Name : Irfan
Suryana
Student
Number : 5130511018
Subject : English for Meeting
& Interview
Meeting Leader
1) Small
Talk before meeting
Irfan : “Hallo, Kristanti. How are you?”
Kristanti : “Hai, Irfan. I am great, thanks, how
about you?”
Irfan : “I am fine. What do you contend
about the weather today?”
Kristanti : “It is not too hot, I think today is
wonderful day for me.”
Irfan : “I know what you mean.”
Waswindo : “What do you mean, Irfan?”
Irfan : “Nothing, it is a secret.”
2)
Welcome
Irfan : “Hello, everyone. I think
we’ll begin now. First I’d like to welcome you all and thank everyone for
coming today, especially at such short notice. I extremely know you are all
busy and it is difficult to take time away from your daily tasks for this
meeting.I would like you to please join me in welcoming Toffan, our Hotel
Operation.”
Toffan : “Thank you for having me, I am looking
forward to today’s meeting.”
Irfan : “I would also like you to
please Nildita Bellina Corbafo, our Hotel Administration.
Bellina : “Thank you so much for having
me.”
Irfan : “I would welcome to Novita
Handayani, our Room Program. Siti Latifah, our Food and Beverage Program. Waswindo,
our Business & Finance Program and Marya Santika, our Human Resource
Program.”
Irfan : “I would also like to welcome Aquina
Febriana Astuti who recently joined our team. Would you like to stand up and
introduce yourself?”
Aquina : “Hello everyone. I am
Aquina Febriana Astuti and I am a representative from Foreign Language Program.”
3)
Roll Call/Apologies
Irfan : “I am afraid Marya Santika
cannot be with us today. She is in Lampung.”
4)
Objectives
Irfan : “As you can all see here on
the agenda we will be mainly talking about increasing the amount of our guests
in the hotel. First, let’s go over the report from the last meeting which was
held on August, 30th 2015. Right, Kristanti, over you.”
Kristanti : “Thank you Irfan. Let me just
summarize the main points of the last meeting. In our previous meeting we got
some points:
1. We have to Differentiate our
hotel from competitors,
2. Develop incremental revenue
sources,
3. Sell hotel branded products,
4. Switch from incandescent to LED
lighting,
5. Make a few rooms pet friendly,
6. Offer discounts for extended
stays, and
7. Add some entertainment.
5)
Agenda
Irfan : “Thank you Kristanti. There
are five items on the agenda. First is warm up and introduction, second is
topic discussion. There are six points, Point 1 is about improving hotel
operation, Point 2 is about improving hotel administration, point 3 is about
improving Sales and Marketing Departement, point 4 is about improving food and
beverage, point 5 is about improving human resource program, 6 is about Room
Program. third is summary, fourth is the decision, and the last is closing.
6)
Allocating Roles
Kristanti
has agreed to take the minutes. Toffan will lead point 1, Nildita Bellina
Corbafo will lead point 2, Waswindo will lead point 3, Siti Latifah will lead
point 4, and Marya Santika will lead 5, Novita Handayani will lead pint 6. Kristanti
Haryanti would you mind taking notes today?
7)
Agreeing on the Ground
Rules
Irfan : “The meeting is due to finish
at 10.00 a.m if we cannot get an unanimous decision we may need to vote for
each agenda. You must change your mobile phone into silent and during the
meeting participants can comment, provide feedback, and ask question.
8)
Discusion Items
“If
there is nothing else we need to discuss, let’s move on to today’s agenda. Have
you all recieved a copy of today’s agenda? If you do not mind, let’s start to
point 1. It is about improving hotel operation. Toffan has kindly agreed to
give us a report on this matter. Toffan?
