meetings.ppsx

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WEB 10202PROFESSIONAL COMMUNICATION 1


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Types of Meetings

Types

ofMeetings

AnnualGeneralMeeting(AGM)

InformationalMeeting

Decision

MakingMeeting

ProblemSolvingMeeting

ProjectGroup

MeetingWorking

CommitteeMeeting

Weekly/MonthlyMeeting

DepartmentalMeeting

Board Meeting

ExtraordinaryGeneral

Meeting (EGM)


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Formal MeetingsInaugural

General

Meeting

Annual

General

Meeting

Executive

Committee

Meeting

Extraordinary

General

Meeting

Purpose To decide whether

a society should be

formed or not.

Once it is decided

that it should be

formed, thesocietys

constitution and

standing orders are

formulated.

To elect the

executive

committee.

To enable

officials of the

executivecommittee to

present their

reports.

To allow

members to

express their

view/opinion.

To discuss day-

to-day affairs

E.g. to get

progress reports

of activities.

To discuss aparticular task or

project that has

been assigned to

the committee.

To discuss an

urgent matter which

cant wait until the

next AGM.

E.g. to elect a new

chairperson in thecase of sudden

death or resignation

of current

chairperson.

Frequency of

meeting

As and when

necessary.

Once a year. As and when

necessary.

As and when

necessary.

Participants All those interested

in forming the

society.

All members of

the society.

All committee

members only.

All members of the

society.


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Task 1

Match the roles in Column A with theirappropriate duties in Column B.

A

ChairpersonSecretary

Treasurer

Committee Member

B

Organizes meetingsAttends and participates in

meetings

Deals with the financial matters

Leads meeting


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Responsibilities of a ChairpersonBefore the meeting:

- Assisting the secretary to draft the notice andagenda

During the meeting:

-Introducing and welcoming members

-Clarifying points and purposes

-Initiating discussions

-Keeping to the agenda-Keeping discussions relevant and to the point

-Dealing with inappropriate behavior

-Encouraging participation

-Eliciting contribution and participation

-Clarifying and summarizing important issues

-Leading discussions to decision making

-Managing time

After the meeting:

-Ensuring the preparation of minutes

-Ensuring follow-up action


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Responsibilities of a SecretaryBefore the meeting:

-Drafting the notice and agenda

During the meeting:

-Recording attendance and apologies for absence

-Accurately recording main points of discussions,decisions made and actions taken at meetings

-Assisting with time keeping

-Contributing ideas to make decisions

After the meeting:

-Liaising with the chairperson to produce theminutes in the correct format

-Producing draft minutes for thechairpersons approval

Producing and distributing minutes withinthe specified time frame


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Responsibilities of a Treasurer

Before the meeting:

-Drafting the financial accounts

During the meeting:

-Assisting in discussions on financial matters

-Contributing ideas in discussions

-Helping to make decisions regarding financialmatters

-Presenting a report on financial matters

After the meeting:

-Ensuring follow-up action regarding financialmatters


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Responsibilities of a Committee MemberBefore the meeting:

-Informing the chairperson or secretary if unable toattend

-Reading all appropriate papers and reports

-Thinking about and making notes on topics fordiscussion

-Preparing notes for own presentations (if necessary)

During the meeting:

-Keeping to items on the agenda

-Keeping focused on the topics being discussed

-Contributing ideas and participating indiscussions

-Listening without interrupting

-Respecting different opinions-Helping to make decisions

After the meeting:

-Checking on the follow-up action(s)


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Seating Arrangement (1)


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Seating Arrangement (2)


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Task 2

State whether the statements below are (T) or (F) 1. The secretary helps the chairperson to decide on the items of the agenda for the next meeting. 2. The chairperson should encourage certain members to dominate the meeting. 3. Members should carry out duties assigned to them diligently and be prepared to report at

meetings.

4. The secretary ensures that all relevant documents are available at the meeting. 5. The financial accounts of the meeting are prepared by the secretary. 6. The chairperson must keep the discussions on track. 7. Members do not have to inform the secretary if they are unable to attend the meeting. 8. The chairperson must ensure that there is proper time management during the meeting. 9. Members may question decisions made by the majority. 10. The chairperson should allow discussions to go on until everybody is satisfied.


