Practical Cases
Uploaded by
ScribdTranslationsPractical Cases
Uploaded by
ScribdTranslationsORGANIZATION OF MEETINGS AND EVENTS
1. Case study: type of meeting
A secretary must organize a meeting, it is about the new committee.
technologies, which is responsible for ensuring the use of the latest technologies in the
company development. This committee usually meets on the first Tuesday of
each month.
The secretary must address the following issues regarding this meeting:
Is it an ordinary or extraordinary meeting?
Does it require a call?
Should the end time be included in the notice?
Does it require an agenda?
Do we need to take minutes of the meeting?
2. Case study: meeting call
Luisa Estévez is the secretary of the General Directorate, she has to draft the order.
of the day for the Steering Committee. This committee convened by the General Director,
All the company's directors attend, it is held monthly and aims to
The objective is to review the company's performance during the previous month. The meeting has
a series of fixed points: analysis of economic results,
information on commercial activity and ongoing projects.
The Steering Committee agreed at the time that the meeting should be convened.
a week in advance and only the matters that are listed in
the agenda, so each of the board members must present
the issues that you wish to be debated, with sufficient notice to
that can be introduced into this.
The Director General will be absent until the date on which it is to be held.
The committee meeting. Luisa contacts all the secretaries.
to remind you that the call will be sent shortly and that if your
If directors want to add any item to the agenda, they must submit it with
the greatest brevity. The secretary of the commercial area informs that her boss is
1
absent and will not be back until the day of the committee. However, adds
his secretary wants to discuss a matter or two, so it would be better for Luisa
I will wait to prepare the call for the return of the commercial director.
Luisa must make some decisions since she is the General Director.
He is out, he cannot consult.. He knows that he does not like it when things are not complied with.
rules and if the call is delayed, she will be violating them.
He has considered the possibility of delaying the sending of the call but has not.
considers it to be the best option, therefore, suggests to her colleague that
Try to get in touch with the sales manager. There's no need to interrupt him.
you can send him a short message to his mobile phone and when he is free,
you could send him the points you want to discuss through that same medium. Otherwise
She will proceed with the call without adding any other points to the agenda.
of the day.
Assess the decision made by the secretary and also issue the call for
the meeting including the agenda. Invent all the data you need to
the call, including the company's name and logo and the name of the director
general.
3. Case study: preparing a meeting
Your boss is the marketing director of a distribution chain company.
of appliances. Our company has 40 stores in Spain and every quarter
A meeting is held with the marketing director and the regional heads. The country
it is divided into the areas: North, Catalonia, Levante, Center, South, Canary Islands,
Balearic Islands. Therefore, my boss, the area managers, and you will attend the meeting.
Secretary of the meeting who will take notes to draft the meeting minutes.
The meeting will last approximately two and a half hours, including a
short coffee break. It will take place on January 14 starting at 10 AM.
tomorrow.
For the agenda of the meeting we have: reading and approval of the minutes of the
previous meeting, sales report of the chain in the previous quarter, report of
sales by regions, new products, and forecasts for the next quarter.
The sales report for the chain will be presented by our boss. Also
will present the new products and the forecasts for the next quarter.
2
You have to complete the following task:
Redacta la convocatoria de la reunión inventando todos los datos que sean
necessary
Include the following points in a meeting preparation report:
The title of the meeting
Date and time of the meeting
Meeting attendees
Required documentation
Room size
Equipment of it
Necessary audiovisual media
The schedule of tasks to be performed
Conduct the PAM (action program per minute) of the meeting according to
the different points of the agenda. Includes a time of between
20 to 30 minutes of coffee break.
4. Case study: the tone of an event
Your company is an important manufacturer of sportswear primarily aimed at
to a type of young customer. The clothing is distributed in two types of locations: small
stores and large distribution chains. An annual convention is held with
all the distributors of small stores. There are a total of 60 and they usually are
self-employed or small companies.
In this annual convention, which lasts only one day and takes place in the morning and afternoon, there
present the product range for the next year, in addition to
take the opportunity to establish a closer relationship with the little ones
distributors so they feel part of our brand. Your boss, the director of
marketing is in charge of organizing the convention.
