Meeting with Regards to IT Security

Name of the Student

Name of the University

Author Notes
Table of Contents
1. Agenda of the meeting.................................................................................................................3

2. Document the style, structure and purpose of the meeting..........................................................3

3. Participants of the meeting..........................................................................................................4

4. Meeting Arrangements................................................................................................................6

5. Meeting Paper..............................................................................................................................6

6. Organisational requirements and agreed conventions.................................................................7

7. Outcomes of the meeting.............................................................................................................7

8. Effective use of communication:.................................................................................................8

9. Method for Recording Meeting Notes.........................................................................................9

10. Checked Meeting notes..............................................................................................................9

11. Storing of Minutes and Follow-up Documentation.................................................................10

12. Reporting Outcomes of the Meeting........................................................................................11

References:....................................................................................................................................13
Introduction
Meetings are generally used for maintaining a structure, discussing the methods, contributing
ideas, sharing valuable information and appreciating the achievements of a company. It can help
a company in its growth by conducting necessary meetings. It will add the fule to run a company
for a long time. Preparation of a meeting is most important. Before conducting a meeting, the
administration has to take some efforts to conduct the meeting that can be a successful one which
can provide a better outcome for the company. This assignment is about the preparation of
meeting on the topic of IT security issues.

1. Agenda of the meeting

Time Description Speaker

8:30 am to 8:15 am Introduction Marketing Manager

8:15 am to 11:30 pm IT security issues IT Manager

11:30 am to 12:30 pm Security issue demonstration IT Manager

12:30 pm to 1:30 pm Lunch break

1:30 pm to 3:30 pm Measures to improve IT security IT Manager

3:30 pm to 3:40 pm Arguments on the Issues Chairperson

3:40 pm to 3:50 pm Suggestions HR Manager

3:50 pm to 4:00 pm Wrapping up and next step IT Manager

2. Document the style, structure and purpose of the meeting

The style used in the meeting should be brainstorming so that it will help the employees to get
new information and about the topic and to think about the solutions to implement in the
business. It can provide a good discussion on the topic, generate ideas, provides feedback and
discuss the outcomes. The models can also be present in the meeting that can give an in-depth
view of the topic (Skillsyouneed.com., 2020). Therefore the discussion will be noted by someone
in the team and use it to review the outcome of the meeting. It can help the company in
understanding the issues they are facing and the solutions it needed to take for the smooth
conduct of the business.
The structure of the meeting can be as follows:
Opening:
● Welcome the participants to the meeting
● Introduction
● Looking into the loopholes of the business security
● Review of the agenda of the meeting
Body of the meeting:
● General issues on security
● The measure needed to take to secure the business.
● Arguments on the implementation of measures taken
● Suggestions form the team.
● Finalising the discussion
Closing:
● Concluding the discussed topics
● Emphasising the recommended actions
● Closing the meeting
The purpose of the meeting is to provide clarity about the issues that are faced by the company
for recent time. It will discuss the issues that can occur when using outdated software and the
networks which can make intruders access the data of the company. The discussion can provide
some solutions to avoid security issues. The arguments give the meeting a strong impact to find
new and better methods that can protect the company from any security issues
(Helenagmartins.files.wordpress.com., 2020). The suggestions from the participants will add up
the missing points that are important to be noted. The overall view of the meeting can help the
company to set a new strategy that makes it to advance and upgrade its features to achieve its
goal.

3. Participants of the meeting

The participants of the meeting can be informed either by email, telephone, SMS or notice. The
participants who were invited to the meeting are the facilitator who acts as a mediator and share
his discussion on the topic, the team members who handle the key roles during the discussion
and the topic and the minute taker who write down the important points discussed while a
meeting is conducted (Gla.ac.uk., 2020). There needs a timekeeper who must schedule the time
of each event. A vibes watcher is a participant who checks whether the employees are
augmenting politely and controls the situation. The decision-maker has a major role in deciding
which strategy is needed to be implemented to increase the security of the business.
Record of the Notification to IT Manager
To
IT Manager,
ABC Company.

Hi Sir,
You are invited for the next week’s meeting taking place in our company on behalf of the
topic IT Security Issues. You have to take part in the meeting and deliver the valuable points that
can improve the company’s security levels. The meeting starts at 8 am on Monday at the
conference hall. Please be on time and make the meeting a grand success.
Thanking you,
Yours sincerely,
XYZ,
ABC Company.

