Answer No.
1
GUEST VISIT GUIDELINE
AGATE INTERNATIONAL CORPORATION
1. Objective
Explain the preparation steps and responsibilities of each stakeholders in
receiving guests so that it runs smoothly, professionally, and in accordance
with company standards.
2. Scope
- This Guest Visit Guidline includes an initial welcome until guests leave the
Agate International area.
- This Guest Visit Guidline is effective upon issuance will be updated
periodically.
3. Role and Responsibilities
A. Operation Manager
- Approve and oversees guest reception planning.
- Coordinate with all relevant department for a seamless reception.
- Address any issues that arise during the visit.
B. General Affairs
- Ensure the meeting room and facilities (such as projector, AC, and sitting
arrangement) are properly set up.
- Prepare guest refreshment (Snacks, drinks, etc.).
- Provides assistance with guest logistic if needed.
C. Security
- Verifies guest identity and logs entry in the visitor record.
- Issues visitor badges and ensures security protocol are followed.
- Guides guest to the reception area and inform the stakeholders of their
arrival.
D. Office Boy
- Ensure the cleanliness and readiness of the reception and meeting areas.
- Serve refreshment to guest during their visit.
- Assist with minor logistical task are required.
E. Corporate communication
- Prepares company introduction materials (brochures, company profile,
presentation, etc.).
- Assign a representative to welcome and brief the guest.
- Ensure proper documentation of the visit for reporting and promotional
purpose.
4. Process
N Stage Responsible Party Task Description
o
1 Guest Notification Corporate - Corporate communication
Communication informs all stakeholders
about the guest’s visit,
including date, time, and
purpose
2 Preparation General Affair, - General Affair and Office
Office Boy, & Boy prepare the meeting
Corporate facilities
Communication - Security is briefed on guest
arrival details
- Corporate Communication
ensures welcome materials
are ready
3 Guest Arrival Security - Verify guest identity
- Issue visitor pass
- Record guest arrival
4 Reception Corporate - Welcome the guest
Communication - Direct the guest to the
meeting room
- Provide an initial company
introduction (if needed)
5 Meeting Process General Affair, - General Affair ensures all
Office Boy, & required facilities function
Corporate properly
Communication - Office Boy serves
refreshment
- Corporate Communication
accompanies the guest
during the meeting and
ensure smooth
communication
6 Guest Departure Corporate - Corporate Communication
Communication, Direct the guest out
Security, & Office - Security collects visitor pass
Boy and records guest departure
- Office Boy ensures the
meeting room is clean and
reset
7 Evaluation Operation Manager - Evaluate the guest reception
process
- Identify issues and
necessary improvements
Answer No. 2
To correct this mistake professionally without causing confusion or frustration,
it is important to act quickly and communicate clearly. As soon as I realize the
mistake, I will acknowledge the error quickly and professionally, avoiding
unnecessary explanation than could caused further misunderstanding. Next,
sending a corrected meeting invitation with the right time and date, ensuring that all
recipient receive the update details.
In the Corrected email, express regret for the error while assuring participants
that the error has been corrected and request them to confirm their availability for the
update schedule. Additionally, if the meeting involves key stakeholders such as the
Business Head and CEO, consider following up individually to ensure clarity and
minimize any inconvenience.
Apology and update meeting email
Subject: Apology & Update Meeting Invitation - Monthly Evaluation
Dear Board of Directors
I sincerely apologize for the incorrect date and time in my previous meeting invitation
for Monthly Evaluation. I appreciate for your acceptance of the invite and I regret any
confusion this may have caused.
Please find the corrected invitation in your calendar with the accurate details:
Date: Wednesday, Feb 02, 2025
Time: 10:00 AM-11:30 AM (GMT+7, Jakarta Time)
Location: Microsoft Teams (Link: bit.ly/MonthlyEvaluation)
Your presence is highly valued and we appreciate your understanding. Please
confirm your availability at your earliest convenience.
Best regards,
Aqil Ahmad Nasir
Admin
Answer No. 3
To determine a meeting schedule that is balanced with the convenience of each
participant, we must carry out an analysis in several steps.
