DPK30113 OFFICE
ADMINISTRATION 2
CHAPTER 4
MEETINGS & TRAVEL
BY: MRS. ZURINA BT AHMAD
CONTENT
PART 1: MEETINGS
PART 2: TRAVEL
PART 1
MEETINGS
INTRODUCTION
MEETING
A gathering of two or more people that has
been convened for the purpose of
achieving a common goal through verbal
interaction, such as sharing information,
solve problem @ reaching agreement.
Continued…
Business meeting held for many purposes & brings people
together to communicate. It can be more effectively than
communicating individually.
Without meetings, keeping up to date on company matters
would be difficult for employees.
Usually many meetings are held in person, but nowadays
technology allows people in different locations to attend
meetings without leaving their offices.
Well-organized meetings are necessary for businesses to run
smoothly
Basically, your role in assisting with meeting depend of
formality, purpose, size & location of the meeting
WHY ARE MEETING NECESSARY?
Meeting is an important & effective way to lead group
communication if the meeting is held using the correct
procedures.
The synergy of brainstorming process of a meeting can
also provide more effective solutions to problems than
one person can provide.
A number of people put forward different points of view
& provide different perspectives.
But the procedures for a meeting need to be handled &
organized effectively; otherwise they can time-consuming
& unproductive, which can be costly to the organization.
TYPES OF MEETINGS
1. INFORMAL & SMALL GROUP MEETINGS
Many of office workers are involved will be
informal discussion & small group meetings.
These meetings address specific topics @ ongoing
concern & issues such as safety & security.
Working with customers @ clients also take the
form of small group meetings. These meetings
maybe more formal than small group meetings with
coworkers especially if the meeting is an initial
contact with client.
INFORMAL & SMALL GROUP MEETINGS
TYPES OF MEETINGS
2. FORMAL BUSINESS MEETINGS
Formal meeting follow a definite order of business.
It involves a specific audience & requires some preparation.
These are meetings in which there are pre-determined rules &
regulations & official records are made of the proceedings.
Example are:
The annual general meeting of a public company
Local council meetings
Meeting of charity organization such as Salvation Army
Many organization set up formal staff meetings at a specific time
each week @ month.
Other formal business meetings such as conferences @ quarterly
sales meetings maybe planned for longer periods of time.
We need to prepare meeting material & make sure that follow-up
actions are noted & carried through.
FORMAL BUSINESS MEETINGS
TYPES OF MEETINGS
3. MULTINATIONAL MEETINGS
Many company conduct meeting in which all participants do not
speak the same language.
All the people may not be in the same physical location
Multinational meetings for large groups are likely to be very formal.
It requires detailed planning & preparation.
Time differences for the different locations must be considered.
Knowledge of international & business etiquette is important .
Your role include working with hotel personnel if the meeting is held
away from company offices.
Need to send the meeting plans to the people who will take part in
the meeting.
We need to know how to use equipment & the proper person to call
for help if the equipment does not work properly.
MULTINATIONAL MEETINGS
STEPS IN PREPARING THE MEETING
Documents prepared for meetings require
organization & planning. Typical documents may
include:
i) Agenda = a document that contains the
information for a meeting such as the participants &
topics to be discussed
ii) Minutes = written record of the official business
of a meeting
iii) A list of follow-up items @ reminders of tasks to
do following the meeting
STEPS IN PREPARING THE MEETING
1. BEFORE THE MEETING
a) Establish a meeting folder
b) Determine a meeting time
c) Reserve a meeting room
d) Arrange for needed equipment
e) Notify the meeting participants
f) Use reminder systems
g) Key an agenda
h) Organize meeting materials
i) Prepare the meeting room
STEPS IN PREPARING THE MEETING
2. DURING THE MEETING
The minutes describe the action taken by the
group. It provide the reader with a concise record
of what took place at the meeting. The minutes
should not be a word-for-word transcript of the
meeting.
The recorder must make note all important
information
The minutes must give a clear, accurate &
complete accounting of the happenings of the
meeting
Continued…
Various format are acceptable, usually consist of below information:
Name of group, committee, organization @ business holding the
meeting
Time, date, place & type of meeting (e.g: weekly, monthly, annual)
Name of presiding officer
Members present & absent (verify the quorum)
Reading & approval of the minutes from previous meeting
Committee @ individual reports (e.g: treasurer’ report, special
committees)
Unfinished business (discussion & action taken)
New business (discussion & action taken)
Time, date & place of next meeting
Time of adjournment
Signature of the individual responsible for the minutes
STEPS IN PREPARING THE MEETING
DURING THE MEETING
Quorum = the minimum number of members that must be
present to conduct business at a meeting.
