Business Administration Purpose of the Meeting

Question: Describe about the Business Administration for Purpose of the Meeting. Answer: Detailed Plan for the Meeting Identification of the Purpose of the Meeting The meeting is convened for encouraging franchisees to present and discuss their concerns regarding products, terms, conditions and regulations relating to marketing activities and also the availability of administrative support for conducting of sales and business operations in the franchisee units. Development of an Agenda Discussion segments of 3 hours each for issues like emergence of faulty products, lack of information regarding warranties and guarantees, planning of marketing initiatives, campaigns and programs and also the development of local regulatory bodies for administration support to the franchisees would be carried out in the meeting. Selection of Participants Sales managers and representatives from different franchisees based in different states like Victoria, New South Wales, Queensland, Southern and Western Australia and also Tasmania are required to be selected for conducting the meeting. A total of 50 different participants are selected for carrying out the meeting(Bible Bivins, 2011). Sending of Invitation to Franchisees The representatives relating to the different franchisees are required to be informed through the generation of online and physical mailers and also based on telephonic contacts. Booking Travel and Accommodation Railway tickets and accommodation facilities based in three star hotels are made for helping the participants travel and stay during the meeting period. Booking Venue and Catering The Conference Centre located in Main Street, Hometown is booked for conducting the meeting. Further, Australian Catering Services is booked for providing lunch and dinner to the attendees in the meeting. Coordination of Meeting Documents Effective coordination is required to be generated between the different departments like production, marketing and administrative departments for generating responses to the questions posed by the different attendees(Ahmia, 2015). Notification for the Meeting Notification To, Contact Persons Name Franchisee Name Address Pin Code, Dear Mr. /Mrs. Re: Meeting for Franchisees This is to inform you that a meeting for all franchisees is convened on August 9th and 10th 2010 at the Conference Centre, Main Street located at Hometown. The session for the meetings would commence at 9AM and end at 4PM. The meeting is conducted to generate a forum to the franchisees for helping them discuss their concerns regarding product, marketing and administration issues with the head office. Effective feedback and responses would be gained from the participants in the meeting regarding the generation of effective solutions and potential recommendations to the issues or problems faced relating to product, marketing and administration issues. Further, your valuable recommendations and insights are required for future planning and also in understanding of different initiatives that can be undertaken in future for meeting of business objectives. Your valuable presence is earnestly awaited in the meeting. Yours Sincerely, Marc Sending of the Notification The notification would be sent to the owners and sales managers of different franchisees through the use of both physical and online mailing systems. The use of online or electronic mailing systems would help in reaching the notices in a faster manner to the concerned parties. Sending of notification through use of electronic communication serves the purpose of intimating the participants beforehand about the meeting in a successful manner. Process of Collection and Distribution of Responses Allegra and Marc needs to focus on incorporating different tools and resources for collection of questions and distribution of responses to the concerned parties. The participants to the meeting can focus on registering questions on the web page of Spark Electrics while also using other mediums like electronic mails and social media platforms like Facebook and Twitter. Applications like Survey Monkey can also be used by Allegra and Marc of Spark Electrics for collection of questions from the franchisees. Social media pages and accounts can be created by Allegra and Marc along with the development of applications for mobile phones for effective and faster collection of questions from the expected participants. Further, Allegra and Marc also needs to focus on the development of a physical mail box for helping participants to physically mail their questions through the use of traditional or conservative mailing systems(Moss Brookhart, 2012). Marc based on the gaining of questions from the different franchisees along the different modes can incorporate the assistance of Marc to generate effective responses to the participants based on the use of electronic mailing systems and also through the use of physical mailers. Similarly, questions posted on the web page and social media account of Spark Electrics can be responded straightaway by Marc and Allegra for helping the participants in gaining ready responses to the questions placed(Altmann et al., 2012). The above processes thus can be effectively used by Allegra and Marc for collection and distribution of responses to the participants. Advantages of Circulating Responses before Meeting The convenors of the meeting like Marc and Allegra are required to generate effective responses to the questions put up by the stakeholders and participants to the meeting. The generation of prior responses to the questions before the holding of the meeting contributes in generation of adequate information about the issues that would be discussed in the meeting. The generation of needed responses to the questions would also help the participants in familiarising themselves with the topics, concerns and issues needed to be discussed in the course of the meeting. The same would encourage and help the participants in gaining further resources and information to carry out the discussions in the meeting in a focused fashion. Moreover, the generation of information in a succinct and summarised fashion for the different questions posed by the participants would help the latter in understanding the objectives and considerations for carrying out the meeting. The same would thus help in genera ting meaningful discussions(Worpole, 2013). The generation of responses to the queries before the happening of a meeting also contributes in understanding the perceptions of the participants and also the chair of the meeting in a mutual fashion. The same helps in reducing the level of disagreement and thereby helps in conducting the discussions in an effective fashion. It thereby contributes in enhancing the quality of the discussions carried out in the meeting to achieve at acceptable solutions(Cloke Goldsmith, 2011). Responsibilities of a Minute Taker Allegra as a minute taker is required to carry out the responsibility for effectively recording the different discussions and decisions generated thereof in the course of the meeting. Allegra is required to reflect needed ownership and responsibility in terms of noting the minutes of the meeting. She is required to take the notes in an easily discernible fashion