SECTION C - CASE STUDY

Read the below case study and answer the questions that follow out of The Turbulent Transformation Meeting at GlobalTech Solutions

GlobalTech Solutions, a multinational IT consultancy firm, was in the midst of a major organizational transformation aimed at streamlining operations and expanding its service offerings. This required close collaboration across various departments, including Development, Marketing, Sales, Operations, and Human Resources. The responsibility for steering this transformation fell on the shoulders of Sarah Mitchell, the Project Management Office Manager. In June 2023, Sarah was tasked with conducting a crucial transformation progress review meeting, which brought together key stakeholders from each department to discuss milestones, resource allocation, and potential roadblocks. Following a review of the meeting, the following key notes where observed by other managers: Sarah, overwhelmed with her day-to-day responsibilities, failed to allocate adequate time for pre-meeting preparations. As a result, she entered the meeting without having reviewed critical progress reports or identified potential challenges. The meeting lacked a clear agenda, leaving participants unsure about the specific topics to be discussed and the expected outcomes. This absence of structure led to disjointed discussions, making it challenging to achieve meaningful progress. Sarah struggled to maintain active engagement among the diverse group of stakeholders. She did not employ strategies to encourage participation, and as a result, some team members remained silent while others dominated the conversation, leading to unbalanced insights and perspectives. Time management was a glaring issue in this meeting. Sarah spent an inordinate amount of time on less critical matters, such as project status updates, while crucial strategic discussions were rushed. This resulted in frustration among attendees and undermined the meeting's effectiveness. Sarah neglected to document action items and follow-up tasks. This left participants without a clear sense of accountability and prevented the implementation of agreed-upon strategies. Team members left the meeting feeling frustrated and disheartened, as the lack of direction and structure hindered progress in the critical transformation initiative. Moreover, the absence of clear action items led to a loss of momentum and cohesion among departments. QUESTION THREE 3.1 Recommend way in which Sarah could have ensured the meeting was a success. (20) 3.2 Help draft an agenda for the above case study to ensure all staff are aware of the meeting requirements. (20)