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7 Eng 111 Module 7

The document outlines a lesson plan on conducting business meetings. It discusses the learning objectives which are to familiarize students with business meeting protocols, discuss online meeting dos and don'ts, and simulate a virtual business meeting. It provides guidance on planning meetings, setting objectives and agendas, time and location logistics, and protocols. It also discusses managing the meeting, roles, and concludes with having students simulate a virtual business meeting in small groups and provide peer assessments.

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Ralph Moses Padilla
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29 views4 pages

7 Eng 111 Module 7

The document outlines a lesson plan on conducting business meetings. It discusses the learning objectives which are to familiarize students with business meeting protocols, discuss online meeting dos and don'ts, and simulate a virtual business meeting. It provides guidance on planning meetings, setting objectives and agendas, time and location logistics, and protocols. It also discusses managing the meeting, roles, and concludes with having students simulate a virtual business meeting in small groups and provide peer assessments.

Uploaded by

Ralph Moses Padilla
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Lesson 7: CONDUCTING BUSINESS MEETING

Time Allotment: 3hrs

Learning 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 Watch & Respond

Watch this video and share about what makes the meeting ineffective.

Link to the video: https://www.youtube.com/watch?v=s1nUgpupakg

ABSTRACTION

Conducting Effective Business Meetings


Adherence to the proper etiquette for a business meeting establishes respect among
meeting participants, helps the meeting begin and end on time, and fosters an atmosphere
of cooperation. A lack of etiquette and poor planning are two of the main reasons why many
business meetings fail.

Business Meeting Management Planning Process


The key steps in planning a meeting are as follows:
• 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 are
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 when conducting meetings
• 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 dos 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
• Secretary
• Participants
• Presenters
• Guests (when required)

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.

REFLECTION

What do you understand about the quote below?

“The longer the meeting, the less is accomplished.” – Tim Cook

APPLICATION Virtual Business Meeting Simulation

Form a group and simulate a virtual business meeting.

Guidelines:
1. Suppose you are all members of a small company that has just started. Perform a role play
of a virtual meeting on the topic Prohibition of Single-Use Plastic in the Office.
2. One should act as the CEO/head of the company and thus the presider of the meeting. The
rest will be the employees/subordinates.
3. There should only be 2 agenda about the topic so that the virtual meeting will not be too long.
4. The flow should be:
a. Welcome
b. Opening Prayer
c. Roll Call (checking of microphone, video, etc.)
d. Presentation of the agenda (c/o the presider)
e. Discussion of agenda (including asking of questions, decision-making, etc.)
f. Review of the meeting
g. Closing
5. The virtual meeting should not be longer than 15 minutes.
6. The virtual meeting should appear unscripted. Although speaking in English is expected,
using the mother tongue is allowed.
7. Everyone should speak. Use of camera is required, unless there is difficulty due to signal
issues.
8. Use your real name as your account name.
9. Wear proper attire.
10. Conduct the whole meeting using a platform convenient for you (Google Meet, Zoom,
Messenger Room, Skype, etc.).
11. Recording the meeting and submit the raw recording. No editing should be done to the
recorded meeting.
12. Submit the recording via link (Google Drive or YouTube).

ASSESSMENT Grading the Virtual Business Meeting Simulation

GRADING INSTRUMENT (VIRTUAL MEETING ROLE PLAY)

Suggested assessment methods: Peer (group to another group) grading and Teacher grading

Criteria 10 8 6 4 2
Clarity of the All objectives are Most of the Half of the Most of the All of the
Objectives clear and have objectives are objectives are objectives are not objectives are not
been met. clear and have clear and have clear and have clear and have
been met. been met. not been met. not been met.

Conduct The proper Proper decorum Proper decorum Proper decorum Proper decorum
decorum has has been has been has been has been
been observed disregarded in 1-3 disregarded in 4-6 disregarded in 7-9 disregarded in 10
from start to instances. instances. instances. or more
finish. instances.

Use of Language All word choices 1-5 words uttered 6-10 words 11-15 words 16 or more words
were were deemed uttered were uttered were uttered were
appropriate. inappropriate. deemed deemed deemed
inappropriate. inappropriate. inappropriate.
Use of meeting Use of meeting 1 function of the 2 functions of the 3 functions of the 4 or more
platform platform meeting platform meeting platform meeting platform functions of the
functions were was not were not were not meeting platform
maximized maximized. maximized. maximized. were not
maximized.
TOTAL 40 PTS

Reference:
DNSC English 111 Module (Unit 4: Lesson 2)

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