A management meeting Essay Example for Free

A management meeting renderLocate and book room/s with suitability for the meeting (teleconference facilities, IT equipment etc). Ide in ally, 1 large room with 3 smaller meeting rooms for the assemblage activities later in the daylight. Seating would need to be put as there will be people on teleconference, they will need to hear allthing existence said in the meeting. 2. Send out meeting invites to all attendees. This would list the venue, date and time, speaker, contact details. An docket of the meeting would be the best way to send out these details as it lists all that study and lets attendees knows how the meeting will be run. 3. Any travel/accommodation for interstate attendees would need to be arranged. similarly the same for the guest speaker (if needed). Transfers to and from the airport would be advis commensurate. 4. They would need to ensure if there are any special requirements for the attendees (dietary, mobility, language etc.) and make special arrangem ents if anything is required Vegetarian food, wheel chair access, interpreter etc. 5. set up IT equipment to be made available for presentation. This could be each through your company if they have 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 can organize a local caterer. At the same time you could organize refreshments for afterwardsnoon tea (and morning tea if required). 7. condition all stationary available and if not it will need to be ordered. This could excessively 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 nonionised if managers do not know each other and also may help the presenter for the group meetings. 9. On the day of meeting, all IT equipment should be tested preliminary 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 executive byicer will be the chairperson for this meeting. As the chairperson, they would need to ensure the meeting runs on time, stays on topic and stick to the agenda.11. The chairperson (the chief executive officer in this case) would need to select a minute taker this could be a PA or individual else from the company. It would be helpful if they have taken proceedings before or at least are 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 flat 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 sit down and discuss what will be spoken about in the meeting, the order 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 qualification notes.13. Once the meeting is finalized the minutes of the meeting will need to be read through and expand into a format that can 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 can put into a format which the company uses and can then guess at distributing via email, fax or mail. This is also best to be done 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. All the bookings/arrangements need to be checked off to ensure t hey are still booked/on time and that no problems are going to summon. This could be done by either the CEOs PA or generally it would be organized and checked by the Marketing department 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 rapidity to ensure everything is ok this needs to be done around 2 days before. Any in the first place 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 accept graphs if figures/dates were mentioned and tables to make it easier to understand. They could also include any tasks that havebeen assig ned so people know who needs to be followed up.