Task 1

Meeting Requirements Form

Chairperson Tim Davies (CEO)

Department Sales Department

Meeting Name Marketing Strategy for new board games

Meeting details

Date 19th November 2018 Time 10.00 AM

Location Board Room Budget $500

Meeting format

Purpose The purpose of the meeting is for designing a marketing strategy for
taking the newly developed board games in to the market

Agenda  Welcome greeting by chair of meeting

 Introduction to the topic
 Demonstration of the first board game
 Demonstration of the second board game
 Present marketing strategy
 Why there is a need
 Brainstorming ideas about marketing strategy
 Consolidating of these ideas
 Deeper discussion on key ideas
 Develop broad strategy for the game
 Schedule next meeting
 Greetings

Participants Internal External

 Tim Davies  CEO
 Jayne Dashiell  PA to CEO
  Gareth Singh  Product
development
manager
 Sarah Callis  Product
Development
Officer
 Lee Zigomaris  Product
Development
Officer
 Jonathan Redmond  Sales Manager
 Jack Macquarie  Distribution
Manager
 Ruth Crabbe  General Manager
 Peter McKenzie of Operations
 Bharath Bathini  Manufacturing
 Distribution team Manager
 Administration Team  Administration
Team (Minute-
 Manufacturing team
Taker)
 Sales team
 Finance Manager
 Frank Gondie
 HR Manger
 Bae Ahn-Bartle

Speaker  Bharath Bathini

Seating  The board room has a big oval shaped table to seat 30 people. All
Arrangements the participants could be fit in that room.

Video or  The newly developed board games would be demonstrated with

teleconference pre-recorded videos. Some of the sales numbers would also be
requirements depicted using a power point presentation.

Supporting materials

Pre-reading  Sales numbers

 About the newly developed games
 Trends in industry

Meeting  Invitation
Documentation  Agenda
 Minutes of the meeting
  Pre-reading material

Equipment  Mic set

Requirements  Projector
 Computer
 Internet

Hospitality requirements

Catering  Lite snacks & tea in morning break

requirements  Lunch
 Lite snacks & tea in evening break

Accommodation  Not required

requirements

Other requirements

Special needs of  Reasonable adjustments need to be done for people with

attendees disabilities like helping them communicate in other ways and with
seating arrangement

Other  Participants should respect and support the core values of Adept
organisational Owl
requirements for  Respect others and treat each other with respect
conducting  Work collaboratively as a team
meeting

Applicable  Chairman is responsible for ensuring that these conventions of

conventions for the meeting are followed:
conducting o meetings must start and finish on time
meetings o the purpose and goals of the meeting are clear to all
participants
o the agenda is followed and items are presented by the
assigned speaker and within the allocated duration for
discussion
o all participants are encouraged to provide input in the
discussions, as appropriate
o discussions are restricted to agenda items only
o discussions are conducted in a constructive and
professional manner
o one person is to speak at a time
o time limit on speakers is adhered to, as per meeting
 agenda
o participants have the authority to make decisions
o conflict of interest provisions are followed
o consensus is required for all decisions
o the chairperson has casting vote
o voting is conducted appropriately.

Legal and ethical  Reasonable adjustments should be made for the disabled persons
requirements for  The participants must adhere to the organization’s anti-
conducting discrimination policies
meetings  Other laws that need to be followed:
o Privacy Act 1988 (Cwlth)
o Sex Discrimination Act 1984 (Cwlth).
o Copyrights act 1968

Other specific  In a brainstorming session, being non-judgemental and respecting

requirements each other’s views in an important component of conducting an
effective session
 Participants must be punctual and keep their mobile phones
switched off

Meeting Preparation Action Plan

Meeting name Marketing Strategy for new board games

Meeting date 19th November 2018

Chairperson/Host Tim Davies (CEO)

Action required By whom By when

Planning for the meeting Bharath Bathini 06.11.2018

Creation of agenda Jayne Dashiell 08.11.2018

Creation of pre-reading Jonathan Redmond $ sales 09.11.2018

material team

Sending invitation for Jayne Dashiell 10.11.2018

meeting to participants

Creation of videos of the Gareth Singh & Sarah Callis 16.11.2018

board games

Preparing the power point Aban Rezek (IT Officer) 16.11.2018

presentation

Making arrangements in the Tesfaye Tessema (Office 18.11.2018

conference room administrator)

