Purpose of the meeting assessment answers

Task 1: Meeting Information Statement

Purpose of the Meeting

The meeting will fail if there is no specific purpose. The purpose of the meeting conducted in the organization was as follows:

• To achieve a common agreement.
• To solve problems or discuss issues.
• To understand the situation and reach a final solution.
• To inform and exchange ideas.
• To take feedback.

The main purpose was to identify issues and find solutions for the existing problems in the organization. Employees needed to participate in the discussion and put forward their points of view. This ensured the most effective results. The purpose was precise, clear, and easy to understand, allowing employees to be aware of the meeting topics in advance.

Style and Structure of the Meeting

The meeting was formal in nature, and everyone was expected to participate. It was a problem-solving meeting, so suggestions and ideas from all employees were necessary to make policies favorable for everyone. The organization policies supporting the meeting include:

• Mandatory attendance for all employees.
• Meetings scheduled during working hours, with time deducted from work, and tasks completed within that time.
• The purpose of the meeting conveyed in advance so employees could prepare solutions.

Face-to-face meetings were preferred over telephonic or web conferencing due to the absence of technical issues.

Participants

There were 10 participants in the meeting who discussed their ideas on relevant topics:

Timeline and Preparation

The meeting preparation required around 1-2 hours. Participants were asked to note down points related to their issues and possible solutions. Members were expected to carry a notepad and pen. The meeting was conducted by the manager and assistant manager:

• The manager started by announcing company achievements and appreciating engaged employees.
• Employees shared their problems one by one, and solutions were discussed.
• New policies were made to satisfy employees, and feedback was collected to verify effectiveness.

Legal and Privacy Considerations

Copyright and privacy laws protect company documents, policies, and personal information. These factors are important to:

• Prevent duplication of work or policies by other organizations.
• Secure personal and organizational information.
• Protect innovative ideas from competitors.

Group Dynamics

Group dynamics influence the meeting process and outcomes in the following ways:

• Organized dynamics lead to effective outcomes and equal participation.
• Brainstorming impacts the meeting results.
• A proper internal structure ensures smooth suggestion sharing.
• The chairperson ensures rules are followed, leads the agenda, and represents the organization.

Meeting Costs

The estimated cost of the meeting was approximately 1000, considered an investment for employee betterment.

Task 2: Meeting Agenda

Name of the Meeting: Problem-solving meeting

Type of Meeting: Formal meeting

Conducted by: Senior manager of CYP

Participants: Executive managers of CYP

Date: 27 February 2019

Time: 11am to 1pm

Location: Cabin no. 7, 1st floor

Details of the Meeting

Note: Participants should bring a notepad and pen and prepare the problems they are facing along with suitable solutions.

Task 3: Meeting Notification / Invitation through Email

 Hello team,
This is an invitation for the meeting held on 27 February 2019, Wednesday, at cabin no. 7, 1st floor from 11 am to 1 pm.
This will be a problem-solving meeting, so you are supposed to carry a notepad and a pen with you and prepare the problems you are facing in the company and relative solutions. New policies will be made according to the final result of the meeting. New achievers will also be recognized.
We are expected you to come on time.
Thanks and regards,
William DSouza
Senior Manager, CYP

Task 4: Confirmation of Meeting Arrangement

 Hi team,
As we have already informed you about the meeting held on 27th February 2019 from 11 am to 1 pm at cabin no. 7 1st floor.
This meeting has been finalized by the CEO of the company and followed by the manager of CYP.
This is a confirmation notification for all participants to be present in the meeting on time with the necessary documents informed in the previous mail.
Any reason for not attending the meeting will not be considered later. In case of an emergency, you are required to inform the manager 1 hour prior to the meeting with specific proof or documents.
Thanks and regards,
William DSouza
Senior Manager, CYP

Task 5: Meeting Papers

Notice for the Meeting

This is to inform all executive managers of the departments of the company that a meeting has been organized by Mr. William DSouza, senior manager, on 27th February 2019 to solve issues faced by employees. All participants are requested to join at 11 am, cabin no. 7, 1st floor.

Agenda for the Meeting

A formal meeting was conducted on 27th February 2019 from 11 am to 1 pm at cabin no. 7, 1st floor. The purpose was to solve employee problems affecting work and output. The meeting started at 11 am with the manager’s welcome speech and recognition of achievers, followed by a problem-solving session. The meeting ended at 1 pm. The agenda provided a blueprint for the meeting.

Task 6: Instructions to the Minute Taker

The minute taker actively participated and recorded a summary of the meeting, including:

• Meeting start time
• Manager’s welcome speech and recognition duration
• Decision-making process
• Time taken by each participant along with their discussion topic

The meeting was face-to-face, allowing immediate solutions and clear discussion. The manager concluded by announcing new policies:

Employees are expected to follow these policies. Any unethical behavior will be punishable. Managers will collect feedback to assess policy effectiveness. Employees are encouraged to share issues freely, improving productivity and achieving organizational goals.

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