Executive Meeting Script For Forward Express Courier

Executive Meeting Script of Forward Express Courier Present : Director (D) : Shahfiz Ikram Bin Abdul Malek

Sectary / Human Resource Manager (S/HR) : Nor Khairunnisa Bt Norazizi Sales & Marketing Manager (SM) Accounting & Financial Manager (AF) : Siti Aisyah BintiAdzmi : Nurul Hidayah Binti Bachok

(Everyone is getting ready in the meeting room while waiting for the director to arrive. All members stand up when the director arrived. Director shows her hand to indicate the members to sit down) D : Good morning to everyone. First of all, thank you for attending this meeting. I believe all of you know the purpose we are gathered here today. Recently, our company has been facing some problem as stated in the report. Those problems are the new entries of competitors recently, the increase in price by our supplier and different amount for the opening and closing stock at the outlet. Before we start our meeting, may I know who are absent for this meeting? S/HR : I am pleased to confirm there are none who are absent today. All managers are present. Dear everyone, please kindly switch your hand phone to silent mode during the meeting. D :Thank you, Ms. Nisa. Before we proceed our meeting today, Ms. Nisa, could you recall back the minute of the last meeting, please. SHR :Sure Mr. Shahfiz. I will read out the minutes of the previous meeting. The issue we discussed in the previous meeting was regarding our request to install a booth at the Carnival Job 2012 held at Malay Town, Kuantan. Our purpose was to promote and

introduce our service to people in other states beside to take some workers. This proposal was approved by Mr. Tan which was the person in charge of the carnival. The date of the carnival is on the 1st February 2013. SM : Thats good. This is a good opportunity to promote and introduce our service to public. D : According to the last meeting, we have also decided that if the carnival is approved, then Ms. Nurul and Ms. Aisyah will be responsible to follow up in this activity. Is there any problem for the both of you? AF D : We are grateful to accept this task, and there are no problem for us. :Thats good. Ms. Nurul, please prepare a detailed budget report for this coming activity. AF D :Yes, I will prepare the report for everyone before the next meeting. :Okay, let us proceed todays meeting. As you all know, we are facing a new competitor name Nationwide Express, which is a new entrant opening their business opposite our outlet. Had they bring any negative effect to us? AF :According to our companys weekly sales report, the total sales obviously show a declined figure. SM D SM :This is really a critical problem that we need to overcome. :Why does this problem happen? :As I know, they have done a lot of promotions and were successful in attracting customers during their opening ceremony, including ours. S/HR :Any suggestions to overcome this problem? SM :I suggest having a promotion to attract and keep the retention of the customers.

SHR SM

:Could you please explain in detail about this promotion? :During the promotion, we can give several delivery discounts to our customers. For example, customers who take delivery services with us, the unit of thing 100kg at over will get between 10 to 20 percent discounts.

AF

:That is good. At the same time, we can also can attract more customers. Besides the promotion strategy, it would be better if we give motivate the sales employees to put their best effort into sale and also promote our services as well by giving them some incentives, such as commission or special discount. ( The director keep silent and think for a while)

:I agree with both of your ideas. Please prepare a detailed proposal to me as soon as possible. Ms. Nurul, please make sure our financial is not facing any problems while overcoming this problem

AF D

:Yes, sir I will inform you if there is any problem with the budget. :Okay, shall we proceed to the next issue. What is the next problem?

S/HR :The next problem is our stock deliver late from the time has been estimate this problem cause by our transportation is not enough and our driver need to deliver far away and also different destination of each stock they need to deliver. SM : Customer will hesitate with our service if this problem occur at the first time they use our services. It will be a word of mouth to customers. This problem can lead to lot of negative effect and views to our services. SHR AF : Is there any suggestion to deal with this issue? : I suggest we rent a few transportation for this month.

SM

: Sorry to interrupt. I had to disagree with your suggestion. It is not impossible to get our own transportation, because we already affordable in buying new one vehicle. At the same time, we also has been hire a new driver last month.

S/HR : I agree with you, this problem will keep occur our services every month, with new transportation it will make our courier smooth and arrive to our customer as we estimate and there no more complaint from our customer about our service. SM :Our driver no need a lot of time to deliver because they can deliver with schedule area which one person in charge deliver at north, one person deliver at south and one person deliver east west. That also make our courier more express and forward. ( everyone in the room keep smile) D : I agree with all yours but I just want to suggest something that can make our service more fast and efficient, I think it going better if our transportations we provide with GPS, so there is no more excuse to our driver for being lost or not found the address. They also can found the short way to the destination. AF : I agree with Mr. Shafiz.

S/HR : Yes, me too. This is a good idea. SM : I totally agree with the suggestion from Mr. Shahfiz. It also can show our services and courier is more powerful. D : Okey I think Ms. Nisa is good in this. Can you handle this Ms. Nisa?

S/HR : Oh, sure. I will handle this and any changes I will inform you as soon as possible about the details. D S/HR : Thank you Ms. Nisa. : You re welcome.

D SHR

: What is the next issue? : According to our companys weekly report too much stock broken this month and customer blame us in this case we careless with stock. Regarding this problem, I have tried to negotiate with the customer, but he stood firm to his decision

AF SM

: When did this matter happen? : We need to overcome this critical problem as soon as possible. Any idea everyone? (everyone keep silent and think for a while)

D SHR

: The same customer each stock broken? : Yes, the same customer and the same stock, the problem remind the same, but not every day courier. I notice that the stock is too fragile, because the customer courier the same stock every week and went it deliver to the customer, the stock already broken.

AF D SM SHR AF

: I already make payment to the customer as a claim for the damages stock. : Our company insurance have been cover this case right? : Yes, but still in process. I will inform you later about the progress. : I think we should improve our packaging. : Yes you right. I agree with you idea, I will take note. Hopefully this problem can be dealt with as soon as possible and no more broken stock.

D AF D AF

: Ms. Nurul can you make detail for the budget of improvement our packaging? : Yes, I will do it. : Thank you Ms. Nurul. : You re welcome.

: Okay, hope all of can do well. Are there any problems to be discussed before we end this meeting?

ALL

: No

S/HR : Before we dismiss, I would like to inform all of you, the next meeting will be held at 10 January 2013 Monday at the same place. D : Okay, thank you everyone for attending this meeting and see you all at the next coming meeting. Now, I declare the meeting to be adjourned.