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$\mathrm{.}3\mathrm{.}2$ Create a draft agenda for the above case study to ensure all staff are aware of the meeting requirements. $(20)$