OFFICE ADMINISTRATION

(OBM250)
CHAPTER 6
MEETING

Oliverio, Mary Ellen, Pasewark William R. and White Bonnie R.

(2018). The Office Procedures and Technology. 7th
Edition (International Edition), Florence, US, Cengage
Learning, Inc.
 2

OBJECTIVES

At the end of the session, the students should be

able to:

❖ 6.1 Plan business meeting (p. 330)

❖ 6.2 Identify types of business meeting (p. 330-331)
❖ 6.3 Describe seating arrangement (p. 332)
❖ 6.4 Prepare for a meeting (p. 333 - 335)
❖ 6.5 Participate in meetings (p. 335 - 342)
❖ 6.6 Explain teleconference (p. 342 - 344)
6.1 PLANNING BUSINES MEETINGS

Meetings bring people together to

communicate.

Today’s technology allows people in different

locations to attend meetings without leaving
their offices.

It ranges from informal chat in a manager’s

office to a formal gathering of the BoD.

Roles in meeting varies. It depends on the

degree of formality, purpose, size, and
location of the meeting.
 4

6.2 TYPES OF BUSINESS MEETINGS

a) INFORMAL & SMALL GROUP MEETINGS

b) FORMAL BUSINESS MEETINGS
 5

INFORMAL & SMALL GROUP MEETINGS

❖ Informal meetings are normally set up as committee

meetings.
❖ The meetings address specific topics or ongoing
concerns and issues such as safety & security.
1. Customers/clients meeting
2. Small group meeting with coworkers
 6

FORMAL BUSINESS MEETING

• A formal meeting follows a definite order of business.

• Involves a specific audience and requires some

preparation.

• Types of formal meetings:

1. Staff meetings – weekly or monthly
2. Conferences
3. Quarterly sales meetings
 International meetings for large groups are likely to be very
formal. Time differences for the different locations must be
considered.
ROLES OF COORDINATOR
❖ Arrange the ❖ Work with
meeting equipment
details providers

❖ Working with hotel

❖ Need to know
personnel if the
how to use
meeting is held away
equipment
from company
offices.

❖Send the meeting ❖ Call the proper

plans to the person for help if the
participants equipment does not
work properly.
 8

❖ Interactions among group members will depend on the

purpose of the meeting.
❖ Eye contact can be used to help gain attention or control a
discussion.
 9

1) Round table (circle)

Used when seeking a true cooperative form of
decision-making. Reduces the appearance of rank
differences between participants.

2) U-shaped
To accommodate larger meetings (10 -12 members).
Enable leader to sit in the middle of the U to maintain
eye contact & enable members to see each other &
less likely to engage in side conversations.

3) Rectangular
Leader sits at one end of the table to allow him to
control the discussion.
All communication tends to flow toward the head of the
12/22/2022
table (where the leader is seated).
6.4 PREPARING FOR A MEETING
GUIDELINES TO PLAN FOR MOST
BUSINESS MEETING

Establish a Determine a Reserve a Key an

meeting meeting time meeting room agenda
folder

Arrange for Notify the Use reminder Organize Prepare the

needed meeting systems meeting meeting room
equipment participants materials
 11

❖Establish a meeting folder

• Set up a folder & use to collect items related to the meeting. i.e.
list of attendees, agenda, notes & copies of materials to be
distributed.
• Create an electronic folder to store documents related to the
meeting.

❖Determine a meeting time

• You may be told the time at which a meeting is to take place. In
some cases, you may have to schedule a time when all needed
participants can attend.
• Contact each person with a couple of suggested meeting times &
ask for the most convenient time.
• If the participants are all from within your organization use
calendaring software, just check each person’s calendar for an
available time.
 12

❖ Reserve a meeting room

• When you know the date, time and location of the meeting,
check to see if the desired meeting room and time are available.

❖Key an agenda
• Agenda – a document that lists the topics to be discussed at a
meeting and other related information.
• Send a copy of the agenda prior to the meeting to all
participants.
• The topics should be stated concisely & listed in the order they
will be discussed.
• The starting time of each agenda item may be listed, along with
breaks in the program. The person leading the discussion may
be listed.
• Relevant items such as the meeting rooms or materials required
may also be included.
 13

❖Arrange for needed equipment

• The purpose of the meeting will normally determine the kind of
equipment needed.
• Rooms may be equipped with electronic projection systems, but
video conferencing equipment may be required.
• Special equipment may be needed if the information will be
broadcast at an off-site location.
 14

❖ Notify the meeting participants

• Notify ASAP of the time, place, approximate length, and
purpose of meeting
• Identify any materials or supporting documents they should
bring.

❖Use your reminder system

• Mark the calendar with meeting time & place.
• Use a tickler file, or calendar reminder system to help
schedule the details of meeting and remind you on all
aspects of the meeting (Eg: must prepare 20 copies of a
report to present at the meeting).
 15

❖ Organize meeting materials

• Notepads, pencils, file folders, ID badges, parking stickers are
examples of these items.
• Organize materials & handouts that need to be distributed at
the meeting, i.e. reports, letters, etc.

