pm ATTENDEES:

- Manager HR

- Production Manager

- Finance Manager

- Sales Manager

- Marketing Manager

- Admin Manager

- Store Manager

- Customer Services Manager

- All staff

LOCATION: Meeting room The Adept Owl Games Company

CHAIR: 65 Seating

MINUTE-TAKER: 3 Hour

DIAL-IN INFORMATION: Ph. 03 9234 5678 | Fax: 03 9234 5679

Email to The Adept Owl Games Company team members

Dear The Adept Owl Games Company team members

I am highly honored by personal gratitude for working so well as a team and being able to achieve last year’s targets.

I am confident there were valuable lessons learnt from previous mistakes made, however we have learnt and improvised through those mistakes.

In order to outline this year’s work plan of achievement and to outline each team member’s duty, a meeting has been arranged for Thursday, May 22, 2017 in the conference room at 9:00am.

Every single team leads are requested to make a 3 hour a presentation that covers last year’s achievements and next year’s plans. Any additional agenda regarding resource and funds allocation may also be included in the presentation.

Please acknowledge receipt of this email as usual.

Your Faithfully,

Dave Thomson. (HR manager)

At least one meeting paper required for meeting.

Performance report

To outline and discuss the effectiveness of each member’s KPI
To brainstorm the ideas of ways to improvise working techniques

Organizational policy and procedure

To review company position
To comply with related legislation

Next meeting

DATE: July 22,2018

ATTENDEES:

- Manager HR

- Production Manager

- Finance Manager

- Sales Manager

- Marketing Manager

- Admin Manager

- Store Manager

- Customer Services Manager

- All staff

TIME: 09.00am-12.30pm

LOCATION: Meeting room The Adept Owl Games Company

CHAIR: 50 Seating

MINUTETAKER: 3 Hour approximately

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