Read the insert (attached with the paper): Audio script of a meeting. [08]

As a secretary, you are responsible for taking minutes. Draft the minutes of the meeting based on the audio script. Assume all necessary details.

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Insert for Q5: Audio Script of a meeting:

Javed (Chair of the meeting) : OK, I’ve got 10:00 so let’s get down to business. Welcome everybody. Before we start, I’d like to formally introduce Fred Stevens, the new sales manager at our Shanghai office.

Laiqa: Hello Fred.

Karen: Nice to meet you.

Fred: It’s good to be here.

Javed: Right. Also, I’m afraid that Max can’t be with us today due to a death in the family.

Laiqa: oh no.

Karen: how awful

Javed: OK, so the objective of our meeting today ¡s to discuss meeting the production deadline to Well- Mart.

As you know, our sister company, ABC Electronics America is ambitiously preparing to launch a new product in a new market where our main competitor, XYZ ELECTRONICS, dominates.

To do this successfully, ABC Electronics America has contracted to supply 60,000 Doodads to the leading distributor, Well Mart, in that market. The deadline for the delivery of doodads – 60,000 Units – is imminent.

However, there have been some setbacks, which I hope to work out today. So, there are 2 items on the agenda. First, we will hear from each of you about any help that you may need to meet this deadline. Then we’ll have an open discussion.

Karen has agreed to take the minutes. I’d like to finish by 12:00, so let’s not try to get sidetracked. OK, I suggest we go around the table first. Fred, what are your thoughts on this?

Fred: Well, we have asked Well-Mart to postpone the delivery deadline so we can have more time, but they have refused to change the date. So we need to look at meeting the deadline for delivery any way we can.

Does anyone have any idea about-

Javed: Let’s just stick to the agenda right now. We’ll have time for open discussion later. Thank you Fred. OK, let’s hear from Babar in Production.

Babar: Thanks, Javed. Unfortunately, we are currently 35% below the production capacity to meet the deadline. To increase capacity we need to put the production line into full operation and increase manpower.

But, we have a problem with workers complaining about working too much overtime. I don’t blame them, either. Also, I’m a bit concerned that quality may deteriorate with a sudden reinforcement of manpower and an increase in production.

And we’re also facing a problem with raw material— we only have 70% of the material necessary to complete production.

I personally requested an increased supply of raw materials last week, but Purchasing hasn’t gotten back to me.

Javed: I see. OK, thank you very much Babar. Now let’s hear from Laiqa ¡n Purchasing please.

Laiqa: First of all, we are trying to meet Production’s need for raw materials, but there’s a problem with a significant increase in unit cost from our overseas supplier. Keep in mind this supplier produces the highest quality materials.

Now, there is the possibility of buying materials locally, but you’re going to see lower quality and more defects. The supply may also be more unreliable than that from our normal supplier.

Javed: Right…OK, well let’s hear from Karen in HR before we open things up for discussion. Karen?

Karen: OK, we’ve got a lot going on in my department as well. Basically we are having trouble managing employee productivity because of high employee turnover and absenteeism. There has also been an increase in employee complaints about working conditions related to commuting, dormitories, meals, and other issues related to employee welfare.

I know it’s important that we meet this deadline. I get ¡t. But ¡f we work our employees too hard, we’re going to see problems of decreased profitability caused by the increased cost of urgently needed raw materials, curtailed production, reduced quality, and increased wages for workers.

Javed: Thank you Karen. OK, I think that covers the first item here. Let’s move now to open discussion. Who would like to start?

Fred: Does anyone have any ideas about how we can meet this deadline?

Karen: As I was saying, the first thing we need to consider ¡s the welfare of our employees. If we continue this way, we will see a significant increase in turnover.

Laiqa: Sorry, what do you mean by “continue this way?”

Karen: I mean that we have been overworking our employees already, and if we continue with mandatory overtime, we’re going to start losing people.

Laiqa: Got it, thank you. Well, I think that we must confront the problem of price versus quality.

Fred, if you are willing to accept a 20% increase in price, then we can continue buying materials from our overseas supplier.

On the other hand, if that is not an option, one solution could be to accept an increase in defects while we go with the local suppliers.

Javed: It seems to me that if we are willing to accept production of a slightly inferior product, then we could also tackle Production’s issue of not enough raw materials.

Babar: I partially agree with you, but I’m already a little worried that increasing manpower is going to lead to defects because we’re going to have workers that are either overworked or undertrained.

If there was a way we could minimize the number of defects, I’d be willing to go along with that.

Fred: My biggest concern ¡s continuing to maintain a credible relationship with Well-Mart. If we

could meet the deadline with a slightly inferior product, then a few defects shouldn’t pose a problem.

Babar: I totally agree with you there, Fred. I would also say that if we could offer our employees some kind of perks while we push to meet this deadline, things might go more smoothly in Production.

Javed: OK. I think we are just about out of time. Before we close let’s just recap. We have decided to use materials from local suppliers at a reduced cost in order to help Production meet the deadline. Purchasing will take care of the orders.

This is a temporary measure, and once we have met Well-Mart’s deadline, we will continue to do business with our overseas supplier. Also, HR will coordinate with local outsourcing agencies and meet the increased staffing demands with temporary workers.

OK…l think that covers everything. Does anyone have anything to add before we wrap up? No?


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