Meeting and Travel Module

8/8/2019 Meeting and Travel Module

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Gemma G. Bargan BBTE 3-2

Module 4

Meetings and Travel

What this module is about

Hello! We see each other again, dear student! I hope you find this module veryinteresting. This module focuses on the different types of meetings as well as travel management.

Find a place where you are comfortable of.

What you are expected to learn

In this module you are expected to:

1. Explain the different types of a meetings2. Explain the different types of a committees3. Enumerate the standard meeting terminologies4. Identify the relevant information sources on travel management5.

Discuss the different information on travel management

How to learn from this module

Id like you to picture in mind that you are in a meeting wherein you are going to discuss

this module.

It seems that it is your first time to be with in a meeting, so dont hesitate to say anything

you want as long as it is related to your topic.

Id like you to cooperate with me especially in the activities that Im going to give.

Answer the pre-test, post test, and self-check honestly. Do not look at the key tocorrection.


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Pre-Test

Direction: Read the following statements and identify what each statement refers to. Encircle the

letter of your choice.

1.

It is the number of member of an organized body of person that when duly assembled islegally competent to transact business in the absence of other member.

a. Ex- officio c. Co-optb. Quorum d. Motion

2. It is an automatic member of a committee by virtue of a positiona. Co-opt c. Ex- officiob. Quorum d. Motion

3. This is a manner of choosing or electing into a body or groups as a fellow member of acommittee.

a. Ex-officio c. Co-optb. Quorum d. Motion

4.

It is a formal proposal made in a deliberative assembly.a. Ex-officio c. Co-optb. Quorum d. Motion

5. It is the act of amending especially for the better.a. Amendment c. Riderb. Quorum d.Motion

6. It is an addition or amendment to a manuscript, printers proof or other documentattached on a separate piece of paper.

a. Amendment c. Riderb. Quorum d. Motion

7. It is the act of analyzing or converting a complex notion into a simpler onesa. Resolution c. Riderb. Amendment d. Motion

8. It is the repeating of an original source word for worda. Verbatim c. Resolutionb. Amendment d Rider

9. It is an agreement or consent of all without dissent.a. Resolution c. Verbatimb. Unanimous d Rider

10.It is the lists of topic to be discussed in the meetinga. Committee c. Meetingb. Agenda d documentation


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Definition of Terms

Amendment-is the act of amending especially for the better.

Committee-a person or one of a number of persons to whom some charge or trust is committed

or some particular business is delegated.

Co-opt-is a manner of choosing or electing into the body or a group as a fellow member.

Ex-officio-is an automatic member of the committee by virtue of a position.

Meetings- is 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 or reaching

agreement.

Motion-a formal proposal made in a deliberative assembly.

Quorum-the number of the members of an organized body of persons that when duly assembledis legally transact business in the absence of the members.

Resolution-the act of analyzing or converting a complex notion into simpler ones or into its

elements.

Rider-an addition or amendment to a manuscript, printers proof, or other documents often

attached on a separate piece of paper.

Travel management- is the function of managing a companys strategic approach to travel(travel policy), the negotiations with all vendors, day-today operation of the corporate travel

program, traveler safety & security, credit-card management and T&E data management

Unanimous-having an agreement and consent of all without dissent.

Verbatim-repeating an original source word for word.


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Module 4:

Meeting and Travel

4.1 Meetings

Yes, I have been in a

meeting especially in an

informal meeting but I

havent had an experience

in a formal meeting.

Have you seen a couple of

employees with their boss

having a meeting or have

you ever had an

experience to be in ameetin .

Nope, well, maybe some of

my classmates experience it.

But I havent because Im

more familiar in an informal

meeting. Is a formal meeting

conducted onl in school?

Oh really! Havent you

conducted a formal

meeting in your school?

Oh, I see.Can you give

me the idea of how the

two meetings look like.

Not at all actually, it is

often done in business

settings.

Ok, Ill better see it.Well, just take a look at

the two pictures.