Notification to Marketing Manager

To
Marketing Manager,
ABC Company.
Hi Sir,
You are invited for the next week’s meeting taking place in our company on behalf of the
topic IT Security Issues. You have to take part in the meeting in the role of a minute taker who
takes down the valuable points present in the meeting. The meeting starts at 8 am on Monday at
the conference hall. Please be on time and make the meeting a grand success.
Thanking you,
Yours sincerely,
XYZ,
ABC Company.
4. Meeting Arrangements
Before the meeting takes place, a proper arrangement is required for the conduction of the
meeting. The key arrangements are:
● Location: The meeting should take place in a possible area where it is convenient for the
participants to attend.
● Participants: Invite the participants who need to be in the meeting and notify them with
roles they need to perform in the meeting.
● Equipment: Prepare a document concerning the issues of IT security and the devices for
presentation.
● Agenda: Agenda is an important objective of a meeting which will help the participants
to understand the time and schedule (Sixth.ucsd.edu., 2020).

5. Meeting Paper
To
IT Manager,
ABC Company.
Hi Sir,
You are invited for the next week’s meeting taking place in our company on behalf of the
topic IT Security Issues. The purpose of the meeting is to improve the IT security of the
company. It will cover the important areas like existing security levels, new firewall installation
and system and software upgradations. Please be prepared on the information provided on the
topic. The documents about the meeting like Agenda, Minutes and Policy Documents are
attached along with the mail for further details. I believe that you have received the notification
regarding the meeting take place on Monday at 8 am. The venue of the meeting is the
Conference Hall of the company. Please be on time and make the meeting a grand success.
Thanking you,
Yours sincerely,
XYZ,
ABC Company.

6. Organisational requirements and agreed conventions

Type of meetings
Strategy & Mission: For a new strategy, the company need to focus on the issues and conduct a
debate for making a decision.
Brainstorming: It is used for providing the company with the new information which is needed
to be implemented in the company in a clarified way.
Implementation: It helps in implementing new methods to provide an advanced strategy in the
business (Asean.org., 2020).
Legal requirements
● It should have a valid reason to conduct a meeting.
● It must provide notice for the meeting to the valid persons.
● There must be a minimum number of people to conduct a valid meeting.
● Notify the participants before adjourning a meeting.
● The participants should have the rights to vote.
Ethical requirements
● Honour the participant’s ideas and suggestions.
● Honest and fair in decision making.
● Listen to the points of the participants completely.
● Seek the truth of the argument.
● Be patient and understand the situation.

7. Outcomes of the meeting

Conducting the meeting
One will make sure that holding meetings while keeping in mind:
• Meetings shall be chaired according to organizational requirements, conventions of
meeting type and legal and ethical requirements agreed upon
• Meetings are held to ensure that they are time effective and timely.
• Facilitation meeting encourages interaction, debate, problem solving and problem
solving.
• Minutes taker are briefed on the recording of the notes according to organizational
circumstances and meetings
The minute taker has the following responsibilities:
 a. One should take rough notes about the decisions and discussion that took place at the
meeting (Scm.oas.org., 2020).
b. The notes should be written in an agreed format so that information can be communicated
easily without any confusion.

Responsibility and possession in the span of minutes must be clearly specified. As detailed in the
participant's section, the distribution of the minutes should be. The minute maker must ensure
that a copy is properly filed and kept for future reference. President of the meeting for the
purpose of the meeting.

The chairperson 's role in the success of a meeting is as follows:

• Progress or failure to be indicated.

• Refocus the discussion in right dicrection.

• Conclude the meeting on a high note.

8. Effective use of communication: 

With the help of predefined steps, communication can be made effective and efficient:
• Preliminary planning
• Working on meeting agenda
• The minutes to be transcribed
• Share minutes of the meeting
• Storing minutes for future referencing (Radovic, Mirjana and Salamzadeh, 2018)
Preliminary planning
It will be much easier to take minutes if a meeting is well-planned in advance. That being said,
the Chairperson and the Secretary or Recorder shall work together to determine the agenda of the
meeting in advance.
Working on meeting agenda
If the chairperson and secretary can not meet to produce a draft, a copy of the agenda must be
obtained by the secretary before the meeting begins. The agenda of the meeting will be a
reference for taking notes and writing the minutes. The agenda also includes supplementary
information which must be included in the minutes including:
• Names of all participating participants – visitors and speakers included
• documents which can be distributed on the progress of the meeting, like copies of a list of
proposals on which voting 
Inclusions in the MOM’s:
o A minute recorder should be familiar with the type of information to be
documented before any details are documented. A group can record notes using a
particular format but, in general, the minutes of a meeting usually contain the
following details:
o The meeting's date and time
o Names of participants and non-participants
o Minutes of the previous meeting acceptance or modification
o Decisions made on every item on the agenda
o Activities shall be carried out or agreed upon
o Next meeting date and time (Seedsforchange.org.uk., 2020).
 
Distributing the Meeting Minutes
Upon completion of the minutes, the secretary shall notify the leaders of the party. One can share
them online or in the cloud. 