Ordering food and beverages Tesfaye Tessema (Office 18.112018

administrator)

Coordinating the meeting Bharath Bathini 19.11.2018

Noting down minutes of Tesfaye Tessema (Office 19.11.2018

meeting administrator)

Sending the vote of thanks Jayne Dashiell 20.11.2018

and minutes of the meeting
to participants
 Invitation Message

Adept Owl Games Company

42 Challenge Lane
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: 03 9234 5679
www.adeptowl.com.au

10th November 2018

Mr. Jonathan Redmond

Sales Manager
Adept Owl Games Company
42 Challenge Lane
RICHMOND VIC 3121

Dear Mr. Jonathan Redmond

This letter is to invite you to the meeting-“Marketing Strategy for new board games”.
This meeting was called for by Tim Davies, CEO in order to devise ideas for the marketing
strategy for the launch of the two board games developed by the production team.

The meeting would be conducted in the board room on 19th November 2018 at 10.00 am. I am
attaching the agenda of the meeting and the pre-reading material for you to make familiar with
details of the meeting.

Hope to see you at the meeting.

Best Regards
Jayne Dashiell
PA to CEO
 Meeting Agenda
DATE: 19th MEETING Marketing Strategy for new board
November TITLE: games
2018

TIME: 10.00 AM ATTENDEES:

 Tim Davies
LOCATION: Board Room  Jayne Dashiell
 Gareth Singh
CHAIR: Tim Davies  Sarah Callis
(CEO)  Lee Zigomaris
 Jonathan Redmond
MINUTE-TAKER: Tesfaye  Jack Macquarie
Tessema  Ruth Crabbe
 Peter McKenzie
 Distribution team
 Manufacturing team
 Administration team
 Sales team
 Frank Gondie
 Bae Ahn-Bartle

DIAL-IN NA
INFORMATION:
Meeting preparation

PLEASE READ:  Meeting Agenda

 Pre-meeting reading material

PLEASE BRING:  Any material that acts as evidence/support for your

ideas and observations

Meeting structure

ITEM TOPIC PRESENTER DURATION

1 Welcoming of participants by the Bharath Bathini 10 mins

speaker

2 Introduction to topic and purpose of the Tim Davies 15 mins

meeting

3 Video demonstration to introduce the Gareth Singh & 40 mins

Sarah Callis
new board games and explaining their
features

4 Power point presentation of present Jonathan mins

sales numbers and marketing strategy Redmond
being followed

5 Tea Break 15 Mins

6 Recap of the last session and discussion All participants 75 mins

to clarify doubts regarding the products
and the strategies

7 Lunch Break 60 mins

8 Brainstorming ideas for the first board All participants 60 mins

 game

9 Selecting the ideas that have potential All participants 20 min

and further discussion on those

10 Tea break 15 mins

11 Brainstorming ideas for the second All participants 60 mins

board game

12 Selecting the ideas that have potential All participants 20 mins

and further discussion on those

13 Recapping all the ideas that were Bharath Bathini 10 mins

discussed today

14 Vote of thanks and announcement of Tim Davies 5 mins

next meeting
Minutes of the Meeting Template

Minutes of the Meeting

DATE: MEETING
TITLE:

TIME: ATTENDEES:

LOCATION:

CHAIR:

MINUTE-TAKER:

Open meeting

OBJECTIVE OF
MEETING:

APOLOGIES:

APPROVE
MINUTES OF
PREVIOUS
MEETING
 Action from previous meeting

ITEM TOPIC RESPONSIBL DUE DATE

E

Agenda

ITEM TOPIC PRESENTER DURATION

Any other business

TOPIC RAISED BY ACTION

 Next meeting

DATE: ATTENDEES:

TIME:

LOCATION:

CHAIR:

MINUTE-
TAKER:

Close meeting
ARTICLES (AS PART OF THE PRE-READING)/MEETING PAPER

 Sales reports of Adept Owl

 Information about the brand-new board games to be launched
 Rules and procedures related to brainstorming sessions:
http://www.goodwill.org/blog/career-and-financial-advice/a-five-step-process-for-
effective-brainstorming/
Task 2

Review of action plan:

All the tasks according to the action plan have been executed as per the timeframe.

