You are a team manager having 15 members in your team. Two of your key team members are on a 3-week leave. You have to call for a monthly team meeting within a week.
How effectively would you plan and carry out this meeting?
From India, Calcutta
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12How effectively would you plan and carry out this meeting?
From India, Calcutta
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Send the details of the meeting to respective key team members by email. Obtain any relevant information from them beforehand to conduct the meeting successfully in their absence.
Call for the meeting as per the requirement and urgency of the case to be discussed.
Send the minutes of the meeting by email to respective key team members.
Everyone is important in the team; don't divide your team in this fashion. Make everyone feel important and key contributors to the business objective.
From Kuwait, Salmiya
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Call for the meeting as per the requirement and urgency of the case to be discussed.
Send the minutes of the meeting by email to respective key team members.
Everyone is important in the team; don't divide your team in this fashion. Make everyone feel important and key contributors to the business objective.
From Kuwait, Salmiya
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Firstly, inform the two important team members about the agenda of the meeting well before and obtain their views. Conduct the meeting with other members, placing the views of the absent members. Send the minutes of the meeting to the absent members. Do not neglect them. This will boost the individual touch, and the team can perform efficiently.
Regards,
Giridhar V.R.
From India, Madras
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Regards,
Giridhar V.R.
From India, Madras
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Dear Vandana,
As others have given you some ideas, I will raise some questions. Is this a hypothetical question for a student? What do you do and where (in which type of industry)? When posing questions, it is better to give our views and then seek comments on our views. Have a nice day.
Simhan
Learning & Teaching Fellow (Retd)
The University of Bolton, UK
From United Kingdom
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As others have given you some ideas, I will raise some questions. Is this a hypothetical question for a student? What do you do and where (in which type of industry)? When posing questions, it is better to give our views and then seek comments on our views. Have a nice day.
Simhan
Learning & Teaching Fellow (Retd)
The University of Bolton, UK
From United Kingdom
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if possible use the technology like video calling/ or else i will send the minit's / agenda of the meeting ask them to mail or they can call and say their vies & opinions about that.
you can take a help from the close associate's of that two absent people or the people who are working along with them.
you can plan your meetings in such a way that they should feel that they get the chance or opportunity to tell / share their opinions. they are recognized even in their absence.
Much regards,
nagarjuna kandimalla
" You can buy a man’s time, you can buy a man’s physical presence at a given place, you can even buy a measured number of skilled muscular motions per hour or day; but you cannot buy enthusiasm, you cannot buy intiative; you cannot buy loyalty; you cannot buy devotion of hearts, minds and souls. You have to earn these things. "
Go Green | The future will thank you |
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nagarjuna chowdary
MOB: 9885403060
:-) /
From India, Hyderabad
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you can take a help from the close associate's of that two absent people or the people who are working along with them.
you can plan your meetings in such a way that they should feel that they get the chance or opportunity to tell / share their opinions. they are recognized even in their absence.
Much regards,
nagarjuna kandimalla
" You can buy a man’s time, you can buy a man’s physical presence at a given place, you can even buy a measured number of skilled muscular motions per hour or day; but you cannot buy enthusiasm, you cannot buy intiative; you cannot buy loyalty; you cannot buy devotion of hearts, minds and souls. You have to earn these things. "
Go Green | The future will thank you |
__________________
nagarjuna chowdary
MOB: 9885403060
:-) /
From India, Hyderabad
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Hi Readers,
How advisable is it to involve someone in work when they are taking a deserved vacation? Unless the matter is urgent and requires input from missing members, which can be collected through emails.
From Kuwait, Salmiya
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How advisable is it to involve someone in work when they are taking a deserved vacation? Unless the matter is urgent and requires input from missing members, which can be collected through emails.
From Kuwait, Salmiya
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Hi Vandana!
