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Stu Fall 2014

Page history last edited by E Christian 5 years ago

Introduction

 

With the recent acquisition of Emmerdant Chaise in early November, senior leadership felt it was a top priority to start building relationships among peers, look for opportunities to share knowledge, and find process and system areas that combined where appropriate and advantageous.

 

Our project team proposes the following agenda and logistics plan that specifies the following details to satisfy the meeting requirements outlined by the Ottoman Empire Event Coordination Team and CEO:

 

    • Meeting Logistics
      • Meeting Location
      • Lodging
      • Technology Requirements
      • Dates
    • Detailed daily meeting schedule
      • Attendance
        • Facilitator(s)
        • Functional Business Area Representatives
      • Meeting Goals
      • Meeting Activities
      • Meeting Deliverables
    • Team Bonding Events

 

While we expect all attendees to attend the keynote sessions, the functional areas are kept small (average 5-6 persons)  to reduce distraction and allow for participants to focus on meeting goals, activities, and deliverables. Additionally, we plan for facilitators to be represented by both companies.  


We suggest following the six collaboration patterns proposed by Kolfschoten and de Vreede (2009) to achieve each of the three meeting goals. We made strategic choices from within the patterns to maximize your meeting time together. We have generated the following processes (see Figure 1) to target each of the meeting goals. These processes will be achieved via ThinkLets, a form of collaboration engineering effective for surfacing agreements and disagreements within groups while allowing discussion, prioritization, and evaluation of the topics at hand (Briggs, Vreede, & Nunamaker, 2003). Details of these patterns are found in the “Meeting Agenda” section below.

 

 

 

Figure 1: Proposed Collaboration Patterns for Ottoman Empire / Emmerdant Chaise Conference

 

The original briefing listed the dates of February 24-27, 2015, but we recommend rescheduling the meeting to March to provide sufficient time for an international cultural audit of both companies. We recommend the audit because you will now coordinate office locations across seventeen different countries. After the audit, you can expect, "immediate feedback on the changes that must be made to ensure continued support at home and abroad for the overseas operation" (Souder, Betances, & Associates, Inc., n.d.). The themes surfaced from the audit will be used as a starting point during the meeting.

 

We have also analyzed Hofstede’s cultural dimensions for all participating countries in our location and team building activities (Hofstede, Hofstede, & Minkov, 2010). See agendas. 

 


Logistics

 

Dates:

Arrival of all attendees: March 8-9th, 2015

Conference Dates: March 10th through March 13th, 2015

 

Location:

We propose the meeting take place in Montréal, Canada. We have analyzed the cultural dimensions of all of the participating countries. We have determined that Montréal offers the best logistical and cultural fit for the conference. By averaging all the scores from participating countries and finding another country with similar scores, we reduce the risk of participants feeling overly weak or strong or uncomfortable in the setting.

 

Additionally, while geographically in North America, Montréal offers a very European atmosphere that will be familiar to the guests from abroad. Its location will reduce the time on the long trans Atlantic flight. Canada’s official languages are English and French. Montréal is a world class international city.

 

 

Power Distance 

Individualism 

Masculinity 

Uncertainty Avoidance 

Pragmatism 

Indulgence 

Average 

41 

68 

46 

61 

51 

55 

Canada 

39 

80 

52 

48 

36 

68 

 

Table 1: Cultural Dimensions

 

Convention Hall:

The meeting location proposed is Palais des Congrès de Montréal. The Palais des Congrès de Montréal is located in city center and has modern and technical facilities. Space is available during our proposed dates.

 

Lodging:

Le Westin Montréal is the preferred hotel for the meeting attendees. It is across the street from the Palais des Congrès de Montréal. Additionally, attendees staying at Le Westin Montréal can access the Palais des Congrès de Montréal via the underground city. 

 

Transportation: 

AIRPORT 

According to the Palais des Congrèss website, Montréal has over 130 direct global flights. We recommend flying in to the Montréal-Trudeau airport. Click here to see flight options. 

 

GETTING TO THE HOTEL/CONVENTION CENTER

You have many choices to get to the hotel from the airport: taxi, 747 bus line, métro, etc. We recommend taking either a taxi or the 747 express bus. A summary of transportation options between the Montreal-Trudeau airport and Le Westin Montréal is available here. 

 

 

Arrival 

Departure 

From international cities 

Guide to landing at Montréal-Trudeau airport 

Guide to departing Montréal for international destinations 

Transportation between the airport and hotel/convention center in downtown Montréal 

Schedule for the 747 express bus TO DOWNTOWN 

Schedule for the 747 express bus TO AIRPORT (Montréal-Trudeau) 

 

Dining:

Continental breakfast will be served daily at the convention center. Working lunches will be provided at the convention center. Vegetarian options will be offered at every meal. Margarita Mix, your catering liaison, will customize the convention center meals with Executive Chef Simon Devost-Dulude. Menus will include rooftop garden ingredients as well as local favorites. The sample menus will give you an idea of the variety available to you from this extraordinary chef. Dinner excursions will be held in Montréal.