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THE PROCEDURE OF A

FORMAL MEETING


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1. Routine Opening Items Of Business

A

Chairpersons Welcome Address Opening of the MeetingWelcoming participants and Introducing new membersApologies for absence

B

Setting the Context

Chairperson refers to the agenda and announces the main purpose(s for themeeting.

C

Previous Minutes

Amendments ( corrections to facts and language) Ex: arcraft changed to aircraft

D Matters Arising

Follow u-up from previous meeting.


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2. Main Business

A

Special Business

discussing and making

decisions on matterswhich constitute theobjectives of the meetingstated in the AGENDA


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3. Routine Closing Items

A

Any Other Business / Other Matters Introducing or raising issues not discussed under SPECIAL BUSINES

B Fixing the Date, Time and Venue of the Next Meeting

C Close


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Composing Minutes of Meeting

Write minutes in past tense and third person usingreported speech.

Remember to use:was not iswould be notwill behad been not has been

were not areExample:(The Chairman) Well its 4 oclock and we all appear to be here so shall we get

started? Welcome everyone to our 2ndannual meetingAnswer:

The chairman called the meeting to order at 4 oclockand welcomed the members to the 2nd annualmeeting.

E i i


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Expressions use inminutesinstead of said

Asked Reported

Proposed

Agreed

Recommended Suggested

Stated

Pointed out

Announces Informed

Remarked

R it th th d ld


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Rewrite these as the record would

show in the minutes:

1. (The Chairman)Miss Fazura, will you please arrange for quotationson the recarpeting of the sales office and report backnext time.

2. (Mr. Fayshal)

Id like to recommend the purchase of a photocopier

for the Personnel Department.

3. (Miss Aira)

The drinks machine in the third f loor is out of order.


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4. (Mr. Mike Shinoda)

Its been brought to my attention that empty boxes are

being left on the stairs next to reception. This is causing asafety hazard.

5. (Mr. Brandon Boyd)

All arrangements for Quiz Time next Saturday afternoonat 3 oclock have been made. Four teams have beenorganized and the questions are being devised by Julie Lee.

6. (Chairman)

Arrangements for Saturday morning lecturers are theresponsibility of our committee, and Id like to invitesuggestions for speakers.


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Rewrite these as the record would

show in the minutes:

1. (The Chairman)

Miss Fazura, will you please arrange for quotationson the recarpeting of the sales office and report back

next time.Answer:

The chairman asked Miss Fazura toarrange/obtain for quotations on the

recarpeting of the sales office and report backnext time.


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2. (Mr. Fayshal)

Id like to recommend the purchase of a photocopierfor the Personnel Department.

Answer:

Mr. Fayshal recommended that the companypurchase/buy a photocopier for the PersonnelDepartment.

or

Mr. Fayshal recommended the purchase of aphotocopier for the Personnel Department.


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3. (Miss Aira)

The drinks machine in the third f loor is out of order.

Answer:Miss Aira reported that the drinks machine on thethird floor is out of order.

4. (Mr. Mike Shinoda)Its been brought to my attention that empty boxes arebeing left on the stairs next to reception. This iscausing a safety hazard.

Answer:Mr. Mike Shinoda pointed out that the emptyboxes were being left on the stairs next toreception and these caused safety hazard.


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5. (Mr. Brandon Boyd)

All arrangements for Quiz Time next Saturdayafternoon at 3 oclock have been made. Four teamshave been organized and the questions are beingdevised by Julie Lee.

Answer:Mr. Brandon Boyd announced that allarrangements for Quiz Time next Saturdayafternoon at 3 oclock have been made. He added

that four teams have been organized and thequestions are being devised by Julie Lee.


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6. (Chairman)

Arrangements for Saturday morning lecturers are theresponsibility of our committee, and Id like to invitesuggestions for speakers.

Answer:

Mr. Chairman remarked that the arrangementsfor Saturday morning lecturers are theresponsibility of our committee and he invitedsuggestions for speakers.

meetings.ppsx

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