Minute maker:

Tesfaye Tessema, the office administrator would be the minute maker for the meeting.

Meeting Participation Evaluation Form

Student Name Bharath Bathini

Statements Strongly Neutra Strongly

Agree Disagree
Agree l Disagree

The meeting started on time. Yes

The meeting purpose was Ye

clear.

The chairperson kept Yes

discussions focused on
achieving the purpose of the
meeting.

The chairperson-maintained Yes

control of the meeting
throughout the duration.

The chairperson ensured all Yes

participants were involved in
discussions.
The chairperson facilitated Yes
the problem-solving activity
to resolve any issues.

General feedback regarding the way in which the meeting was conducted:
Overall the feedback from the participants was positive. There were initially some hiccups
for the brainstorming session as it took some time to break the ice and then the ideas started to
generate. The chairman of the meeting was able to steer the meeting well. The administration team
received accolades for arranging everything smoothly.

Minute Taker Evaluation Form

Statements Strongl
Strongl
Agre Neutr Disagre y
y
e al e Disagre
Agree
e

The chairperson clearly explained Yes

the meeting purpose and the
expected outcomes.

I was provided with a list of the Yes

attendees and their roles prior to
the meeting.

I was provided a copy of a minute Yes

template to use to record the
meeting discussions.

The chairperson explained any Yes

organisational
requirements/conventions for
recording the meeting minutes.

The chairperson explained the Yes

required method for recording
meeting notes and their
expectations with regards to the
level of detail of information
recorded.

I was provided with examples of Yes

previous minutes to assist me with
understanding what was required.
(because it was our first meeting)

It was clear to me what was Yes

expected.

General feedback regarding the information you were provided regarding taking minutes for the
meeting:

I generally take the minutes of the meetings in the office and so it was not difficult as I knew
what are the items that are to be recorded in the minutes template. However as this was a brain
storming session, the number of items discussed are more than normal. It was a challenging task to
record all the minutes of the meeting.

Meeting Minutes

DATE: 19.11.2018 MEETING Marketing Strategy for new board

TITLE: games

TIME: 10.00 am Participants

 Tim Davies
 Jayne Dashiell
LOCATION: Meeting Room  Gareth Singh
2  Sarah Callis
 Lee Zigomaris
 Jonathan Redmond
CHAIR: Tim Davies
 Jack Macquarie
MINUTE-TAKER: Tesfaye  Ruth Crabbe
Tessema  Peter McKenzie
 Bharath Bathini
 Distribution team
 Manufacturing team
 Sales team
 Frank Gondie
 Bae Ahn-Bartle

Open meeting

OBJECTIVE OF The purpose of the meeting is to generate ideas for

MEETING: developing a marketing strategy for the new board games.

APOLOGIES: All the participants attended the meeting

APPROVE Approved
MINUTES OF
PREVIOUS
MEETING

Action from previous meeting

ITEM TOPIC RESPONSIBLE DUE

DATE

1 Development of a board game targeting girl Gareth Singh

child 31.10.18

2 Development of a board game targeting Sarah Callis

adults 31.10.18
 Agenda

ITEM TOPIC PRESENTER DURATION

1 Welcoming of participants by the speaker Bharath 10 mins

Bathini

2 Introduction to topic and purpose of the Tim Davies 15 mins

meeting

3 Video demonstration to introduce the new Gareth Singh 40 mins

& Sarah
board games and explaining their features
Callis

4 Power point presentation of present sales Jonathan mins

numbers and marketing strategy being Redmond
followed

5 Tea Break 15 Mins

6 Recap of the last session and discussion to All 75 mins

clarify doubts regarding the products and participants
the strategies
7 Lunch Break 60 mins

