WORKPLACE COMMUNICATION (EIC551)

MOCK MEETING PORTFOLIO

GROUP MEMBERS & STUDENT ID:

NURFARISHA AZNIM BINTI MOHD FUAAD (2019883892)
NURNADIRAH SHAHIRA BINTI NAZRI (2019615104)
NURUL JANNAH BINTI MOHD RADHI (2019883438)
NUR AIA FATINI BINTI ZULKIFLI (2019883802)

CLASS:
LG2432Bi

LECTURER:
DR. NUR HUSLINDA

SUBMISSION DATE:
16 JUNE 2021
 1. Schedule of Meeting Discussed

1.1. Discussion 19/5/2021 9:30 p.m. (Event planning)

1.2. Consultation with Madam Huslinda 20/5/2021 9:45 a.m.

1.3. Discussion 26/5/2021 10.00 p.m. (short description & agenda)

1.4. Meeting and finishing up the script 6/6/2021 9:30 p.m.

1.5. Practice Session (15/6/2021 10 p.m.)

-------
CSR Event : Online Donation Collaboration With WWF Malaysia

Aim: To fundraise and build awareness

Roles
Leader & Time Keeper: Farisha + 2nd role (Creative Director)
The Secretary: Nadirah + 2nd role (Sales manager)
Participant 1: Alia (Marketing Department representative)
Participant 2: Jannah (Human Resource Manager)

Agenda: Marketing strategies between our company and WWF Malaysia

Donation information:
Goods: Eco tote-bag
Price: RM25 each
Donation target: RM3750 (500 tote bags)
- 30% of each tote bag
Donation to: WWF Malaysia
Product Producer: Inkscape Printing
Target audience : General public
How to promote: Promotion through social media, commercial ads like IG Story Ads
Post-promotion: Social media follow up
- Hashtag event through Instagram & Twitter (specify what #)
- 3x lucky winners entitled to win Covid-19 Kit from WWF Malaysia

● Short description
● Agenda
● Schedule of discussions
● Script
● Meeting note - minutes of meeting (type out during the meeting, individually)

20 - 30 mins
 2. Meeting Agenda
DATE: 17th June 2021
TIME: 8.45 a.m.
PRESENT:

Attendees Position Roles

Nurfarisha Aznim binti Creative Director ● Leader

Mohd Fuaad ● Timekeeper
● Team introduction
● Event promotion
strategies

Nurul Jannah binti Mohd Human Resource Manager ● Collaboration

Radhi partner suggestion
● Types of
merchandise
promotion

Nur Alia Fatini binti Zulkifli Marketing executive ● Short briefing about
the event
● Event objectives

Nurnadirah Shahira binti Sales Manager ● Meeting agendas

Nazri ● Budget allocation
for event
● Merchandise selling
price
● Meeting summary

1. Description:
● Inkscape Printing and Advertising Sdn Bhd, is a printing company that provides a
printing service to the target customers. The nature of business of the company is a
manufacturing business in which profit is made by selling products such as custom
printed bags, clothes, banners and other souvenirs. The purpose of the meeting is to
 share information and discuss the decision making regarding the corporate social
responsibility activity that will be done by the company which is the online donation
collaboration with WWF Malaysia. The aim of this event is to fundraise and create
awareness about the importance of preserving the environment by using eco-friendly
tote bags. This event is also a collaboration with WWF Malaysia in which marketing
strategies are done that will benefit both parties as the result of the event.

2. ITEMS TO BE DISCUSSED:
● Deciding partners to collaborate
● Deciding types of goods
● Deciding prices and allocating budgets and profits

3. ADDITIONS TO THE AGENDA

● New meeting with WWF representatives
● Other business about company’s performance

4. ADJOURNMENT : 9:15 a.m

 3. Meeting Notes
NURFARISHA AZNIM BINTI MOHD FUAAD (Creative Director / Leader + Timekeeper)

Project: Inkscape Online Donation Collaboration Event

Attendees
1. Ms Nadirah (Sales Manager)
2. Ms Jannah (HR Manager)
3. Ms Alia (Marketing staff)

Date and Time: 17th June 2021, 8.45 a.m - 9.15 a.m

Agenda:

