Meeting Process For The Adept Owl Games Company And Review Of Privacy Policy

Meeting Preparation Action Plan

This case study is about an Australian company named The Adept Owl Games Company which is a manufacturer of dice and cards of games and other systems. The case study enlightens about the entire meeting process of the company in order to grow its business with the help of training need assessment and after that to provide training to the employees and the staff. There are basically two assessments in this case study namely assessment one and assessment two. Both require different documentations of the overall meeting process of the company including the meeting requirements, meeting agenda, minutes of meeting and the action plans and then meeting participation evaluation. Assessment OneMeeting topicThe topic of the meeting is “Training Needs for all departments of the company.” The topic is chosen because it is felt that the training is required in the all of the departments of the organization. Training is the process by which the organizations are making and changing themselves to a better situation in all respects. But first of all, the training needs and the advantages of having training must be conveyed to all nanagers of the departments. Therefore, it is further decided that the agenda and the topic for the business meeting must be training so that the managers of all the departments might be able to assess their subordinates in a good manner as required and polish them according to the needs and demands of the job.

Following are the participants of the meeting:

• CEO
• Manager

• Production Manager
• Finance Manager
• Sales Manager
• Marketing Manager
• Admin Manager
• Store Manager
• Customer Services Manager Meeting Requirement Forum

organizational requirements- In conducting the business meeting in the Adept Owl Games Company, there were vital participants considered. They included the C.E.O, all the department managers in the company, the administrator and the IT officer.This was significant as the managers would discuss the formulated strategies that would enhance the marketing plan for an existing board game. On the other hand, the IT office would ensure that all the technical and technological issues were handled during the meeting while the C.E.O would play a vital role as a presiding officer for all the discussed agendas. The invitation style used was to send a brief and concise notice to all the identified participants via email. This approach was most suitable as all individuals had an active email account. Additionally, the notice would allow for enough preparartion prior to the meeting an aspect that improved eficiency and effectiveness when conducting this business meeting. As for the conventions, a consensus, adherence to the company’s code of conduct, the time limit on participants and speakers, restricting discussion to the meeting agenda, embracing voting techniques, and the majority to agree before moving to subsequent motions/agenda were required and obeyed.

Assessment One Meeting Topic

applicable conventions- There was a voting challenge during the meeting as even thosee who did not attend were required to take part in this process. The predicament was solved by having a high speed internet and skype video calls that allowed every one to participate effectively. The key responsibilities of the chairperson involved presenting the procedures and policies to follow in during the meeting as well as ensuring there is fairness and order throughout the meeting session. The performance of the meeting was judged by checking if the allocated time was spent as per the preparation. Moreover, the agendas had to be confirmed if they had been discussed completely and in a clear manner. For this board game meeting, all the all the desired outcomes were achieved successfully.

c .legal and ethical requirements- With the limited budget, the company decided to hold the meeting in the company’s premises and the savings were used to book the hotel rooms, catering team and hiring of other meeting equipment. The meeting papers prepared included the minute’s template, the company’s code of practice, the invitation letter and the meeting agenda which were all distributed to the participants’ company emails. In planning the action plan, the roles were given according to specialty, capacity, time and availability to undertake the tasks. The timeframes were organized by prioritizing the roles. In this business meeting, all the tasks were completed on time with a slight delay on the booking of transportation vehicles for the participants. Adept Owl is committed to ensuring that staff use computer technology in a manner that promotes a safe work environment. Individual workspaces, furniture and equipment must be adjusted to suit the ergonomic requirements of the user. All staff members are expected to be able to use a variety of software programs in the course of their daily duties; manage computer data proficiently; and maintain computer equipment in good order and condition.

Meeting preparation action plan
Meeting name:	Review the current Adept Owl privacy policy
Meeting date:	21.09.2016
Chairperson/host:	Ruth Crabbe
Action required	By whom	By when
1. Identify meeting issues and relevant meeting member	Shannon Grant	20.09.2016
2. Appoint the organiser to schedule meeting timetable and agenda	Tesfaye Tessema	15.09.2016
3. Send invitation and confirm	Aban Rezek	16.09.2016
4. Organise meeting room, refreshments and equipment	Shannon Grant	16.09.2016
5. Check the meeting room to ensure everything is fine	Shannon Grant	16.09.2016
6. Run the Meeting according to the meeting agenda	Shannon Grant	21.09.2016
7. Record and store the meeting information on the computer drive	Aban Rezek	21.09.2016
8. Send the meeting file to relevant person	Aban Rezek	22.09.2016

Adept Owl Games Company

I, Aban Rezek , IT officer, would like to call  Ruth Crabbe (GM operations) and  Bae Ahn-Bartle (HR Manager), for the purpose of review of the existing privacy policy of our company. The purpose of the meeting is to identify, analyze and evaluate the current privacy policy. The venue of the meeting is Meeting Room and it will commence from 4 pm and would end at 6.30 pm.

