Reference no: EM133720995

Problem

You are the office manager in a large accounting firm. Every month you hold a meeting for all administration staff. The six team members' roles include personal assistants, reception staff and administration officers. The meetings are held in one of the business's board rooms in the afternoon of the second Tuesday of the month. They normally run for one hour. This month you want to discuss the recent upgrading of the business's photocopiers. This has resulted in changes to standard operating procedures to reflect the new copier's manufacturing instructions. Procedures for how to troubleshoot problems and contact the external maintenance contractor have also been updated. Next month's paper and toner budgets have been adjusted to reflect new anticipated expense figures. Anna, one of the personal assistants, has been investigating available types and costs of SMS appointment reminder software. This task was allocated to her in last month's meeting and she will be reporting her findings in this meeting. When discussing budgets, you want to congratulate the team. They were under budget last month as expenses were down. You know they have worked hard to achieve this goal and want to recognise their commitment. One of the firm's partners recently made a complaint about the standard of cleaning tasks completed by the contract cleaning company. The recent management meeting asked the administrative team to monitor the situation by completing daily checks. You are expected to report the results at the next management meeting. You need to discuss the details of the monitoring process with the team and allocate responsibilities.

Question I: Develop or source an agenda template You can: Develop your own template. Use your workplace's template. Use one provided within your word processing software package. Source a template from another template provider. The layout and structure of the template must be appropriate to the type, style and purpose of the meeting.

Question II: Write an agenda Prepare an agenda using your template. Enter the appropriate information based on the details provided in the case study. Agenda items must be listed in a logical and sequential format with a time allocation for each item. The agenda must: include all necessary information. Be appropriate for the meeting's purpose. Use appropriate meeting terminology. Show the ability to apply conventions and procedures for meetings. Save your agenda with an appropriate file name.

Question III: Prepare an email notification. Using the template provided, write an email to your team members to confirm the meeting's details and agenda. The notification must provide all necessary details to your team members to allow them to adequately prepare for the meeting. You must use appropriate, polite business language.