PASSI CITY COLLEGE

City of Passi, Iloilo

School of Teacher Education

GE 102
PURPOSIVE COMMUNICATION

MODULE 11

An Overview:
This provides the development of student’s communicative competence and enhances their cultural and
intercultural awareness through multi-modal tasks that provides them opportunities for communicating effectively
and appropriately to a multicultural audience in a local or global context.
It equips students with tool for critical evaluation of a variety of texts and focuses on the power of language and
the impact of images to emphasize the importance of conveying messages responsibly.

Module Outcomes:
 discussed the best practices of conducting a meeting;
 familiarized himself/herself with the procedures in
conducting a meeting; and
 discussed ways to conduct effective meeting.

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GE 102: PURPOSIVE COMMUNICATION MODULE 11
 Good day!
In this module, we will discuss the Communication
for Work Purposes. Let’s start!

MEETING

Meeting is a technique of bringing a group of individuals together to work for a common purpose. In
meetings, the individual contributions are synergized to maximize the potential by bringing together to pursue a
common focus, better decisions, commitment, support, and implementation. To achieve these, a meeting must be
effective. An effective meeting requires an action-oriented focus. All members in a meeting must share the focus,
understand one another's role, and use a common process geared toward specific outcomes (Saylor, 2006).
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 (USQ Student Guild, n.d.).

Usually, conducting a meeting follows certain procedures. These procedures are set 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 viewpoint considered. It enables every person present to have an equal right to vote on the issues and
to help in the decision-making. Thus, club members must be aware of the meeting procedures and be kept informed
of any changes (USQ Student Guild, n.d.).

Meetings are very common in organizations. They serve as channels of oral communication among the
members of the meeting. They are supported by written communication like notices to bring people together, agenda
to structure the meeting, minutes to record the proceedings and reports to pass the information to the higher
authorities.
A meeting is get-together of a group of persons to discuss ways and means to deal with a specific time-
bound task assigned. The members of the group share common experience, common concern and common interests.
Unless there is clarity in the purpose, the meetings may turn out to be a frustrating and wasteful effort. Meetings
enable face to face contact of number of people at the same time.

Purpose of Meeting
 To convey information to the members.
 To gather information from the members.
 To exchange ideas and experiences among the members.
 To brief members on plans, working and performance and to instruct members.
 To discuss problems and issues of common interest. To persuade members to accept changes.
 To resolve conflicts and confusions.
 To take decisions of matters affecting the group or the organization.
 To generate a positive attitude among the participants.

The six general types of meetings:

 Status Update Meetings
 Information Sharing Meetings
 Decision Making Meetings
 Problem Solving Meetings

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GE 102: PURPOSIVE COMMUNICATION MODULE 11
  Innovation Meetings
 Team Building Meetings

Minutes of the Meeting

The minutes of the meeting refer to the documented or recorded discussion of a certain gathering of select
attendees. Every office, regardless of its nature, always conducts a meeting; such meeting could be monthly,
quarterly, semestral, or yearly. At times, it depends on the urgency of the agenda. At the end of every meeting, the
minutes of the meeting are prepared.

The minutes of the meeting are the official written or recorded documentation intended to inform
attendees and non-attendees about what was discussed or what happened during a meeting. The minutes are
generally taken by a designated staff during the proceedings. The meeting can be audio recorded or video recorded.
The assigned recorder may use shorthand notation and then prepare the minutes and issue them to the participants
afterwards. The organization may have its own rules regarding the content of the minutes.

The ideal minutes of the meeting contain the following:

1. Names of attendees
2. Agenda items covered
3. Decisions made by attendees
4. Follow-up actions committed by attendees
5. Deadlines for the completion of commitments
6. Other events or discussions worth documenting for the future review

Things to remember in preparing the minutes of the meeting:

1. The minutes should be concise and should include only a summary of the decisions. A verbatim report
(transcript) is not necessary, unless the organization requires it.

2. The format of the minutes can vary depending on the standards established by the organization. (A sample
format is provided in the succeeding page)

3. These days, minutes are recorded on an electronic device, such as laptop or iPad so it can be disseminated to
participants electronically at the end of the meeting. This way, the participants can immediately take note
of their commitments and deadlines, and can raise questions or seek clarification. However, if this is not
possible because the transcriber wants to transcribe the minutes or check them for errors, he/she should
disseminate the minutes within 24 hours following the meeting.

