Meeting Invitation, Meeting Agenda, Meeting Minutes, the Action Plans for A2Z Games Company - Case Study Example

MANAGE MEETINGS Name Institution Date A2Z Games Company Introduction The A2Z Games Company is an Australian developer, publisher and distributor of dice, card and board games of all ages. The aim of this report is to prepare for a meeting for the A2Z Games Company that would help its business to grow by conducting a training need assessment so that they can identify training gaps and come up with appropriate training programs for its employees. This report is also aim to make meeting invitation, meeting agenda, meeting minutes, the action plans and then meeting participation evaluation. Meeting topic The meeting topic is training needs for all departments of the company. Training was chosen because it would help to improve the performance of all the departments of the organizations. Training can be defined as the process by which an organization provides required skills to the employee for doing the job effectively, skillfully and qualitatively (Bowman & Wilson 2008). However, it is important to communicate the training needs and benefits to all department managers so that they can plan for the meeting. The topic for this business meeting was agreed to training and thus departmental managers were required to assess training gaps among their subordinates and develop training programs that would help them meet the demands of the job. Meeting Participants They meeting will involve the following participants CEO - Andrew Smith Finance manager - Sandra Lee Human resource Manager - Marian Scott Sales and marketing Manager - Chris Walton Customer service manager - Joan Robertson IT specialist – Rueben Walden Coach – Richard Small The notice for the meeting will be distributed to all the participants 1 week before the meeting. The meeting will be held in the conference room within the organization. The meeting will be held as a face to face meeting and will start at 10.00 am. Meeting Agenda Time Topic Presenter 10.00- 10.15 Opening speech- welcome speech Andrew Smith 10.15 – 10.45 Introduction and objectives of the meeting. Andrew Smith 10.45 – 11. 30 Training statistics and how many organization have adopted training Richard Small 11.30- 12.15 Training need assessment including benefits and the process Richard Small 12.15 – 2.00 Break 2.00 -2.45 Technology used in effective training 2.45- 3.30 Sustainable behavior change to ensure it is continuous 3.30- 4.00 Capability Framework Appendix 1: Meeting requirements form Meeting Requirements Form Chairperson CEO Department All departments Meeting name Training needs Meeting details Date 18/08/2017 Time 10.00 am Location Conference Hall Budget Meeting format Purpose To explore the training needs in all departments Agenda Introduction Training statistics Training need assessment Technology used in effective training Sustainable behavior change Framework Any other matter Participants Internal CEO Finance manager Human resource manager Sales and Marketing manager External Coach Speakers Company CEO Coach IT specialist Seating arrangements In this meeting U-shaped arrangement will be used with the tables & chairs arranged in an open ended configuration with the audience facing inwards. This arrangement allows for a presentation area and allow presenter to approach and engage with each audience members. Video or teleconference requirements Video conference will be used for those manager that may be out of the country Supporting materials Pre-reading Training materials will be distributed to all participants so that they can come to the meeting ready and prepared to participate. Meeting documentation Agenda of the minutes, resolution and minutes Equipment requirements Video conferencing software to reach who are not available for face-to-face meeting and stationery meetings Hospitality requirements Catering requirements Beverage arrangement will include bottled water, coffee and tea. Food arrangement will include fast foods and refreshments. Accommodation requirements Since the meeting will be held with organization premises no accommodation will be required. Other requirements Special needs of attendees There will be special seat arrangement for disabled persons. Other organisational requirements for conducting meetings Applicable conventions for conducting meetings The meeting discussion will be conducted as per agenda. Legal and ethical requirements for conducting meetings Follow the company act and other applicable requirements A fair judgment by a show of hand Other specific requirements Give more attention to seating arrangement for the disabled participants. Appendix 2: Meeting preparation action plan Meeting preparation action plan Meeting name: General meeting Meeting date: 18/08/2017 Chairperson/host: Mr. Andrew Smith Action required By whom By when Preparation of a notice The company secretary and CEO 1 month prior the day of meeting Preparation of agenda of the meeting Company secretary 14 days prior the day of the meeting Contacting the office that will take care of seating arrangement Company secretary 2 days before the meeting Contact office that will be involved in arranging refreshments Company secretary 2 days before the meeting Preparation of the meeting minutes Company secretary On the same day the meeting will be conducted Meeting minutes Template Minutes will be conducted in electronic format and all conduct of the meetings will be recorded by the company secretary. Location: Date: Time: Attendance Present 1. xxx 2. xxx 3. xxx Absent 1. xxxx 2. xxxx Agenda items Agenda item 1 (discussion) Agenda item 2 (discussion) Agenda item 3 (discussion) And so on Next meeting agenda items xxxx xxxxx Overview of Action Plans Xxxx Adjournment Record the time the Chair adjourned the meeting. Next Meeting (Date) The next meeting date should be decided before everyone leaves the meeting. Meeting Invitation This is to inform that the company is planning to assess the training needs of all departments. For the company to remain competitive, its workforce should have adequate skills to offer high quality products, thus it is important to continuously assess training gaps among the employees. The company has recommended a meeting to be held on training needs in all departments among their subordinates and develop training programs that would help them meet the demands of the job. All heads of department are invited to attend the meeting at the A2Z conference hall at 10:00 A.M. The participants are expected to confirm their attendance two days before the day of the meeting. Assessment 2 Part 1: Review Action plan Action Item Target date status Preparation of notice Company secretary 22/07/2017 completed Training need assessment Richard Small 18/08/2017 