Effective meeting planning

Effective meeting planning

Introduction

The marketing department has have outgrown their space in the corporate office. As the team leader, I have decided to come up with a team of four members so as to plan for the leasing and lay down the strategies and objectives of the whole lease process. The marketing communication department is the organization which has been given the mandate to undertake the leasing process and ensure that the whole process is cost effective. Having secured the space, the organization will benefit in a way that there will more activities which will be performed at the same time so as to increase the output of the whole organization. This essay is therefore a plan of the meeting, its organization and objectives.

As the team leader in charge of the marketing communication department, I have been given the mandate to come up with a team of four members so as to assist in planning. I considered the following members more suitable for performing the task.

1. Robert mtyad
2. Lavenda Bigon
3. Raphael Yutas
4. Loiza Jacobus

Time, venue and date

The meeting will be conducted on September 1^st 2017 and the venue has will be the company’s boardroom. All members are required to assemble in the venue of the meeting before 8: 30 am because the meeting is expected to begin exactly at 9:00 am and take a maximum of 3 hours.

Preparations needed

The team should work collaboratively in order to ensure that the work facilities are well design so as to achieve a high operational efficiency. This means that the communication department should make the whole company competitive in its operation which will later lead to an improved output. Also, the team should ensure that there is economy in the use of space so that the leased office can accommodate as many workers as possible. Through this, the organization will have achieved the value for its money.

Reasons why I chose the team members

There are a multitude of reasons as to why I decided to choose these team members. First, I selected them due to their past work history. It has been discovered that they all of them have at one point done optimal work design and achieved good results. Also, I chose them because of their emotional intelligence. They are able to work with different types of people and have the ability to control even those with bad emotions as well as controlling their own emotions which can make them manage stress in their work place. Nevertheless, these team member are people of integrity. They are transparent and can do the right thing even when they are not being supervised. Finally, I selected this team of people because they have proved the ability to work tirelessly as a team. By doing so, it means that there will be a good cooperation and thus this can enable them achieve good results in the design for the leased offices.

Objectives of the meeting

1. Analyzing the space being leased

The team will perform a well-defined analysis of the space that has been obtained. An audit should be conducted by the team, which would ensure proper definition of the space being rented. The team should check if the square footages and the floor plan is correct. They should also analyze if the load factor has been calculated in a more transparent way. Also, they should also make analysis if the organization has the permission to access the common areas of the office suits.

1. Rent analysis

The team selected should know about the rent and make a comparison between the rent and other rates in the area. The baseline information should be obtained from the landlords, agents or other tenants who have rented the same houses. The teams should understand then base year for the operating expenses and how they are calculated. The operating expenses should be spelled out correctly so that we can exactly know what we are supposed to pay.

1. Sub-leasing analysis

After the offices have been leased, the team needs to carry out analysis on whether the marketing communication department have the right to assign their space to other interested parties. They should also attest if the organization has the mandate or right to sublease a portion of their space to another tenant. We the team should also know what fees will be paid in excising the above mentioned right for sub-leasing.

1. Analysis relating to surrender obligation

We can lease office space but with time get our own offices and decide to terminate our lease. The team of the four people should check on the possibilities of terminating the lease incase new offices are obtained. If some changes have been made, will there be need to make some payments especially when vacating the property? They should also make enquiry on whether we are required to remove the cabling during the time of vacating.

1. Extension and expansion of lease options

We as a team should decide whether the company is able to extend the lease. We also need to know if there will be need to give a notice prior to the extension period. Again, we also need to know how the rent will be calculated for our extension. We will also check if we have some expansion options under the lease for example the right of first offer or may be the right of first refusal. In doing all this, we would have achieved our objectives as a team.

Pros and cons of holding virtual meetings

There are several benefits of holding virtual meetings especially in our organization. First, virtual meetings saves on cost especially those ones which would have been met by the members. This is because with virtual meetings, there is no need to make travels. Virtual meetings are important due to cases of space concerns. This is because our organization has no enough room to hold huge meetings of people. It also saves on cost and times thus making the members to concentrate on other activities.  Virtual meetings are more flexible because they involve members logging in and out without disturbing others.

Finally, the cons of virtual meetings are also witnessed in our company. To begin with, since virtual meetings lacks face to face communication, it is sometimes difficult for some individuals to grasp meaning s of some information’s without consultation. Also, virtual meetings lacks personal appeal and thus it is associated with having a lesser impact. When holding virtual meetings, there can be a lot of brainstorming because members usually ask each other series of questions thus making it hard for them to reach some creative solutions. Finally, meetings lacks control of who is to speak first and thus it ends up bringing a lot of interruptions.  It can thus make it difficult for our team to reach to the best solution in our efforts to design optimal work facilities.