With this data, try to answer the following questions:
What is intended with the convention?
What tone should we give to the convention?
Would you engage in playful activities in addition to strictly professional ones?
What activities?
3
5. Case study: training days
You are the secretary of the president of the Illustrious Official College of Social Graduates.
fromPontevedraY
. ourbosshasassignedyoutoorganizesomeworkshops:
The challenges of the TGSS before Electronic Administration
April 16, 2013
IN THE MORNING:
Inauguration act
in charge of D. Luís Pastor Sanz. The 'Conselleira of Labor' will attend this event.
from the autonomous community and the mayor of Pontevedra who will address some words to
the attendees.
Breakfast
First presentation: (1.30 hour) President of the 'Computer Center for Management'
Tax, Economic-Financial and Accounting (CIXTEC)
Theme: 'Experiences of applying communication technologies in the'
tax management
IN THE AFTERNOON:
Second presentation: (1 hour) Provincial Director of the TGSS of Pontevedra.
Theme: "Advanced electronic services centered on citizens"
Coffee
Round table: "The Challenge of the Information Society" in which
they will participate:
D. Antonio Juanes López, Director of Network Services, Telefónica Grandes
Clients, Telefónica Spain.
Provincial Director of the TGSS of Pontevedra
D. Francisco Sánchez-Tirado Grande, Director of the Public Sector, IT El Corte
English.
[Link],DirectorofApplicationInnovationServicesatIBMGlobal
BusinessServices.
4
Work to be done:
Draft a greeting model, inviting to the presentation and breakfast event.
members of the Governing Board of the College.
Look for a venue in Pontevedra where the event can be held. Take into account
that the room should have the capacity to accommodate about 25 or 30 attendees (careful
with the technical means)
Hire breakfast for the attendees and afternoon coffee (speakers and)
participants).Foodfor6people.3hotelrooms(breakfastincluded,by
supposed)for speakers.
Create the informational leaflet or brochure with the program of the day.
Prepare the budget. For this, keep in mind that the registration of each participant will cost
30 euros and in addition you have assistance of 1,000 that has€ been offered by the
Pontevedra Provincial Council.
Prepare the PAM (minute action program) for the day
Prepare the attendance titles for the participants of the event
6. Case study: attending a fair
Our company is dedicated to the marketing of frozen seafood products.
both natural and precooked. It is one of the leading companies in the sector and
has more than 300 employees.
Our boss is the general director of the company and has assigned us,
coordination with the marketing department the logistics for attendance to the
International Frozen Seafood Products Fair - CONXEMAR
It will be celebrated at IFEVI on the 1st, 2nd, and 3rd of October 2013.
The fair hours are from 11 in the morning to 7 PM without interruption, if
From 2 PM to 4 PM, a very low influx is expected.
Our company needs between 60 and 80 square meters of stand with the
following elements. Meeting table with 8 chairs. A counter of
approximately 2 meters for brochures and other documentation; 2 displays of
cold and 4 round tables to place the tasting products and a
closed cupboard where to store the dishes. The cold displays will be brought from the
company.
5
We want the stand to be at a crossroads in such a way that it faces the hallway in two directions.
from its sides
There will be two tastings every day: one at 1 PM and another at 6 PM.
hours.
The inauguration of the stand will be on the 1st at 12:30, and afterwards...
first tasting of products. This inauguration will be presided over by the director
general accompanied by a general director of the Fisheries Department. Both
they will say a few words to the attending audience.
We will also need a permanent hostess, except from 2 PM to 4 PM.
In addition, a representative of the company will always be present. This representative
will be a member of the marketing department (there are three members). In the
The marketing director will always be present at tastings.
Work to be done:
To inform you about the fair: [Link] (Vigo Fair Institute)
Alson: [Link] [Link]
Create the schedule for attendance at the fair
Make a list of all the necessary resources: facilities, furniture,
audiovisual media
Prepare a budget for attending the fair, including the cost of the
flight attendants. Do not include company personnel expenses
Draft an invitation letter for the stand inauguration to send to everyone.
the clients.
6
7
