Purpose of Effective Meetings
Effective meetings are the meetings that are not about simply having an agenda and beginning on the right time. They are the ones that have a clear purpose, bring in a thoughtfully chosen group of people together for a particular purpose and give a forum for innovative and open discussions (Serrat 2017). With the same, they are also the meetings that delivers some really tangible results- a decision, clear cut plan, a good range of great ideas for pursuing as well as a shared understanding of the very work ahead (Hoogeboom and Wilderom 2015). This report is going to elaborate on providing an agenda on the business marketing meeting conducted with the marketing department of an organisation in Malaysia.
Figure 1: Effective business meeting
A pre meeting plan shall be developed in the form of an agenda that would be scheduled and distributed to all the members who would participate in the meeting. The supporting materials, data and information on the same shall be taken into consideration during the process of meeting. The meeting shall be conducted in the conference room of the organisation and refreshments like beverage and snacks shall be served to all the members.
Title of the meeting- Business Marketing meeting
Objective- The main objective of this meeting is to discuss on the current problems associated with the email subscription strategy of the blog of the organisation as well as to improve this strategy and taking decisions on the steps that should be taken after that.
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Topic |
Preparation |
Structure |
|
1. The present issues with the email subscription strategy of the company’s blog Time- fifteen minutes Purpose- Analysis |
Reading the attached materials or memo which would include all the related images as well as the recent emails that were sent out and the data of engagement. |
1. Reviewing the data and highlighting the important issues and insights that were extracted from it Time- five minutes 2. Going over why email engagement has been suffered Time- five minutes 3. Asking team about why they think so Time- five minutes |
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2. How the email subscription strategy of the blog should be enhanced? Time- Fifteen minutes Purpose- Brainstorming |
Coming up with ideas for boosting the email engagement of the blog. |
1. Proposing some possible solutions for enhancing the e-mail engagement Time- five minutes 2. Asking the team members about their opinions Time- five minutes 3. Asking the team members for proposing a best solution Time- five minutes |
|
3. Steps to be taken next Time- fifteen minutes Purpose- Decision making |
Thinking about how one can practically implement the ideas into the email subscription strategy of the blog. |
1. Deciding on the best solution Time- five minutes 2. Explaining why to pursue a specific path Time- five minutes 3. Divvying up the responsibilities for every team member. Time- five minutes |
- Role of the minute taker- Minute takers are the ones who keep the attendees of the meeting on track by keeping on reminding them their roles and the objectives of the very meeting (Smart et al. 2018). They are the ones who clearly record what has happened in the group discussion by taking notes. They can be either formal or professional.
- Importance of meeting minutes- Meeting minutes play the role of a measuring stick. Minutes usually record the decisions of the meeting that make them a very useful review document when it becomes important to measure the progress (Chenhall, Hall and Smith 2017). With the same, meeting minutes also act as a tool for accountability as they make it clear that who is responsible for performing which action. The effective meeting minutes are very clear and they are always to the point. With the same, they also do not leave any important information.
Script for the Second Business Marketing Meeting of an advertising company
Company name- Scoreboard Corporation
Chairperson- Danish Merican
Minute taking- Najib Megat
Leader Department- Zikri Nik, Roghan Rik, Tim Khel
Manager Department- Norhidayu Wan, Kalpan Kumru
Staff Department- Adam Che
- Address of the Chairperson-
Chairperson- Good Afternoon all. I am glad to see full participation in this meeting and I heartily welcome you all to this second meeting of Scoreboard Corporation. Thank you everyone for being present here today. With us today, seated to my left, are the members of the company boar and seated to my right, are the senior management team of Scoreboard Corporation. (Pause). Let us call this meeting to order.
- Apologies for absenteeism-
Chairperson- is there anyone who is absent for this meeting today?
Manager Department- No Sir.
- Minutes of the previous meeting
Chairperson- Good to hear that. Thank You. Can we process to the next subject, taking into consideration the minute from the earlier meeting?