 

Technology & Software:

During this retreat, MeetingSphere is your productivity tool that will cover everyone’s interactions. They have a great brainstorming tool to optimize OE and EC ideas. Their presentation share information tool is capable of managing powerful interactions between participants. It can be used for live feedback. The discussion tool will allow OE and EC to work concurrently on distinct topics and questions. Participants will have their contributions to topics entered anonymously or tagged by teams or individual contributor. The rating tool allows participants to rate ideas by diverse means (e.g., numerical scale, rank order, etc.). This will help to prioritize and structure input before making a decision on topic. The results can be saved as charts or tables that can be shared real-time. The action tracker will create a list identifying responsibilities as well as showing completion dates and deadlines (MeetingSphere, Inc., n.d.). MeetingSphere supports synchronous and asynchronous work. It is a tool that can support in-person, online, and combined methods of interactions (Hoegel, 2013). For more information, please visit the technology platform of the MeetingSphere website here.

 

Finally, to enhance your meeting execution we recommend that you use Freeman Audio Visual (FAV). They will take care of your computer & networking service needs, video capture, webcasting, and presentation management across the globe (Freeman, 2014). FAV is able address your unique needs since OE and EC use different applications from their computer laptops (e.g., Microsoft Windows with different versions vs. MacBook) and different phone operating systems (e.g., Android vs. IPhone). Lotta Angst will be able to coordinate audiovisual features with FAV to meet the diverse needs for your conference. An example is that all records of meeting activities could be saved and easily accessed by OE and EC within a dedicated and secured network. Best of all, they have global branches in Montréal, Chicago, and London. For more information you can visit their website here.

 

Attendees:

The attendees that will be present at the meeting are listed here. The executive team at OE and EC determined that all 50+ associates will be attending in person in order to ensure that all mid-level and upper management feel a sense of support from those leading the merger top-down. Therefore, the CEO and Chairman of the Board will be in attendance--in addition to all other c-suite employees--for their opening and closing remarks. They will serve in a more observant role throughout the middle portion of the 4-day meeting agenda. Facilitators from the attendee list are indicated on each day's agenda. 

 


Meeting Agenda

 

Click on each day to view the full agenda.

 

DAY 1 

DAY 2 

DAY 3 

DAY 4 

 

The agendas outline how we will address each of the three key meeting goals identified in the meeting planning project documentation. The first goal is to be addressed by all staff at each of the breakfasts on Day 1 through Day 4. Functional area teams will address the second and third goals through consecutive sessions on Days 1-3. This work culminates on Day 4 with presentations by functional area that feature recommendations, risks, and suggested timelines for implementation. 

 

Meeting Goal #1:

Build relationships and shared culture among the functional area peers from both firms.

 

Meeting Goal #2: 

Explore ways functional area peers can share knowledge to find synergies and best practices that will strengthen the firm.

 

Meeting Goal #3:

Look for processes and systems that can potentially be consolidated across the two firms into a single best practice system.

 


Citations

 

Briggs, R. O., de Vreede, G. J., & Nunamaker, J. F., Jr. (2003). Collaboration engineering with ThinkLets to pursue sustained success with group support systems. Journal of MIS, 19 (4), 31-63.

 

Freeman (2014). Freeman. Retrieved from http://www.freemanco.com/freemanco/?fs=true&_requestid=175 

 

Hoegel, W. (2013). MeetingSphere vs traditional groupware and web conferencing. MeetingSphere Marketing Brochure, 1-6.

 

Hofstede, G., Hofstede, G. J., & Minkov, M. (2010). Cultures and organizations: Software of the mind (3rd ed.). New York, NY: McGraw-Hill USA.

 

Kolfschoten, G. L., & de Vreede, G. J. (2009). A design approach for collaboration processes: A multimethod design science study in collaboration engineering. Journal of Management Information Systems, 26, (1), 225-256.

 

Meetingsphere, Inc. (n.d.). MeetingSphere. Retrieved from http://www.meetingsphere.com/tools/technology-platform

 

Souder, Betances, & Associates, Inc. (n.d.). Souder, Betances & associates: Diversity trainers & consultants. Retrieved from http://www.betances.com/index.cfm

 


Team Members

 

Erica Christian

Toni Funk

Rodolfo Loo

Mark Anthony Villafuerte

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