A management meeting for 12 section managers is due to be held on Tuesday, 24 No
ID: 420585 • Letter: A
Question
A management meeting for 12 section managers is due to be held on Tuesday, 24 November commencing at 9.30 am and finishing at 4.00 pm. The CEO of the company will attend. You have been asked to chair the meeting.
The meeting is usually held in the boardroom at the company’s offices but this room is unavailable. It will be necessary to make alternative arrangements.
Two of the managers will be coming from interstate to attend in person, while three will participate via Skype.
A guest speaker will show a video and talk on technological changes for the new financial year.
Lunch will be catered for on the premises.
In the afternoon, the participants will divide into three groups to develop ideas and consider their strategic needs for the upcoming year. They will then reconvene and share their ideas with the other groups.
Write out a meeting plan to ensure that all the preparations for the meeting will be correctly organised. The plan should take into consideration all aspects of the meeting, including personnel, timing and structure.
Explanation / Answer
Meeting preparations:
Blocking Calendar
Look for calendar to check any other meeting room available and if yes block the same for 24th November from 9.00am to 5.00pm.
For the same date send meeting request for 12 section managers.
Receiving Interstate Managers
Send flight details to admin department to book cab and receive the interstate managers.
Arrangements through Skype’s
To keep all the user and organizers Skype ID ready and provide the details through mail for the 3 managers.
Lunch Arrangement
Send mail to admin to arrange for caters for lunch.
Meeting Plan:
Below would be the meeting plan
Topic
The topic for the meeting would be technological changes for the new financial year. This topic has to be shared with all the participants in the initial calendar block mail itself.
Follow with the guest speakers if the material and contents are ready prior to meeting.
Meeting Framework/ Structure
9.00am: CEO introduction speech about the topic.
10am to 12.30pm:The guest speaker will present the presentation
12.30pm to 1.30pm: Lunch Break
1.30pm to 3.00pm: After the presentation the participants will be divided into groups to brainstorm and generate ideas.
3.00pm to 3.30pm: After the brainstorming session the ideas will be shared with the rest of the team.
3.30pm to 3.45pm: Conclusion by the presenter.
3.45pm to 4.00pm: Feedback Section
Blocking Calendar
Look for calendar to check any other meeting room available and if yes block the same for 24th November from 9.00am to 5.00pm.
For the same date send meeting request for 12 section managers.
Receiving Interstate Managers
Send flight details to admin department to book cab and receive the interstate managers.
Arrangements through Skype’s
To keep all the user and organizers Skype ID ready and provide the details through mail for the 3 managers.
Lunch Arrangement
Send mail to admin to arrange for caters for lunch.
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