Task 1
Plan
The management and leadership of Adept Owl Games Company aims to develop, publish, and distribute card, board games, and dice for all ages. In the last three months, the company’s sales have stagnated in a period where the firm has traditionally performed very well. It is the intention of the leadership to address the issue and make a turnaround in the next quarter. The executive management, in the last board meeting, recommended a meeting to deliberate on the way forward. The topic will be: Quarterly Review and Way Forward for the Next Quarter.
Preparation for the Meeting
Notice of the upcoming meeting will be provided to every department head and other company officers using their work addresses. The notices will include proxy forms. Proxy forms may be submitted by a department head 24 hours to the meeting. The meeting will be held as a crisis meeting. The venue is chosen within the company premises Social Hall to ensure maximum attendance and to reduce logistical costs.
Responsibilities for Conducting the Meeting
The company secretary, in consultation with the directors and the department heads, will prepare the agenda and send invitations to all participants
The directors will also appoint the scrutinizer
The secretary will also be required to distribute the notices, receive feedback, prepare the minutes, organize the refreshments, provide stationery, and ensure that the meeting happens on time
Minutes Preparation
The minutes will be prepared and distributed via an electronic format. Emails will be sent to all relevant participants, and a copy retained by the company secretary for record purposes. The company directors and a member of the executive team will initialize and sign every page of the minutes.
Meeting Papers Distribution
Distribution of meeting papers will be through courier services and an email follow up to ensure receipt. Every participant will receive the papers at least 7 days prior to the meeting.
Invitation to Attend Quarterly Review Deliberation of the Adept Owl Games Company
To: Executive Leadership, Directors, Department Heads:
This is to inform all department heads that there will be a meeting to deliberate on the quarterly performance of each department. Company sales have rather stagnated over the last three months, prompting a need to conduct an internal review and to set the way forward for the next quarter. This invite is extended to every head of department as an indication of the commitment of the company to meet shareholder objectives and to also enforce the need to remain productive. All department heads are invited to the company’s Social Hall within the premises at 11:00 A.M. on 10, August 2021. Every department head is expected to attend and all are requested to submit their proxies to confirm attendance through representatives.
Minutes of the Meeting Template
Location:
Date:
Time:
Attendance:
Agenda Items:
Action Items:
Appendix 1
Meeting requirements form
Meeting Requirements Form
Chairperson Mr Smart Guy
Department Sales and Marketing Department
Meeting name Quarterly review and way forward for the next quarter
Meeting details
Date 10.08.2021 Time 11:00 A.M.
Location Social Hall Budget $650
Meeting format
Purpose Quarterly review and way forward for the next quarter
Agenda Consideration of the previous meeting held with the attendance of the executive branch and the board of directors
Initialization and signing of minutes by members present
Reading of the latest company performance report
Quarterly review and way forward for the next quarter
Any other matter
Participants Internal External
The CEO
The CFO
The COO
Directors
Department Heads
Proxy of the above External Auditor
Independent director
Speakers CEO and Company Secretary
Seating arrangements Round table sitting with the CEO and company secretary sitting at opposite sides of the table
Video or teleconference requirements Zoom meeting with participants working from home or who have work commitments in other areas
Supporting materials
Pre-reading Financial reports
Meeting documentation Minutes
Meeting paper
Notice
Agenda
Resolutions
Equipment requirements Zoom account, stationery items, microphone and loudspeakers, camera, financial data analysis software
Hospitality requirements
Catering requirements Refreshments, water bottles, lunch
Accommodation requirements Booking of a hotel room for the external participants from outside the city
Other requirements
Special needs of attendees Disabled persons accessibility
Other organisational requirements for conducting meetings Updated list of participants and agenda
Applicable conventions for conducting meetings Formal preparation and presentation of the meeting agenda
Formal discussion of way forward and suggestions from department heads
Meeting code of conduct as outlined in the company’s employment contract
Full attendance from the expected participants with exceptions where applicable
Fairness and accountability in debating the way forward for the company
Legal and ethical requirements for conducting meetings The meeting will strictly adhere to the gender representation rules stipulated in the Corporation Act
The Corporation Act guidelines apply in every other realm
In the decision-making process, fair judgment will be observed through a poll or show of hands
Other specific requirements Proper dress code as per the company guidelines
Attention to accessibility for persons with disabilities
Availability of a medical facility
Adherence to COVID-19 guideline son social distancing and wearing of face masks
Appendix 2
Meeting preparation action plan
Meeting preparation action plan
Meeting name: Quarterly review and way forward for the next quarter
Meeting date: 10.8.2021
Chairperson/host: Mr Smart Guy
Action required By whom By when
Notice preparation Company secretary with authorization from the directors and department heads 21 days before the meeting
Gathering postal addresses and email addresses to send notices Secretary 21 days before the meeting
Preparation of minutes of the previous meeting and agenda for the next secretary 14 days before the meeting
Scrutinizer appointment Department heads and the directors 14 days before the meeting
Sitting arrangement and consultation Secretary A day before the meeting
Refreshments Secretary A day before the meeting
Polling requirements Secretary 7 days before the meeting
Stationery Secretary 7 days before the meeting
Preparation of minutes of the meeting Secretary 10.08.2021
