Conducting a Meeting

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.
 Usually, conducting a meeting
follows certain procedures. These
procedures are up to improve the
efficiency in the conduct of the
business of the meeting while giving
protection to the rights of members
present. Likewise, it enables every
person in the meeting to have an
equal right to be heard and to have
the opportunity to have his/her
 It enables every person
present to have an equal right
to vote, know the issues and
to help in the decision-making.
Thus, club members must be
aware of meeting procedures
and be kept informed of any
changes.
1. Prior to the conduct of the 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 already
been sent one.
C. Collect reports from 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 printing of the
completed annual report.
G. Arrange the hospitality, venue,
date. And time of the meeting.
H. Remind the members of the
meeting before the day of the
meeting 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.
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.
D. Reading of correspondence.
The president ask the president to
E. Treasurer's report. The
president will ask the treasurer to
give the financial report.
F. Committee reports. President
will call jupon the chairperson of each
committee to give a report or update.
G. Unfinished business. Anything
left over form previous meeting will
be reopened and will be discussed.
H. New business. Any club
member ,ay 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.
J. Adjournment. Any member
may move the meeting to