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Meeting Planning Essay

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Updated: May 5th, 2021

Having the right members is the key to an effective working team. Choosing Mark John, Mary Wilson, James Cork and Philip Johnson to join the project was not based on the number but on how we will work well as a team. My team shares common goals, agendas, visions and timelines. The dynamics of my team are a vital part to achieve its success (Frank &Larson, 2001). This team will accomplish a lot not based on individual capabilities but on established relationships as members understand and value each other’s company. Additionally, what the team needs comes first before individual’s desires.

Project introduction

The chief executive officer, line managers and my fellow departmental heads welcome to yet another meeting in furthering the organizations visions and missions. We have all come here to initiate the facility design team that will be tasked with designing optimal working space for our employees for the newly leased space across the street. The project head will be I Oliver Kim and my team will be composed of Mark John, Mary Wilson, James Cork and Philip Johnson besides other collaborations with the different departments in the organization. The agenda of the meeting has been clearly outlined in the documents on your tables. This meeting is intended to only take three hours utmost with each objective having a maximum timeline of forty minutes.

Project background

Following limited space at our organization, it has been found that it would be in order to lease another premise to provide more space for our employees enhancing continued effectiveness in our service delivery.

Project organization

The marketing communication department will be in charge of the team. Mark John will be in charge of utilities dispatch, waste removal and a custodian of process information. Mary Wilson will be responsible in making sure that coherence is adhered to between processes that will involve material flow, storage and personnel work places. Philip Johnson will be in charge of making sure that the right dimensions of the office spaces are adhered to including the general corridor, piping and personnel facilities, storage areas and the transport corridor. James Cork will be in charge of optimal collaborations between the different business units and the numerous processes that will be going on within the facility. These assignments were allocated based on the fact that these people are specialist in those areas and are at the forefront in using new technologies and therefore our only best solution in enhancing a good move over.

Rules adoption

The team will work together with business units by regularly scheduling progress meetings with the relevant department at the same time keeping minutes of the meetings. The team will be taught on how to manage documents as well as in mitigating issues and risks. The team must conform to expense guidelines and the overall scope of management.

Action plan

Action 1stmonth 2ndmonth 3rdmonth 4thmonth
Design of the office space X X
Equipment installation and testing X
Minor space renovation X

Membership confirmation and meeting evaluation

On behalf of the team I can confirm we are ready to work though we would appreciate any help that can be offered to us by the entire organization. Based on the outlined objectives, I presume the goals of the initiative will see the light and be adopted at the same time keeping in line with the organizational missions and visions.

Reference

Frank. L. & Larson C. (2001). When teams Work Best. Thousand Oaks, CA.: Sage Publications.

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IvyPanda. (2021, May 5). Meeting Planning. Retrieved from https://ivypanda.com/essays/meeting-planning/

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"Meeting Planning." IvyPanda, 5 May 2021, ivypanda.com/essays/meeting-planning/.

1. IvyPanda. "Meeting Planning." May 5, 2021. https://ivypanda.com/essays/meeting-planning/.


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IvyPanda. "Meeting Planning." May 5, 2021. https://ivypanda.com/essays/meeting-planning/.

References

IvyPanda. 2021. "Meeting Planning." May 5, 2021. https://ivypanda.com/essays/meeting-planning/.

References

IvyPanda. (2021) 'Meeting Planning'. 5 May.

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