1. Convert the local working hours of all participants to GMT
Participant Location Time Zone Local Working
Working Hours Hours in GMT
CEO Bandung GMT+7 09:00 AM- 02:00 AM -
06:00 PM 11:00 AM
Chief People San Francisco GMT-8 09:00 AM- 05:00 PM -
Officer 06:00 PM 02:00 AM
VP Business London GMT 09:00 AM- 09:00 AM -
Development 06:00 PM 06:00 PM
Officer
Advisor A Tokyo GMT +9 09:00 AM- 12:00 AM -
06:00 PM 09:00 PM
Advisor B Syndey GMT+11 09:00 AM- 10:00 PM -
06:00 PM 07: 00 AM
2. Identify obstacles
- The meeting should start as early as possible, but according to Jakarta
availability (03:00 AM – 09:00 AM GMT).
- Lunch hour (12:00 PM - 1:00 PM local time).
- The Chief People Officer must leave by 08:00 AM San Francisco time (04:00
AM GMT)
- The meeting must be 3 hours long.
3. Determine the optimal time
- The latest possible end time to accommodate Chief People Officer is 04:00
AM GMT.
- To allow a 3-hour meeting, the start time should be 01:00 AM GMT and end at
04:00 AM GMT.
- This ensures that everyone is within their working hours, avoids lunch breaks,
and fits Jakarta’s availability.
4. Convert back to local time of all participants
Participant Location Time Meeting Meeting Time
Zone Time (Local)
(GMT)
CEO Bandung GMT+7 01:00 AM- 08:00 AM -
04:00 AM 11:00 AM WIB
Chief People Officer San Francisco GMT-8 09:00 AM- 05:00 PM -
06:00 PM 08:00 PM PST
VP Business London GMT 09:00 AM- 01:00 AM -
Development Officer 06:00 PM 04:00 AM GMT
Advisor A Tokyo GMT +9 09:00 AM- 10:00 AM -
06:00 PM 01:00 PM JST
Advisor B Syndey GMT+11 09:00 AM- 12:00 PM -
06:00 PM 03:00 PM AEDT
5. Result
Based on the analysis above, the optimal schedule for the meeting is as follows:
Date: Tuesday, February 16, 2025
Time: 01:00 AM - 04:00 AM GMT (08:00 AM – 11.00 AM WIB, Jakarta)
Location: Jakarta Venue & Virtual Meeting
This schedule ensures that all participants can attend according their working
hours while minimizing inconvenience. It also allows the meeting to start as early as
possible while accommodating all time zones. Additionally, it ensures that the Chief
People Officer in San Francisco can fully participate before their departure deadline
at 08:00 AM PST. Furthermore, the meeting fits according the availability of the
Jakarta venue but it avoids lunch hours in all relevant locations. This carefully
selected optimal time maximizes efficiency, minimizes scheduling conflicts, and
ensures a productive hybrid meeting for all participants.
Meeting Invitation
Subject: Meeting Invitation – Monthly Evaluation
Dear All Stakeholders
You are invited to attend a Monthly Evaluation Meeting Scheduled as follows:
Date: Tuesday, February 16, 2025
Time: 01:00 AM - 04:00 AM GMT (08:00 AM – 11.00 AM WIB, Jakarta)
Location: Jakarta Venue & Virtual Meeting (Link: bit.ly/MonthlyEvaluation)
This meeting will focus on “Performance evaluation in a month”. Your participation is
highly valued, and we appreciate your time in joining this important discussion.
Kindly confirm your availability and please let us know if you have any constraints.
For any questions or further details, feel free to reach out. Looking forward to your
participation.
Best regards,
Aqil Ahmad Nasir
Admin
Answer No.4
To be a good Corporate Administrator, we need a combination of
organizational skills, strong communication abilities, attention to detail, and
adaptability to effectively support corporate operations. Organizational and time
management skills are crucial for Corporate Administrator, they are often responsible
for handling multiple tasks. Being able to prioritize tasks, manage deadlines, and
maintain well-organized records ensures convenience and efficiency. Additionally,
communication skills are important since Corporate Administrator interact with
various stakeholders. The ability to draft professional emails, write reports, take
meeting minutes, and handle calls quockly and professionalism is a must.
Moreover, attention to detail is vital in data entry, document preparation, and
report, because even minor errors can lead to inefficiencies or miscommunication. A
Corporate Administrator should also be adaptable and have problem-solving skills to
effectively handle unexpected challenges. Being able to think quickly, remain calm
under pressure, and find solutions efficiently is very valuable. By mastering these
competencies, Corporate Administrators play a vital role in supporting corporate
operations, enhancing workplace efficiency, and contributing to business success.