8 Brainstorming ideas for the first board game All 60 mins

participants

9 Selecting the ideas that have potential and All 20 min

further discussion on those participants

10 Tea break 15 mins

11 Brainstorming ideas for the second board All 60 mins

game participants

12 Selecting the ideas that have potential and All 20 mins

further discussion on those participants

13 Recapping all the ideas that were discussed Bharath 10 mins

today Bathini
14 Vote of thanks and announcement of next Tim Davies 5 mins
meeting

Next meeting

DATE: 25.11.2018 Participants

 Tim Davies
 Jayne Dashiell
TIME: 11.00 AM
 Gareth Singh
 Sarah Callis
LOCATION: Board Room  Lee Zigomaris
 Jonathan Redmond
CHAIR: Tim Davies  Jack Macquarie
 Ruth Crabbe
MINUTE- Tesfaye Tessema  Peter McKenzie
TAKER:  Bharath Bathini
 Distribution team
 Manufacturing team
 Sales team
 Frank Gondie
 Bae Ahn-Bartle

Close meeting
 Meeting Minutes of the meeting (Corrected)

DATE: 19.11.2018 MEETING Brainstorming ideas to develop a

TITLE: marketing strategy for the new board
games

TIME: 10.30 AM Participants

 Tim Davies
 Jayne Dashiell
LOCATION: Board Room  Gareth Singh
 Sarah Callis
 Lee Zigomaris
CHAIR: Tim Davies  Jonathan Redmond
 Jack Macquarie
 Ruth Crabbe
MINUTE-TAKER: Tesfaye  Peter McKenzie
Tessema  Bharath Bathini
 Distribution team
 Manufacturing team
 Sales team
 Frank Gondie
 Bae Ahn-Bartle

Open meeting

OBJECTIVE OF The purpose of the meeting is to generate ideas for

MEETING: developing a marketing strategy for the new board games.

APOLOGIES: John Avery, a member of the sales team could not make it to the
meeting due to ill health and he issued apologies to the chair of
the meeting

APPROVE Approved
MINUTES OF
PREVIOUS
MEETING
 Action from previous meeting

ITEM TOPIC RESPONSIBLE DUE

DATE

1 Development of a board game targeting girl Gareth Singh

child 31.10.18

2 Development of a board game targeting Sarah Callis

adults 30.10.18

Agenda

ITEM TOPIC PRESENTER DURATION

1 Welcoming of participants by the speaker Bharath 10 mins

Bathini

2 Introduction to topic and purpose of the Tim Davies 15 mins

meeting

3 Video demonstration to introduce the new Gareth Singh 40 mins

& Sarah
board games and explaining their features
Callis

4 Power point presentation of present sales Jonathan mins

numbers and marketing strategy being Redmond
followed

5 Tea Break 15 Mins

6 Recap of the last session and discussion to All 75 mins
clarify doubts regarding the products and participants
the strategies

7 Lunch Break 60 mins

8 Brainstorming ideas for the first board game All 60 mins

participants

9 Selecting the ideas that have potential and All 20 min

further discussion on those participants

10 Tea break 15 mins

11 Brainstorming ideas for the second board All 60 mins

game participants

12 Selecting the ideas that have potential and All 20 mins

further discussion on those participants

13 Recapping all the ideas that were discussed Bharath 10 mins

today Bathini

14 Vote of thanks and announcement of next Tim Davies 5 mins

meeting
 Next meeting

DATE: 25.11.2018 Participants

 Tim Davies
 Jayne Dashiell
TIME: 11.00 AM
 Gareth Singh
 Sarah Callis
LOCATION: Board Room  Lee Zigomaris
 Jonathan Redmond
CHAIR: Tim Davies  Jack Macquarie
 Ruth Crabbe
MINUTE- Tesfaye Tessema  Peter McKenzie
TAKER:  Bharath Bathini
 Distribution team
 Manufacturing team
 Sales team
 Frank Gondie
 Bae Ahn-Bartle

Close meeting
 DISTRIBUTION LETTER

Adept Owl Games Company

42 Challenge
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: 03 9234 5679
www.adeptowl.com.au

20.11.2018

Mr. Jonathan Redmond

Sales Manager,
Adept Owl Games Company
42 Challenge
RICHMOND VIC 3121

Dear Mr. Jonathan Redmond,

Thanks for participating in the meeting and making it a success. We were impressed
with the power point presentation that you have prepared.

