Minutes of Meeting

Office Meeting

Bhuppesh Taneja

• Last year turnover less by 25%

• This year again the co. is planning to organize its Annual Conference
FOCUS 2012 to form new strategies , planning process & targets for
this financial year (2011-2012)

• The presentation will be given by the respective department heads to

announce their strategies, their core sectors, & planning process to
achieve the set targets.

• Last day of team presentation – 14th April.

• The meeting is called to share different views of the team that how we
can improve our process

Saket

• We should hire more people in BD for PR, brand management.

• There should different verticals of each department

• Any meeting which is called in the office should be informed

beforehand so that working is done on it & team can come prepared
for it

Bhuppesh Taneja

 Every Saturday or Friday team interaction/meeting will be done

Deepak

• Attendance & daily reports not being sent by the team on daily basis
• Punching Problem – some team members don’t punch daily & later on
the problem come at the time of salary

• If there are some changes in worksheet , it is not informed beforehand

Lalit Taneja

 When somebody comes late since he/she was busy in something

but he does not inform by mail , mark absent or late mark

Bhuppesh Taneja

 After event leaves should be avoided

Lalit Taneja

 Duty Allocation to be done by the Project head & if any changes are
to be done it should be informed timey to Admin & MIS

 All the team should be involved & responsible in the projects, not
only BD.

 Execution process to be more smoothened

 One vision , one determination & one policy for the whole team

 We should take the responsibility / ownership for our faults also

Abhinav
 • There should be a telecaller to generate the leads for the BD team &
they should only do the follo up on it

Bhuppesh Taneja

 Telecaller for BD should be able to judge the sensitivity of the

enquiries

 There can be a weekly rotary system for the calls

Lalit Taneja

 There are a lot of BPO training institutes from where we can hire the
telecallers with a good accent & command over language

Deepu

• The targets given to BD should be more realistic

• Targets should be divided as monthy & quarterly

• There should be timely updates in the profiles for events , BTL &
conference

Ruchika Pal

 Every activity photos should be taken to keep in the record

Pradeep Kumar CK
 • Bill are not raised timely by the team

• There will be 3 kinds of budgets from this years :

o Revenue Budget : expected profits

o Capital Budget : expected expenses

o Manpower Budget : salary expenses

Ruchika Pal

 There should be timey updates from the accounts departments for

the pending payments

Lalit Taneja

 BD should get the client’s accounts department phone no. &

exchange it with our accounts team so that they can follow up for
the pending payments in case the concerned person gets
transferred somewhere else

 The formats has to be followed by the whole team .Whosoever will

not follow it will get 3 continuous reminders & then serious action
against him/her will be taken

 The formats will be given by the A/C department. it will prepare the
budget , get it approved by the management & if the budget
exceeds then accounts department will be held responsible for it &
will give the justification for it

Bhuppesh Taneja

 There will be a format made by the MIS department which the BD

team will give to the client & get it filled. It will be a mandatory
addition in the formats from this year.

Sabyasachi Barik

He will tell his points in the next meeting

Roshan Maurya

• They do not get the complete bills on time with the supporting
documents

Lalit Taneja

 There is already a budget format sheet which is not being used by

the A/C deptt , it has to be implemented from this year

 Complete track records of pending of vendors & by clients should

followed up timely

 First PO of the job has to be received by the BD team from client

which will be handed to the accounts department. Afterwards BD
will send a detailed requirement sheet to the prod/Ops team which
will prepare a checklist of the project including the budgets sheets.
The budget sheet will have a miscellaneous amount for hidden
expenses during the event. It will be approved by the BD team.
After the approvals, the total budget should not exceed the budget
allotted. If the budget exceeds, no extra money will be released
without prior approvals from BD team. Vendor selection has to be
done on L1 basis only .Once the event get over the Prod/ops team
will then collect all the necessary bills from the vendor. Bills from
the vendor to be approved by BD team after the event. Vendors will
be allotted a PO from accounts department & then all the follow ups
regarding the payments will be done by them

Bhuppesh Taneja

 Monthly salary of the BD team will only be released when all the
documentation & files are closed at the month end

Sonia Sharma

 A copy of PO , confirmation mail , checklist , bills of the event has to

be sent to the MIS & Admin deptt also.

 Give time limits to the vendors for the bill submission also

Shakti Dev
 • Printing bills not getting cleared on time

• Need 1 person for delivery purposes

• Need feedback from BD team for the creative designs

Ruchika Pal

 Don’t take complied bills of the events. Take segregated bills

different events

Lalit Taneja

 Take 3 copies of bills from vendor

o 1 – Event file

o 1 – accounts department

o 1 - Final bill with all the approvals

 For delivery & printing jobs , take arun & for A/V requirements use
team members

 Please make a detailed checklist to avoid last minutes goofups

during the event

 If anybody is not available for a particular job , directly ask the

project incharge to look in the matter

Pankaj Sharma

• Need to build more teamwork & coordination for better results

 Lalit Taneja / Ruchika Pal

 Communication with the team is very important. Give constant

feedback for the jobs given

 BD – Act as a client & ret team – Act as a vendor

 Be more professional in the approach so that we are able to achieve

maximum output in less time with less no. of mandays

 Website to get a new look, deepu will give all the details

Ruchika Pal

 Uninformed leaves create problems in the regular work flow.

 Five prior information to the person who has given some work

Santsev

• A meeting should be called after the event to check the exceeding

budget

Deepu Raina

 Instead a review meeting should be mandatory after & before all the
events to check the feedback

Lalit Taneja

 Follow the formats given , problem of budget getting exceeded will

get solved

Sonia Sharma

• Attendance related issues – will discuss it later with the management

• A telecaller is needed urgently

• Send all the important mails regarding any requirement & they need
time to get the issue solved
• If anybody from office is going to any place , inform the Admin
department so that the other jobs which comes in that route will be
handed over

Ruchika Pal

 First mail the requirement , ask the concerned person for the time
they are likely to take & then follow the deadline

 If there is any urgency , try & take the job in your hand

 Give timely feedbacks for the jobs given

Lalit Taneja

 While handling over the job to any person , mail the requirement to
the department head so that proper check can be given or
handover the jobs only to the department head so that they can
hand over the jobs further

Deepu Raina

 Keep the element ofof Badges & t-shirts in all the checklist of the
events

Ruchika Pal

 Prod./Ops team should come up with new ideas & concepts which BD
can market further

 Whole team should Keep routine meetings on Saturdays

 Cut down the expenses in the office by switching off the monitors ,
fans & electrical equipment when not in use
 Try & make the organization as a paperless organization ,try to
operate everything on mails

Lalit Taneja

 Maintain a folder on the sever with different segregation for the data
(venues , stage designs , stalls , 2d printing etc)