Assignment 2: Conducting Effective Virtual Meetings [30 Marks]

Meetings are a crucial part of work life. People work in teams all the time and meetings act as spaces
to seek and provide updates, brainstorm on issues, take decisions, and much more (including
catching up with colleagues!). Covid-19 pandemic has moved much of work online. Consequently,
meetings have also moved into virtual spaces. With global teams or hybrid working models, this is
likely to continue even after physical offices open.

Conducting meetings that were not dead boring and actually end up with some useful outcomes
were rare even in pre pandemic days. Online meetings have presented a bigger challenge that we all
need to surmount to be effective. This assignment provides you a space to think about virtual
meetings and apply learnings from the course to a virtual meeting.

Case Background
For this assignment, you will be provided a case study: Evive Health and Workplace Influenza
Vaccinations. Assume that you are part of Evive Healthcare team. There are 5-6 people who will
meet for discussing the issue and deciding the plan of action:

1. Prashant Srivastava, COO & Co-Founder

2. Jennifer Lindner, Creative Director
3. Lead Behavioral Economist
4. Director, Finance
5. Chief Technology Officer
6. Director, Operations & Corporate Tie Ups [Optional; if the group has 6 members]

This is a group exercise. You will need to create groups of 5 for this group assignment.

Each member of the team needs to pick up one role and prepare and participate in meeting
assuming the responsibilities related to that role. You need to clearly define the goal of the meeting
in agenda.

You will need to do the following [All steps will be evaluated]:

1. After reading the case, create a detailed agenda for the meeting [Group work]. This
document needs to be submitted via UMS for evaluation.
2. You also need to create a meeting invite using Outlook, with the meeting lead inviting all
other members of the group, as well as the course instructor. This invite should have all
necessary information regarding the meeting as discussed in class.
3. Conduct a virtual meeting involving all 5 members on MS Teams and record it. Microsoft
Stream Link to this recorded meeting needs to be shared via UMS for evaluation. Within
meeting, your performance will be judged as an individual (in the role you have assumed
within Evive and the agenda that was decided), and also as a group.
4. After the meeting, each member needs to submit the minutes of meeting document
individually.
Deadlines

1. Creation of groups: April 13, 2022 before 5:30PM

a. Share group member names with CoCo (Avani), who will forward it to me. If you do
not share your group info in time, I will put you randomly in any group of my choice.

2. Submission of Agenda document [via UMS]: April 16, 2022 11:59PM

a. Only one person from each group to share it.

3. Outlook Invite: April 16, 2022 11:59PM

a. One group member (who is taking role of meeting lead) to share it, though everyone
needs to be involved in creating it since all will get equal marks for it.

4. Meeting recording [MS Stream link]: April 19, 2022 11:59 PM

a. Everyone needs to keep cameras on during the meeting.

5. Minutes of Meeting [via UMS]: April 20, 2022 11:59PM

a. Each group member to individually submit MoM via UMS
b. You cannot copy the minutes. Each one needs to create their own MoM.

If you miss the deadline, 20% marks will be deducted for each day’s delay for each subcomponent
for which you miss the submission deadline. Unless you are in ICU, no excuses will be accepted for
delay in submission.

Evaluation components [Total: 30 marks]:

1. Agenda: 5 [Group]
2. Outlook invite: 2 [Group]
3. Conduct of meeting
1. Group: 10
2. Individual: 8
4. Minutes of Meeting: 5 [Individual]