8:45 a.m Team introduction and event briefing

8:50 a.m Discuss event objectives

8:55 a.m Deciding partners to collaborate

9:00 a.m Deciding types of goods to be promoted and promotional strategies

9:05 a.m Discuss budget allocations and item price

9:10 a.m Other business report

9:15 a.m Adjourn

Notes
● WWF Malaysia has been decided as the collaboration partner
● Item to be promoted is customized eco tote bag (button badge as a free gift)
● Promotional strategies: Social media advertisement and hashtag event
● Designer team will help in creative design skills

Action items
❖ Ms Alia presents the short briefing
❖ Select event collaboration partner
❖ Decide promotional item, the price and promotional strategies
 ❖ Ms Nadirah presents the company budget revenue
❖ Ms Jannah briefed future meeting with WWF Malaysia agenda
NURNADIRAH SHAHIRA BINTI NAZRI
Project: Inkscape Online Donation Collaboration Event
Role: Sales Manager (Secretary)

Members:
1. Ms Farisha (Creative Director)
2. Ms Jannah (HR Manager)
3. Ms Alia (Marketing executive)

Date: 17/6/ 2021

Time: 8.45 a.m - 9.15 a.m

Notes
● Event: Collaborative Donation (30% of profit from goods selling)
● Collaboration Partner: WWF
● Merchandise to promote: tote bags and free gifts (will discuss on next meeting)
● Target audience: regular clients, public, especially youngsters and social media users.
● Budget: 6.5% from RM50K from total net profit 5%
● 500 tote bags (RM3000) + free gifts(RM225) + design production costs(RM25) =
RM3250
● Tote bag selling price: RM 25 each for RM 3.7K
● Event promotion: Facebook and Instagram ads (cheaper)
● Next meeting: Thursday evening next week with WWF representatives about sample
designs, free gifts, event timeline and launch

Action items
❖ Remind the meeting agendas to members
❖ Present the budget allocation for the donation, the tote bags’ and production costs and
selling price and the manufacturer
❖ Ask members to decide on selling price
❖ Summarise all agendas’ decisions by team members
❖ Notify the accounting department for balance sheet of budget
 ❖ Prepare the next week’s minute meeting
❖ Propose the meeting adjournment
NURUL JANNAH BINTI MOHD RADHI
Role : Human Resource Manager

Meeting Title: Inkscape Online Donation Collaboration Event

Date: 17 June 2021
Time: 8:45 a.m.

Members present:
1. Ms Farisha (Creative Director)
2. Ms Nadirah (Sales Manager)
3. Ms Alia (Marketing Department representative)

Notes:
● Collaborative event to raise awareness and company’s exposure.
● To promote and raise awareness about the importance of preserving the environment.
● Eco-friendly products benefit humans and the environment better than market products.
● WWF Malaysia is chosen as the collaborative partner (30% of profit from donation to
the organization)
● Products to donate: eco-friendly tote bags (with customized design option and free
gifts)
● Canvas tote bags allocated from Green Storage.
● Product price: RM25 each
● Promotional work: Hashtag event with & winners will be selected from a mechanic.
● Upcoming meeting on Thursday evening with WWF Malaysia representatives

Action Items:
❖ Present the collaborative partner (WWF Malaysia) with 30% of donation profit to the
organization.
❖ Propose eco-friendly products (tote bags)
❖ Decide a specific date for the upcoming meeting (get-to-know session with WWF
Malaysia representatives: Thursday evening/Friday morning)
NUR ALIA FATINI BINTI ZULKIFLI
Role: Marketing Department representative
 4. Meeting Script

Farisha : Good morning everyone. It is such a good day today, isn’t it? Anyway, have you
enjoyed the nasi lemak at the pantry before coming here?

Jannah: Yes, I had it just now.

Alia : Yes, it was delicious.

Nadirah: Yeah, I only managed to take a few bites.

Farisha: Nice. Anyway, it’s a pleasure to welcome all board members to the meeting. I’ve called
this meeting in order to discuss the event that will be held soon. Oh right, before that, I’d like
everyone to introduce themselves and what roles you have. I will start first. I am Farisha, the
creative director of this company so I am involved in a lot of advertisement planning and brand
campaigns.