You are a part of this company for a reasonable amount of time. Our company has successfully delivered many projects. Our client satisfaction rates are also high. This has been possible only through your support and cooperation. You know the importance of the privacy policy in our business. It is one of the most important documents and can be compared to a legal document too. It is important to review and update this policy. Please go through the privacy policy before attending the meeting.

Meeting Participants

The purpose of the meeting is to identify any loophole in the privacy policy and suggest suitable changes in the same. The meeting agenda is as under-

TASKS	TIME	VENUE
Welcome and introduction	10 minutes	Meeting Room
Correspondence	20 minutes	Meeting Room
Date of next meeting	5 minutes	Meeting Room
General business	20 minutes	Meeting Room
Major agenda items	30 minutes	Meeting Room
Matters or business arising from the minutes	10 minutes	Meeting Room
Minutes of the previous meeting	20 minutes	Meeting Room
Reports	10 minutes	Meeting Room
Statement of the meeting’s purpose	15 minutes	Meeting Room

Kindly arrive within time. I am looking forward to a valid discussion on the effectiveness of the privacy policy. Please be prepared with all the necessary documents and manuals.

Meeting Agenda

Meeting Topic	Review the current privacy policy
Chairman	Aban Rezek
Date	21 September 2016
Time	4 pm
Location	Meeting Room

Milestones	Description	TIME
Welcome and introduction	Introducing the participants	10 minutes
Correspondence	Important policy documents	20 minutes
Date of next meeting	Finalize date of next meeting	5 minutes
General business	Existing business scenario	20 minutes
Major agenda items	Topic to be discussed	30 minutes
Matters or business arising from the minutes	Major points	10 minutes
Minutes of the previous meeting	Learning from previous meeting	20 minutes
Reports	Key findings	10 minutes
Statement of the meeting’s purpose	Identify the fulfillment of the meetings’ objectives	15 minutes

To allow multi-player participation and command a system of connections and communications, organizations must assemble more private data from customers.  It is also customary now for accounts inside gaming channels to be attached to broader online networking sites.

Moreover while pursuing high numbers and hunting might be the signature of maximum games, secrecy concerns should not be a reconsideration. Like any other web activity, how data is gathered, distributed and utilized by the business is to be considered sincerely.

The manner of private data obtained via such games are names, locations, and card data for payment requirements, to email ids and IP locations, to feedback ratings, digital pictures, and customized profiles. These data are used by criminals to get access to an individual’s life and then harm or blackmail them, extort money, etc. Personal grudges are also an important factor for such criminals, to take revenge. Stronger enforcement of privacy laws is required. In addition, judiciary actions have to be more rigid. Solid privacy policies need to cover all the issues and ensure security.

Candidate name

	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The meeting started on time.			ü
The meeting purpose was clear.			ü
The chairperson kept discussions focused on achieving the purpose of the meeting.		ü
The chairperson maintained control of the meeting throughout the duration.				ü
The chairperson ensured all participants were involved in discussions.			ü
The chairperson facilitated the problem-solving activity to resolve any issues.		ü	ü
The chairperson facilitated decision-making to ensure required decisions were made.				ü
The meeting followed the agenda.			ü
The desired outcome for the meeting was achieved.			ü
The meeting concluded on time.		ü
General feedback regarding the way in which the meeting was conducted:
The maximum result is neutral.

Candidate name

	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The chairperson clearly explained the meeting purpose and the expected outcomes.			ü
I was provided with a list of the attendees and their roles prior to the meeting.			ü
I was provided a copy of a minute template to use to record the meeting discussions.			ü
The chairperson explained any organisational requirements/conventions for recording the meeting minutes.			ü
The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded.		ü
I was provided with examples of previous minutes to assist me with understanding what was required.		ü
It was clear to me what was expected.			ü
General feedback regarding the information you were provided regarding taking minutes for the meeting:
I was made about all the aspects of the meetings and about the aspects that was required to make progress. I was provided with effective examples that helped me to understand things in a better way.

 

Review the current Adept Owl privacy policy
9.21.2016	04:00 pm	AdeptOwl Meeting room
Meeting called by	Ruth Crabbe
Type of meeting	Review
Facilitator	Aban Rezek
Note taker	Shannon Grant
Timekeeper	Aban Rezek
Attendees	Ruth Crabbe, Julie Garland McLellan, Bae Ahn-Bartle
[Agenda Topic]
45 minutes	Ruth Crabbe
Discussion
Welcome, introduction, correspondence, general business, major agenda items
Conclusions
Covered all topics clearly
[Agenda Topic]
50 minutes	Bae Ahn-Bartle
Discussion
Major agenda items, general business, statement of meeting’s purpose , minutes of previous
Previous Meetings
Conclusions
Covered all topics
Action Items	Person Responsible	Deadline
[Agenda Topic]
25 minutes	Julie Garland McLellan
Discussion
General business, statement of meeting’s purpose, key points
Conclusions
Covered all topics
Action Items	Person Responsible	Deadline

