Minutes of Meeting [PDF]

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Fortnightly meeting CALL TO ORDER Ms. Carol Fletcher. Ms. Fletcher called to order the meeting.



INTRODUCTION OF ATTENDEES Introduction of attendees was facilitated by Ms. Carol Fletcher. Those who were present:     



Ms. Trudy Flinch, HR Manager Ms. Carol Fletcher, Senior Manager Mr. Peter Morgan, Finance Manager Mr. Frank Mayfair, Head – IT Department Mike Reynard, Head - Production Floor



AGENDA 1. Performance Against Targets for Previous Quarter 2. Team Member Recruitment Programme



OVERVIEW ON DISCUSSION OF THE AGENDA 



Mike Reynard gave an update on the production figure from the previous quarter. He reported that figures were up by 2 percent for production streams one and two, and down by 9% for production stream 3. The resultant figures were believed to be caused by a recent sales campaign conducted which focused on the higher margin items of production streams one and two. Such campaign he believed to be a little short-sighted as the reorder rates for stream three products are quicker so that more products tend to be sold.



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Ms. Trudy Flinch conveyed a brief summary of the recent recruitment program but she also indicated that a full report may be found in the HR Report in the internet. She reported that nine out of the ten people recruited have successfully completed their probation. Only one recruit was not able to finish the probation period as her husband had to relocate for work. Ms. Flinch also recommended for a review on the advertising methods being utilized. This is after she that the successful recruits came from radio ad rather than the traditional advertising route.



OTHER MATTERS DISCUSSED 



Mr. Mike Reynard talked about a concern regarding the black and yellow safety tapes on the top and bottom of stairs. The tapes were supposed to serve as a warning to people yet the improper installation may cause somebody to trip over the safety tapes and result to injury.



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Mr. Frank Mayfair, IT Department Head, tackled the matter on the new phone system. The system is ready to be fully implemented so Mr. Mayfair sought inputs from his colleagues on its roll-out and how to best roll-out the implementation of the training program onsite. Ms. Fletcher was in favor of a phased implementation so that falls may be checked while maintaining the level of service high. Ms. Flinch was in disagreement with the view of Ms. Fletcher. She believed that for a successful culture change, a swift implementation of the system must be done by forcing the people to the new system. Otherwise, the longer the implementation is the done, the more resistant people will be against it. Mr. Mike Reynard caution on the need to consider the impact of the shift to a new system before its implementation. Mr. Peter Morgan was also against hasty implementation and favored the phased implementation as it must be done right the first time.



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The training of the employees, including the new recruits, on the new system was raised by Ms. Flinch; she did not want the new recruits to commence the training until after the new system is installed and to which Mr. Mayfair said that a dummy testing system shall be installed the following week to be utilized by the teams in training its members. Mr. Morgan inquired about the new system trainers\s and as to the cost of the conduct of the trainings. Mr. Mayfair referred to matter to Ms. Flinch who was in charge of the HR Department. Ms. Flinch denied being in charge of the training and claimed that her department does not have the resources to conduct the said trainings. She stated the need to recruit and train people from within the business. She added that the HR Department can make a training calendar and communicate the same to the managers. Mr. Morgan raised the issue on the possibility of poorly trained employees especially when the system goes live. Ms. Flinch proposed the development of a training day from the pilot training program. Additionally, the HR Department shall train the trainers and provide them with ongoing support.



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Mr. Mike Reynard discussed the idea of one of his team members as regards the usage of the employees of the internet during work hours. The idea is to give the workers 20 minutes during lunch break to use the internet and impose penalty for its violation. Finance manager, Mr. Morgan, asked how of the proposed policy shall be done. Ms. Flinch interjected that it is important to keep the employees motivated in their work for if the policy and the penalty will be too harsh, then the employees will misuse the system even more. Ms. Fletcher solicited for other ideas from the rest of the participants. Mr. Morgan suggested to completely stop the access to the internet by the employees and only allow the access to the company’s own intranet system. Ms. Flinch disagreed and reiterated the need to keep the employees motivated. She also stated that there are some people who use the internet for work. Mr. Maynard commented that withholding the internet access may cause eruptions on the production floor; he added that the management would not want to be perceived as just taking away all the benefits from the employees.



ADJOURNMENT As no other matters were needed to be discussed, Ms. Fletcher announced the schedule for the next meeting, which will be on 18 th of October at the same time and place, and called for adjournment of the present meeting.