Jannah: I guess I will introduce myself next. Hello everyone, my name is Jannah. I am the
Human Resource manager and I do the planning and managing regarding human resources of
this company. Nice to meet you all.

Alia: Hi everyone. I am Alia. I am the marketing department representative and I deal with
marketing strategies for this company. Thank you and nice to meet you all too.

Nadirah: Hello, nice to meet you all too. My name is Nadirah, I am the sales manager. I oversee
the sales revenue and manage expenses of this company.

Farisha: Thank you everyone. I am glad to welcome all board members to the first meeting of
the donation collaboration event. Thank you, thank you for being present in this meeting. Before
we start, can someone explain about today’s meeting agenda?
Nadirah: Yes, we’re starting by having a short briefing about the event and the objectives of
events and meeting. Then, we decide on collaboration partners, types of goods, the prices and
lastly to allocate the budgets and profits. That is all for today’s meeting.

Farisha: Thank you Ms. Nadirah. Before we proceed, I would like to say that this is the first
collaboration event since this printing company has started. So, we must do our best for this
event. Can we proceed to the next item, regarding the short briefing about our collaboration
event?

Alia: Yes, sure. I will explain briefly about this event. The event that we suggest to organise is
an online donation collaboration where we sell the goods online and donate it afterwards.
Before I proceed, does anyone have any questions?

Nadirah: Yes, I do. So, why are we doing a collaborative event rather than our own company
event like we normally do?

Alia: The reason we’re doing this collaborative event is to increase our company’s exposure to
the public and also to raise funds and awareness about the environment for one of the
collaborators that we are going to choose in this meeting later. By doing so, we believe it
certainly benefits both parties involved.

Farisha: Wonderful. It is true that by doing a collaborative event, especially in different areas it
definitely has benefits for both parties. Like, we, a printing company will gain exposure in the
environmental organizations area. Okay. Now that we have discussed the briefing, let’s now
move on to the objectives of the event.

Alia: Alright. The aim of doing this event is to promote and raise awareness about the
importance of preserving our environment by using eco-friendly goods.

Jannah: May I ask something? Can you explain the motivation of using eco-friendly products
instead of the usual products in the market?

Alia: Nowadays, we hear a lot about environmental issues like climate change, the loss of
biodiversity and tropical forests. And one of the continued issues is plastic pollution issues.
Using eco-friendly products will seriously benefit both humans and the environment because it
is less harmful and contains less chemicals.

Jannah: I see.

Alia: Moving on, 30 percent profits that we gained from this event will be donated to the selected
collaborator which they will use to protect the environment and endangered wildlife animals. In
summary, we want to expand our company exposure in various areas and secondly, we want to
raise awareness about the environment.

Farisha: That's fascinating, the objectives are clear and measurable. Thank you Alia. Now let’s
move on to our first agenda.

Nadirah: As we can see on the agenda, since we are going to do a collaboration donation
event, we would like to discuss who or what organization we want to collaborate with?

Farisha: From what I have researched, Malaysia has a lot of environmental NGOs, including the
NGOs from individual states. I have listed a few of them but I only focused on the non-state
NGOs as I think we should go for a general collaboration first before hitting up each state to
maximize our exposure. Among all in the list, I have picked three potential collaboration
partners. They are WWF Malaysia, Malaysia Nature Society and Sahabat Alam Malaysia.

Nadirah: I have heard about Sahabat Alam Malaysia. They’re very active in publishing
environmental awareness articles and they have produced a lot of environmental social
activists. I heard they are focusing on rural area environmental issues.

Alia: Malaysian Nature Society also has a good reputation among Malaysians. I observed their
website and it seemed they were involved in a lot of fundings, producing products and hosting
events. They also have branches in all states of Malaysia.

Farisha: Yes, true. Ms Jannah, what do you think?

Jannah: Regarding the collaborative partners for this event and as have been mentioned earlier,
I think collaborating with WWF Malaysia can be good too. From what we have known, WWF
Malaysia is an organization that is dedicated to environmental conservation through science.
Think about it, our company is trying to build awareness by providing eco-friendly items that will
be beneficial in preserving the environment. Thus, WWF Malaysia is an organization that fits the
best with our aim and goal which is to preserve the environment.