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Formal Meeting

Informal Meeting

Formal meeting is a preplanned meeting. It has a predetermined set of topics that one wishes todiscuss along with a set of objectives that one wishes to achieve at the end of the meeting.

Informal meetings are generally not planned well in advance. The members are not notifiedthrough formal means.

So now after looking at

the picture, is it clear to

you the difference

between the formal and

informal.

Not so, but can you give

me the definition of the

two meetings.

Ok.Ok, just take a look at the

definition itself for you to

have a better idea about the

two meetin s.


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Requirements of Formal meetings:

Requierements for a formal meeting

y plan - use the agenda as a planning tooly circulate the meeting agenda in advancey run the meeting - keep control, agree outcomes, actions and responsibilities, take notesy write and circulate notes - especially actions and accountabilitiesy follow up agreed actions and responsibilities

If you see the above picture

about the formal meeting,

now here are the different

requirements for a formal

meeting.

Why is there a need for

a requirement of a

formal meeting?

Oh.I guess it is a damn

thing to have a

requirements in a formal

meeting.

Simply because they are

part of the rules.

No, Its not.it is needed

for formality purposes.So, why dont they

conduct a meeting

without re uirements.

Remember.the meeting

that they are conducting

was a formal not informal.

Whatever.


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So what can you say?HuhIf Im the Boss I will

not require my employee to

follow the requirements of

a formal meeting.

If thats the case, I will

not let myself apply in

your company.

Its betterbecause if

you did, I will kick you

out of my sight.

Shut up!!!Hahahanow I know

what kind of boss youare in the future.


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Different Types of a Meeting

After all the things that you

said to me, you think the two of

us can still be friends again!!!

Can we still be friends?

Hmmmok, I will forgive you

for as long as you will promise

to me that you were not going

to do it again.

Can you forgive me?

Ok, I promise so now

lets go back to the

discussion.

So whats the next discussionwill be.

Then what are they?Its all about the different

types of meetings.

Ok

You better read this


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Annual general meeting (commonly abbreviated as AGM, also known as the annual meeting)is a meeting that official bodies, and associations involving

the public (including companies with shareholders), are often required by law (orthe constitution, charter, by-laws etc. governing the body) to hold.

Board meeting-A board of directors is a body of elected or appointed members who jointlyoversee the activities of a company or organization. The body sometimes has a different name,such as board of trustees, board of governors, board of managers, or executive board. It is often

simply referred to as "the board."

A board's activities are determined by the powers, duties, and responsibilities delegated to it or

conferred on it by an authority outside itself. These matters are typically detailed in theorganization's bylaws. The bylaws commonly also specify the number of members of the board,

how they are to be chosen, and when they are to meet.

Departmental meeting-The best way to make sure things get done--and properly--is to allow for

open communication in the workplace. Organize a meeting so that everyone in a department orinvolved in a specific project is up to date on what is going on.


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Executive committees a subcommittee which has well defined executive powers usually spelled

out in the charter or by-laws and which meet frequently to manage the affairs and further the

purposes of an organization or entity.

The Advisory Committee should be implementation-oriented. The scope of its advice should be

limited to thematic issues pertaining to the mandate of the Council; namely promotion and

protection of all human rights. The Committee shall not adopt resolutions or decisions, but may

propose to the Council, within the scope of its work as set out by the Council, suggestions forfurther enhancing its procedural efficiency, as well as further research proposals within the scope

of the work set out by the Council.

Standing committees a committee established by an official and binding vote providing for its

scope and powers. Most governmental legislative subcommittees are standing committees, which

by another name is a permanent committee.

An ad hoccommittee established to accomplish a particular task or to oversee an ongoing area

in need of control or oversight.


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Organizing A Meetings

To organize a meeting:y Decide exactly who should attend the meeting.y Schedule a time for the meeting with the persons attending, making it clear what the

meeting is about and how long it will take.

y Schedule a place for the meeting that is conducive to discussion and does not allowinterruptions.

y Plan an agenda with a time schedule for addressing each issue.y Distribute the agenda well in advance of the meeting, asking for any modifications or

additions.

y Once the meeting starts there should be one person in charge who manages the meetingand facilitates discussion.

y The meeting leader should stimulate and clarify communication, summarizing pointsmade.

y Consensus should be encouraged, but don't make that the endpoint.y If more information is needed for making decisions, schedule another meeting with

homework assignments.

