I. INTRODUCTION

Meeting is one of the most important things that an institution must have, so that its management, faculty and staff can have a clear communication with each other; and for them to have a more effective management system about the things that are needed to be known and to be tackled by the whole institution for the betterment of its school facilitation.

Meetings enable face to face contact of number of people at the same time. It also provides opportunities for sharing information, making suggestions and proposals, taking discussions and obtaining instant feedback. It is also the way where exchange of views is being facilitated.II. OBJECTIVES

1. Define meetings and its different types.

2. Identify the different purposes, types, rules, and ways of conducting effective meetings.3. Determine the appropriate functions of the facilitator to have effective meetings.

III. TERMINOLOGIES

Meetings

A meeting is a gathering of two or more people where positive discourse* occurs. Of course their purposes will vary. Standard verbal expression in speech or writing. An extended communication dealing with some particular topic.Annual General Meeting (AGM) A meeting held every year to inform an organization's members of previous and future activities. (Assess the business) This meeting is often required by law or the constitution or charter of an organization. (Statutory Meetings)Board meetings This is a management meeting involving the board of directors of an organization.Committee meetings A meeting of a group set up from a larger group to manage specific issues.Informative Focus is on the presenter or facilitator Participants are relatively passiveCollaborative Ask participants questions every few minutes. Invite their questions.IV. DISCUSSIONMeetings

A meeting is a gathering of two or more people where positive discourse* occurs. Of course their purposes will vary.

Standard verbal expression in speech or writing. An extended communication dealing with some particular topic.TYPES OF MEETINGS

1. Annual General Meeting (AGM)A meeting held every year to inform an organization's members of previous and future activities. (Assess the business) This meeting is often required by law or the constitution or charter of an organization. (Statutory Meetings)

2. Board meetingsThis is a management meeting involving the board of directors of an organization.

3. Committee meetingsIt is a meeting of a group set up from a larger group to manage specific issues.

4. Informative Its focus is on the presenter or facilitator.

The participants are relatively passive.

5. CollaborativeThe facilitator asks participants questions every few minutes. He also invites their questions.PURPOSES OF MEETING

To coordinate or arrange activities To report on some activity or experience To put forward ideas for discussion To instruct a group of people, briefing To discuss and solve problems related to business To give and get new ideas and immediate reactions To create involvement and interest to obtain assistanceRULES AND CODES OF MEETINGS1. The meeting should be convened only when it is essential.2. Meetings should have time schedule and must begin and end on time.3. Meetings should be convened only when no telephonic discussion is possible.4. They must have clear and specific agenda and sub agenda.5. They must have clear objectives.6. Time limit should be specified for each item of the agenda and sub agenda.7. The notice of the meeting should be sent well in time before the meeting, to those who are required to attend the meeting and can make useful contributions.

8. Conclusion of a meeting is summarized so that each one understands the summary of the proceedings.9. Action oriented minutes should be prepared and circulated after the meeting.10. Meeting should be closed on a pleasant note.FUNCTIONS OF FACILITATOR Not getting caught in one-on-one power struggles Using good-natured humor Connecting with the participant on a personal level Broadening the participation of the rest of the group Protecting participants as neededRepublic of the Philippines

Laguna State Polytechnic University

Los Baos Campus

Los Baos, Laguna

Written Report

in

Conduct of MeetingSubmitted by:

Peamante, Gamaliel C.

MAEDSubmitted to:

Prof. Celso L. Banasihan