❖ Prepare the meeting room

• Room temperature should be comfortable & seating arranged
to fit the meeting style.
• Room arrangement in which all participants can be seen &
heard & presentation aids should be positioned & near the
leader and can be seen by everyone.
• Ensure the equipment is present & working properly.
 16

SAMPLE OF DOCUMENTS – NOTICE OF MEETING

 17

SAMPLE OF DOCUMENT - AGENDA

AGENDA
ADMINISTRATION STAFF MEETING
SEPTEMBER 3, 2010

1. Report on previous administrative division

staff meeting

a. Power holdings extension

b. Procedures and dateline for
projected budgets

2. New promotional campaign

3. Change in employee benefit:

a. Eye-care promotional offer

b. Life Insurance

4. Unfinished business

5. Adjournment

Adjournment – an ending or closing.

 18
SAMPLE OF DOCUMENTS
– NOTICE & AGENDA OF MEETING
 Infographic Style
6.5 PARTICIPATING IN MEETINGS

LEADER’S PARTICIPANT’S
RESPONSIBILITY RESPONSIBILITY
• Leading VS • Participating in
• Brainstorming a meeting
• Evaluate the • Minutes of
meeting
You can simply impress your
meeting
audience and add a unique
zing and appeal to your • Action Plan
Presentations. Get a modern
PowerPoint Presentation that
is beautifully designed.
Conten
ts
Conten
ts
• Follow-up
 20

LEADER’S RESPONSIBILITY

LEADING

• The meeting leader should keep the

purpose in mind while planning and
conducting the meeting.
• A good meeting leader conducts a meeting
in an assertive way that accomplishes the
goals of the meeting.
• He/she also uses a non-aggressive
communication style that makes everyone
feel comfortable.
 Guidelines of a non-aggressive yet assertive communication style:

1 2 3 4 5
Make the Be familiar Offer Always Manage the
goals of the with the suggestions willing to time for the
meeting background and ask listen to meeting.
clear to all material & questions other’s Begin and end
participants. have relevant during the suggestions. the meeting at
documents at meeting. the appointed
hand. times.
 Guidelines of a non-aggressive yet assertive communication style:

6 7 8 9 10
Keeps the Ensures that Remains Summarize Identify clearly
meeting on all open to new the the duties or
topic and participants and creative decisions or tasks assigned
moving toward have an approaches. plans that to each group
a solution or a opportunity have been member in
consensus – to take part made during following up or
common in the the meeting. completing
agreement/ discussion. plans.
mutual
understanding.
 23

BRAINSTORMING
• Offering ideas or suggestions in an effort to find a
solution to a problem or to create a new approach.
• The objective is to come up with as many ideas as
possible.
• Rules of brainstorming
1. All ideas are recorded, no matter how
unrealistic they may appear to be.
2. Criticism of ideas is not allowed until all
ideas have been expressed – so that it will
not hinder the flow of ideas or defeat the
purpose of brainstorming.
3. Explanations & combinations of ideas are
encouraged. The value of brainstorming is
that one idea may build upon another.
• A meeting leader must be willing to give time to
the process and encourage everyone to take part.
 24

EVALUATING THE MEETING

Leaders may consider questions such

as the following to help evaluate the
meeting:

❖ Did everyone in attendance

actively take part in the meeting?
❖ Did everyone seem interested and
involved in the discussion?
❖ Were the goals of the meeting
accomplished?
❖ Were appropriate decisions made?
❖ Can I improve the ways I handled
the issues or related to the people
present?
 25

PARTICIPANT’S RESPONSIBILITIES
The degree to which you participate during a meeting will
depend on the purpose of the meeting, where it is held,
and the planning that has been done.
PARTICIPATING IN A MEETING
• Reading the meeting notice, the agenda, and any
related materials received before the meeting.
• Arrive on time to the meeting and contribute
thoughtful/ well-researched comments.
• Listen nonjudgmentally to others, respect the
leader’s role, and be courteous to others.
• Always try to contribute in a positive way to the
success of the meeting.
• Give your full attention to the meeting and do not
answer text messages, emails or hand phones
during meetings.
• Cell phones and pagers should be turned off or
placed in silent mode.
 Infographic Style
MINUTES OF MEETING

MINUTES QUORUM MOTION SECOND

Content•HereA minimum
• Minutes - an official record of • A proposal • A formal
the proceedings of a meeting. number of formally statement
• Consists of details actions people who made in a of support
taken by a group and provide must be present meeting. for a
readers with concise record of to conduct motion.
what took place at a meeting. business at a
• Should not be word-for-word meeting.
transcript of the meeting
• It must give a clear, accurate
and complete accounting of
the happenings of the
meeting.
 27

o Information appears in a Minute of Meeting

❖ Name of group, committee, organization or business holding
the meeting
❖ Time, date, place and type of meeting (weekly, monthly,
annual)
❖ Name of presiding officer
❖ Members present and absent
❖ Reading and approval of the minutes from the previous
meeting
❖ Committee or individual report
❖ Names of the persons making a motion or giving a second
and whether the motion was approved
❖ Unfinished business (includes discussion and action taken)
❖ New business (includes discussion and action taken)
❖ Time, date and place of next meeting
❖ Time of adjournment
❖ Signature of the individual responsible for the minutes
 28