Toffan : “Running a successful hotel is an
ongoing challenge that requires the combined forces of both management and
staff. Policies must be in place to make sure that daily operations run
smoothly and all hotel guests are treated well. It is fair to say that the
primary goal of almost every owner and operator of a hotel is to make as big a
profit as possible. To achieve such a goal the focus needs to be on both
revenues and costs. Hotels can boost their bottom line by increasing revenues
or decreasing costs. Ideally, you want to increase your top line (sales) and
decrease your expenses (variable and sometimes fixed costs) to get the biggest
increase in your hotel’s bottom line. First, our hotel has to differ from the
competitors, for example based on price and service. Perhaps, we have to
rethink or set up again about price of room.
Bellina : “Exuse me for interrupting.”
Irfan : “Yes, please, Nildita
Bellina.”
Bellina : “I really feel that it will
influence our finance as well. Because it will be long time to do it. As we
know, in the beginning of the year is the next three weeks from now. So we have
to do faster but careful. It is better for us if we add more facilities without
changing the price. It will be more interested for our guests.”
Toffan : “I get your point.”
Irfan : “Thank you so much, Toffan. Is
there any comment?”
Siti
latifah : “That’s exactly the way I
feel.”
Irfan : “Let’s now Nildita Bellina
Corbaffo’s report.
Nildita
Bellina Corbafo : “Well,
everybody. There are a lot of aspects that can be found in Hotel Administration
such as Finance, and Human resource, Those are very important things in a hotel
management. For example, in finance, there is promotion and facilities that is
used by our guests. In Human Resource Program, we determine about persons who
will be our employee. And how about Business Depelovment? It will be useful for
us if we can have agreement in order to work together with a company or some
sort.
Irfan : “Would you like to add
anything, Aquina Febriana Astuti?”
Aquina : “I have to agree with
Nildita Bellina Corbafo.”
Aquina :
“May I come in here?”
Irfan : “Yes, please, Aquina.”
Aquina : “Networking with
other area businesses that tend to attract travelers and tourists (amusement
parks, museums, restaurants…) increases revenue for the hotel and the business
partner, and at the same time, benefits the customer. A hotel could offer discounted
tickets to local attractions that benefit current hotel guests. Business can be driven to the hotel if the hotel offers a special
rate for anyone who books a room and shows a ticket or receipt from the hotel’s
networking partner.”
Irfan : “Please, everybody,
be brief. Would you like to add anything, Novita?”
Novita : “Is that true
that we should network with the others business?”
Aquina : “Yes,
that is right.”
Irfan : “Let’s move onto the next
item. Waswindo will tell about Sales and Marketing Program.”
Waswindo : “Well, everybody, thank you. I will
talk about Sales and Marketing Departement. As we know our guests are from any
different country in which they live so far away from Indonesia. If they want
to have holiday in Yogyakarta they are always difficult in order to find a good
hotel that requires their wish. So, I suggest, if we want to grab their
attention of our hotel of course we give an easy way in booking our room. It is
better for us to have an official website that is not only for promotion but
also for booking our room without come to our hotel directly.”
Aquina : “May I have a word?”
Irfan : “Yes, please.”
Aquina : “Up to
a point I agree with you, but I think that its problem is connected to Foregin
Language as well. Our website has to be
more available in many language, such as Indonesia, English, Arabic, mandarin,
and Spanish, because some our guest are from there.
Aswind : “I see what you
mean.”
Irfan : “Are there any
more comments? Nope. Well, now we come to the question of Food and Beverage.
Siti Latifah, over to you.”
Siti Latifah : “Before I begin
the report. I would like to get some ideas from you all. How do you feel about
Food & Beverage? I suggest we go
round the table first to get all of your input.”
Toffan : “In my opinion, Whether our guests are just staying for one night or for two weeks, we should always do our
best to make them feel like our hotel is their home away from home. It includes our dishes. It is better for us if we
also have menu as they have in their homeland or we combine their menu withIndonesian
food. Perhaps, it will make them so curious and lately they will visit our
hotel.”
Marya : “Excuse me, I did
not catch that. Could you reapeat that, please?”