Nope..WhyHave you ever experience

organizing a meeting?

Well, Im just asking.

because as of now I will tell

you on how to organize a

meetin .

Oh really! Then what

are they?


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Preparing documentation required in a meetings

Notice of the meeting

y The people who are to attend a meeting should be modified a reasonable amount of timebefore the meeting so that they can make arrangements to attend.

y For every larger meeting, such as a conversation, the notice should go out more than oneweek before the meeting date.

y For doing arrangements, most hotels require a definite number at least one week inadvance.

y The notice maybe in the form of letter with a reply card enclose, or it may be a brochurethat has a reservation coupon to be completed and returned.

The Chairperson's agenda is divided into three columns. To the left is the ordinary agenda. The

central column contains particulars for the chairperson on who proposed the motion and anymatter that should be remembered with regard to the issue. The right column is used for details

on decisions, names of people elected to committees or members who have been charged(entrusted) with special duties.

Agenda

y Roll cally Confirmation of minutes of previous meetingsy Confirmation of contract of lease

Minutes or reports also known as protocols are the instant written record of

a meeting or hearing. They often give an overview of the structure of the meeting, starting with alist of those present, a statement of the various issues before the participants, and each of their

responses.

Can you read the different

documentations needed in

the meetings?

For you I will


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Travel Arrangements

One of your most interesting and yet most exacting tasks as a secretary will be to maketravel arrangement for your bosss business trip.

You should, therefore, know the procedures to be followed when making travel

arrangements.

There are 3 WAYS BY WHICH TRAVEL CAN BE ARRANGED:1. By the travel department of your company.2. By the use of travel services or travel agency.3. By the secretary herself.

Information sources on travel management

Have you come across into

your mind to travel abroad

or do you have any plan to

work abroad.

Yes, it is my dream to work

abroad, but the opportunity

never comes across on me.

Oh, I see..well here are

the different relevantinformation sources about

travel management.


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Agency A business or service authorized to act for others: an employment agency.

Consulate A subsidiary office of a foreign government, usually in a location other than the host

nation's capital. Consulates typically handle visa applications and other business affairs of theforeign government.

A timetable orschedule is an organized list, usually set out in tabular form, providinginformation about a series of arranged events: in particular, the time at which it is planned these

events will take place.

Maps are the plural ofmap, a visual representation of an area.

A directory is, in general, an approach to organizing information, the most familiar examplebeing a telephone directory.


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Travel document

What if opportunity

knocks on you to work

abroad, would you want

to accept it?

Of course..I will accept

it, wholeheartedly.

Hmmm..if Im not

mistaken, I need the

passport, visas, health

certificates and others.

But do you know what

documents will you

need to process?

Well, you are right but

let me tell you the

different information

on travel management.

Ok..


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A passport is a travel document that also serves as proof of citizenship from the issuingcountry.

A Visa (from the Latin charta visa, lit. "paper that has been seen") is an indication that a personis authorized to enter the country which "issued" the visa, subject to permission of an

immigration official at the time of actual entry.

Driver's licenses are generally not considered travel documents, since they bear no information

on nationality and conditions which would lead to refusal of a travel document have generallynot been tested.

A traveler's cheque (also traveller's cheque, travellers cheque, traveller's check ortraveler's check) is a preprinted, fixed-amount cheque designed to allow the person signing it to

make an unconditional payment to someone else as a result of having paid the issuer for thatprivilege.


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A credit card is a small plastic card issued to users as a system of payment. It allows its holderto buy goods and services based on the holder's promise to pay for these goods and services. The

issuer of the card creates a revolving account and grants a line of credit to the consumer (or theuser) from which the user can borrow money for payment to a merchant or as a cash advance to

the user.

