Question

Post a memo to the project team and key stakeholders scheduling the lessons-learned meeting, and describing the purpose of the meeting for Upgrading employee desktop computers and software for three regional offices
Include an agenda (customized for your course project) of the items that will be discussed.
Describe how the outcomes of the meeting will be recorded and added to the organization’s knowledge base.

Answer 1

MEMORANDUM

To: Team Mantra, Key Stakeholders

From: Office of the Vice President

Date: 14th April 2018

Sub: called on you for technology upgradation through hardware and software updation for our three regional offices

Agenda: Elevation of employee desktop computers and software updation for our three regional offices. Discussion on the type of hardware and softwares to be installed and the requisite employee training for the technological know how.

Facts: We have been facing redundancy in terms of computer hardware and software wherein regular employee problems are beeing communicated. This whole technical glitche is creating a backlog in the work and report updation. Our three regional stations are suffering immensly and even the employees are beginning to show their resentment. New desktops will be more user friendly, techinically strong and updated. With newer software equipeed with latest anti virus our crucial data will be safe and secure.

Discussion: This meeting has been called for better tools in the hands of the employee to extract effeicient and effective output from them. These new desktop computers will be latest technologies and will ensure faster processes. Earlier system were old and took a lot of time in processing data with lot of hangings in between. Employees at these three regional offices have suffered a lot due to old redundant technologies and even though at the beggining they might feel the technology is more than they could grasp once they get handson, they will discover that it is to their utmost ease and benefit.

Also latest software with uptodate antivirus installed will enable them to save data for effectively anf efficiently. The entire updation and training process will take upto two months time during which we will have to operate from our back end processing unit at Dallas. During this time the employees will have to cooperate as the process of updation and putting systems in place will cause lot of confusion but once it is streamlined it will be beneficil to our organisation and its employees only.

Proper auction for the project will be laid out and all the legal formalities will be taken care of from the head office. Also a team from head office will be directly monitoring the whole process till its final implementstion with regular feedback to the management.

Conclusion: The meeting will be fruitful discussion of the urgent need to empower emplyees at our 3 regional offices through hardware and software upgradation. This meeting has been called for seekingyour opinion about the same which will be incorporated while making the final roadmap for effecting this project. The entire meeting will be diarized and minutes of the meeting will be handed directly to the frim's management and also be incorporated in the organisations knowledge base as resource.