Alia: That’s interesting. Then, how will it benefit both parties?

Jannah: Our company will be donating 30 percent of the profits to the organization while at the
same time, WWF Malaysia will help our company to reach customers for our product by
promoting this event to their audience. This strategy will help to accommodate this event to run
smoothly with the help of both parties in the collaboration.

Farisha: I get your point. WWF Malaysia seems to be a perfect fit for now. So, any objection if
we collaborated with WWF Malaysia?

Alia: None from me.

Nadirah: I go along with that idea.

Farisha: Okay then it is decided that WWF Malaysia is our chosen collaboration partner.

Nadirah: So we have completed our first meeting agenda which is to choose our collaboration
partner. The next item would be about deciding the types of goods.

Farisha: Alright. So, we have discussed that our partner for the collaboration will be WWF
Malaysia. Now, what types of goods will be suitable for our event?

Jannah: As mentioned before, our company will be promoting eco-friendly goods to raise
awareness about preserving the environment. So, I have been thinking of selling eco-friendly
tote bags. As our company provides a printing service, we also could accept customized
designs requests from the customers.

Alia: Well, that sounds feasible. From my marketing perspective, I would suggest studying the
trends for our target customers. Like what their age is, current craze and lifestyle trend.
Nadirah: Since our event is an environmental campaign, it can be for all ages. It is suitable for
everyone regardless of age and lifestyle. Perhaps something general and usable for everyone?

Alia: Then, we can do something that is on general trend. For example, the customized tote
bags and T-shirts. Reusable coffee cups are also hot on trend nowadays due to COVID-19
where everyone is ordering for takeaways and the encouragement of using personal utensils.
Not to mention the bioplastic phone case that has gotten a lot of attention globally. There are a
lot to choose from.

Jannah: Bioplastic phone cases are quite rare as well. I personally think it will be a good idea if
we use it. People like something unique.

Alia: That’s right. However, obtaining the resource can be quite pricey and it is not widely
marketed in Malaysia yet.

Nadirah: I feel that we might exceed our budget and expense plan. Also, we will need to use a
lot of casing models if we want to proceed with that idea.

Farisha: Hmm.. It is true. Ms Jannah, I am afraid we are not able to proceed with the phone
case. Considering what Ms Jannah has suggested and what Ms Alia has explained, tote bags
are the most practical in what I have observed. Children, teens and adults can use it and it is
handy on various occasions.

Jannah: Right. Other than that, it is also consistent with the objectives of the event as have
been mentioned by Ms Alia before, about raising awareness by using eco-friendly goods.
Basically, tote bags are the best option because they have some advantages over plastic bags
when it comes to sustainability. They are also easier to recycle and biodegradable.

Nadirah: If I may add, we can give our customers free gifts too. I have seen a lot of packaging
videos on youtube whereby the seller gives their customers a lot of free gifts. It seems like a
trend among indie sellers nowadays. For us, we can give a button badge and something like
keychain or bookmarks.
Alia: Oh, this is a nice recommendation! We can give those as a token of appreciation for being
one of the campaign attributors.

Farisha: That’s a good point. Since everyone seems to agree, we will go along with this plan.

Nadirah: Noted. Thus, we have completed the second agenda for this meeting. We shall
continue to discuss our budgets.

Farisha: Sure. Perhaps our budget planning will be aligned with the feasibility of the event. You
may start presenting the budget now, Ms Nadirah.

Nadirah: Alright Ms. Farisha. According to last month's sales performance, our company has
managed to gain a net profit of 5%, which it’s a great news to hear, reaching our target. So from
the current balance we have around RM50,000, it is estimated that a budget of about 6.5% of it,
of which, RM3000 will be allocated to purchase 500 sets of plain ready made canvas tote bags
from the Green Storage and another RM250 for those free gifts and production design costs we
have planned .

Farisha: Okay, it’s good we take less than 10%...I’ll take note of that. But why do you choose
Green Storage and what about the selling price?