Adjournment = an ending @ closing
STEPS IN PREPARING THE MEETING
DURING THE MEETING
Suggestion will be helpful when preparing the minutes of
meeting:
Bring the meeting copies of agenda & minutes of previous
meeting. Also report @ document that might be referred during
the meeting
If your frequently prepare minutes, use a parliamentary
procedures (guides for conducting meeting)
Record important points of discussion
Record the names of person who making motion @ seconding
* motion = a proposal formally made in a meeting
*seconding = indicate formally the support of a motion
Correct minutes of previous meeting
STEPS IN PREPARING THE MEETING
3. AFTER THE MEETING
Once meeting is over, need to complete follow-up activities.
Make calendar @ reminder notations for any item from the meeting
that require future attention.
Prepare minutes of meeting as soon as possible.
Prepare minutes will be easier when details of meeting are fresh in
your mind.
Use example of previous meeting for appropriate format @ follow
the sample
Ask the chairperson of the meeting to review the minutes before
they are distributed to be sure there are no omissions @ errors.
Complete any correspondence related to the meeting
Write thank you letter to speakers @ resource persons.
Items to be added to the agenda for the next meeting also should be
noted.
PARTICIPATING IN MEETING
1. LEADING
All employees use leadership skills in their jobs.
Meet deadlines, improve the task done, work
with people to get their jobs done.
Good meeting leader conduct the meeting in
ASSERTIVE (positive @ confident in a persistent)
that accomplishes the goal of the meeting.
Uses nonaggressive communication styles that
make everyone comfortable.
Continued…
Guidelines to develop a nonaggressive/assertive communication:
Make the objectives of the meeting clear to all participants
Be familiar with the background material & have relevant documents at
hand
Offer suggestions & ask questions during the meeting
Always be willing to listen to others’ suggestions
Keep the meeting on topic & moving toward a solution @ CONSENSUS
(common agreement @ mutual understanding)
Ensure that all participants have an opportunity to take part in the
discussion
Remain open to new & creative approaches
Summarize the decisions @ plans that have been made during the
meeting
Identify clearly the duties @ tasks assigned to each group member in
following up @ completing plans.
PARTICIPATING IN MEETING
2. BRAINSTORMING
Offer ideas @ suggestions in an effort in to find solution
to a problem @ to create a new approach.
Objectives: to come up with many ideas as possible
During brainstorming process, the following rules are
concern:
All ideas are recorded, no matter how unrealistic they are appear
Criticism of ideas are not allowed until all ideas have been
expressed. Comments such as “that will never work” @ we tried that
once already” may block the flow of ideas
Explanation & combinations of ideas are encouraged. The value of
brainstorming is that one idea may build on another.
3. GROUP DYNAMICS
The way people interact & communicate within a group. Focus on 3
critical component:
INTERACTIONS EXCHANGE OF INFORMATION RELATIONSHIPS
Seating Can improve by seating Guidelines to develop mutual trust &
arrangement arrangement & willingness of cooperation in meetings:
(round table, leader to encourage open Use neutral language in discussion
communication. The leader
U-shaped, Maintain a pleasant facial expression
can:
Center table - Allow all participant to speak
Provide in advance materials
layout) that will be discussed
without interruptions questions
Arrange the room & seating to - Use terms that all participants
meet the needs of the meeting understand @ define those that are
Prepare visual aids that guide unfamiliar
the discussion - Ask open-ended questions
Use an appropriate leadership - Avoid placing blame
style - Be open to new methods & ideas
PARTICIPATING IN MEETING
4. INVOLVING OTHERS
Encourage group participation & give each person at
meeting opportunity to express the opinion
Examples question:
i) What do you think about…?
ii) What approach can we use to solve this problem…?
PARTICIPATING IN MEETING
5. DEVELOPING AN ACTION PLAN
- Action plan = a description of tasks to be completed
- Basic information in action plan should be included:
Topic of the meeting, meeting date, chairperson’s name &
recorder’s name
Specific actions to be taken & the person responsible
Deadlines for the action & completion dates
Key issues discussed & the participants
The meeting length
Announcement of the next meeting
TELECONFERENCES
Teleconferences = A meeting of people in different
locations conducted using telecommunications
equipment.
