Meetings (week 6)

​MEETING (WEEK 6)

By Anna Alicia Juanis

​INTRODUCTION

• A meeting is a gathering of people to share information, make decisions, solve problems, or plan activities.

• The purpose of a meeting depends on its goals and desired outcomes.

DIFFERENT PURPOSES OF MEETING

​Purpose	​Example
​Information Sharing	​To provide updates, announcements, or progress reports. Example: Department briefing, weekly team update.
Decision-Making	​To discuss options and agree on the best course of action. Input (participant) -> resolution Example: Budget allocation meeting
​Problem-Solving	​To analyze issues, identify causes, and propose solutions. Example: Technical meeting to fix road conditions
​Planning and Coordination	​To set goals, timelines, and responsibilities. Example: Project/Event kickstart
​Negotiation	​To resolve conflicts, finalize agreements, or compromise between different parties. Example: Supplier-client contract discussion

Why must meetings have a purpose?

• ​Meetings should have a clear purpose to avoid wasting time.

• The purpose determines:

  • Agenda

  • Attendees

  • Expected outcomes

Multiple Choice

Which type of meeting is held to share updates and announcements?

• Problem-solving

• Information sharing

• Training

• Negotiation

Multiple Choice

A project kick-off meeting is an example of:

• Planning and coordination

• Decision-making

Multiple Choice

When participants brainstorm solutions to an issue, the meeting’s main purpose is:

• Information sharing

• Problem-solving

• Negotiation

Multiple Choice

A meeting where managers vote on approving a budget belongs to:

• Planning

• Information sharing

• Decision-making

Open Ended

Why is it important to have a clear purpose for a meeting?

Open Ended

Which meeting type is best suited when two parties cannot agree on a contract?

General Proceedings of a Meeting

​1. Memo / Notice of Meeting

• A memo/notice is sent out before the meeting.

• It includes:

  • Title of the meeting

  • Date, time, and venue (or online link)

  • Purpose/objectives of the meeting

  • Agenda items (list of topics to be discussed)

  • Name of the convenor/organizer

• Ensures participants are informed and prepared.

2. Roles of Participants

​Roles	​Task
​Chairperson	Leads and controls the meeting. Ensures agenda is followed. Maintains order and fairness in discussions. Summarizes decisions and closes the meeting.
​Secretary	Prepares and distributes notice/memo. Records the minutes of the meeting. Keeps attendance list. Ensures proper documentation of decisions.
​Members	Attend punctually. Contribute ideas, suggestions, and feedback. Respect rules of discussion. Carry out tasks assigned.
​Treasurer (if relevant)	Reports on financial matters​ Updates members on budgets, expenses, and accounts.

3. Minutes of Meeting

• ​An official written record of what happened.

• Prepared by the secretary.

• Content includes:

  • Date

  • time

  • place of meeting

  • List of attendees and absentees

  • Matters discussed (based on agenda) Decisions made

  • Action items with responsible persons

  • Date of next meeting

4. Other Related Requirements

• Agenda: Clear and structured list of issues to discuss.

• Quorum: Minimum number of members required for the meeting to be valid.

• Time Management: Meetings should start and end on time.

• Action Plan: Follow-up tasks assigned and monitored.

• Documentation: All meeting records stored for reference and accountability.

A successful meeting requires proper preparation (memo/notice, agenda), clear roles (chairperson, secretary, participants), accurate minutes of meeting, and fulfillment of requirements (quorum, documentation, follow-up).

Multiple Choice

Which document is usually sent before a meeting to inform participants about the details?

• Minutes of meeting

• Memo

• Report

Multiple Choice

Who is responsible for preparing and distributing the minutes?

• Secretary

• Chairperson

• Treasurer

Multiple Choice

Which of the following is NOT usually included in the minutes of a meeting?

• Action items

• Attendance list

• Personal Feelings

Multiple Choice

What is the main role of the chairperson?

• Record the discussions

• Prepare financial report

• Control and guide the meeting

Multiple Choice

What does “quorum” mean in a meeting?

• The list of agenda items

• The minimum number of members required

• The summary of the meeting