Business meeting Essay Example

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meeting File Name; GM 64

The human resource

16th.Oct 2015

The staff

16th.Oct 2015

Re; Notice to Attend Meeting On Company’s general performance

Notice is hereby given to the entire staff of the company to inform of the general meeting to be held on 18th.Oct 2015

The agenda of the meeting is to;

  • To discuss the company performance in the year 2014/15

  • Release of the new company’s sustainability report

  • Discussion of the employee remuneration status

  • Discussion of the company’s future strategic plans

All staff members are requires to get sited at the specified time in the news letter provided.

We look forward towards a fruitful corporation.


Charles marsham


Cc Human Resource

Meeting Requirements Form


Charles Marsham


Human resource

Company’s general performance

Meeting details



Conference Hall

Meeting format

To discuss the performance of the company for this year

  • To discuss the company performance in the year 2014

  • Release of the new company’s sustainability report

  • Discussion of the employee remuneration status

  • Discussion of the company’s future strategic plans


Charles Masham

Nico Martin

Marie Gladwell

Rachel Victor

Ramsey Kennedy



Finance controller



Consultant (Adeso Consultant)

Employee relation manager (Actec limited)


Iren James Business consultant and entrepreneur

Seating arrangements

Board members



Video or teleconference requirements

Projector, wireless networks, speakers and microphones

Supporting materials


Notebook, pens, bottled water and newsletter

Meeting documentation

Annual reports, Auditors report and Board members letter and Human resource internal Memo

Equipment requirements

Seats, notebook, pens, projectors and teaching materials

Hospitality requirements

Catering requirements

Breakfast and lunch

Accommodation requirements

Bedroom and transport for the guest, entertainment as well as warm showers.

Other requirements

Special needs of attendees

Helmet for visiting factory premises, eye shades to prevent too much light from the factory and safety boots

Other organisational requirements for conducting meetings

Security team, departmental representative

Applicable convention for conducting meetings

Company board room and conference hall

Legal and ethical requirements for conducting meetings

Factory safety standard,

Environment and safety standards

Corporate social responsibility standards

Notice of Meeting

The minutes of the Company’s safety standards which took place on 18th 0ct 2014

Preliminaries 1/oct/2015

Members Opening session at 10Am and introduction as well as discussion of the agenda by programmer

Questions raised 2/Oct/2015


The group posed a lot of question to the company concerning on the degree of their safety at place of work


Members open to discussion and challenge of the existing safety standards as well as the concern of their health at place of works the workers argued that their needs and safety at the place of work is not fully taken care of and conclusion on how their safety is going to be taken care off in the future in order to avoid such occurrence of the same accident


Members went for lunch break

Members agreed on the safety measures to be observed at place of work and approach to which accident ought to be reported within the shortest time possible.

Members proposed on the creation of the safety department within the production department

3pm;3;30 pm

Adjournment of the meeting

Meeting preparation action plan

Company’s general performance



Charles Marsham

Action required

Meeting planning

Ramsey victor

29th October

Coordinating department

Rachel Irene

30th October


June Martin

26th October

Guest meals and Accommodation

Randy travey

31st October

Conduct, follow up and report on a meeting

Appendix 1: Meeting participant evaluation form

Strongly Agree


Strongly Disagree

The meeting started on time.

The meeting purpose was clear.

The chairperson kept discussions focused on achieving the purpose of the meeting.

The chairperson maintained control of the meeting throughout the duration.

The chairperson ensured all participants were involved in discussions.

The chairperson facilitated the problem-solving activity to resolve any issues.

The chairperson facilitated decision-making to ensure required decisions were made.

The meeting followed the agenda.

The desired outcome for the meeting was achieved.

The meeting concluded on time.

General feedback regarding the way in which the meeting was conducted:

The meeting was as scheduled. however, some challenge were encountered when the employees started to rise safety issue at placed of work that consumed some time in discussion the way to guarantee safety as well as the board of directors took long time as planed to table the company this year’s report as well as future financial plan of the company which overall exceeded the meeting scheduled time by 20 minutes in total.

Appendix 2: Minute-taker evaluation form

Strongly Agree


Strongly Disagree

The chairperson clearly explained the meeting purpose and the expected outcomes.

I was provided with a list of the attendees and their roles prior to the meeting.

I was provided a copy of a minute template to use to record the meeting discussions.

The chairperson explained any organisational requirements/conventions for recording the meeting minutes.

The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded.

I was provided with examples of previous minutes to assist me with understanding what was required.

It was clear to me what was expected.

General feedback regarding the information you were provided regarding taking minutes for the meeting:

The Agenda of the meeting and AOB must be stored in a secure place as well as the Notes to the meeting for the previous time should be provided on time for clarity as well as the company’s requirement must be explained clearly to avoid element of doubts,.