INT 220 Module 6 Assignment Conference Call Invitation

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Southern New Hampshire University *

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INT 220

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Computer Science

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Feb 20, 2024

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INT 220 Module Six Assignment Conference Call Invitation Memo To: Jane Smith From: Via Email Dear Jane, Please see below for your invitation to my newest team Biweekly Standing Meeting. I’ve listed you as an optional attendee as you are invited and more than welcome to join us whenever your busy schedule permits. Thank you so much for the opportunity to lead such a diverse and global team. I very much appreciate it and look forward to rising to this challenge. At the very bottom, you will see the agenda slated for this inaugural meeting on the planned discussion topics. I envision this agenda changing over the weeks to come as new challenges arise and need to be addressed. During this first meeting, however, I think it vital for our team to get to know each other better in order to establish some rapport and to lay some groundwork for a communication and conflict resolution plan. As I’m sure you are aware, all four of my team members are in different time zones and different countries, with different national and religious holidays. My first order of business is to make sure we have a system in place for scheduling holidays and vacation time off so that we still have coverage. The US and UAE have the fewest number of national holidays at nine each. South Africa comes in second with 12 and Chile having the most at 16. As a result of this and in order to honor Chile’s culture but also be equitable to my other team members, I feel it is necessary to offer floating holidays in the amount to get each person up to a total of 16 holidays. This way no one team member is getting an advantage in holidays over another in a different country. When managing my team, I need to also be sure to take into account any cultural differences and adapt my style accordingly. Syed, coming from the UAE rates stronger in the Power Distance, which means he’s less likely to accept the difference between our teammates. I’ll have to have one on ones with him to make sure he is interacting productively among team members. Kelly, coming from the United States is more individualistic than the other team members. This means I’ll need to make sure she keeps the good of the overall team in mind versus self-interest. Nina, coming from Chile rates highest in Uncertainty Avoidance, so she will need individualized coaching on how to be more comfortable with appropriate independent decision making. Lastly, Kaspar from South Africa, scores very low on Uncertainty Avoidance and I’ll need to make sure he isn’t taking too much risk in his decision making (Country Comparison, 2020). Some of the biggest challenges our team will face is the difference in time zones, and the scheduling and communication challenges that is inherit with that. We’ll have this dedicated biweekly meeting, where we get together as a team as a whole, however, this will not be our only team meetings. I will set up weekly one on one meetings with each team member to discuss performance, challenges, and career

growth and I will also have subsets of my team meet according to area of responsibility. In doing this, I’m hoping to keep the lines of communication open. Speaking of lines of communication, I will also have my team come up with ways to collaborate and communicate such as cloud collaboration sites, instant message apps, and staggered work schedules, so that they have a hand in creating the system they will have to utilize in order to get their workload completed. All in all, I believe we have a great team in place, and I’m looking forward to forging creative ways that keeps the team members engaged in spite of the time zone and cultural differences they have. My believe in being an active listener and responding appropriately and proactively to any issue that may arise gives me confidence that this is the beginning of a great collaboration. Apologies for the lengthy email, however I had a lot to cover off with you. I hope to see you at one of our team meetings in the near future as your schedule allows. Best Wishes, Susan Hadden Operations Manager Subject: Introductory Team Meeting and Team Collaboration Meeting Organizer: Susan Hadden Invite Required Attendees: Kaspar, Kelly, Syed, Nina Invite Optional Attendees: Jane Smith Meeting Invitation Date and Time with Time Zone: Monday, 10 April 8 am EDT- Baltimore, MD USA 8 am UTC – Santiago, Chile 2 pm GMT + 2 Johannesburg, South Africa 4 pm GST – Abu Dhabi, UAE Does Meeting Repeat? Biweekly Location: Zoom Link Body: Biweekly standing meeting to facilitate team communication, and to coordinate departmental coverage across several countries and time zones. Please see below for the agenda for our first meeting. This agenda will change week to week. Meeting Agenda 1. Welcome and introductions

2. Team Expectations and Communication Strategy 3. Cultural Considerations 4. Holiday and Vacation Scheduling-Process 5. Opportunities for Learning-taking advantage of challenges and conflict resolution 6. Open Discussion, Q & A References: Country Comparison. (2020, August 12). As of 5 April 2023. From: https://www.hofstede- insights.com/country-comparison/south-africa,the-usa/

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