SAMPLE OF DOCUMENT – MINUTES OF MEETING

 29

SAMPLE OF DOCUMENT – MINUTES OF MEETING

 PREPARING THE MINUTES

1 2 3

Use a parliamentary Record the

procedures important points of Record the names
reference source discussion. of the persons
(Robert’s Rule of making a motion or
Order) seconding a
motion.
• To help you understand • Note the action • Motions should be
better the meeting taken or the recorded verbatim.
proceedings & correct conclusion • A statement should
use of meetings reached. be made in the
terminology. minutes as to
• Eg: motions should be whether or not the
recorded word for word. motion was passed.
 31

Sometimes, corrections need to be made to the minutes

before they can be approved.

❖ If only a few words affected – draw lines through the

incorrect words & put the proper insertions above the
corrected words.

❖ If more than a few words affected – lines drawn

through the sentences or paragraphs to be corrected &
the changes are written on a new page.

❖ The page number of each correction should be

indicated on the original minutes.

❖ The minutes should not be changed after they have

been read & approved in the meeting.
 32

ACTION PLANS

Developing an action plan (a description of tasks to do or action to be taken

after a meeting) to solve a problem or accomplish task is appropriate.
It focuses on the action to be taken after the meeting rather than simply
recording the proceedings and this can replace the traditional minutes of a
meeting.

The basic information of meeting listed in an action plan:

❖ Topic of the meeting, date, chairperson’s name, & the recorder’s name.
❖ Specific actions to be taken & the person(s) responsible.
❖ The deadlines for the actions & completion dates.
❖ Key issues discussed & the participants.
❖ The meeting length.
❖ Announcement of the next meeting.
 33

SAMPLE OF DOCUMENT – ACTION PLAN

 34

FOLLOW-UP AFTER THE MEETING

❖ Make calendar or reminder notations for any item from

the meeting that will require future attention
❖ Prepare minutes or action plan as soon as possible.
Ask the chairperson of the meeting to review the
minutes before they are distributed to be sure there
are no omissions or errors
❖ Complete any correspondence related to the meeting.
Write thank-you letters to speakers or resource
persons
❖ Items to be added to the agenda for the next meeting
should also be noted.
 35

6.6 TELECONFERENCES

Teleconference is a meeting of three or more people in

different locations using a telecommunication system.
It can be used to deliver training, exchange information or
discuss problems & make decisions.

Types of Teleconferences:

❖ Conference Calls
❖ Video Conferences
❖ Web Meetings
 Advantages & Disadvantages of Virtual Meetings

❖ Less chance for effective

❖ Savings in travel brainstorming on issues
time and costs –
meals & hotel
rooms.
❖ Less spontaneity among
❖ Bringing people individuals because of a
together who have structured environment
expertise in a number
of different areas with a ❖ No chance for the
minimum of effort interaction before or
after the meeting that is
often so effective in
face-to-face meetings
 37

TYPES OF TELECONFERENCES

a. Conference Calls (Audio Conferences)

• A meeting in which a number of people can
take part via telephone.
• Involves using speakerphones or a meeting
room with microphones and speakers.
b. Video Conferences
• A meeting in which two or more people at
different locations see and hear each other.
• Use equipment such as computer, video
cameras and microphones. A web camera, a
microphone and speakers may be connected
to computers and used to transmit video and
audio to other computers (Eg: Skype, Zoom).
• Video conference room may be used to
provide equipment for use by several people.
 38

c. Web Meetings

• Is a meeting in which two or

more people at different
locations communicate and
share information via
computers and a network
connection.
• Can see video of one another,
talk in real time, and exchange
information via computers.
• Participants may speak with
one another via traditional
telephone conference while
using meeting software to
share information.
• Eg: Microsoft Lync and Skype
PREPARING FOR A TELECONFERENCE

Reserve the conference room & necessary equipment, if a

special room is to be used.

Notify the participants of the date, time, length, & purpose of the
meeting – include name & phone number of a contact in the event
of technical problem.

Prepare & distribute any related materials well in advance of the

meeting – If several documents are to be sent, use descriptive file
names to make it easy to identify the documents during the
meeting. Verify that the documents are in a format the recipients
can use.
cont.

Prepare & distribute an agenda well in advance of the meeting.

The room may be equipped with computers, an electronic tablet or

other systems for sharing documents during the meeting. Be sure
these systems are operating properly.

Arrange for a technician or coordinator of the telecommunication

services to be available during the conference. Learn the less
complicated technical details of using the equipment so that you can
expand your skills and knowledge in this area.
 END OF
CHAPTER 6