Respond to (2) Colleagues D2W6

3

Communication Portfolio - Meeting Agenda

Natasha Mills

MMSL-6115

Walden University

Dr. Perry

August 3rd, 2021

Communication Portfolio - Meeting Agenda

Introduction

Organizations always utilize periodic meetings for different intentions. Mostly, business owners held these meetings to inform the workforce on the new operations, review performance, and supervise the different departmental work. Moreover, they also serve as an interactive session and social platform for the management and workers to share their milestone achievements and review progress reports. This paper highlights Antony's Orchid company's intended quarterly meeting and creates an agenda for the meeting.

Purpose of the Meeting

Company meetings are always held for different intentions and purposes. Usually, they provide the employees with an opportunity to review the company's goals, objectives, and short-term and long-term targets and receive updates concerning the current state of affairs (Mind Tools, 2018). Nonetheless, most of these meetings help departments and different organizational teams to gather the materials and resources to inspire the decision-making process, build strong relationships, create solutions to underlying problems and share relevant information. Therefore, the primary purpose of Anthony's Orchard company meeting would be to enhance the workforce's awareness of the essential new company updates while also reviewing the outcomes of different departments and employee teams.

Also, this quarterly meeting will create an open forum and an open space where the members of the company's workforce can freely express themselves, thereby addressing their concerns by asking essential questions to the management. Since this meeting would incorporate all employees from different departments, it will be an important one that would not expect some employees' absence. According to Quintanilla & Wahl (2018), an all-inclusive meeting that cuts across all departments enhances idea-sharing and company deliberations in a single sitting rather than holding separate meetings. Notably, separate meetings held by different departments may lead to contradictions during information delivery, thereby affecting the intended harmony within the company. Also, conducting a single meeting that incorporates all departments would allow the company to save on costs that would have been incurred in organizing and holding separate meetings.

Best Format for the Meeting

The executive team is planning to conduct a combined departmental meeting to bring all the employees on board. Videoconferencing will be the ideal format for this meeting; this meeting format will be conducive for most employees who would be busy. Also, staff members from the finance, accounting, operations, and sales departments always work remotely, allowing them to attend the meeting in their most preferred avenues (Laureate Education, 2015). Nonetheless, since the meeting is slated for the second Thursday of April, video conferencing is the ideal format since it would comply with the stipulated Covid-19 containment measures that require individuals to maintain social distance to avoid the spread of the deadly virus. Besides, it also complies with the global health agencies' advice for companies to implement working-from-home recommendations. Video conferencing technology through platforms like Google Meet and Zoom platforms would be the most preferred as they are usually used with employees who work remotely.

Similarly, employees would easily hear and see their colleagues through video and audio transmission, enhancing real-time communication. Therefore, they would easily understand the statements from each of the presenters by analyzing their tonal variation and non-verbal cues. Also, the method would save on travel costs and meeting setup costs since the company will not be expected to pay the allowances that cater for traveling, accommodation, and food expenses. Nevertheless, this method would also prevent potential unprecedented delays caused by transportation glitches and challenges to the meeting place. Therefore, this method minimizes delays, thereby creating quick returns and achieving the expectations of the meeting.

Videoconferencing offers the ability to realize face-to-face communication through images and texts (Quintanilla & Wahl, 2018). Therefore, this offers a more advantage in understanding the main idea being addressed since the presenters can use screen sharing whenever the audience needs more explanation. Nonetheless, this approach would not encourage in-person communication as many employees are remotely located and busy. Furthermore, video conferencing is not limited to time constraints and, therefore, can be held at any time of the day when there is a need. The employees would just be required to log in to join the virtual meeting regardless of their specific location.

How to Inspire the other Colleagues

Most of the employees are busy, so I would inspire them to attend the meeting in the following ways. The initial step I would take is to communicate and define the intention ad the expectations of the meeting before ensuring that they are aware of the meeting's intent. Moreover, I will also hold a pre-meeting session with some staff members to determine their suggestions concerning the meeting's agenda. Besides, the agenda would be shared with all the members to give them a preview of the meeting's information to ensure that they understand the contents of the scheduled meeting to ensure that the meeting runs effectively and efficiently. Nonetheless, I will create a procedure whereby the staff members could easily submit their agenda, thereby allowing every member to feel part of the meeting. After that, I will select the best and most conducive time for every member to consider their commitments and make the meeting as short as possible. Finally, I would consider the required materials for video conferencing like internet connectivity and digital devices. Therefore, if some employees lack the requirements, I will make arrangements and help them in the best way possible.

Proposed Agenda for Quarterly Meeting

Time: 10.00 am to 12.30 pm

Platform: Zoom – meeting ID# 123456789

Date: 8th April 2021

Agenda

1. Preliminary Remarks (10.00 am): Roll call and departmental introductions

2. Meeting Announcement (10.15 am to 10.30 am)

· Approval of minutes and opening remarks

· Employee appreciation and recognition of staff April birthdays

· Briefing on departmental quarterly earnings and expectations

3. Departmental Reports (10.30 am to 10.40 am): Human resource department

4. Marketing and Graphics (10.40 am to 11.00 am)

· Marketing initiatives – marketing director

· Financial reports – CFO

· Operational tasks – operations manager

5. Open Forum (11.00 am to 12.20 pm)

· Prospects

· New business

· Looking ahead

· Open discussions

· Schedule for the next meeting

6. Adjournment (12.20 pm to 12.30 pm): Submission of notes and minutes

References

Quintanilla, K. M., & Wahl, S. T. (2020). Business and professional communication: KEYS for workplace excellence (4th ed.) Thousand Oaks, CA: SAGE Publications.

Laureate Education (Producer). (2015). Sample corporate website: Anthony's Orchard. Retrieved from  https://mym.cdn.laureate-media.com/2dett4d/Walden/MMSL/6115/02/anthonys_orchard_website/index.html

Mind Tools. (2018). Communication planning: Getting the right message across in the right way. Retrieved from  https://www.mindtools.com/CommSkll/CommunicationsPlanning.htm?route=article/CommunicationsPlanning.htm