Question 8 (14 marks)
Your group is required to conduct a staff meeting where each group member will be present as the HOD of a particular department. You are required to formulate an agenda, record the staff meeting that will be based on one of the three (3) topics provided further down and provide meeting minutes for the meeting. You are not limited to providing only the information given as the guideline. Add further information for a constructive meeting.
Guidelines for the Staff Meeting
Agenda and minutes - Word document
• Create a written agenda (used before the meeting) and minutes (used after the meeting) using Microsoft Word.
• The chosen topic should be clearly indicated in the agenda.
• The link to the recorded meeting and short notes of what happened in the meeting should be
included in the minutes. (Please note: The meeting invitation link is not the link that should be included. It should be the link to your recorded meeting.)
Video recording
• Conduct your staff meeting on an online platform using either Zoom or Microsoft teams or Google Drive and record your meeting. (If you do not know how to do this, please use the internet for assistance).
• NB: Join the meeting using your name and surname.
• Specific department names should be assigned to each team member e.g., Human Resources
HOD, Finance HOD, Marketing HOD, etc.
• In the meeting, all cameras should be switched on, displaying the faces of all the team
members.
• During the staff meeting, each team member (Head of Department) should make a
meaningful contribution to the discussion where they present the measures that their
department will take.
• The meeting should be conducted in a professional manner.
• The meeting should be between 6 to 10 minutes.
• One of the topics below should be discussed during your team meeting.
10
Topic 1 – New Product Launch
Your company is launching a new product that it has been working on for the past 2 years. A staff meeting was called to discuss preparations for the product launch. Explain how each department will be involved in the launch of this new product. The following questions should be used as a guideline:
a) What is the new product that the company is launching?
b) What is the date and location of the product launch, and who will be invited to the product
launch?
c) What tasks and duties will each department partake in to ensure that the product launch is a
success?
Topic 2 – Policy Implementation
A new policy is to be implemented in your company in line with recent amendments in government legislation. A staff meeting has been called to get input from the various departments in the company. Explain the different considerations that have been raised by each department. The following questions should be used as a guideline:
a) What is the new policy that is to be implemented?
b) Which date is the new policy set to be finalised?
c) What matters concerning the implementation of the new policy that concern each department
will be addressed at the meeting?
Topic 3 – Additional branch establishment
The company is establishing a new branch in a new business district with business activity that is rapidly growing. A staff meeting has been called to discuss the responsibilities that each department will have in the establishment of the new branch. All the departments within your company need to work together to ensure that the new branch is opened according to plan. The following questions should be used as a guideline:
a) Where is the new branch going to be opened?
b) What is the date of the opening of the new branch?
c) What responsibilities will each department have in order to ensure that the establishment of the
new branch is a successful team effort?
Agenda for Staff Meeting
Topic: New Product Launch
Date: [insert date]
Time: [insert time]
Location: [insert location]
1. Introduction
- Welcome and opening remarks by the CEO
- Purpose of the meeting: To discuss preparations for the launch of our new product
2. New Product Launch
- Overview of the new product being launched
- Date and location of the product launch event
- List of invitees to the product launch event
3. Department Involvement
- Human Resources: Responsibilities and tasks for the HR department
- Finance: Budgeting and financial aspects for the product launch
- Marketing: Marketing strategies and promotional activities
- Operations: Logistics and production planning for the launch
4. Q&A and Discussion
- Open floor for questions, comments, and suggestions from department heads
- Discussion on how each department can work together to ensure a successful product launch
5. Conclusion
- Summary of key points discussed
- Next steps and action items for each department
- Date for the next follow-up meeting
Meeting Minutes
Date: [insert date]
Topic: New Product Launch
Link to Recorded Meeting: [insert link]
Meeting Summary:
- The meeting was held to discuss preparations for the launch of the new product.
- Each department presented their planned contributions to the product launch.
- Human Resources will handle staffing and training for the event.
- Finance will budget and manage financial aspects.
- Marketing will focus on promotional activities.
- Operations will ensure logistics and production are in place.
The meeting was conducted in a professional manner, with all department heads actively participating in the discussion.
Next Steps:
- Department heads to finalize their plans and tasks for the product launch.
- Follow-up meeting scheduled to review progress and address any challenges.
[Note: Please insert proper recording link and detailed discussion points from the meeting]