Student name	1
	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The meeting started on time.	ü
The meeting purpose was clear.	ü
The chairperson kept discussions focused on achieving the purpose of the meeting.		ü
The chairperson maintained control of the meeting throughout the duration.			ü
The chairperson ensured all participants were involved in discussions.		ü
The chairperson facilitated the problem-solving activity to resolve any issues.		ü
The chairperson facilitated decision-making to ensure required decisions were made.		ü
The meeting followed the agenda.	ü
The desired outcome for the meeting was achieved.	ü
The meeting concluded on time.	ü
General feedback regarding the way in which the meeting was conducted:
Covered all agendas as allocated, clear ideas provided.
Student name	2
	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The meeting started on time.	ü
The meeting purpose was clear.	ü
The chairperson kept discussions focused on achieving the purpose of the meeting.	ü
The chairperson maintained control of the meeting throughout the duration.		ü
The chairperson ensured all participants were involved in discussions.	ü
The chairperson facilitated the problem-solving activity to resolve any issues.		ü
The chairperson facilitated decision-making to ensure required decisions were made.		ü
The meeting followed the agenda.	ü
The desired outcome for the meeting was achieved.	ü
The meeting concluded on time.	ü
General feedback regarding the way in which the meeting was conducted:
Covered all allocated agendas, informative and clear.

Student name
	Strongly Agree	Agree	Neutral	Disagree	Strongly Disagree
The chairperson clearly explained the meeting purpose and the expected outcomes.		ü
I was provided with a list of the attendees and their roles prior to the meeting.	ü
I was provided a copy of a minute template to use to record the meeting discussions.	ü
The chairperson explained any organisational requirements/conventions for recording the meeting minutes.			ü
The chairperson explained the required method for recording meeting notes and their expectations with regards to the level of detail of information recorded.		ü
I was provided with examples of previous minutes to assist me with understanding what was required.	ü
It was clear to me what was expected.	ü
General feedback regarding the information you were provided regarding taking minutes for the meeting:
All agendas completed on time.

On behalf of Ruth Crabbe and Bae Ahn-Bartle thank you for the request to meet to discuss the new privacy policy in Adept Owl. Unfortunately, due to heavy diary commitments the MD regrets that he was not be able to meet.

However, the meeting was successful, thanks to everyone present. Themeeting recordings and the transcripts are attached with the mail. Kindly check.

Reflecting upon experience is a critical capability for all professionals to develop better communications skills, conflict resolution and enhance future performance. To look back on the meeting that was administered as group work this term has allowed participating students to gain much practical knowledge on how to conduct meetings. This paper will consider the role that I played in this management, as well as critically examine our performance. It could be discussed that our team executed well overall, yet more regulation that is efficient and coordination skills could have been corrected. This paper will comment on the group dynamics, presentation style, as well as recommend possible amendments in any future management.

Organizational Requirements

Reflecting upon my role as “chair person,” I felt at the time that this did not entirely suit my character profile.  For me, perhaps the most challenging part of being designated this role was working and communicating effectively with our team in a bright and assertive way. In hindsight, this was a big challenge that I encountered in this activity. However, it also enabled me to develop my skills and courage in these areas over the number of weeks we were involved in the management task.

GM Operations Ruth Crabbe, HR Manager Bae Ahn-Bartle, Julia Garland Mclellan from CSP were invited to the meeting to discuss regarding the new privacy policy of Adept Owl. They are in this industry for a long time and are the best people to share the experiences they have gathered. Regarding the plans apparently, the HR is the first person we got to in any organization.

The participants were invited over mail beforehand, giving them ample time to schedule their other appointments. Along with the invites, a brief curriculum was attached to inform them about the purpose and structure of the meeting.

It was essential for the staff to be aware of the new rules and policies brought in the organization. The legal terms and conditions are always necessary to be communicated to the employees. So the needed data and files were gathered before the meeting to avoid any disruptions in the agenda.

The budget was discussed for the new policies, along with the new approaches to maintain client and employee privacy.

All these were imperative to portray a clear picture of the whole meeting in front of the attendees.

The participants were provided with the new privacy policy documents, also the agenda of the meeting and what topics they have to cover in the meeting via mails. They were also handed hard copies of the same. The meeting recordings, documents used as references, transcripts, etc were all mailed by the IT team to the company staff after the meeting got over.

The privacy issues clients faced were addressed and solutions were provided. Implementation of new technologies was agreed upon.

As the chairperson, I had to take care of the correspondence and welcome section. The participants did the rest. There were proper coordination and interaction, and all the agendas of the meeting were met with.

The goal was to create awareness about privacy issues and find solutions to them. All issues were addressed, and satisfactory outcomes were there. The most important solution that came up was implementation stronger data protection enforcement laws. Hackers  and criminals use the privacy data collected from games worldwide to get access to an individual’s private information and use it to blackmail or harm them in any way, or extort money from them

The meeting minutes were according to agenda and utilized properly. Everyone got the amount of time necessary to put forward their statements. Distribution of the minute tacker evaluation forms and meeting minutes templates to the respective individuals ensured all agendas being covered smoothly. Overall, it was a successful meeting.