MEETINGSMEETINGSBefore, During & After

PreviewPreviewImportant vocabularyChecklist for Effective MeetingsWriting the Notice of Meeting Writing the Meeting AgendaManaging & Participating in a MeetingWriting the Minutes of Meeting

Important VocabularyImportant VocabularyClass is divided into 5 groups.Each group will send a representative to the front.

This rep will be given a list of 7 words related to Meetings.

The rep must describe each word to his/her group members who will have to guess what that word is in 2 minutes.

Reps may not:◦ Use gesture (point, write, etc.)

◦ Spell out the word (C-A-T, starts with letter C)

2 marks will be given for each correct guess. Words that have been described, but not correctly guessed will be opened to the other groups. 1 mark will be awarded for the correct answer.

Checklist for Effective Checklist for Effective MeetingsMeetingsIn groups, discuss and complete the

checklist with things to do before, during and after a meeting.

Before During After

Things to Do:

Before a MeetingBefore a MeetingThe following are things that one ought to do before a

meeting:

1. Select the participants.

2. Develop an agenda.

3. Prepare and send out a ‘Notice of Meeting’ either via email , memo or business letter.

4. Distribute the minutes of the last meeting.

5. Ensure that all the participants are aware of the meeting and is able to attend.

6. Ensure that the meeting room (venue) is available and has been booked.

7. Check that any documents needed for the meeting have been prepared.

Before: Meeting AgendaBefore: Meeting Agenda A list of matters to be discussed at a

meeting

An agenda is useful because:◦ It helps you plan the meeting.◦ It helps you get through the business of the

meeting efficiently.◦ It helps people at the meeting follow what is

going on.◦ It gives people the opportunity to think about the

meeting in advance.

Before: Meeting AgendaBefore: Meeting AgendaCommon items on a meeting agenda:

1. Name of the meeting

2. Date, Time, Venue

3. Opening

4. Apologies for absence

5. Minutes of the previous meeting (optional)

6. Matters arising (optional)

7. Main agenda (topics for discussion)

8. Other matters

9. Adjournment/ Closing

Before: Meeting AgendaBefore: Meeting AgendaMeeting on the Preparation for the Executive Training

Workshop on the 2-3 June 2010

Agenda:

1. Opening

2. Apologies for absence

3. Details of the Executive Training Workshop

4. Workshop materials

5. Preparation of venue for workshop

6. Signage to the venue

7. Transportation

8. Meals

9. Souvenirs

10. Promotion/publicity of workshop

11. Other matters

12. Adjournment

Date : 21 May 2009

Time : 9.00 -11.00am

Venue : Dahlia Meeting Room

Before: Meeting AgendaBefore: Meeting Agenda The main agenda (topics of discussion) should be

organised in a logical manner and are connected to/built on each other

The items should also begin with similar grammatical structures (parallelism) – usually in a noun phrase

For example:

Confirmation of previous minutes of meeting Review of activities for previous year Suggestions for future activities

Confirm previous minutes of meetingReview activities for previous yearSuggest future activities

Before: Meeting AgendaBefore: Meeting Agenda

The following topics of discussion are not arranged in the correct order. Arrange them in a logical manner for a meeting to plan for activities for Generic Skills Programme for the next semester.

1. Introduction of new staff2. Overview of the Generic Skills Programme

framework3. Reports on activities for previous semester4. Activities for next semester5. Setting of dates for activities6. Delegation of tasks7. Adjournment

Before: Meeting AgendaBefore: Meeting Agenda The topics of discussion would differ for different

types of meeting. Can you name some of the possible topics of discussion for the different types of meetings below?

◦ Problem-solving Identification of problem/issue Set objectives to solve the problem Suggestions/ Ideas Decision-making Delegation of task

◦ Decision-making◦ Planning◦ Feedback/ Post-mortem

Before: Notice of MeetingBefore: Notice of MeetingThe call for meeting or notice of meeting can be sent

either through email, memo (within the organisation) or business letter (outside the organisation) .

The notice should contain the following details:◦ Date

◦ Time

◦ Venue

◦ Chairperson (if needed)

◦ Meeting agenda

◦ Minutes of previous meeting (As attachment if there is)

To : All staff members of CTLFrom : Mr. Jamil Hamzah, Club PresidentDate : 6 January 2010Subject : CTL Club Annual General Meeting

Centre for Teaching and LearningLobby, Block F54, Graduate Studies Building

Universiti Teknologi Malaysia81300, UTM Skudai, Johor

Tel.: 07-5537851/ Fax: 07-5537860Email: ctl@utm.my Website: www.ctl.utm.my

Please be informed of our Annual General Meeting scheduled on January 18, 2010, 8.30 – 10.30 am, at CTL Meeting Room. The agenda for the meeting is as follows:

AgendaPlease be advised that decisions pertaining to items 7 and 9 of the agenda will be finalised during the meeting so that a proposal may be submitted to the University Bursary by the end of the month for financial allocation.