Nadirah: After I had done some research, Green Storage offers the best reasonable price for
their high quality green tote bags, which are about RM6 each. For the selling price, we proposed
probably between RM 20 until RM 30 is appropriate to cover up the cost we spent on free gifts
and creating the designs along with being able to allocate another 30% for the donation. So now
we need to discuss the exact price of each tote bag.

Jannah: How about RM25 each? I think that would be a nice price for our clients to buy. How
about you Ms Alia?

Alia: That’s the way I see it too. Besides, when you said they are plain...I think we could make
use of our designer team to provide their creative design skills on these bags and these designs
should be an environmental theme.
Farisha: As for me, I couldn’t agree more with Ms Jannah. The price is certainly good according
to the current trends and... yes, Ms. Alia, we absolutely will assign our designers to be involved.

Nadirah: That’s a totally great average price all of you’ve agreed and from this price, probably
about RM3.7K will be allocated for the donation. After this, I’ll inform the accountant department
regarding this update to prepare the balance sheet for our event and send notice if there are
any changes.

Alia: Okay Ms. Farisha, I’ll notify our designers to develop a few sample designs to be
presented to you at the next meeting.

Nadirah: So now we have already decided on the budget and price, we have completely
covered for today’s agendas. To conclude, we have selected WWF as our collaboration partner
and the tote bag and the free gifts as the merchandise we want to promote along with the
budget for the upcoming event. Other than that, do we have any strategies for promotion?

Farisha: I have thought about doing promotion through social media ads like instagram and
facebook. It is not very expensive and we are used to doing it so it is manageable.

Alia: What about doing a social media follow up using a hashtag? We can create an official
hashtag and promote it in social media.

Farisha: Have you heard about a hashtag event? What I have in mind is basically we do a
hashtag event and select three lucky winners to win COVID-19 kit from us and WWF Malaysia.

Jannah: I have seen a lot of artists doing a hashtag event to promote their new songs or films.
Are we going to select the winners based on some mechanics?

Nadirah: We could come up with a giveaway mechanic later. So, I will put this event on the list
and we will discuss it thoroughly in our next meeting.

Farisha: : Okay well done Ms Nadirah. Regarding our next meeting, it will be a special one
because we will be having a meeting next week with the representatives of WWF Malaysia. I
have discussed with Ms Jannah about what we should do after selecting our collaboration
partner. Ms Jannah, could you explain further about this?

Jannah: Sure and yes, that’s definitely true. We will have a get-to-know session from both
parties to show our design samples and also discuss the event timeline, its launch and the free
gifts. But for now, I want two of you to decide a specific date from these two options. Whether
we will have it next Thursday evening or Friday morning? I choose these days because I find
that our working hours are flexible to conduct this outbound meeting.

Farisha: All those in favor of having the next meeting with the WWF representatives next
Thursday evening please raise your hand. (wait for the reaction)

Jannah: Okay, so it seems that we have a consensus. We will have the next meeting on
Thursday evening and I’ll contact WWF Malaysia informing them about the next week’s meeting
later.

Nadirah: Noted, Ms Jannah. I’ll prepare for the upcoming meeting’s minute after this.

Farisha: Good. Shall we close this discussion for now and continue to any other business?

Alia: Yes, Ms Farisha, maintenance of our front desk computers are really at a poor rate lately.
For example, this morning I received complaints from our employees about the lagging system
when they are serving our customers, which slows down our service per time and makes other
customers feel distressed waiting for their requests to be fulfilled. Hence, the technician for
these computers took about a few weeks to take action.

Farisha: Okay, I will look into this matter. Ms. Alia, at the moment, could you please tell my
secretary, Ms May to provide a letter to Ms Jannah asking her team to find a backup technician.

Alia: Alright Ms Farisha. I’ll do it straight away, so as not to make our employees keep waiting in
stress and affect our business.

Farisha: Glad to hear that, anything else? Any questions? Comments? No? Well then, thank
you for coming. Will someone propose the meeting be adjourned?
Nadirah: Yes, I propose the meeting to be adjourned.

Farisha: Seconder?

Jannah: I second the motion.

Farisha: Thank you. The meeting is adjourned. Have a nice day.

All: Thank you.

END