and also in simple language that can be understood by each and all present in the meeting. Further, the minutes of the meeting recorded by Allegra are required to be generated both in a soft and hard copy format such that the same can be stored and read by the participants attending the meeting. Further, Allegra is also required for generating copies of the minutes of the meetings generated thereof and thereby in distributing the same to the concerned parties for taking of needed decisions in a subsequent fashion. Finally, Allegra is also responsible for filing the minutes in an appropriate fashion such that the same can be u sed by the needed stakeholders at a future period(Tucker, 2013). The minute taker is required to arrange for needed resources like pen, paper, projector, computer and recording gadget prior to the meeting. Allegra is also required to generate a list of attendees that would be present in the meeting. Before the commencing of the meeting Allegra is required to circulate the copy of attendance among the members and also note the time for commencing of the meeting(Tucker, 2013). Style and Review and Approval of Minutes Style of Minute Action Points is identified to be the appropriate style of minute that need to be used by Allegra in noting down the minutes of the meeting convened by Marc for the different franchisees. Action Points as minutes refer to the noting of short notes and discussions carried out in the meeting. The discussions are noted in terms of bullet points by the minute taker in Action Points. The above style of minute essentially focus on the future outcomes or actions that need to be undertaken relating to the discussions made in the meeting. The Action Point minutes are taken in a simpler and faster manner and are accurately generated by the minute taker. Action Point minutes contribute in reflecting on the different actions that need be undertaken for aptly meeting business objectives(Tucker, 2015). Review and Approval Process The effective distribution of the minutes through the use of electronic and internet based communication systems to the potential parties encourages them to conduct needed review of the contents and thereby generate needed recommendations and changes thereof for helping in the generation of final documentation of the minutes. The minute taker is required to note down the recommendations and corrections rendered by the participants to produce the master copy that is subsequently filed for future communication. The approval of the minutes is required to be made based on the designing of an approval committee. The designing of the approval committee contributes in legalising the generation and recording of minutes(Chow, 2016). Resolving Conflicts during Meeting Marc needs to take resort of different strategies for helping in resolving the conflict or dispute that has emerged between a representative and the Administration Manager. The first strategy that can be undertaken by Marc is Depersonalisation wherein Marc tends to generate relative importance to the statements and discussions generated by both the representative and the Administration Manager thereby helping in reducing the level of conflicts. Further, Marc chairing the meeting can also encourage the representatives and the Administration Manager to further elucidate on their points through the generation of effective examples. The same would require the parties for further researching on the statements and discussions furnished to generate needed evidences for proving their point. The same would thereby help in minimising the level of conflicts(Cloke Goldsmith, 2011). Further, Marc also needs to effectively identify the underlying reason for the conflict between the Administrative Manager and the representative where the Administration Manager tends to enter into a conflict owing to having a feeling of being surpassed by a mere representative and that in turn may tend to affect his position in the organisation. Marc thus needs to focus on locating the benefits generating from the points reflected by both the representative and the Administration Manager and thereby reflecting on implementation guidelines(Prince-Embury Saklofske, 2014). The above strategies would help in generating needed importance in a mutual fashion thereby helping in resolving conflicts that tend to emerge during the process of a meeting. Report of the Meeting Outcomes The report of the meeting outcomes are required to be generated to different stakeholders like the representatives of the different franchisees and also the authorities like sales, production and administration managers of Spark Electrics. The generation of reports to the concerned parties would help them in taking decisions and planning for future actions in a concerted fashion(Cloke Goldsmith, 2011). The reports are required to be generated with a focus on updating the members or participants regarding the final outcomes and discussions generated in the meeting. The reports are also required to reflect in a unanimous fashion regarding the future actions that need to be undertaken for meeting of business and organisational objectives. The report of the franchisee meet would effectively help in generating needed information associated with understanding the process of dealing with, returning and reporting of faulty products, of developing effective marketing and sales programs for g enerating potential market presence and also the manner the franchisees would be able to gain needed administrative support for conducting of franchising activities in an effective fashion(Ahmia, 2015). The report of the meeting would also focus on understanding of different legislative and regulatory standards that need to be put into place for helping in the monitoring of the conducts of the different franchisees in meeting of business and institutional objectives in an integrated fashion. The reports are needed to be effectively circulated to the members through the use of effective communication and mailing systems both in hard and soft copy for helping in the conducting of future actions(Prince-Embury Saklofske, 2014). References Ahmia, M., 2015. The Collected Documents of the Group of 77, Volume 6. Australia: Oxford University Press, Incorporated. Altmann, J., Bauml, U. Krmer, B., 2012. Advances in Collective Intelligence 2011. Australia: Springer Science Business Media. Bible, M.J. Bivins, S.V., 2011. Mastering Project Portfolio Management: A Systems Approach to Achieving Strategic Objectives. Sydney: J. Ross Publishing. Chow, S.-C., 2016. Controversial Statistical Issues in Clinical Trials. Australia : CRC Press. Cloke, K. Goldsmith, J., 2011. Resolving Conflicts at Work: Eight Strategies for Everyone on the Job. Australia: John Wiley and Sons. Moss, C.M. Brookhart, S.M., 2012. Learning Targets: Helping Students Aim for Understanding in Today's Lesson. Australia: ASCD. Prince-Embury, S. Saklofske, D.H., 2014. Resilience Interventions for Youth in Diverse Populations. Australia : Springer. Tucker, E.J., 2013. A Simple Guide to Meetings and Minute Taking. United States : Dynamic Customer Solutions. Tucker, E.J., 2015. Success Starts Here. Australia : Lulu.com. Worpole, K., 2013. Contemporary Library Architecture: A Planning and Design Guide. Australia: Routledge.