We have learnt in the meeting about the new board games. Th CEO and others are
excited about the new creations. As the sales manager you are most responsible for the
development of a marketing strategy. Hope the brainstorming session generated enough ideas
for you to consider. The next meeting would be in a week and the CEO expects you to develop a
preliminary version of a marketing strategy which would be discussed and debated in the next
meeting.

I am attaching minutes of the meeting of the meeting with this letter.

Regards,

Jayne Dashiell
In behalf of Tim Davies - CEO
 Task 3
Reflection Paper

Introduction

A few months back, the top management of Adept Owl has decided to develop new
board games targeted at specific audience to improve the falling sales numbers. After the
development of the games, a marketing strategy needs to be developed to take these products
in to the market. This meeting has been called by the CEO to introduce the new products to all
the important people in the company and collectively brainstorm to generate ideas to develop
a marketing strategy. I, Bharath Bathini, as part of the administration team, has been tasked to
coordinate for planning and implementing the meeting.

a. Preparing for your meeting:

i. The CEO decided to invite all the top management and along with their teams
to demonstrate the new board games and take inputs from them for the
development of a marketing strategy. This way ideas from different
perspective would emerge. Accordingly, the number of participants would be
more than 10 and so the board room was chosen as the venue as it could
accommodate up to 30 participants.
ii. We have drafted a e-invite letter and sent to all the participants. We have
attached the agenda and pre-reading material along with the invite so that
the participants would be prepared for the meeting.
iii. Adept Owl has adopted written conventions to be followed in a meeting. We
have arranged the same conventions. We needed to follow all the legal and
ethical requirements such as anti-discrimination law, privacy law, copyright
law etc while preparing for the meeting.
iv. The overall budget allocated for the meeting was $500. We have freely used
the board room, office furniture, office stationery and projection equipment
for the meeting. We only spent money on food and beverages, which we
outsourced to Coffeeville which is the preferred supplier for Adept Owl.
v. The meeting papers were given as the pre-reading material for the
participants. They contained sales data, information about new products and
articles on how to effectively participate in a brainstorming session. The aim
of the meeting paper is to inform the participants before the meeting about
important information.
vi. We have developed the action plan according to the role they play in the
organization. For example, the production team who developed the games
were responsible for demonstrating them through video and sales numbers
were given by sales manager.
 vii. All the tasks mentioned in the action plan have been completed with in the
agreed timeframe.

b. Conducting and following up your meeting:

i. The problem we had to solve is how to increase the sales numbers. For this
how to devise a marketing strategy so that our new products could increase
our sales numbers. We had chosen the method of brainstorming technique to
generate ideas to solve the problem. The meeting generated lot of interesting
ideas from different participants with different understanding of things. These
ideas would form the base for the marketing strategy that would be
developed in the next meeting.
ii. Tim Davies the CEO was the chairperson of the meeting. His role was to define
the problem and give direction to the participants about creating solutions.
He moderated the session and held the discussion focussed on the topic with
out getting distracted. The chairperson made sure that everyone person was
able to participate and no one person dominated the proceedings. The
chairperson also guarded the team against group think by pointing out
contradictory points.
iii. The chairperson has played his role perfectly. He moderated the topic very
well and was largely responsible for generation of a large number of ideas
from a single session itself. One of the group dynamics was that only some
participants tended to dominate the proceedings while others hesitated to
speak. The chairperson could sense this and identify the persons who did not
speak and encouraged them to speak.
iv. The meeting could successfully achieve the objectives of the meeting by
generating a lot of ideas which would help in developing a marketing strategy.
v. The minutes maker is an experienced person who writes the minutes of the
meetings most of the time in the meetings. For this reason, she was selected
to write the minutes. I tried to correct any grammar or inadvertent mistakes
in the minutes. I also tried to recollect the proceedings of the meeting and
tried to correct them. There wer not many corrections required in the
minutes.
vi. The minutes of the meeting was distributed to all the participants along with
thank you letters for participating. These letters were sent through email. The
minutes would be stored in the sever in the administration department in a
sub-folder. Another copy would be stored in another server at another
location as a backup. These are done according to the procedures of the
company.