Transcript MEETINGS
MEETINGS Before, During & After
Preview
Important vocabulary
Checklist for Effective Meetings
Writing the Notice of Meeting
Writing the Meeting Agenda
Managing & Participating in a Meeting
Writing the Minutes of Meeting
Important Vocabulary
Class 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 Meetings
In groups, discuss and complete the checklist with things to do before, during and after a meeting.
Before During After
Things to Do:
Before a Meeting
The following are things that one ought to do before a meeting: 1.
2.
3.
4.
5.
6.
7.
Select the participants.
Develop an agenda.
Prepare and send out a ‘Notice of Meeting’ either via email , memo or business letter.
Distribute the minutes of the last meeting.
Ensure that all the participants are aware of the meeting and is able to attend.
Ensure that the meeting room (venue) is available and has been booked.
Check that any documents needed for the meeting have been prepared.
Before: 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 Agenda
Common items on a meeting agenda: 1.
2.
3.
4.
5.
6.
7.
8.
9.
Name of the meeting Date, Time, Venue Opening Apologies for absence Minutes of the previous meeting (optional) Matters arising (optional) Main agenda (topics for discussion) Other matters Adjournment/ Closing
Date : 21 May 2009 Time : 9.00 -11.00am
Agenda:
1.
Opening 2.
3.
Venue : Dahlia Meeting Room Apologies for absence Details of the Executive Training Workshop 4.
5.
6.
7.
8.
Workshop materials Preparation of venue for workshop Signage to the venue Transportation Meals 9.
10.
11.
12.
Souvenirs Promotion/publicity of workshop Other matters Adjournment
Before: 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 meeting Review activities for previous year Suggest future activities
Before: 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 staff 2. Overview of the Generic Skills Programme framework 3. Reports on activities for previous semester 4. Activities for next semester 5. Setting of dates for activities 6. Delegation of tasks 7. Adjournment
Before: 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 Meeting
The 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)
Letterhead Heading
Centre for Teaching and Learning
Lobby, Block F54, Graduate Studies Building Universiti Teknologi Malaysia 81300, UTM Skudai, Johor Tel.: 07-5537851/ Fax: 07-5537860 Email: [email protected]
Website: www.ctl.utm.my
To From : All staff members of CTL : Mr. Jamil Hamzah, Club President Date : 6 January 2010 Subject : CTL Club Annual General Meeting Introduction 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: Discussion Closing
Agenda
Please 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.
Hence, we urge everyone to attend and participate in the decision-making process.
Thank you.
Before: Notice of Meeting
Which 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 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
Preview
Roles & Responsibilities
Phases of a meeting
Taking notes during a meeting
Writing minutes of meeting
During the Meeting: Roles
Everyone’s cooperation and contribution is needed in order to make a meeting constructive and productive.
◦ ◦ ◦ Good leader Good secretary Good participants
During: Roles
Role
Chairperson • • • • • •
Responsibility
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: Roles
Role
Secretary • • • •
Responsibility
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 : Communication
Communication 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. Can you name some causes of communication breakdown?
During: Phases of a Meeting
There are 3 phases of a meeting:
OPENING WORK CLOSING
• • • • •
• • • • • • • •
Get everyone acquainted and Bringing the meeting to a clear constructive end.
Reiterate key points/decisions made/etc.
Obtain feedback (agree & disagree)
Thank group members Close
Could you please pass the message?
During: 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 Meeting
Let’s practice using the language expressions.
Form 2 groups: Opposition & Government Select one person from each group to take down notes.
Discuss the following topic: Education is more important than experience.
10 minutes
After the meeting
Secretary:
◦ ◦ ◦ 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 Meeting
Official record of what is discussed and decided during a meeting Should contain the following: ◦ ◦ ◦ Title Attendance Body of the Minutes
Preparing Minutes of Meeting
Title
Should 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.
Attendance
Present (include the position) Absent with apologies Absent
Preparing Minutes of Meeting
Body of the Minutes
Use 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 Meeting
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 Meeting
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 Meeting
Extract the important information from the following dialogue to be included in a minutes of meeting.
Dina Dollah 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. 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 expressions
Giving opinions/suggestions/ ideas/information/ …recommended that… …mentioned that… …reminded about… …clarified that… …added that… Pointing out a matter …highlighted that….
…pointed out (that)… Making a Reminder Making clarifications Making decisions …reminded (everyone) about… …reminded (the committee) to… …clarified that… …explained that… …further explained about… 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 expressions
Asking questions Preliminaries Closing the meeting …questioned the… …asked about… / …asked if… …queried whether…/ …queried the… …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.
The meeting adjourned at… The meeting ended at…
Practice: Conducting Meetings
1.
2.
Elect a chairperson and secretary.
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
Practice
◦ ◦ ◦ 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 Substance
Listen to opinion Agree/Disagree Give reasons
If you disagree:
Voice alternative opinion/ Give a counter proposal/ Make a suggestion I think we should allow all UTM students to bring their own transport.
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.