PBI10202

WEEK 7

FACULTY OF GENERAL STUDIES AND

ADVANCED EDUCATION (FUPL)
pbi10202 module page
67

MEETING STAGES
EACH STAGE CONSISTS OF SIGNIFICANT ELEMENTS AND COMPONENTS
Generally, there are 3 main stages for a meeting:

pre meeting during meeting post meeting

Week 7 & 8 Week 10 Week 11
fupl
WEEK 7
Pre meeting stage :

SETTING UP FOR MEETINGS

AGENDA
PRE MEETING STAGE
1.PREPARE FOR THE MEETING
-setting up the venue, materials needed, food and drinks (if needed)

2. DISTRIBUTE THE MINUTES FOR THE PREVIOUS MEETING

(if available)

3. DISTRIBUTE THE AGENDA FOR THE UPCOMING MEETING

4. SEND NOTICE TO CALL FOR A MEETING

Memos/E-Mail/Letter
 PRE
MEETING'S
ELEMENTS
setting up for a ways to call for
agenda
meeting a meeting

What? Memos
PREPARE! Why? Letters
How? Email
pbi10202

setting up for a
MEETING

fupl module page

68-70
 Read more : module page 69

WHERE the meeting

WHY does the meeting
takes place? will take place?
OBJECTIVE -meeting venue

WHO will be involved?

WHEN will the meeting PREPARE! -people who should
attend the meeting
takes place?
DAY, DATE & TIME

WHAT are the material HOW long the meeting

needed? will take place?
-stationaries, -the meeting duration.
accomodations, etc.
pbi10202 module page

AGENDA
Things to know about agenda:
72

WHAT IS AN WHY IS IT
AGENDA? HOW TO WRITE? IMPORTANT?

Itemized table The meeting It shows what will be done at

contains topics to activities are the meeting: making sure it
written according stays on track. Everyone
be discussed.
to the order of the knows what is happening and

discussion. what is going to happen next.

fupl
 BASIC TYPES OFAGENDA
PARTICIPANT AGENDA PROCESS AGENDA
(for Chairman/Chairperson)
(for meeting members)

Containing the additional information the

A brief version that meeting participants
chairman / chairperson needs to know, to
receive before a meeting
ensure that the meeting runs smoothly

At a minimum, the participant agenda

Putting together the detailed process
includes the meeting title, location, start and
agenda helps the chairman / chairperson
end times, objectives, discussion topics, and
think through the details of the entire
information about how and when attendees
session
will participate

Spaces are provided for chairman /

A clear and simplified version of the detailed
chairperson to jot down information
process agenda.
gathered during the meeting.
 OR
E F
U L
D

YES, M O
2 ND
20 A
I 10 A S
P B ND
we did it! T O G E
I N F A
N E S O
T U L E !
M P E S
S A I S
R C
E
QUESTIONS PERHAPS? EX