Minutes of the Meeting

First Part

On the 26th day of February Mr. Cris M. Balingit, a college instructor initiated a
meeting at 1:20 in the afternoon at room P103 with the BS Accountancy 1A students. There
were two absentees namely; Allysa Marie Nunag and Trixie Anne Cabangon. Here are the
agendas of the meeting; Steps in planning a meeting, setting the agenda, selecting the
participants, resolving conflict, writing minutes of the meeting and strategies to improve
listening effectiveness.

The discussion was started by Mr. Balingit, he explained the steps in planning a
meeting. First, he defined the meaning of the two words “meeting killer” who misalign the
topic to be discuss and “conflict causer” the one who argue or oppose. He said that the first
step is to determine the purpose of conducting that meeting is for information sharing,
decision making or problem solving. Second, in selecting the participants, you should know
your participants. The participants that were discussed are key distributors who are the
participants or the lower ranks and the decision makers who are the leaders. Third, setting
the agenda, it is the topic that will be discuss in the meeting. Fourth is picking the
convenient time of the meeting and the location. As Mr. Balingit said, the convenient time of
the meeting is around 9:00-9:30 in the morning and around 2:30-4:00 in the afternoon
while in choosing the location, it should be comfortable and convenient. Fifth is the
preparing notice of meeting in order to consider how many participants will attend the
meeting. Then sending out documents and lastly, copying minutes of the last meeting for
them to assess if the previous minutes of the meeting is correct or not. The first part of the
meeting adjourned at exactly 1:38 o’clock in the afternoon.

Second Part

The second part of the meeting was held last March 8, 2019 at the same room. The
meeting started at 12:21 o’clock in the afternoon. The absentees were Angel Erika Pineda
and Yciela Castaneda. The discussion started on talking about the participants in the
meeting namely; the chairperson, secretary and the participants. The three participants
have their own roles in making the meeting successful. The chairperson is the one who
conclude and summarized what have been discussed in the meeting and it is written by the
secretary. The next topic was resolving conflict, according to the chairperson the most
common result when resolving a conflict is the Win-Lose outcome where companie/s
always win over employee/s. Next is about writing the minutes of the meeting and it is
clearly stated that for a decision to be made there should be consensus among participants
of the meeting. It was also said that why they called it minutes of the meeting is because
meeting only happen for a minutes rather it is more than an hour. The explanation behind
is that every minute should be written. Minutes of the meeting has the legal authoritative
force because it serves as a proof or evidence that something happened. It is not also a
repetition, it is a interpretation. It serves as a basis for the next meeting. It should be
written in a clear, concise and accurate.

The elements of the minutes of the meeting were also discussed. These are the
Heading which talks about the where and when the meeting takes place, Present or the
people who attend the meeting, Apologies of absence, Minutes of the previous meeting
should be note if there are any corrections and approved by participants, Statement of
what actually occurred at the meeting, Any other business and lastly, the time of the
meeting adjourned and where the next meeting is to take place. After that is the signature
of the one who prepared the minutes of the meeting and the one who approved it. The
types of the minutes of the meeting were also discussed these are the; Narrative minutes
wherein everything should be written, Resolution minutes wherein suggestions are taken
off the record and lastly, Action minutes wherein it records the decision made on the issue
and the action to be taken by whom and when. The second part of the minutes of the
meeting ends at exactly 1:20 o’clock in the afternoon.