DAVAO DEL NORTE STATE COLLEGE

Conducting
Business
Meeting
Presented by Group 3
 Objectives

At the end of the lesson, the students will be able

to:
1. familiarize business meeting protocols through
shared discussion;
2. name the dos and don’ts in online business meeting
through their own experience in attending online
classes and meetings; and
3. simulate a business meeting via an online
conference platform.
ACTIVITY!
 BR EAK THE CODE

Answer Key
2 21 19 9 14 5 19 19
1 - a 14 - n
2 - b 15 - o
3 - c
4 - d
16
17
-
-
p
q
13 5 5 20 9 14 7
5 - e 18 - r
6 - f 19 - s
7 - g 20 - t 22 9 18 20 21 1 12
8 - h 21 - u
9 - i 22 - v
10 - j 23 - w
11 - k 24 - x 18 15 12 5 19
12 - l 25 - y
13 - m 26 - z
 BR EAK THE CODE

Answer Key
2 21 19 9 14 5 19 19
1 - a 14 - n Business
2 - b 15 - o
3 - c
4 - d
16
17
-
-
p
q
13 5 5 20 9 14 7
5 - e 18 - r Meeting
6 - f 19 - s
7 - g 20 - t 22 9 18 20 21 1 12
8 - h 21 - u
9 - i 22 - v Virtual
10 - j 23 - w
11 - k 24 - x 18 15 12 5 19
12 - l 25 - y
13 - m 26 - z Roles
 CONDUCTING EFFECTIVE
BUSINESS MEETINGS

Adherence to the proper etiquette for a

business meeting establishes;

respect among participants

helps meeting begin and end on
time
foster an atmosphere of
cooperation
 Business Meeting Management
Planning Process

• Establish the meeting objectives;

• Prepare the meeting agenda;
• Determine timing and physical
arrangements;
• Identify and invite participants; and
• Consider matters of protocol
 Business Meeting Objectives

• To disseminate new information or provide feedback

• To receive a report
• To coordinate efforts of a specific nature and obtain group
support
• To win acceptance for a new idea, plan, or system
• To reconcile a conflict
• To negotiate an agreement
• To motivate members of a group
• To initiate creative thinking within a group
• To solve a current problem within a group
 How to conduct a meeting

• Focus the agenda on items relating to the same

general topic, if possible
• Schedule fewer agenda items when the topics cannot
be related
• Attach background data for each topic to be
discussed, when the agenda is distributed
• Establish a time limit and priority for each agenda
item
• Do not have the meeting run too long
• Submit the agenda to the participants, with the
background data, as early as possible
 Time and Physical
Settings

Things to consider:
• The convenience of the place
• The size of the room
• The seating arrangement and the availability of
extra seats if needed
• The lighting, heating, and ventilation
• Availability of the participants
 Things to consider
during virtual meetings
• Check your equipment first.
• Log in earlier than the meeting time.
• Make sure to avoid unnecessary background noise.
• Have a decent framed background.
• Prepare your presentation, and tidy up your
desktop.
• Find a good spot for lighting.
• Don’t forget to mute/unmute.
• Don’t multitask.
• Dress appropriately.
 For the students..
What do's and don'ts can you
share about attending online
meetings/classes?
 Business Meeting Protocols
Some steps the chairman might take to avoid protocol problems are:
• Notify participants well in advance of the meeting date, and provide them
with an agenda and background data;
• Notify department heads when subordinates with expertise are needed;
• Make sure that arrangements with resource persons outside the organization
are completed before the meeting;
• Introduce resource persons and newcomers at the start of the meeting;
• List participants in alphabetical order in the meeting announcement and
minutes, unless someone present far outranks the others. In that case, list
this person first;
• Express gratitude to those from outside the group as well as to those
within the group for significant contributions to the success of the meeting;
and
• Advise those invited to attend the meeting of postponement or cancellation
as far in advance as possible.
 Meeting Roles
• Presider - act as president, chairman, or moderator.
• Secretary - often manages communication before
meetings and keeps formal records of the group's process
and decisions: the minutes of the meeting.
• Participants - the attendees at something like a
meeting.
• Presenters - persons who make presentations at other
sessions
• Guests (when required) - a person invited to
participate in an official event or a meeting.
Managing the Business Meeting

It is important that the chairman make a concerted effort

to ensure that:

• Every participant has a clear understanding of the

meeting objectives at the start of the meeting.
• Each agenda item has a time allocation. The time limit
for the meeting should be announced when the agenda are
published, or at the beginning of the meeting.
• The objectives remain valid throughout the meeting.
If not, they should be revised.
 “The longer the meeting,
the less is accomplished.”
– Tim Cook
Got any questions?
 Thank You
For Listening