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Effective Meeting Planning Management Essay Research (Essay Sample)


Plan a meeting: Decide who to invite and plan the meeting objectives and desired outcome of the meeting. If you are planning a virtual meeting, address the pros and cons of holding the meeting virtually.
The marketing communications department has outgrown their space in the corporate office. You’ve been asked to put together a team to design optimal work facilities for the department’s newly leased space in a neighboring building. You have four months to put your plan together before the lease begins. You may choose four other people from the company to be on your team. For this assignment, create the names of the people you choose. Assume that you know each person and can explain why you chose them. You can base your descriptions on real people that you know if you wish.
Part 1: Write a short paragraph briefly describing why you chose the four members of your team. Did you choose based on MBTI, past work history, emotional intelligence, office politics, ability to work on a team, or some other reason? There are no wrong answers. The objective of the assignment is to be aware of why you chose the group for your team and to be able to articulate your reasons for choosing them.
Part 2: Write a 1-to-2-page agenda for the first meeting launching the new team. Include the date, time, and place of the meeting. Include a brief description of the members’ roles and responsibilities. Clarify the intended outcome of the meeting. Project a positive ethos in the meeting invitation. Use the guidelines below to help create your agenda.
Criteria for choosing members should be well-explained
Meeting invitation basics should include:
Time, date, place
Desired meeting outcome/goals
Team members' roles and responsibilities, prep needed
Positive ethos
Positive language
No grammatical and/or spelling errors
Organized and readable
Agenda basics:
Time estimates
Person responsible
Instructions for post-meeting follow-up


Effective Meeting Planning
Your Name
Subject and Section
In the hypothetical situation, the following people: the facilities manager, human resource manager, information technology manager, and financial manager, are the chosen members of the team due to their expertise based from the duties and responsibilities of their job description that, for me, would be the best choice when optimizing the work facilities of the department's newly leased space. The collaboration of the following managers will be beneficial in the proper layout of equipment, the maintenance of the new office, the optimal financial spending, the company identity branding, and increase employee productivity.
1 Simon Smith: The Facilities Manager. Simon is responsible for the overall maintenance of the building space. His team will need prior inspections about the different aspects of the work area, including the ventilation and air conditioning. Additionally, Simon is up to date with company’s equipment and supply stock where he would know what are the additional items that are needed for the installations and renovations. Simon is important to be in the meeting since he can fully optimize the use of new office space while minimizing the operation cost during the construction. Simon can also supervise all the contractors outside the company including the technical staff and construction staff.

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