FUNCTION:
To deliver training @ exchange information
To solve problems
To make decisions
TYPES OF TELECONFERENCES
1. AUDIO CONFERENCE
-People taking part can speak with one another by phone
@ Web connection
- For group audio conference, a room will equipped with
microphones & speakers.
- Arrange on tables at certain intervals, so that all
participants can talk to & hear the others.
TYPES OF TELECONFERENCES
2. VIDEO CONFERENCE
- Permits people at two @ more locations to hear & see
each other almost in the same room.
- Can be held using computers equipped with cameras &
microphones
- A group video conference may be held in conference
room.
- The room is equipped with cameras, microphones,
viewing monitors & other equipment that allows the
participants to see & hear one another.
- Computers & electronic tablets may be used to show
documents @ other graphics. A speaker at one
location can explain material. The graphics appear on
the computer screen for the participants
TYPES OF TELECONFERENCES
3. COMPUTER CONFERENCE
-People communicate using private computer networks @
Internet.
-The conference may involve only written messages.
-The messages keyed & received by the participants in real
time.
-If user’s computer are equipped with microphones & proper
software, the participants can talk with one another rather
than keyed messages.
-If computer also have cameras, the meeting can be video
conference.
PREPARING FOR A TELECONFERENCE
-Technology allows flexibility in planning, preparing for & taking part
in meeting.
- Teleconferences can be expensive, so meeting time should be used
wisely.
THE ROLE WHEN PREPARING FOR A TELECONFERENCE:
1. Reserve the conference room & necessary equipment if special
room is to be used
2. Notify the participants of date, time, length & purpose of meeting.
Include tel. number & name of contact to call in event of technical
difficulties
3. Prepare & distribute any related materials well in advance of the
meeting
4. The room may be equipped with computers, an electronic tablet @
other system for sharing documents
5. If the services of technician @ coordinator are needed, arrange to
have person available @ in the room during the meeting
PART 2
TRAVEL
INTRODUCTION
BUSINESS TRAVEL is the practice of people traveling for purposes
related to their work.
We must concern about:
Mode of travel for business trip
Choice of hotels
Complete duties @ tasks effectively
Arrived at meeting on time
Complete all the supported materials needed
A travel folder ( trip file) help organize the details of an upcoming
trip
Use folder to collect information available
Notes on reservation, tickets, hotels @ meeting confirmation may
placed in the file
Prepare Itinerary. It can be as reminder system for tasks related to
the trip.
EXAMPLE OF ITINERARY
INTRODUCTION
When plan the trip, set aside time to:
Schedule meetings to be held during the trip
Organize names, titles, company names, addresses & tel. number @
email address of the individual with whom meeting are scheduled
Check for travel safety conditions in the destination area
Make reservation for transportation & overnight lodging
Prepare an itinerary & gather supporting materials for the trip
Types of mode of travel:
Commercial Air Travel (eg: Air Asia, MAS, Firefly etc)
Rental cars
Trains
Hotels/Motel Accommodations:
Rely on travel agent @ coworker to select the lodging
Reservation by telephone & important to record confirmation no.
Reservation can also be made online
ITINERARY
*ITINERARY = a document giving detailed plans for a trip
PREPARE AN ITINERARY:
Include travel plan, meetings, hotel locations & reminders @ special
traveler.
When plan a trip, allow enough travel time between meetings to
avoid rush to make next appointment
We need several copies of the itinerary
Hard copy should carried with you.
Another copy can be carried in the baggage.
One copy should be left with a contact person at the office.
Also can give one to family members
Itinerary should in an easy-to-read format that gives the day-by-day
schedule for the complete trip
Example of Itinerary (PAGE 333)
SUPPORTING MATERIALS
Before trip, gather the items needed for trip
SUPPORTING ITEMS INCLUDE:
Itinerary
Travel tickets
Travel funds
Passport, visa , health documents
Hotel/motel & car rental confirmation
Map of cities @ states as appropriate
Direction to office @ other meeting location
Speeches, supporting correspondence, report, @ files for each
appointment/ meeting
Forms for recording expenses
Extra notepaper, pens & business cards
Equipment such as laptop computer, portable phone @ presentation
projection system
TRAVEL ETIQUETTE
ETIQUETTE = STANDARDS FOR PROPER BEHAVIOR
1. DRESS (guidelines for appropriate travel attire)
• Dress appropriately for the type of meeting @ function you
are attending.