9. Method for Recording Meeting Notes

The methods required for effective minute taking includes using pre-defined templates for
capturing the information (Gsa.ucalgary.ca., 2020). In the predefined templates, the information
which needs to be captured at the data element level must contain the following items such as:
Date, time, agenda, place, action item, responsible person, the key outcomes, the action plan

10. Checked Meeting notes

In order to make sure that everything is covered and the checked meeting details are covering all
the aspects of the meeting, the minute taker feedback form comes as a handy tool to ensure that it
covers all the agenda points.
A basic template for the feedback form is described below:
Attendee: CTO

Agenda Agre Not Neutral

e Agree
Received list of attendees with their roles Yes

Had prior access to the record keeping template to cover the Yes
meeting discussions

Previous minutes captured were also accessible to me for Yes

understanding the context

Expectaions were clear to me about the meeting aspects to be Yes

captured

11. Storing of Minutes and Follow-up Documentation

From: IT manager 
Date: 15/06/20
To: Participants at the meeting
Subject: MOM’s and the related documents desired for the outcomes of the meeting
Good morning!
On behalf of CTO thanking you for acceting the invite and gathering for the meeting to discuss
about the privacy policy and the training needs in all departments of the organization. Our
managing Director could not make it to the meeting due to other commitments. Even though by
attending the meeting and contributing towards the discussion, all stakeholder made the meeting
succsessful. The meeting detailing along with other transcripts are provided with this email.
With Regards,
IT Manager 
The attached file is the outcome of the meeting and other documents as a followup.

The reflection of experience is important to the creation of improved leadership skills, dispute
resolution and potential success of all professionals. This term allowed participating students to
learn a great deal about how to manage meetings and look back on the conference being
conducted as group work.
Action plan

Item Person Date

Requirements Manage 22-06-2020

r

Training Manage 28-06-2020

r

Feedback Manage 30-06-2020

r

Performance after training Manage 02-07-2020

r
 

12. Reporting Outcomes of the Meeting

The outcome of the meeting, as outlined here being a part of MOM mentioned:
MOMs:
Date: xx-xx-xxxx
Time: xx:xx
Place: xxxxxx

Agenda: Conduct of Meetings

Attendance:

 Directors
 Company Secretary
 Auditor
 Shareholders
 Chief executive officer

Agenda Items:

 Consideration of Minutes of the previous meeting

  Appointment of trainer
 Declaration of distribution of content material
 Any other matter with the approval of CTO
Action Items: Along with timelines

Preparation of notice 22/06/20

Appointment of trainers 24/06/20
Approval of schedule for training 26/06/20
Conducting training sessions 28/06/20 - 30/06/20
Other Notes if any to be specified

References:
Asean.org. 2020. Plan, Manage And Conduct Meetings. [online] Available at:
<https://www.asean.org/storage/images/2013/economic/matm/Toolboxes%20for%20Six
%20Tourism%20Labour%20Divisions/Common%20Competencies%20(as%20of%20February
%202013)/Plan%20conduct%20and%20manage
%20meetings/TM_Plan_manage_conduct_meetings_310812.pdf> [Accessed 16 June 2020].
Gla.ac.uk. 2020. Participating In Meetings. [online] Available at:
<https://www.gla.ac.uk/media/Media_357468_smxx.pdf> [Accessed 16 June 2020].
Gsa.ucalgary.ca. 2020. Minute Taking Handbook. [online] Available at:
<https://gsa.ucalgary.ca/wp-content/uploads/2018/08/Minute-Taking-Handbook.pdf> [Accessed
16 June 2020].
Helenagmartins.files.wordpress.com. 2020. [online] Available at:
<https://helenagmartins.files.wordpress.com/2015/05/effective-minute-taking-preview-
extract.pdf> [Accessed 16 June 2020].
Radovic M., Mirjana and Salamzadeh, A. 2018. The Importance of Communication in Business
Management.
https://www.researchgate.net/publication/328630849_The_Importance_of_Communication_in_
Business_Management
Scm.oas.org. 2020. Operational Handbook For The Organization Of Meetings. [online]
Available at: <http://www.scm.oas.org/Manual/OperationalHandbook.pdf> [Accessed 16 June
2020].
Seedsforchange.org.uk. 2020. Minutes For Meetings. [online] Available at:
<https://www.seedsforchange.org.uk/minutes.pdf> [Accessed 16 June 2020].
Sixth.ucsd.edu. 2020. How To Conduct Successful Meetings?. [online] Available at:
<https://sixth.ucsd.edu/_files/_home/student-life/conducting-successful-meetings.pdf>
[Accessed 16 June 2020].
Skillsyouneed.com. 2020. Planning And Structuring Effective Meetings | Skillsyouneed. [online]
Available at: <https://www.skillsyouneed.com/ips/meetings.html> [Accessed 16 June 2020].