completed Technology used in effective training Richard Small 18/08/2017 completed Sustainable behavior change Richard Small 18/08/2017 completed Framework Rueben Walden 18/08/2017 pending Minutes as taken by minute taker Minutes were recorded in electronic format recorded by the company secretary. Location: Conference Hall Date: 18/08/2017 Time: 10.00 A.M Attendance Andrew Smith Sandra Lee Marian Scott Chris Walton Richard Small Rueben Walden Absent Joan Robertson Opening Remarks: Andrew Smith welcomed all the participants to the meeting including the external speakers. Agenda Items Scene setting, training statistics Andrew Smith introduced the background to set the scene, talked about the concept of training and statistics to show that training is now adopted by many organizations to remain competitive. Training needs assessments Richard small indicated that it is important to identify training gaps and the suitable methods that should be used for training need analysis. The presentation included What is training need analysis Benefits The process: identifying skills and knowledge required for specific roles, verify compliance requirements, analyze and map existing materials and finally make recommendations. Technology used for effective training Richard Small provided various methods available that can be used to conduct training within the organization and covered areas such as technology rules, use of video, social learning and online tools. He also indicated cost of training should be relevant. Sustainable behavior Change Richard Small talked about the need implementing sustainable behavioral change where he explained the need for managers to be aligned, managing resistance, challenges and stages of cultural change. Framework Rueben Walden talked about use of online tools. Online assessment can be used by employees to assess their capabilities against set of competencies to identify gaps and training available. Walden explain how the tool works, its context and competencies. Next Meeting Agenda Items Minimum training matrix requirements Technology available for free Learning coaches How training will be evaluated Date of future meeting It was agreed the meeting will be held after two month. The date and time of the meeting will be given in October. Corrected Minutes Location: Conference Hall Date: 18/08/2017 Time: 10.00 A.M Attendance Andrew Smith Sandra Lee Marian Scott Chris Walton Richard Small Rueben Walden Absent Joan Robertson Opening Remarks: Andrew Smith called the meeting at 10.05 A.M and welcomed all the participants and introduced a training coach Richard Small. Agenda Items Scene setting, training statistics Andrew Smith talked about training in general and current challenges due to increased competition and also talked about the statistics of training in organizations. Training needs assessments Richard small indicated that it is important to identify training gaps and the suitable methods that should be used for training need analysis. The coach also talked about what is training need analysis, its benefits and the process which include identifying skills and knowledge required for specific roles, verify compliance requirements, analyze and map existing materials and finally make recommendations. Technology used for effective training Richard Small provided various methods available that can be used to conduct training within the organization and covered areas such as technology rules, use of video, social learning and online tools. A question of cost was raised and Small indicated that the cost of training should be relevant. Sustainable behavior Change Richard Small talked about the need implementing sustainable behavioral change where he explained the need for managers to be aligned, managing resistance, challenges and stages of cultural change. Framework Rueben Walden talked about use of online tools. Online assessment can be used by employees to assess their capabilities against set of competencies to identify gaps and training available. Walden explain how the tool works, its context and competencies. Next Meeting Agenda Items Minimum training matrix requirements Technology available for free Learning coaches How training will be evaluated Adjournment Date of future meeting It was agreed the meeting will be held after two month. The date and time of the meeting will be given in October. Methods to distribute meeting minutes Meeting minutes will be distributed to all participants by email. All participants will receive the minutes after 1 week of the day of the meeting. From: Rose Bickford Sent: 28/08/2017 To: Participants Subject: Training Needs Meeting Minutes Attached, is the meeting minutes for the training need meeting. In case you have any suggestion on changes that should be made on the meeting, send your proposed amendments by September 3rd. The final meeting minutes will be then distributed to all participants through e-mail. Regards, Rose Bickford References Bowman, J., & Wilson, J. P 2008, Different roles, different perspectives: perceptions about the purpose of training needs analysis. Industrial and Commercial Training, vol.40, no. 1, pp. 38-41. Appendix 1: Meeting participant evaluation form Candidate name Strongly Agree Agree Neutral Disagree Strongly Disagree The meeting started on time.  The meeting purpose was clear.  The chairperson kept discussions focused on achieving the purpose of the meeting.  The chairperson maintained control of the meeting throughout the duration.  The chairperson ensured all participants were involved in discussions.  The chairperson facilitated the problem-solving activity to resolve any issues.  The chairperson facilitated decision-making to ensure required decisions were made.  The meeting followed the agenda.  The desired outcome for the meeting was achieved.  The meeting concluded on time.  General feedback regarding the way in which the meeting was conducted: The meeting achieved its purpose Appendix 2: Minute-taker evaluation form Candidate name Strongly Agree Agree Neutral Disagree Strongly Disagree The chairperson clearly explained the meeting purpose and the expected outcomes.  I was provided with a list of the attendees and their roles prior to the meeting.  I was provided a copy of a minute template to use to record the meeting discussions.  The chairperson explained any organisational requirements/conventions for recording the meeting minutes.  The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded.  I was provided with examples of previous minutes to assist me with understanding what was required.  It was clear to me what was expected.  General feedback regarding the information you were provided regarding taking minutes for the meeting: The information delivered by the speaker met the purpose of the meeting Read More