UNIT 3 Lesson 2 Conducting A Meeting

UNIT 3 Lesson 2
CONDUCTING A MEETING
Meeting is a technique of bringing a group of individuals together to work for a common
purpose. In meetings, the individual contributions are synergized to maximize the potential by
bringing together to pursue a common focus, better decisions, commitment, support, and
implementation. To achieve these, a meeting must be effective. An effective meeting requires
an action-oriented focus. All members in a meeting must share the focus, understand one
another’s role, and use a common process geared towards specific outcomes (Saylor, 2006).
The conduct of meetings within a club, organization, team, or committee is necessary for the
maintenance of effective communication and democracy. The prime purposes of conducting
meetings are to share ideas and to come up with a consensus among members (USQ Student
Guild, n.d.
Usually, conducting a meeting follows certain procedures. These procedures are set up to
improve the efficiency in the conduct of the business meeting while giving protection to the
rights of the members present. Likewise, it enables every person in the meeting to have an
equal right to be heard and have the opportunity to have his/her viewpoint considered. It
enables every person present to have an equal right to vote on the issues and help in the
decision making. Thus, club members must be aware of the meeting procedures and be kept
informed of any changes (USQ Student Guild, n.d.).
Below are the procedures to follow in conducting a meeting:
1. Prior to the Conduct of a Meeting
a. Send an adequate notice of the meeting to all members of the meeting.

b. Enclose the minutes of the previous meeting in the notice if they have not already been
sent one.
c. Collect reports from the club officers to be included in the agenda of the meeting.
d. Call for and receive nominations for club positions.
e. Arrange for the printing of the completed annual report.
f. Arrange for the guest speaker (if there is any).
g. Arrange the hospitality, venue, date, and time of the meeting.
h. Remind the members of the meeting before the day of the meeting the specified day,
time, and venue.
2. Parts of the Business Meeting
a. Call to order. Usually, the president holds a gavel, rises and says, “The meeting will
please come to order.”
b. Roll call. Here, the secretary of the organization checks the attendance of the members
of the meeting. Through this, the quorum will be determined. If the quorum is met, the
meeting will proceed; otherwise, it will be postponed.
c. Reading and approval of previous minutes. The president will request the secretary
to read or everybody will be given time to review the minutes of the previous meeting.
After reading the previous minutes, the president will ask for any additions or
corrections. If there are none, the president says, “If there are no corrections or
additions, they stand approved as read.” If there are corrections or additions, they are
made, and the president says, “The minutes stand approved as corrected or added.”
d. Reading of correspondence. The president asks the secretary to read any
correspondence.
e. Treasurer’s report. President will ask the treasurer to give the financial report.
f. Committee reports. President will call upon the chairperson of each committee to give
a report or update.
g. Unfinished business. Anything left over from previous meeting will be reopened and
should be discussed.
h. New business. Any club member may bring new business before the club, or the
president may state the business and ask for a motion on it.
i. Announcements. Announce all upcoming events, including the next meeting. It will
include time, place, what will be done, and what materials the members need to bring.
j. Adjournment. Any member may move the meeting to adjourn. The motion is voted
upon. Or the president may say, “There being no other business, the meeting is
adjourned.”
Here are formal meetings conducted. Kindly watch them through these links:
https://www.youtube.com/watch?v+wAr_t2sEdc
https://www.youtube.com/watch?v=ItIpCy7oOL4
Task:
1. You are divided already into multimodal groups. From those groupings, some groups
will be merged.
 Groups 1 & 2 ---- Group A
 Groups 3 & 4 ----- Group B
 Groups 5, 6, & 7 ---- Group C
 Groups 8 & 9 ----- Group D
 Groups 10 & 11 ---- Group E
2. Assume that you belong to one department/company/organization. You will conduct a
20-30 minute simulated meeting on an agendum of your choice.
3. Choose the president or the facilitator and secretary in the meeting.
4. Other members has their own roles in the organization too.
5. Each one must have the time to speak in the meeting.
Criteria:
1. Ability to use the English language/Expression of one’s ideas (individual rating) ------ 30
points
2. Organization/Spontaneity ------------------------------- 30 points
2. Adherence to the structure of the meeting --------- 40 points

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UNIT 3 Lesson 2

Below are the procedures to follow in conducting a meeting:

1. Prior to the Conduct of a Meeting

a. Send an adequate notice of the meeting to all members of the meeting.

2. Parts of the Business Meeting

2. Assume that you belong to one department/company/organization. You will conduct a

20-30 minute simulated meeting on an agendum of your choice.

3. Choose the president or the facilitator and secretary in the meeting.

4. Other members has their own roles in the organization too.

5. Each one must have the time to speak in the meeting.

2. Organization/Spontaneity ------------------------------- 30 points

2. Adherence to the structure of the meeting --------- 40 points

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