Creating Agendas
Staff Department- Sure Sir.
Other members- Yes Sir.
Chairperson- By the way, who is taking the minute today?
Chairperson- That is fine. Let us then proceed.
Leader department- Sure.
Chairperson- See, Overall I am really satisfied with our performance all over the important measures and the business lines. I would like to mention that we really had a very solid year of the operational excellence comprising of the industry leading safety performance as well as a strong environmental management. We have also delivered a very strong operating and financial results. Can you tell me data of the last financial year?
Manager Department- Yes Sir. We have generated the earning of about 2.3 billion dollars last year
Chairperson- And is it more than the previous one or less than that?
Leader Department- It was significantly more Sir. In the year 2017, it was 1.7 billion dollars.
Chairperson- Yeah. This means that we are effectively operating our business right?
Chairperson- By the way, is there any amendments to be done?
Leader department- Yes Sir. The item number 14 is to be corrected. The amount that was allocated to the advertisement for the email subscription strategy of our blog was 45,000 and not 45,200 RM.
Manager department- Yes Roghan Rik. I will make sure it is noted and correction are made.
Chairperson- Any more amendments?
Leader department- No Sir.
Staff department- Emmmm…. (looking at one another) No sir.
Minute taker- Wait Sir. Let me take the notes on this.
Chairperson- Sure (Waiting) (a long pause)
Minute taker- Thank You Sir. It is done.
Chairperson- Alright then. Can someone help in proposing the minutes to get passes as a true record?
Leader department- Yes Sir. I propose the same.
Manager department- I would like to propose the second one.
- Matters that are arising from the earlier meeting
Chairperson- Let us now move on to the second round. Is everything completed?
Chairperson- Alright. So, Is there any matter that is arising from the previous meeting? What you people think?
Minute taker- Yes Sir. I want to know the progress of the strategy that is decided to implement on the organisational blog. Is the decision finalised?
Chairperson- MM… Yes, It is. But I would like to know how many of you are for and against this strategy. I don’t want any of my employee to accept this change unwillingly. Is there anyone?
Leader department- No Sir, it would be very great if it is done effectively.
Staff department. Yes Sir. I agree with Tim Khel.
Leader department- and in fact, no one is resisting this change within our company.
Manager department- Yes. The email subscription strategy of the blog is a great idea.
Minute taker- I heard that one of the employees was finding it difficult to understand the same.
Leader department- Yes. It was Mr. John Daniel. I talked to him personally two days back. He was having slight issues with understanding the implementation procedure actually. I made him understand and he is now ok with it.
Chairperson- Have he understood why we want to bring this change?
Leader department- Yes Sir and he also supports this decision in fact.
Chairperson- Alright then. That really sounds perfect. Well.. Thank You everyone for your time and interest. I would be looking forward to speak to you people very soon before the final implementation day.
Chairperson- See you then! Good bye. Have a wonderful day ahead.
Minute taker starts double checking the names, time and the venue of the meeting in order to ensure that they are correctly written within a schedule.
References:
Chenhall, R.H., Hall, M. and Smith, D., 2017. The expressive role of performance measurement systems: A field study of a mental health development project. Accounting, Organizations and Society, 63, pp.60-75.
Hoogeboom, M. and Wilderom, C.P., 2015. Effective leader behaviors in regularly held staff meetings: Surveyed vs. videotaped and video-coded observations. In The Cambridge handbook of meeting science. Cambridge University Press.
Serrat, O., 2017. Conducting Effective Meetings. In Knowledge Solutions (pp. 315-319). Springer, Singapore.
Smart, C., Pollock, C., Aikman, L. and Willoughby, E., 2018. Power Struggles in MDT Meetings: Using Different Orders of Interaction to Understand the Interplay of Hierarchy, Knowledge and Accountability. In Interprofessional Care and Mental Health (pp. 97-121). Palgrave Macmillan, Cham.
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