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BSBADM502 Manage Meetings Task 1

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

27th May 2017

2

Analyze and assess training needs

Neil Johnson

28th May 2017

3

Give training and have feedback

Neil Johnson

29th May 2017

4

Analyze employee performance after training

Neil Johnson

29th 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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