Introduction

Hence, we urge everyone to attend and participate in the decision-making process.Thank you.

Heading

Letterhead

Discussion

Closing

Before: Notice of MeetingBefore: Notice of MeetingWhich of the following sentences are suitable introductory paragraphs for a notice of meeting?

1. Notice is hereby given that there will be a meeting to discuss the publicity activities for the coming year. The details of the meeting are set out below:

2. There is a meeting to discuss the career advancement of all retail executives at Watsons Sdn. Bhd on 15 February 2010, 2.00 – 3.00 pm, at FA Hall.

3. Notice was hereby given that there will be a meeting.

4. Please be informed of our meeting scheduled on 14 January 2010, 2.00-3.00 pm, at CTL Meeting room.

Activity: Notice of MeetingActivity: Notice of Meeting

In groups, prepare a notice of meeting for the situation given to

you. Once you’re done, exchange it with another group. Give

feedback on the notice of meeting & agenda then return it to

the owner.

15 minutes

PreviewPreviewRoles & ResponsibilitiesPhases of a meetingTaking notes during a meetingWriting minutes of meeting

During the Meeting: RolesDuring the Meeting: RolesEveryone’s cooperation and contribution is

needed in order to make a meeting constructive and productive.

◦ Good leader◦ Good secretary◦ Good participants

During: RolesDuring: RolesRole Responsibility

Chairperson

• Ensure that the meeting runs smoothly• Ensure that all items on the agenda are

discussed• Ensure that all participants contribute to the

discussion• Ensure that no single person monopolises

the discussion (including own self)• Ensure that no time is wasted• Ensure that the meeting does not take an

unnecessarily long time

Participants

• Read the minutes of meeting before attending the meeting

• Notify the chairperson or secretary if they will be unable to attend the meeting

• Prepare for the meeting beforehand based on the agenda

• Participate actively and politely in the discussion

During: RolesDuring: Roles

Role Responsibility

Secretary • Take note of what happens during the meeting• Who said what• Issues that were discussed• Decisions that were made• Actions that need to be taken• Deadlines

• Prepare the full minutes of meeting• Distributes the minutes of meeting to all

participants (including absentees)• Assist the chairperson in ensuring that all the

issues are followed up or carried out by the respective people

During : CommunicationDuring : CommunicationCommunication forms an integral part of the meeting

process.

The way we speak to one another greatly determines the outcome of the meeting.

Feelings of dissatisfaction may appear when there is communication breakdown during a meeting.

During: Phases of a During: Phases of a MeetingMeetingThere are 3 phases of a meeting:

Could you please pass the message?

During: Taking NotesDuring: Taking Notes

Take note of the important details during the meeting:◦ Names + department/organisation (Attendance)◦ Issues that were discussed

Use the agenda as your guide

◦ Decisions that were made◦ Actions that need to be taken◦ Important dates/ Deadlines for each tasks◦ Person-in-charge of each task

During: Phases of a During: Phases of a MeetingMeetingLet’s practice using the language expressions.

Form 2 groups: Opposition & GovernmentSelect one person from each group to take down

notes.Discuss the following topic:

Education is more important than experience.

10 minutes

After the meetingAfter the meetingSecretary:

◦ Complete the minutes of meeting

◦ Distribute the minutes of meeting

◦ Follow-up on the tasks assigned during the meeting

Participants:◦ Obtain a copy of the minutes of meeting

◦ Carry out the tasks assigned during the meeting

Chairperson:◦ Ask those who were absent for their reasons

◦ Make sure the secretary completes the minutes of meeting as soon as possible and distributes them

◦ Follow-up on the tasks assigned during the meeting – ensure that the deadlines are met

Preparing Minutes of Preparing Minutes of MeetingMeetingOfficial record of what is discussed and

decided during a meeting

Should contain the following:◦ Title◦ Attendance◦ Body of the Minutes

Preparing Minutes of Preparing Minutes of MeetingMeetingTitleShould include the date, time and venue of meeting.

