UNIVERSITY OF MAKATI

J. P. Rizal Ext., West Rembo, Makati City

COLLEGE OF BUSINESS AND FINANCIAL SCIENCE
Department of Marketing Management
Course Title Title
Module
4 BUSINESS MEETINGS AND MINUTES OF
No.
MEETINGS
Business
Module
Communication
Leader PROF. AQUILINA LUNA ABLE

Business meetings

● Take place in organizations and are generally used to resolve

B arguments and issues, initiate teamwork, enhance performances, and

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many more. These meetings are usually conducted face to face; but
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I with the rise of technology, some conferences could be held online
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from anywhere in the world.
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S
S

M What is a business meeting?

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E
T
● A business meeting is a gathering conducted by 2 or more with the
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N motive of deciding or talking over company objectives. This kind of
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S meeting is vital to the company's overall management.

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K
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INFORMAL BUSINESS MEETINGS:
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D - Used to address daily operations policy issues such as team building,
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training, and making announcements.
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F

B Project Meetings
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S
I - These informal meetings meet the sole purpose of bringing in together
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E departmental project managers which would provide brainstorming,
S design meetings, planning, reviewing, and so on.
S

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E
E
T Collaborative Meetings
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N
G - This informal meeting holds collaboration between business partners,
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suppliers, and clients. This kind of meeting includes several forms and
they are; annual general meeting, extraordinary general meeting, board
meeting, committee meeting, creditors meeting, statutory meeting, and
much more.

Decision-making Meetings

● This informal meeting is set up to discuss information about a big

decision moving forward; for it is either a long or short-term period.

Status Update Meetings

● This informal meeting serves as a check-up on the company. This takes

place after a given period; may it be weekly, monthly, semiannually, or

annually. The goal of this meeting is to provide employees update with on
the company's position.

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 Emergency Meetings

● This informal meeting takes place when urgency is convened; issues

such as financial loss and any other conflicts.

Motivational Meetings

● This informal meeting is specifically designed to gain commitment from a

group or team of workers; these are used to uplift the energy of the
participants. Strengthening the relationship between managers and
employees is a big purpose of this meeting.

K FORMAL BUSINESS MEETINGS:

I
N
D

O ● Are used to present important financial, organizational, and operational

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information to people who are involved in making company decisions.
B Some examples are; finance committee meetings, board of directors
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S meetings, and annual shareholders’ meetings
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N
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S Virtual Meetings
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E ● In order to optimize and maximize the use of time and lessen travel
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 expenses, some meetings are held online. The main objective of virtual
meetings is also to expand the company online. Examples of applications
used to conduct virtual meetings are: Zoom, Google Meet, and Webex

1. Audio Conferencing or Teleconferencing

● A type of meeting where conference calls are held through telephones

when there are partners located in other areas outside the company's
establishment.

2. Audio Conferencing or Teleconferencing

● A type of meeting that merges telephone and video; hence, participants of

the meeting are verbally and visually available.

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I 3. Direct Broadcast Conference
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G ● This meeting is also called a "one-way" video, which is also a video
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transmission that originates from one location combined with telephone
responses from each of the receiving locations/stations.

4. Web Conferencing

● This meeting occurs when organizations conduct conferences or

meetings with the use of the Internet.

5. Virtual Conferencing

● This meeting also occurs when organizations conduct conferences or

meetings with the use of the internet; with the addition of a messaging
system for the participants to take note or read what is being said for
those who might not hear topics being discussed

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 .
AGENDA AND MINUTES OF MEETING

● Also called an "order of business," it contains a list of topics to be

A covered during the said meeting and should be discussed in its original
G order/sequence to avoid misconceptions/misunderstandings.
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N
D How to prepare an agenda?
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● Include all of the names of the participants
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N
D ● Include the date, time, and place of the meeting

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● Include all topics and issues to be discussed
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N
U ● Specify the level of action inside the meeting; be open to suggestions,
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E comments, and recommendations
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● Put time limits if necessary/requested to optimize the use of time on the
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F conference

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E
E Minutes of meeting
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I ● This refers to the official record of the proceedings of a formal meeting. It
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G portrays as a document that contains all necessary information, status
updates, and actions to be conducted. This also serves as an excellent
record due to it being accessible and reviewable for clarifications from
the participants. Minutes of the meeting serve also serve as a summary of
The conclusions stated and decisions made during the meeting.