Foreign currency, the term currency can refer to a particular currency, for example PoundSterling, or to the coins and banknotes of a particular currency, which comprise the physical

aspects of a nation's money supply. The other part of a nation's money supply consists of money

deposited in banks (sometimes called deposit money), ownership of which can be transferred bymeans of cheques or other forms of money transfer such as credit and debit cards. Depositmoney and currency are money in the sense that both are acceptable as a means of exchange, but

money need not necessarily be currency.

.

Well, thanks for the

information.

So, now you know what

documents you are

going to bring if you

travel.

Hahahayoure

welcome.


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AIRLINE RESERVATION

Two Classes of Air Services:

1. FIRST CLASS-the traveler is seated in front of the plane and received special meals andfree drinks.

2. ECONOMY OR COACH-passengers may also receive free meals or snacks but they arenot as elaborate those served in the first class. This kind of service is scheduled not

normally meal times.

STEPS TO BE FOLLOWED WHEN MAKING AIRLINES RESERVATION

1. Call the reservation listed in the directory.2. Write down the date and time you call and the name of the clerk handling the reservation.3. Supply the necessary information to be reservation clerk.4. After supplying the necessary information, the reservation may be confirmed.

CONFIRMATION OF RESERVATION-is a rapid process since airlines use on line

computers to check seat availability. If there is no space available, your employers name can beplaced on a waiting list.

5. Tickets may be picked up at the airport just before flight time. Therefore, your employershould arrive at the airport at least 30 minutes before departure.

6. Tickets may be paid by:a. Airline credit card which is usually issued in the companys nameb. Check mailed to the airline companyc. Bank credit cardd. Cash upon receipt of tickets


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MAKING HOTEL RESERVATIONS

Hotel Reservation can be made by means of the following procedures:

1. Send a telegram to the hotel or motel2. Write a letter to the hotel or motel3. Telephone the hotel or motel if the time is limited.

In making hotel reservations, you should specify the following information

1. Kind of accommodation, whether single or double, or suite room.2. Approximate rate3. Number of persons registering4. Date and approximate time of arrival5. Length of time room is needed6. You should also request a written confirmation

PREPARING AN ITINERARY

Nope.But, can you

give me an idea or the

definition of that word.

Do you know what does

itinerary mean?

Ok, Ill just read it.Ok, your wish my commandbut, wait on this page you

will also know the different

checklist for a trip.


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Itinerary-is a summary of all arrangements for a trip, whether domestic or overseas, so that theperson travelling will know exactly where to go and what to do. It is also called the detailed

outline of a trip, which is used as a guide by the traveler.

Itineraries vary in form, but the basic information consists of:

1. Cities or states or provinces to be visited.2. Flight time3. Flight numbers4. Dates5. Hotel reservations6. Appointments7. Important reminders8. Special information contained in the brief case

CHECKLIST FOR THE TRIP: Immediately before a trip, the secretary makes sure that theseresponsibilities have been carried out:

1. If the trip will involve several days, notify associates and other company personnel whomay need to see your boss before he or she leaves.

2. Determine who is to make decisions during the executives absence3. Check the calendar to find out what is to be done about meetings and other activities until

the boss returns.

4. Ask whether special mail should be forwarded.5. Learn whether there are any personal matters, such as a paycheck, that the executive

wants taken care of.6. Make a list of files the executive will take on the trip. (When possible, only photocopies

should be taken).7. Prepare a list of credit card numbers and travelers check numbers to have on file in case

of loss. It would be advisable to take along.


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Post test

Direction: identify the correct answer on the space provided.

1. It is a preplanned meeting. It has a predetermined set of topics that one wishes to discussalong with a set of objectives that one wishes to achieve at the end of the meeting.

a. Formal meeting c. Agendab. Informal meeting d. Itinerary2. This meeting generally not planned well in advance. The members are not notified

through formal means.

a. Formal meeting c. Agendab. Informal meeting d. Itinerary3.

