# Weekly Operations Sync: rough notes

*Fernway Group (fictional company). Practice material only.*

**Date:** 08/07/2026
**Present:** Priya Shah (chair), Tom Elliott, Maya Roberts, Dan Okafor
**Apologies:** Sam Price (out, annual leave)

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- Priya kicked off, ran 10 mins late so we skipped the round-table
- Q2 numbers mostly in. North region looking strong, South a bit soft, Tom to dig into why (Manchester account went quiet?)
- Office move question came up AGAIN. Landlord wants a decision by end of Aug. Maya says current lease auto-renews if we don't give notice by 31/08. Nobody wants to auto-renew.
  - DECISION: we get a proper cost comparison before we decide anything. Dan to pull together current vs. two alternative sites.
- New starter laptops, three arriving next week, Maya sorting desks. IT still hasn't confirmed the imaging thing? chase
- Feedback process, customers keep saying they don't hear back after logging an issue. Priya wants a proper project on this, not just a quick fix. Flagged she'll write a brief. (see project brief)
- Coffee machine broke. Again. Maya to call the leasing company. low priority obviously but people keep mentioning it
- Dan raised: expenses submissions all over the place, some people still emailing receipts. Wants everyone on the new form by end of month. ACTION: Dan to send round the link + short how-to.
- Holiday cover for August, half the ops team off at some point. Need a rota. Nobody picked this up... someone should own it
- Tom mentioned a big renewal (Harlow account) due mid-Aug, wants sign-off on a small discount to keep them. Priya: bring the actual numbers to next week.
- Website contact form apparently sending to an old inbox no one checks?? Maya to check with whoever set it up. Could explain some of the "no response" complaints.
- AOB: summer social, provisionally 22/08, Maya to send a date-check round

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**Decisions**
1. Get full cost comparison for office move before deciding (do NOT let lease auto-renew by accident).
2. Move whole team to the new expenses form by end of July.

**Actions (some half-finished)**
- Tom: investigate soft South numbers / Manchester account
- Dan: cost comparison, current vs 2 alternative sites
- Dan: circulate expenses form link + how-to
- Maya: desks for 3 new starters
- Maya: chase IT on laptop imaging
- Maya: call leasing co. about coffee machine
- Maya: check where the website contact form actually goes
- Priya: write project brief for feedback process
- Tom: bring Harlow renewal numbers next week
- ???: own the August holiday cover rota (UNASSIGNED)
- ???: book / confirm summer social venue for 22/08 (UNASSIGNED)

*Next sync: 15/07/2026.*