Toffan : “I just stated
that our menu must be availabe as our guests’ menu in their homeland.”
Novita : “I am afraid I
cannot agree with you. I think if it is done we need many chefs who are expert in cooking their food.”
Siti Latifah : “Woluld you like
to add anything, Waswindo?”
Waswindo : “I must admit I never
thought about Food and Beverage that way before.
I have to agree with Toffan.”
Siti Latifah : “Well, let me
begin with the problems of Food and Beverage that we have. First, we do not
have various menu. Because of that we have to add the newest menu and for the
first time, it is better for us to give discount and offering specuial package.
Irfan : “Has anyone
else got anything to contribute? Nope. Well, the next item of this agenda is
about Human Resource Program. I would like to hand over to Marya Santika.
Marya Santika : “There are some problems in
the Human Resource Program. I continue, I myself
admit that these things can influence guests who stay in our hotel. Before I
continue, I want to know your idea about these matters.
Novita :
“In my opinion, If an employee comes up with a
good idea that will help generate more revenue or lower expenses for your
hotel, recognize and reward that employee. When employees know that they are
appreciated, they will continue to work hard and look for ways to improve the
hotel.”
Waswindo : “Exuse me for
interrupting.”
Irfan : “Yes, please.”
Waswindo : “Would you mind about
reward that will be given to the best employee. I wonder if we have not owned
requirements to determine the best employee
in our hotel.”
Irfan : “Well, Let's save this for another meeting. Getting back to Marya
Santika. Marya Santika, please.”
Marya Santika : “Okay, Let me begin
with some problems about our employee we have. that is problem of employees like
lazy employees , undisciplined, very sensitive, temperamental, and very selfish. So, my solutions are 1. We have to socialize again about the regulation
to our employee. 2. It is like Novita’s statement that it will be better for
our employee if we implement the reward, for example increasing their salary
and commision as well, or we implement punishment to our employees who are
undisciplined careless. And the last is we need training of motivation in order
to make our emplopyees keep spirit and have an aim in working.
Irfan :
“ Are there any more comments?”
Bellina :
“Good point. I see what you mean.”
Irfan :
“Shall we leave that item? Let’s move onto the next item. Right, Novita, over
to you
Novita :
“Well, everybody. Here, I am going to tell you about some points that there are
very important things in order to increasing amount of our guest. about design
of some rooms, including restaurant and park. We see that the equipments that
we have not been upgraded and these seem old thing in our hotel. Why I tell you
like that because the concept of our hotel is not traditional hotel in which
every tradition shows in the hotel but it is modern hotel as our concept.”
Irfan :
“What do you think about about this proposal?”
Siti Latifah :
“I did not catch that. Could you repeat that, please?”
Novita :
“Well, we must upgrade design of some room with new style without changing our
special things, for example the atmosphere.”
Irfan :
“Would you like to add anything, Toffan?”
Toffan :
“I must admit I never thought about it like that. So, I have to agree with
Novita.”
Irfan : “Is there any
other business? The next item on the agenda is decision. We have to do many aspects for incresing the amount of our
guest. First. we add more facilities without
changing the price.
Second, Networking with other area businesses
that tend to attract travelers and tourists . Third, Our website has to be more available
in many language. Fourth, add the newest menu . Fifth, We have to socialize again about the regulation to our
employee. Sixth, we implement the reward to our best employee. Seventh, we
should upgrade our restaurant’s decoration.. If no one has
anything else to add, then I think we will wrap this up because we have covered
everything on the list. Before we close meeting today, let minute taker
summerize the main points for this meeting today.
Kristanti : “Well, .......”
Irfan : Thank you,
Kristanti. “Oh, before you leave, please make sure to sign the attendance sheet
and please take all of your papers with you and throw out any garbage on your
way out. Again, I want to thank you all for taking time out of your busy
schedules to be here today. If anyone has any question about anything we
discused today, feel free to send me an email and we will meet again on the
first of next month. The meeting is closed.”
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