4. The designated recorder should always review the prior meeting's minutes at the start of the next meetings
so that participants can check them for accuracy and next steps.

Below are the procedures to follow in conducting a meeting.

1. Prior to the Conduct of a 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 not already been sent one.

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GE 102: PURPOSIVE COMMUNICATION MODULE 11
 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 guest speaker (if there is any).

g. Arrange the hospitality, venue, date, and time of the meeting.

h. Remind the members of the meeting before the day of the meeting the 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 to come to
order

b. Roll call. Here, the secretary of the organization checks the attendance of the members of the
meeting. Through this, the quorum will be determined. If the quorum is met, the meeting Will proceed;
otherwise, it Will be postponed.

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. If there are none, the president says,
"If there are no corrections or additions, they stand approved as read." If there are corrections or
additions, they are made, and the president says, "The minutes stand approved as corrected or added."

d. Reading of correspondence. The president asks the secretary to read any correspondence.

e. Treasurer's report. President will ask the treasurer to give the financial report.

f. Committee reports. President will call upon the chairperson of each committee to give a report or
update.

g. Unfinished business. Anything left over from previous meeting will be reopened and should be discussed.

h. New business. Any club member may 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, including the next meeting. It will include the time, place,
what will be done, and what materials the members need to bring.

j. Adjournment. Any member may move the meeting to adjourn. The motion is voted upon. Or the president
may say, "There being no other business, the ins is adjourned."

Strategies for Effective Meetings

You want an efficient and effective meeting, but recognize that group communication by definition can chaotic kind
unpredictable. To stay on track, consider the following strategies:

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GE 102: PURPOSIVE COMMUNICATION MODULE 11
  Send out the last meeting's minutes one week before the next meeting*
 Send out the agenda for the current meeting at least one week in advance.
 Send out reminders for the meeting the day before and the day of the meeting.
 Schedule the meeting in Outlook or a similar program so everyone receives a reminder,
 Start and end your meetings on time.
 Make sure the participants know their role and requirements prior to the meeting.
 Make sure all participants know one another before discussion starts
 Formal communication styles and reference to the agenda can help reinforce the time frame and tasks.
 Make sure notes taken the at the meeting are legible and can be converted to minutes for distribution later.
 Keep the discussion on track, and if you are the chair meeting, don't hesitate to restate a point to
interject and redirect the attention back to the next agenda point.
 If you are the chair, draw a clear distinction between on-topic discussions and those that are more personal,
individual, or off topic.
 Communicate your respect and appreciation for everyone’s time and effort.
 Clearly communicate the time, date and location or means of contact for the next meeting

AGENDA
Agenda is a document that outlines the contents of a forthcoming meeting. Effective agenda is one of the
most important elements for a productive meeting. It is usually sent along with the notice of the meeting, which
gives the participants an opportunity to come prepared for the upcoming discussions or decisions.
Agenda aid the process of meeting by putting the meeting plan into a permanent, written form. A good meeting
agenda serve as a guide to participants, making the meeting more efficient and productive. Since agenda has a set
order, it helps the chairperson to conduct the meeting smoothly. It ensures that only matters relevant to that
particular meeting are discussed. It can be used as a checklist to ensure that all the information is covered. It also
facilitates the preparation of the minutes.
The agenda is usually prepared by the Secretary and Chairperson

****End of Discussion****
References:
Martinez, R., (2019), Purposive Communication.
Magan, R.,et al (2018), Purposive Communication in the 21st Century
Pilapil, E., et al (2018), Purposive Communication

Activity:

Directions: List at least 5 agenda/ topic that can be included in the following
1. First meeting of the Parents-Teacher Association
2. December monthly Meeting of Faculty Members.
3. First general Meeting of Student Body Organization

Assessment:

Directions: Explain the following on your own understanding. (5 points each)

1. Why minutes of the meeting important?
2. What is the purpose of conducting a meeting?
3. Does a meeting help an individual improves his/her communication skills? Explain
4. As an individual, how are you going to participate in a meeting? Cite an example and explain

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GE 102: PURPOSIVE COMMUNICATION MODULE 11