It is a summary of all arrangements for a trip, whether domestic or overseas, so that theperson travelling will know exactly where to go and what to do.

a. Formal meeting c. Agenda

b. Informal meeting d. Itinerary

4. It is a rapid process since airlines use on line computers to check seat availability. Ifthere is no space available, your employers name can be placed on a waiting list.

a. First class c. Visa

b. Confirmation or reservation d.Passport

5. It is an indication that a person is authorized to enter the country which "issued" the visa,subject to permission of an immigration official at the time of actual entry.

a. Visa c. Passport

b. Reservation d. Directory

6. It is a travel document that also serves as proof of citizenship from the issuing country.

a. Visa c. Passport b. Reservation d. Directory

7. It is, in general, an approach to organizing information, the most familiar example being atelephone directory.

a. Directory c. Drivers license

b. Map d. Foreign currency


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8. It is the process of formally altering or adding to a document or record.a. Rider c. Resolutionb. Verbatim d. Amendment9.

These are generally not considered travel documents, since they bear no information onnationality and conditions which would lead to refusal of a travel document havegenerally not been tested.

a. Directory c. drivers licenseb. Foreign currency d. Credit card10.It is an organized list, usually set out in tabular form, providing information about a series

of arranged events: in particular, the time at which it is planned these events will take

place.

a.

Agenda c. Reservationb. Committee d Timetable or schedule


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Self-check

Directions: Write T if the statement is true and write F if the statement is false.

___________1. Formal meeting is a preplanned meeting

___________2. Agency a business or service authorized to act for others: an employmentagency.

___________3. Passport is a travel document that also serves as proof of citizenship from the

issuing country.

___________4. Map a visual representation of an area.

___________5. Credit card is a small plastic card issued to users as a system of payment

___________6. Amendment is the repeating of an original source word for word.

___________7. Committee is a list of topic to be discussed in a meeting.

___________8. Co-opt is a formal proposal made in a deliberative proposal.

___________9.In first class the traveler seated in front of the plane and receive special meals

___________10. Itinerary is a summary of arrangement of the trip.


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Activity

Guess the Word

Direction:

The discussant will divide the class into two groups and each group must have fiverepresentatives to play the game. Now here it is

From the word DOCUMENTATION, rearrange some of the letters to create a new wordthat will refer to or identify each statement to be read by the game master. Each member in the

team that holds the letter needed to form the correct word must come forward and arrangethemselves in the order of the guessed word. The first to form the word will be the winner.

Example:

1. It is a proposal raised during a meetingAnswer: Motion


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Key to Correction

Pre-test

1. B 6. C2. C 7. A3. C 8. A4. D 9. B5. A 10.B

Post Test

1. A 6. C2. B 7. A3. D 8. A4. B 9. C5. C 10. D

Self-Check

1. T 6. F2.

T 7. F

3. T 8. F4. T 9. T5. T 10.T


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Summary

This module is about meeting and travel management. There are different types of

meeting such as annual general meeting, board meeting and departmental meeting. Also, thereare different types of committees such as executive committee, advisory committee, standing

committee, ad hoc committee and subcommittee. This module discusses on how to organize a

meeting and how to prepare the required documentations such as the notice of the meeting,

chairpersons agenda, agenda and minutes or reports.

In travel management you will also know the different sources travel information namely:

agency, consulate, timetable or schedule, maps and directory. You will be familiarized with the

documents that you are going to bring like passport, visa, drivers license, travelers cheque,

credit card and foreign currency. You will also learn the different steps on making an airline

reservation as well as hotel reservation. In this module you will also know the basic informationon itineraries.


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Bibliography

Book:

De Vera , Nimfa ; Office Procedure Book (simplified)

Internet :

www.wikipedia.org/wiki/Emailwww.google.com

www.businessballs.com/meetings.htmwww.wikipedia.org/wiki/Meeting

www.wikipedia.org/wiki/Committeewww.smallbusinessnotes.com/operating/organizing/htmeet.html

www.wikipedia.org/wiki

www.travel-industry-dictionary.com/consulate.html

Documents

Meeting and Travel Module