First of all, is it a hypothetical situation? Anyway, I think since your team is supposed to work as a "team", you have to include the members on leave as well. You may use media like email, video conference, etc. Post the agenda to them early; get their opinions; call for the meeting and inform the members present about the opinions sent by the absent members. Send the minutes to the members who were not present.
From India, Pune
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First of all, is it a hypothetical situation? Anyway, I think since your team is supposed to work as a "team", you have to include the members on leave as well. You may use media like email, video conference, etc. Post the agenda to them early; get their opinions; call for the meeting and inform the members present about the opinions sent by the absent members. Send the minutes to the members who were not present.
From India, Pune
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When one is on leave, they hand over operations, and work cannot stop just because a staff member is on vacation. All organizations need to have a continuity plan in place. What if those key members find other jobs? I would proceed with the meeting with those present and take minutes to keep other members informed about ongoing developments.
The bottom line is that an organization's operations should not rely on one individual. The system should be designed to ensure that everyone is capable of performing the organization's functions, and every key role should have a designated deputy.
LM
From Kenya, Nairobi
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The bottom line is that an organization's operations should not rely on one individual. The system should be designed to ensure that everyone is capable of performing the organization's functions, and every key role should have a designated deputy.
LM
From Kenya, Nairobi
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Hi there,
In My Team the following would Happened
• Employees do not go on annual leave without a Handover
• Relevant Reminders would be sent with ample time to make sure that last meeting agenda items have been actioned.
• New Item in the Agenda will be added called follow up on the hand over to ensure smooth running of the department in the absence of the employees
• Send a reminder first thing in the morning at the day of the meeting that it is still on and location
• Take enough copies of last meeting agenda, notes on replies on action and copy of the hand over for follow up - always have enough copies cause there is always someone who does not have copies ready or read the email last minute.
• Ensure employees who are on leave are also informed they are still team members so when they are back from leave they don’t miss out
Regards
From Oman, Muscat
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In My Team the following would Happened
• Employees do not go on annual leave without a Handover
• Relevant Reminders would be sent with ample time to make sure that last meeting agenda items have been actioned.
• New Item in the Agenda will be added called follow up on the hand over to ensure smooth running of the department in the absence of the employees
• Send a reminder first thing in the morning at the day of the meeting that it is still on and location
• Take enough copies of last meeting agenda, notes on replies on action and copy of the hand over for follow up - always have enough copies cause there is always someone who does not have copies ready or read the email last minute.
• Ensure employees who are on leave are also informed they are still team members so when they are back from leave they don’t miss out
Regards
From Oman, Muscat
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The corrected text with proper spelling, grammar, and paragraph formatting is as follows:
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A 15-member team is a fairly big team, and in case 2 members are missing, it is not a big deal.
Two members are on a 3-week leave. It must be planned and approved leave, and the team should have geared up to function without them during their leave. Hence, there is no need to call them back or disturb their leave.
All the data and information needed for the meeting should be available in the office. If it is not, then it is a case of bad management. When someone is proceeding on long leave, he, his boss, and subordinate should ensure that his function runs smoothly even during his absence.
Only if it is absolutely essential and if there is no alternative, then only required information can be asked from the two team members on leave through email or telephone. In any case, they should not be called to the office or asked to attend the meeting.
Decisions and minutes of the meeting should be given to these two team members on their return.
---
This revised version addresses the spelling, grammar, and paragraph formatting issues while maintaining the original meaning and tone of the message.
From India, Pune
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---
A 15-member team is a fairly big team, and in case 2 members are missing, it is not a big deal.
Two members are on a 3-week leave. It must be planned and approved leave, and the team should have geared up to function without them during their leave. Hence, there is no need to call them back or disturb their leave.
All the data and information needed for the meeting should be available in the office. If it is not, then it is a case of bad management. When someone is proceeding on long leave, he, his boss, and subordinate should ensure that his function runs smoothly even during his absence.
Only if it is absolutely essential and if there is no alternative, then only required information can be asked from the two team members on leave through email or telephone. In any case, they should not be called to the office or asked to attend the meeting.
