GEC5 PURPOSIVE COMMUNICATION
NATURE OF MEETING
AND ITS TYPES
Meetings come in all shapes and sizes. There are
everyday office meetings, board meetings, and
seminars, all the way up to major conferences.
Since modern workplaces are built on teams,
sharing of ideas and effective project coordination
as well as conducting productive meetings are
more important than ever.
TYPES OF MEETINGS
Information Sharing
In many organizations, people meet
regularly to exchange information.
Organizations, institutions, agencies, and
even smaller units or offices hold meetings
from time to time.
The primary goal of the meeting and the
speaker is to share information with the
attendees. This could be work-related
information like upcoming changes, new
products, and techniques.
TYPES OF MEETINGS
Problem-solving or Decision-making
In other meetings, a group may decide
to take some action or make a change in
existing policies or procedures. It
includes group processes like
information gathering and sharing,
brainstorming solutions, and evaluating
options.
TYPES OF MEETINGS
Team building meeting
This is one of the most regularly scheduled
meetings in the business environment.
Team meetings mainly provide, inform, and
state information that is useful for members
of groups that have a common purpose.
TYPES OF MEETINGS
Virtual Meeting
This allows users in distant locations to see
one another. Virtual meeting allows
computer users to use the Internet to
create their private chatroom in which they
exchange typed messages in real time.
Sophisticated online meetings include a
document-sharing capability that allows
users to view and add to the same
computer file.
TYPES OF MEETINGS
Spatial Reality
The COVID-19 pandemic in 2020 caused a
significant shift in the way workplaces
functioned, with many companies moving
to remote work arrangements to ensure
the safety of their employees. This shift
gave rise to newer and more advanced
tools such as virtual and spatial reality
workspaces, which allowed employees to
collaborate and interact with each other
and their work in ways that were not
previously possible.
CONDUCTING A MEETING
BEFORE THE MEETING
Define the purpose of the meeting.
Develop an agenda in cooperation with key participants.
A clear agenda should include the specific topics for
discussion
Choose an appropriate meeting time. Some organizations hold
regular meetings on a fixed schedule.
Use visual aids for interest (for example: posters, diagrams, etc.).
Post a large agenda upfront to which members can refer.
Review the agenda beforehand and come up with questions.
CONDUCTING A MEETING
DURING THE MEETING
Greet members and make them feel welcome, even late members when appropriate.
If possible, serve light refreshments. They are good icebreakers and make the
members feel special and comfortable.
Review the agenda and set priorities for the meeting.
Start on time. While it is good to always end on time, as scheduled, a well-run meeting
should have clear decisions and resolutions identified.
Stick to the agenda. If you are leading the meeting and the discussion goes off on a
tangent, bring the discussion back on track by briefly summarizing the current topic
and relate with the agenda.
Encourage feedback & keep communication focused on the topics. Ask questions and
contribute ideas to make productive deliberations.
Active listening is important during meetings. Paying attention to the speaker’s body
language and tone is a good way to do this practice.
Summarize agreements reached.
CONDUCTING A MEETING
AFTER THE MEETING
Write up and distribute meeting minutes to all attendees within
3 or 4 days. Quick action reinforces the importance of the
meeting.
Discuss any problem during the meeting with other officers.
Follow up on delegation decisions.
Put unfinished business on the agenda for the next meeting.
Conduct a periodic evaluation of the meetings. Note any area
that can be analyzed and improved for more productive
meetings.
WRITING THE
MINUTES OF A
MEETING
Meeting minutes document what
happened during a meeting. They are
often shared within an organization after
a meeting and serve as a reference
document in the future.
(Meltzer, 2022)
Create a historical record
Show progress over time
Offer legal protection for the
organization
Adhere to local bylaws
Explain why an organization made a
decision
Serve as a reminder of assignments
or projects
Act as evidence of deadlines
Inform members who were unable to
attend
(Meltzer, 2022)
MINUTES OF MEETING
WHO SHOULD WRITE THE MINUTES
In any kind of meeting, one must take the role of a note-taker, a secretary, or a
recorder, usually a member of the organization or institution, and take note of the
meeting proceedings while taking part in the conference, assembly, session, or
discussion.
In government or legal meetings, an outsider must be the note-taker or recorder to
avoid biases and maintain impartiality. S/he, however, must have full knowledge of
the adapted parliamentary process to be able to effectively carry out the role.
In some cases, the same person takes the minutes at each meeting. In others, the
role of minute taker passes from member to member or participant to participant.
MINUTES OF MEETING
IMPORTANT THINGS TO REMEMBER IN WRITING THE MINUTES
It should capture the key decisions, action items, and the next steps discussed
and agreed upon in the meeting.
Informal or irrelevant accounts, personal opinions, and side comments should be
excluded (unless the concerned member informed the body to include the
remarks on record).
If there are important things to complete, include the specific dates by which
tasks should be completed. Avoid using vague terms like “ASAP” (as soon as
possible) or “soon.”
A professional tone must be used, avoiding informal language, slang, and emojis.
The action items should clearly state who is responsible for each task.
DEFINITION OF TERMS
Agenda: A plan for a meeting that outlines the topics that will be discussed.
Minutes: A written record of what happened at a meeting, including key
decisions and action items.
Adjournment: The formal ending of a meeting.
Quorum: The minimum number of members who must be present at a meeting
for official business to be conducted (50% of the number of all members + 1)
Motion: A formal proposal made at a meeting to be voted on by the attendees.
“Mr. Chair, I move that the copies of the report be sent to all members for
review and deliberation on the next meeting.”
Consensus/Unanimous: To come to an agreement without a formal vote.
DEFINITION OF TERMS
Second: To formally express support for a motion that has already been made by
another person. Note: While this term is used in meetings, it doesn't carry any
implications beyond the meeting context.
Recess: A temporary break in the meeting where attendees can leave the room.
Roll Call: Calling out the names of attendees to verify their presence, though this
is less common now with electronic attendance tracking.
Objection: A statement made to express disagreement with a motion being
considered.
Abstain: A way of indicating that you don't want to vote for or against a motion.
Affirmative: A vote in favor of a motion.
Negative: A vote against a motion.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a ___________ of what transpired in a meeting held.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a (written, spoken, posted) record of the major
discussions held, decisions made, and action items assigned.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a written record of the major discussions held,
decisions made, and action items assigned.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a written record of the major discussions held,
decisions made, and action items assigned.
A formal gathering to discuss work-related matters.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a written record of the major discussions held,
decisions made, and action items assigned.
A formal gathering to discuss work-related matters. MEETING
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a written record of the major discussions held,
decisions made, and action items assigned.
A formal gathering to discuss work-related matters. MEETING
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a written record of the major discussions held,
decisions made, and action items assigned.
A formal gathering to discuss work-related matters. MEETING
A planned list of topics to be covered during a meeting.
KNOWLEDGE CHECK
Writing meeting minutes serves the first purpose, that is, to create
a record of what transpired in a meeting held.
Meeting minutes is a written record of the major discussions held,
decisions made, and action items assigned.
A formal gathering to discuss work-related matters. MEETING
A planned list of topics to be covered during a meeting. AGENDA
