Template / Example of Introductory Note for Marketing Meeting / Board Meeting
ABC Corporation LTD.
Marketing Conference / Board Meeting to be held on ______________ at Board Room, _____________ at 11.00 a.m.
INTRODUCTORY NOTE
During our last Marketing meeting / Board Meeting held ________________, we had set targets month wise for the 4th Quarter ending March _______. However, we find that in January ______, we have miserably failed in all the areas as may be seen from below:
Target
|
Actual
|
% Achieved
| |
Production
|
- M.T.
|
- M.T.
|
50%
|
Sales
|
Rs. - Lacs
|
Rs. - Lacs
|
53%
|
Collection
|
Rs. - Lacs
|
Rs. - Lacs
|
69%
|
It is also to be noted that the production and sale of Galvanized Sheet has become a matter of great concern as will be evident from below:
Galvanized Sheet in Sq.Mtr.
Month
|
20-- -20--
|
20-- -20--
|
% Achieved
|
November
|
-
|
-
|
40%
|
December
|
-
|
-
|
45%
|
January
|
-
|
-
|
39%
|
TOTAL
|
-
|
-
|
42%
|
Since the major earning is from Galvanized Sheets, we need to take urgent steps on this matter.
In order to achieve the quarterly target finalized during the last meeting, we need to achieve as follows during February and March, _____:
February 20--
|
March 20--
| |
Production, mt
|
-
|
-
|
Sales, Rs. In Lacs
|
-
|
-
|
Collection, Rs. In Lacs
|
-
|
-
|
Although these targets may appear impossible, but still they should be our targets so that we may strive hard to come closest to them.
In order to have a meaningful discussion, all marketing personnel are requested to come prepared with the details of the respective Zones along with reasons for shortfalls and how to overcome them.
As usual, the following points will be discussed:
1. SALES (Rs.in Lacs)
Target Actual % Achieved
North - - -
West - - -
South - - -
East - - -
--------- --------- -------
TOTAL : - - -
2. COLLECTION (Rs.in Lacs)
Target Actual % Achieved
North - - -
West - - -
South - - -
East - - -
--------- --------- -------
TOTAL : - - -
3. SECURITY DEPOSIT :
a) Plan vs Actual Status
b) Plan for Feb’20__
4. FACTORY PRODUCTION :
Production Plan & Status in Feb’20__
5. FACTORY DESPATCH
Finished goods dispatch has become a critical issue and needs to be analysed to overcome the despatch problems.
6. Godown Closing : Plan vs Actual Status
7. Godown stock reduction : Actual Status & action plan
8. Imported Board stock reduction : Actual Status & action plan
9. Plan for new Dealers and new Customers.
10. Quality related issues.
11. Review of the points covered under Minutes of Meeting dt. ________. A copy of the MOM is attached herewith. Concerned persons are requested to please explain during the meeting the actions taken by them in this respect.
12. Laptop ‘Marketing Presentation’ by East Zone (about 10 minutes).
13. A talk by Mr. N Khan (VP Marketing) as to how sales is being allocated when order is booked by one station, delivered to another destination and may be serviced by another station (5-10 minutes).
14. A talk by Mr. Sanjay Sen (GM Quality) on introduction of tolerance chart for colour of décor paper so that décor paper of same consistent colour is used and colour variation complaint is avoided (10 minutes).
15. A detailed marketing presentation by the following two teams :
a) West Zone – Mr. _________i & Mr. __________
b) South Zone – Mr. _________i & Mr. __________
Each team’s presentation (with laptop) should be for about 15 minutes and should at least cover the following points :
· Total Market volume data
· Product-wise market break-up detail
· Supplier-wise market break-up detail
· Our share of the market – overall as well as product-wise
· Our 5 top dealers - a brief introduction
· Our sales performance for the last 6 months (Target vs Actual)
· Analysis for not fulfilling target
· Action plan for increasing sales by 50% in 6 months
· How to increase Galvanized Sheet sale
· Selling Rates of our competitors
· Our product quality related issues, if any
· Suggestions for improvements, if any
· Suggestions for new products, new decors etc.
· Interaction with architects, builders etc.
-o-o-o-o-
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