A management meeting Essay

Locate and book room/s with suitability for the merging (teleconference facilities, IT equipment etc). Ide all(a)y, 1 large room with 3 smaller conflux room for the group activities later in the twenty-four hour period. Seating would shoot to be arrange as there pull up stakes be volume on teleconference, they provide exact to hear eachthing being said in the coming together. 2. Send by meeting invites to all attendees. This would list the venue, date and time, speaker, contact details. An agenda of the meeting would be the outmatch way to send out these details as it lists all that information and lets attendees knows how the meeting bequeath be run. 3. Any croak/accommodation for interstate attendees would need to be arranged. Also the same for the thickening speaker (if needed). Transfers to and from the airport would be advisable. 4. They would need to understand if there be any special requirements for the attendees (dietary, mobility, language etc.) and make special arrangements if anything is required Vegetarian food, bicycle chair access, interpreter etc. 5. Arrange IT equipment to be made acquirable for presentation. This could be both through with(predicate) your company if they scram the available resources. If not, they whitethorn be available already in the meeting rooms you have booked or you could us a 3rd party.6. Lunch will need to be ordered. Again this may be able to be arranged with the meeting rooms you have booked or you croup take form a local caterer. At the same time you could organize refreshments for aft(prenominal)noon tea (and morning tea if required). 7. Ensure all stationary available and if not it will need to be ordered. This could as well be for group training later in the day. Butcher paper, whiteboards etc. could all be used if its a brainstorming session. 8. Name tags could be organized if managers do not know each other and also may help the presenter for the group meetings. 9. On the day of mee ting, all IT equipment should be tested prior to the meeting taking place. Room should be set up according to needs and re-arranged if its not correct. 10. A chairperson would need to be selected to run the meeting. The chief operating officer will be the chairperson for this meeting. As the chairperson, they would need to ensure the meeting runs on time, cincture on topic and stick to the agenda.11. The chairperson (the CEO in this case) would need to select a minute taker this could be a PA orsomeone else from the company. It would be helpful if they have taken proceeding forwards or at least ar capable of recording a high level of detail at a high pace. They could either take 12. minutes in short form at the meeting and expand on it after or type directly to a PC in the meeting and print out directly after the meeting to be review. 12. Prior to the meeting, the CEO and selected minute taker would need to rag down and discuss what will be spoken about in the meeting, the ord er of events and just a brief overview of all the key points that will need to be recorded. This way the minute taker knows what they should be focusing on when making notes.13. Once the meeting is finalized the minutes of the meeting will need to be read through and expanded into a format that quite a little be distributed to all attendees and anyone who may benefit from them. It would be best for the CEO and the minute taker to go through these soon after the meeting to ensure the notes are correct and no key points or discussion points are left off. Once they have had a chance to go through the notes the minute taker digest put into a format which the company uses and can then look at distributing via email, fax or mail. This is also best to be make as soon as they can so it is fresh in everyones mind. The minutes from this meeting (and others) should be stored electronically so they can be referenced to in future meetings if needed.14. altogether the bookings/arrangements n eed to be checked off to ensure they are facilitate booked/on time and that no problems are going to arise. This could be done by either the CEOs PA or generally it would be organized and checked by the Marketing subdivision for the company as they deal with these things on a day to day basis. They would need to call the caterers, travel agents, taxi companies, audio visual people and meeting facility to ensure everything is ok this needs to be done around 2 days before. Any earlier and there could be problems between when you call and the actual function any later and if any problems arise it could be too late to make alternative arrangements. 15. From the minutes of the meeting, reports may need to be created to be handed out to relevant employees of the firm. These may have the same details as what is in the minutes but in a more condensed format. It may also acknowledge graphs if figures/dates were mentioned and tables to make it easier to understand. They could also includ e any tasks that havebeen assigned so people know who needs to be followed up.