Introduction In the PetroCo Refinery Case Study, the budget coordinator is tasked with identifying potential budget cuts, among various refinery sites, to ensure the company remains competitive in the future. In order to allow each site manager the opportunity to argue their budget requirements and participate in budget cut solutions, the budget coordinator will hold a meeting to address the budget concerns. As a meeting planner, it is important to determine whether or not a meeting is the appropriate forum for communicating a specific message or addressing issues (Barrett, 2014). Before scheduling a meeting, a meeting planner should determine the purpose of the meeting, make sure there is a clear cut strategy, and thoroughly know the audience
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Once potential solutions are identified, individuals will be assigned tasks to address any unresolved information. A second meeting will be schedule to review tasks and finalize solutions for upper management approval. Any required attendees who are unable to attend should designate an appropriate and knowledgeable alternate.
Agenda Sample Source: Barrett, D. J. (2014). Leadership communication (4th ed). New York, NY: McGraw-Hill Education.
Sample List of Required Information
1. List of all PetroCo refinery site services
2. Critical and Non-critical identifiers for services
3. List any potential areas that can be consolidated or reduced
4. Site budget summary or reports
Meeting …show more content…
The meeting chairperson, as well as the participants, need to have everything they need to address all planned topics. Having a meeting preparation checklist is an excellent to save time when preparing for a meeting (Harvard Business Review, 2015). Harvard Business Review (2015) recommends having a checklist questions such as: What is the meeting purpose? Is a meeting really needed? Who should attend the meeting? Where should the meeting take place? What decisions will be made in the meeting? These are all questions important to answer in the planning process. Additionally, having a pre-prepared checklist will help save time in preparing for all future meetings (Harvard Business Review, 2015). Finally, a meeting agenda will provide guidance on how the meeting will take place, what will be discussed, and will aid in maintaining positive meeting flow within a timely manner. "An agenda is a framework that guides and supports the meeting" (University of Wisconsin, 2015, p. 1). Furthermore, including a list of required information and documents will help attendees be better prepared for the meeting. Therefore, when announcing a meeting, providing introductory or pre-reads, sample briefing slides, or report examples will help attendees prepare for the
Once potential solutions are identified, individuals will be assigned tasks to address any unresolved information. A second meeting will be schedule to review tasks and finalize solutions for upper management approval. Any required attendees who are unable to attend should designate an appropriate and knowledgeable alternate.
Agenda Sample Source: Barrett, D. J. (2014). Leadership communication (4th ed). New York, NY: McGraw-Hill Education.
Sample List of Required Information
1. List of all PetroCo refinery site services
2. Critical and Non-critical identifiers for services
3. List any potential areas that can be consolidated or reduced
4. Site budget summary or reports
Meeting …show more content…
The meeting chairperson, as well as the participants, need to have everything they need to address all planned topics. Having a meeting preparation checklist is an excellent to save time when preparing for a meeting (Harvard Business Review, 2015). Harvard Business Review (2015) recommends having a checklist questions such as: What is the meeting purpose? Is a meeting really needed? Who should attend the meeting? Where should the meeting take place? What decisions will be made in the meeting? These are all questions important to answer in the planning process. Additionally, having a pre-prepared checklist will help save time in preparing for all future meetings (Harvard Business Review, 2015). Finally, a meeting agenda will provide guidance on how the meeting will take place, what will be discussed, and will aid in maintaining positive meeting flow within a timely manner. "An agenda is a framework that guides and supports the meeting" (University of Wisconsin, 2015, p. 1). Furthermore, including a list of required information and documents will help attendees be better prepared for the meeting. Therefore, when announcing a meeting, providing introductory or pre-reads, sample briefing slides, or report examples will help attendees prepare for the