For example:

Minutes of the Meeting of the Human Resource Department held on Monday, 6 February 2006, at 3.30 p.m. in Room L1-2, Wisma Maju.

AttendancePresent (include the position)Absent with apologiesAbsent

Preparing Minutes of Preparing Minutes of MeetingMeetingBody of the MinutesUse the Reported Speech and the Past Tense

1. Clara said, “ I think Pulau Redang is an excellent place to hold team-building workshops because it offers great and affordable team-building packages. We should have our workshop there.”

2. Clara proposed that the team-building workshop at Pulau Redang because of the great and affordable team-building packages offered.

Format for Minutes of Format for Minutes of MeetingMeeting Use a multilevel list. Use the UPPERCASE for the first letter of every

word in your headings except for pronouns, articles, prepositions and conjunctions.

Bold the headings (if possible)

3.0 Financial Report from the Financial Unit

3.1 The total amount of expenditure for the second half of 2009 was RM 50, 420. 25. 3.2 This large amount was due to the purchase of multimedia equipment for the multimedia lab.3.3 The IT manager is required to photocopy all the receipts from the purchase and pass a copy to the secretary to be filed.

Format for Minutes of Format for Minutes of MeetingMeeting

3.0 Financial Report from the Financial Unit

3.1 The total amount of expenditure for the second half of 2009 was RM 50, 000.

3.2 This large amount was due to the purchase of multimedia equipment for the multimedia lab.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Photocopy all receipts from purchase and pass a copy to the secretary

IT Manager 15 January 2010

File the receipts Secretary 15 January 2010

Preparing Minutes of Preparing Minutes of MeetingMeeting

Extract the important information from the following dialogue to be included in a minutes of meeting.

Dina I suggest we hold our conference here, in Persada Johor. It is nearer to our university, and we do not have to worry about transport or accommodation for the organisers. That way, we can save cost.

Dollah I understand your point of view. However, I’m afraid Johor is too far down South. Most of the international participants would be landing in KLIA, and they would need to travel to Johor. I believe KLCC would be a better place.

Dave That’s right. On top of that, there aren’t that many places of interest that could attract them come for the conference. Some of the participants might want to bring along their family as it will be held during the school break. So while they attend the conference, their spouses and children can go sight-seeing or shopping.

Damien Alright. I believe both suggestions have their pros and cons, so why not we vote to decide? Those in favour of Persada Johor, please raise your hands. (counts) Alright, that would be 25 out of 30. So, our final decision is to have the conference at Persada Johor. So Dina, you’ll be in charge of making the arrangements with Persada Johor. Please let us know the outcome in our next meeting.

SAMPLE

Useful language Useful language expressionsexpressions

Other useful phrases:

…reminded about……clarified that…

Giving opinions/suggestions/ideas/information/comments

…suggested that……recommended that……mentioned that……informed that… …commented that… / …commented

on… …added that…

Pointing out a matter …highlighted that….…pointed out (that)…

Making a Reminder …reminded (everyone) about……reminded (the committee) to…

Making clarifications …clarified that……explained that……further explained about…

Making decisions It was decided that…The committee unanimously decided to…The committee arrived at a final decision to…The following are some decisions that everyone agreed on:

Useful language Useful language expressionsexpressions

Asking questions …questioned the……asked about… / …asked if……queried whether…/ …queried the…

Preliminaries …greeted and welcomed……started the meeting with prayer recitation.…minutes of meeting were confirmed by ……proposed to confirm the minutes of previous meeting and … seconded the motion.

Closing the meeting The meeting adjourned at…The meeting ended at…

Practice: Conducting Practice: Conducting MeetingsMeetings1. Elect a chairperson and secretary.

2. Conduct a short meeting based on the situation that you have received in the previous activity.

3. Take notes during the discussion. For example:◦ Suggestions / proposals/ counter-proposals

◦ Decisions

◦ Delegation of task

◦ Important dates

15 minutes

PracticePractice Based on the notes that you took during the

meeting earlier, prepare the minutes of meeting according to the proper format. Remember to include:

◦ Title

◦ Attendance

◦ Body of minutes

15 minutes

Agreeing or Disagreeing with Agreeing or Disagreeing with SubstanceSubstance

I disagree.

We shouldn’t do so because this might cause traffic congestion in the campus.

We should instead request the university to provide more buses and increase the frequency of trips.

Give reasons

If you disagree:Voice alternative opinion/Give a counter proposal/Make a suggestion

Listen to opinion

Agree/Disagree

I think we should allow all UTM students to bring their own transport.