Professional Documents
Culture Documents
XMEETINGS
XMEETINGS
In Partial Fulfillment
Of the Requirement of the Course
SPDPR
_______________________________________________________
Submitted to:
Dr. Maria Dulce De Leon Fidellaga
Submitted by:
Acepcion, Lester John F.
Capati, Sheldon
David, Adrian Dale V.
Dionisio, Miguel Paulo
Javier, Kimberly P.
Mangalindan, Maria Theresa M.
Miclat, Ray Paul
Montoya, Jesse Kyle S.
Roncal, Jasper
A-437
1
Meetings and Conferences
Meetings are the primary forum in which groups conduct business and communicate
with one another. (Nelson, 2005) Meetings bring people together, providing opportunities to
meetings are expensive in time away from routine tasks and often include travel expenses.
However, meetings are economical in the long run because of both the ideas they produce
WORKING REMOTELY
Types of Meetings
innovation meetings are some of the most important meetings. During innovation meetings,
3. Information sharing meetings. Information sharing meetings are all about informing
attendees about a specific issue or sharing information. This type of meeting is usually
4. Status update meetings. Status update meetings are all about sharing project updates and
2
5. Team building meetings. Company culture is more important than ever. Team building
meetings help your team work better together. In other words, if you’re not already
6. Electronic meetings. Save time, reduce travel costs and allow staff in remote locations to
participate. Electronic meetings include voice and video chatting, videoconferencing, video
chatting, etc.
Kinds of Meetings
Formal Meetings
Informal Meetings
- is a meeting which is far less heavily planned and regulated than a formal
informal meetings are far more likely to take place in a casual setting, such as
3
Impromptu – Meetings of this kind may often be called immediately,
and they could be just based on a single issue, rather than a lengthy
agenda
Procedures – There are very few (if any) rules associated with
informal meetings.
topics or subjects that will be covered and it serves as a plan or an outline what will happen
so it is made before a meeting occurs. Agendas are a powerful form of writing because they
help groups structure communication activity, help people stay focused and on task, provide
a checklist of what exactly needs to be accomplished ensure that meeting activities run
according to time constraints, they generally make meetings more organized and productive.
Agenda should also be specific, results-oriented, timed and realistic. It is a plan of the whole
meeting, where items or topics to be discussed should be beneficial to the business and its
stakeholders. They should also be distributed after the meeting for us to have a reference of
Those that should be distributed after meeting aren’t agendas rather they are minutes
recorded in brief notes. When used in the context of a meeting, it is the official record of
what happened, what was said, or what was decided at a meeting. So, minutes can only be
4
recorded after a meeting has occurred. Many times a business meeting or other official
meeting will start out with a secretary reading the minutes of the previous meeting to remind
participants of that meeting or the minutes will be distributed following the meeting for
Minutes are really helpful in meeting since they keep members who weren’t able to
attend a meeting informed. It can be written in three types. First is verbatim where the
minutes are typed word for word. Next is by resolution where the main conclusion that is
reached at the meeting is reported and lastly by narration where the concise summary of
Writing the minutes should be concentrated of what has been decided and who’s
going to do it because writing everything word for word is very difficult. Notes should also
be taken down on and clear and concise manner. Minutes should also be done immediately to
1. Be prepared.
5. Think inclusion, not exclusion. Don’t just invite anyone and everyone to your
meetings – select only those participants necessary to get the job done.
5
6. Maintain focus. Stay on topic at all times and avoid the temptation to off track.
7. Capture action items. Have a system for capturing, summarizing and assigning
8. Get feedback.
SUPERVISORY MANAGEMENT
Have a Clear Purpose. Having an unclear purpose would waste everyone’s time,
1. Make sure that the people who are to attend the meeting have adequate advance
3. Distribute the copies of the meeting agenda in advance. This will enable people to
bring essential documents with them or gather information that may prove
helpful.
make a report.
5. Check to see that the meeting room is arranged as you desire and that the visual
6
6. Form a general idea of how long the meeting should last. You may want to
indicate those who will attend. It is easier to predict the length of information-
giving and information exchange meetings, however, than that of the meetings
When the meeting time arrives, you can take a number of steps to ensure the
meeting’s success.
Keeping the meeting on the desired topic. Ineffective leadership ruins many
well-prepared meetings. Keep the meeting moving, see to it most of the members
contribute to the discussion, summarize the apparent position of the group from
what has been agreed on and committed to at the meeting. It also identify
7
topics on the agenda that have not been dealt with completely or that have
observations or visits.
Advantages of a Meeting
Save time. In order to communicate on a one-on-one basis, you would have to move
from one location to another during the work period. By having a meeting, you can
save a great deal of your time that would otherwise be spent tracking down each of
your employees.
hear the same message. Some of the team members may ask questions or make
comments that help to clarify the communication or add a slightly different flavor to
it.
member frequently triggers an important idea in another member. This exchange can
lead to solutions that might not have been thought of by any one member.
Disadvantages of a Meeting
May Water Down Decisions. Sometimes, opinions voiced by the group’s brightest
and best-informed members may not be accepted by the majority. At other times,
knowledgeable members may suppress their own disagreements simply for the sake
of harmony.
8
May Not Be Cost Effective. Meetings are more expensive than most people realize.
When employees are attending meetings, they are not doing their normal jobs.
May Become Too Impersonal. Meeting may not allow the personal interaction
required for many sensitive issues, unlike in a one-on-one basis where employees
When you hold a meeting at your small business, you don't want the attendees to
forget what was said 30 minutes after the meeting closes. It's important to ensure they absorb
the key points of your presentation and act on what you’ve shared with them. This is why it's
important to close the meeting the right way. Closing with a simple thank you or by asking,
“Any questions?,” doesn’t leave your peers with a strong final impression of what you’ve
said. Instead, you should close the meeting by recapping what was said earlier and making
Summarize. A popular rule when it comes to business meetings goes something like
this: “Tell them what you’re going to tell them, then tell them what you told them." In
other words, when you close the meeting, summarize the contents of your
presentation or what was discussed during the meeting. Use your opening as a guide
Solicit Feedback. Once you have presented your information, held your discussions
and re-capped the highlights, ask if anyone has any questions or suggestions. Just
because you or someone else has delivered information doesn’t mean the attendees
received the message correctly or understood it. If there are key stakeholders
9
responsible for sections of the contents of the meeting, call them out specifically. Ask
if they have any questions or if they agree with what you’ve presented or proposed to
Call to Action. Meetings often have a purpose other than delivering news or
information. If the meeting was designed to help people in the business move forward
with their responsibilities, include recommendations and other calls to action during
the close. For example, set deadlines for calls to action, such as gathering market data
or developing a new sales plan. Assign specific responsibilities to specific people and
Ask for an Answer. If your meeting was a sales pitch or proposal, finish your
meeting by asking them to provide specific feedback. If you ask people for a yes or
no answer, you might get turned down, but you will also have an immediate
opportunity to ask why, learn their reasons and try to overcome their objections. For
example, if the meeting was held to convince a potential client to buy your services,
close the meeting by asking him when you can begin providing your services. This
will force him into a call to action -- he will either give you a date, tell you he will get
back to you, or decline the services. In any of these cases, you will have a ready and
immediate response.
Thank People. Thank people who helped you prepare the meeting, supplied
information or presented information. Thank the attendees for their time by telling
10
References:
Mosley, D. (2001) Supervisory management: the art of empowering and developing people
11