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I
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P IMPORTANCE OF MINUTES
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R
T 1. It preserves a clear, concise, and accurate record of the business transacted
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N at the meeting.
C 2. It serves as a permanent record of the actions of the members and decisions
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taken at the meeting.
O 3. It serves as a legal document when it is confirmed by the next meeting and
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signed by the chairman.
M 4. It helps as the guide lines of the organizational activities of any concurrence.
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N 5. It serves as a reminder of the subject matter dealt with in the previous
U meetings.
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E 6. It is the official records of the proceeding and decision of the meeting.
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FORMAT FOR INFORMAL MEETINGS
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● Check ins or warm ups (optional get acquainted activities)
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T
● Review goals of agenda or purpose of meeting
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O
R ● Review roles of members (optional)

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● Review ground rules (optional)
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F
O ● Discuss issues listed on agenda
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M
A ● Review follow up actions to which members have committed
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● Closure
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E
E ● Determine date and time for next meeting if necessary
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I
N
G
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 FORMAT FOR FORMAL MEETINGS

● Call to order by presiding officer

F
O
R ● Roll call either oral or checked by the secretary or have a check in sheet
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A
T ● Approval, amendment, or correction of minutes of previous meeting

F ● Reading of correspondence
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R
● Reports (in this order)
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O - Officers
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M - Standing Committees
A - Special Committees
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● Unfinished business from previous meetings
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E
E ● New Business
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N ● Announcements, including the date of the next meeting
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S
● Adjournment

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C
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A
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MINUTES OF DECISION
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I ● This refers to the documentation of the outcomes from the meeting.
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I Specifically, this approach entails capturing succinct summaries of solely
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A the ultimate conclusions reached during the gathering.
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N MINUTES OF NARRATION

O ● It means the recording of proceedings of the meeting in detail for some of

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the discussions and happenings. In this method, the minutes are written in a
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narrative style about the discussions and the resolutions adopted in the
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N discussions.
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 EXAMPLES:

● Everyone will be given an equal opportunity to speak

E ● Any person wishing to speak must raise his or her hand

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T
● Criticize only the issue, not the person with the issue
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B
L ● Side conversations are not allowed
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H ● Each person must focus on the speaker
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N
● Expect unfinished business
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H ● The meeting will begin and end on schedule

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U
S ● Everyone will focus on the topic and will not interrupt the team’s work for
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outside business
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U ● No negative body language is allowed
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E ● The recorder will be given a few minutes to verify information or ask
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questions

● Before ending the meeting, the team will establish a meeting date for the

next meeting

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H
O HOW TO KEEP MEETING MINUTES
W

T 1. Start with the goal of the meeting. At the top of the meeting minutes, put the
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goal along with the name and/or date of the meeting
K 2. List who is present at the meeting List everyone who attends. Be sure to get
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names of people you don’t know up front, since you’ll need their names as
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P you record the meeting. Don’t forget to include anyone who’s attending the
meeting remotely (via video or teleconference), and list those not in
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E attendance.
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3. Record the start time By capturing the start time and date in the meeting
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I minutes, you can begin to see if there is a systemic issue with timely starts
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and bring this concern to the participants after enough data is captured.
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4. Capture Key Items Taking meeting minutes is not like 1960s movies where
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the secretary comes into the boardroom and sits quietly without
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N participating. The taker of the notes is still expected to contribute.
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5. Describe the next steps in detail When is the action finished? Give the end
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E state and describe what the measurable outcome(s) will be. What resources
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are needed? Too often actions are initiated, and decisions made without the
resources required to complete the operation. Not having the right resources
in mind or in place may slow down the organization as a whole. To stay
efficient, determine the needed resources and get approval for them in
advance, if possible. When will the action begin and end? Often leaders
become annoyed because they remember making a decision and then forget
when they should see progress. By putting both a start date and end date, it
sets the expectation for all meeting participants ahead of time, successfully
avoiding delay or confusion.
6. Don’t belittle or embarrass anyone in your meeting minutes When written
down, sarcasm or intended humor can easily be misinterpreted by the
readers. The minute is not the place to call people out or make others feel
less than. Keep the minutes concise and professional.
7. Attach relevant documents Attach any handouts or materials electronically,
so that all participants and non participants have easy access to them. This
is helpful for individuals who missed the meeting or if people need to get a
brief reminder of what was covered.
8. Ask a question when distributing the minutes When distributing meeting
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 minutes, ask a question via email to the participants, so that they will have to
look at the minutes to respond. If you don’t ask a question, they will likely
allow the email to be drowned by a flood of other equally essential emails.
You might ask if you got a particular point correct, or if you got the
assignments correct.

- Ethics is a system of deciding what is right, or more right, in a given

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situation. You may find yourself in situations where you might not want to
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CA tell the truth to avoid hurting someone’s feelings.
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BE
HA
VI
- What if the situation has damaging consequences? Following ethical
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IN behavior in meetings, as well as in any personal interaction, is using
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choices that will build positive qualities trust and credibility.
ETI
NG
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MEMBERS:

Morota, Mark Angelo P. Peñamante, Hanz Hennessy S. Onrubia, Joshua Samuel C.

Precioso, Angel Ednalyn O. Obrero, Felix P.

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