76 Chapter2 Case Study2 Tom Frost has recently become the general manager of the

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76 Chapter2 Case Study2 Tom Frost has recently become the general manager of the Leisure Resort Club, a private, residential golf course community at which the average age of members is 65. Most of its members are retirees. Many members used to be CEOs or in the upper management of large corporations. They previously led very hectic life- styles and are now learning to unwind. Tom used to be the general manager of the Vertigo Club, a large downtown club. The average age of members there was 45-many members were hard- working professionals. Board meetings for the club were typically held for no more than an hour over breakfast one day a month. The president of the Vertigo Club was known for his efficient meeting-time management with the board; he would mail out agendas in advance that included time frames for each item, and he knew how to diplomatically keep discussions on schedule In the course of his orientation, Tom learned from the Leisure Resort Club president that monthly board meetings typically started at 3:00 P.M. and varied in length. Sometimes they finished by the dinner hour, sometimes not. Tom has met with each of the board members and he has been impressed with the warmth and cooperative attitudes they exhibit. His understanding from the president is that he is to conduct a review of club operations, so he reviews human resources records and gathers reports from the accounting division, the food and beverage outlets, the golf and greens operations-all the branches of the club's operation. He puts tremendous effort into reading minutes from previous board meetings internalizing the club's goals and organizational structure, and reviewing, analyz ing, and reformatting reports. His goal is to give a "State of the Club" address at the upcoming board meeting, which will be his first, and receive feedback on his observations from board members. The day arrives for Tom's first board meeting. He learns at 10:00 A.M. that to the Smith Room, a private room off the main dining room. Tom h there is a schedule conflict for the boardroom, so he has the board meeting moved pread the word to the board members while he calls to inform the club presi- dent. When Tom asks whether the board members will be badly distracted by unusual setting of the meeting, the president tells him not to worry about arrives at the Smith Room at 2:30 F.M. and arranges his presentation materia hands the president a copy of the meeting agenda, complete with time frames for each agenda item. The president comments, "Wow, we've never had anything this detailed before. This should really help us stay focused." Tom places copies agenda and his report summaries at each place around the table. At 3:00, as mem- bers start to arrive and look at the materials before them, Tom hears many co ments about how organized his handouts are and how helpful they are sure to be The president opens the meeting with a welcome to Tom. The board members offer a hearty round of applause, and Tom beams, thinking to himself, "This bun of people makes it worth all the effort I put in last week." The president cont with his own report: "One of the most pressing issues we are facing here, Tom the renovation of the main clubhouse. All of you know how it has been a mix blessing for us in the past months. I feel that it is important that Tom know the

Explanation / Answer

At the first board meeting of Tom, the first thing that went wrong was that due to a schedule conflict for the boardroom he had to shift the meeting to another room. This room had distractions like the look for the contact lens in between the meeting and limit to wrapping up of time for the meeting as another meeting was scheduled ahead. Then in the shortage of time, there were interruptions from the members like a member complaining about her copy of the report to light to read and another member complaining about not having a proper meeting room. Also, the report of the meeting was left on the bar counter which was a careless act of the member.

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