Decisions and minutes of the meeting should be given to these two team members on their return.
---
This revised version addresses the spelling, grammar, and paragraph formatting issues while maintaining the original meaning and tone of the message.
From India, Pune
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Hi Vandana,
You are a professional hired by the company to manage and control the human resources. Hence, there is no point in asking whether you have to check the convenience of the team under you. You just have to manipulate according to the need such that they do not feel disturbed by your interference. At the same time, they should feel their need to keep in touch with you, let it be concise but definitely should, no matter what.
Be humane but do not surrender the company's inputs for that. If I were your boss seeing this thread, I would definitely have to reconsider you - just to let you know how serious it is from the company's perspective.
Regards,
Akhil Billy
R&D and Crisis Manager
From India, Thiruvananthapuram
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You are a professional hired by the company to manage and control the human resources. Hence, there is no point in asking whether you have to check the convenience of the team under you. You just have to manipulate according to the need such that they do not feel disturbed by your interference. At the same time, they should feel their need to keep in touch with you, let it be concise but definitely should, no matter what.
Be humane but do not surrender the company's inputs for that. If I were your boss seeing this thread, I would definitely have to reconsider you - just to let you know how serious it is from the company's perspective.
Regards,
Akhil Billy
R&D and Crisis Manager
From India, Thiruvananthapuram
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Hi Friends,
I agree with the viewpoint given by LM. An organization must have policies in place so that work can continue even if key members are on leave. An efficient manager must ensure that they can run the show even when some of their team members are away. We work to earn leisure, and if work disturbs our leisure time, it will have a negative impact on an individual's performance. It is equally important to keep everyone updated with the latest developments once they return to work after leave.
One more observation is that if people on leave are included in meetings during their leave period, it may give them the illusion that the organization cannot function without them. Therefore, it is important to ensure that the show must go on.
Thanks and regards,
B K Majumdar
From India, Vadodara
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I agree with the viewpoint given by LM. An organization must have policies in place so that work can continue even if key members are on leave. An efficient manager must ensure that they can run the show even when some of their team members are away. We work to earn leisure, and if work disturbs our leisure time, it will have a negative impact on an individual's performance. It is equally important to keep everyone updated with the latest developments once they return to work after leave.
One more observation is that if people on leave are included in meetings during their leave period, it may give them the illusion that the organization cannot function without them. Therefore, it is important to ensure that the show must go on.
Thanks and regards,
B K Majumdar
From India, Vadodara
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hi vandana While they take deserved vacation they should not be disturbed instead circulate everything by mail and intimate them via sms. regards gg
From India, Madras
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From India, Madras
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Hi Vandana,
To some extent, I feel that you should be more focused because as the Head of the department and leading a team of 15 members, you should be proactive. I feel that before granting leave to two employees for a period of 3 weeks, you must foresee the urgencies and should have gathered all the necessary information related to those two individuals, which might have supported you in completing the meeting tasks.
Secondly, you could have delegated the additional responsibilities of those two employees to other team members who could have gathered the required data. In emergencies, you can opt for video conferencing or conference calls; however, I am strongly against disturbing employees during their time off. A leader should anticipate situations and act proactively.
Regards,
Kamesh
From India, Hyderabad
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To some extent, I feel that you should be more focused because as the Head of the department and leading a team of 15 members, you should be proactive. I feel that before granting leave to two employees for a period of 3 weeks, you must foresee the urgencies and should have gathered all the necessary information related to those two individuals, which might have supported you in completing the meeting tasks.
Secondly, you could have delegated the additional responsibilities of those two employees to other team members who could have gathered the required data. In emergencies, you can opt for video conferencing or conference calls; however, I am strongly against disturbing employees during their time off. A leader should anticipate situations and act proactively.
Regards,
Kamesh
From India, Hyderabad
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Absence of Team Leader.doc