Company send employees to training session (less formal)
Meeting at another company’s site (more formal)
• Dress for travel.
Day to travel to business destination ( less formal on airplane @on car)
To be ready to conduct business on arrival ( more formal)
• Dress for impress.
Business in another city (more formal)
Proper dress is important (consider different culture)
Give impression about your organization
Continued…
2. CUSTOMS (customs & protocol related to business travel)
Be on time for appointments
Take an ample supply of business cards
If & when appropriate, provide a gift that is company
associated such as pen @ sweatshirt
Paying for meals & tipping for clients is generally
accepted- the person who set up the meeting
The universal business greeting is handshake
Know the body language & gesture that may be
offensive @ have different meanings in other cultures
Know how to pronounce the name of the person you are
visiting & how to address the person
Taste any food that is offered by the host
Speak standard English
DOCUMENT FOR FOREIGN TRAVEL
Two document required for foreign travel in most countries:
i)Passport
ii) Visa
OTHERS;
Work permit
Prescriptions for medicine carried
Health record
DOCUMENT FOR FOREIGN TRAVEL
1. PASSPORT
is an official document granting permission to travel
it states a person’s right to protection in the foreign country
needed for travel in most foreign countries
to secure passport, application forms may be obtained form
government offices & many travel agencies
should be carried @ kept in a hotel security box @ safe & never be
left in a hotel room
Make a photocopy of the identification page so that the passport
can be replaced if it is lost
report loss of passport immediately to the nearest passport office
DOCUMENT FOR FOREIGN TRAVEL
2. VISA
a permit granted by foreign government for a person to enter its
country
Usually appears as a stamped notation in a passport, indicating
person may enter the country for a certain purpose & for a specific
period of time
Always check to see whether you need visa for the country in which
travel is planned
Contact Consulate @ Embassy of the country @ travel agent before
leaving your country
*Consulate = person appointed by a government to serve its citizens &
business interest in another country
*Embassy = the offices of an ambassador in a foreign country
DOCUMENT FOR FOREIGN TRAVEL
3. HEALTH DOCUMENTS
When traveling to some countries, certain vaccination (injection
given to produce immunity to a disease) may be required to protect
against a variety of disease
Required to have health test such as test for contagious disease
Record of vaccination & test must be signed by doctor
If the country does not require vaccination, a traveler should carry
a written record of childhood vaccination & booster shots
Taking medicine for air sickness may take traveler more
comfortable
Permission to carry medicines that might not be available in the
country to be visited may be required. Check with travel agent @
country’ consulate
TRAVEL SAFETY
SAFETY SUGGESTION WHEN MAKE TRAVEL PREPARATION:
Access the Website of government agencies for travel warning , consular
information sheets, & public announcements regarding travel
Do not leave your luggage @ other items unattended in hotel lobbies @ in
waiting areas in airport. It can be stolen @ have illegal @ unsafe items place
in it
Keep passport @ travel funds in safe, secure place
Do not display cash @ expensive jewelry @ other items when travelling
Do not agree to carry items in your luggage for another person
Use all locking devices on doors & windows in hotel room
Do not leave valuables in your car, be sure to lock your vehicles
Be aware of your surroundings & look around before entering parking lots
late at night
Protect your credit @ bank card & telephone calling card numbers at all
times
BUSINES TRAVEL FOLLOW-UP ACTIVITIES
1. EXPENSE REPORT
Company will have form that employees use to report travel
expenses.
Expenses may include charges for items such as hotel rooms, meal
car rental, entertaining client
Some travelers may receive travel money in advance from the
company
These funds are accounted for on the travel expense fund (document
that lists expenses to be reimbursed such as for hotels & meals)
Receipts are required for travel expenses
Follow company procedure to prepare expense reports
Be sure to obtain the necessary signatures @ approvals of the
completed forms
BUSINES TRAVEL FOLLOW-UP ACTIVITIES
2. MEETING REPORT
Example of meeting report are sales summaries, client visit logs,
project progress updates
Completed report provide record of decision that made the goals
It can discuss complaints @ suggestions from customers @ ideas for
new products @ service
3. LETTER
Thank you letter can be sent to people with whom you meet during
the trip
Need for thank-you letter depend on the purpose of the travel &
business etiquette guidelines
THAT ALL..THANK YOU
