WEB 10202 PROFESSIONAL COMMUNICATION 1

Types of Meetings
Extraordinary General Meeting (EGM) Annual General Meeting (AGM) Informational Meeting

Board Meeting Types of Meetings

Decision Making Meeting

Departmental Meeting

Problem Solving Meeting

Weekly/ Monthly Meeting Working Committee Meeting

Project Group Meeting

Formal Meetings
Inaugural General Meeting
Purpose To decide whether a society should be formed or not. Once it is decided that it should be formed, the societys constitution and standing orders are formulated.

Annual General Meeting

To elect the executive committee. To enable officials of the executive committee to present their reports. To allow members to express their view/opinion. Once a year. All members of the society.

Executive Committee Meeting

To discuss dayto-day affairs E.g. to get progress reports of activities. To discuss a particular task or project that has been assigned to the committee.

Extraordinary General Meeting

To discuss an urgent matter which cant wait until the next AGM. E.g. to elect a new chairperson in the case of sudden death or resignation of current chairperson.

Frequency of meeting Participants

As and when necessary. All those interested in forming the society.

As and when necessary. All committee members only.

As and when necessary. All members of the society.

Task 1
Match the roles in Column A with their appropriate duties in Column B.
A Chairperson Secretary Treasurer Committee Member B Organizes meetings Attends and participates in meetings Deals with the financial matters Leads meeting

Responsibilities of a Chairperson
Before the meeting:

- Assisting the secretary to draft the notice and agenda

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

Responsibilities of a Secretary
Before 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 the minutes in the correct format
-Producing draft minutes for the chairpersons approval Producing and distributing minutes within the specified time frame

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 financial matters

-Presenting a report on financial matters

After the meeting: -Ensuring follow-up action regarding financial matters

Responsibilities of a Committee Member

Before the meeting: -Informing the chairperson or secretary if unable to attend -Reading all appropriate papers and reports -Thinking about and making notes on topics for discussion -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 in discussions -Listening without interrupting -Respecting different opinions

-Helping to make decisions

After the meeting: -Checking on the follow-up action(s)

Seating Arrangement (1)

Seating Arrangement (2)

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.

THE PROCEDURE OF A FORMAL MEETING

1. Routine Opening Items Of Business

A
Chairpersons Welcome Address Opening of the Meeting Welcoming participants and Introducing new members Apologies for absence

Setting the Context Chairperson refers to the agenda and announces the main purpose(s for the meeting.

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

Matters Arising Follow u-up from previous meeting.

2. Main Business
Special Business discussing and making decisions on matters which constitute the objectives of the meeting stated in the AGENDA

3. Routine Closing Items

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

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

Close

Composing Minutes of Meeting

Write minutes in past tense and third person using

reported speech. Remember to use: was not is

would be not will be had been not has been were not are

Example: (The Chairman) Well its 4 oclock and we all appear to be here so shall we get started? Welcome everyone to our 2nd annual meeting Answer: The chairman called the meeting to order at 4 oclock and welcomed the members to the 2nd annual meeting.

Expressions used in minutesinstead of said

Asked Reported Proposed Agreed Recommended Suggested Stated Pointed out Announces Informed Remarked

Rewrite these as the record would show in the minutes:

1. (The Chairman) Miss Fazura, will you please arrange for quotations on the recarpeting of the sales office and report back next 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 floor is out of order.

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 a safety hazard.
5. (Mr. Brandon Boyd) All arrangements for Quiz Time next Saturday afternoon at 3 oclock have been made. Four teams have been organized and the questions are being devised by Julie Lee. 6. (Chairman) Arrangements for Saturday morning lecturers are the responsibility of our committee, and Id like to invite suggestions for speakers.

Rewrite these as the record would show in the minutes:

(The Chairman) Miss Fazura, will you please arrange for quotations on the recarpeting of the sales office and report back next time. Answer: The chairman asked Miss Fazura to arrange/obtain for quotations on the recarpeting of the sales office and report back next time.
1.

2. (Mr. Fayshal) Id like to recommend the purchase of a photocopier for the Personnel Department. Answer: Mr. Fayshal recommended that the company purchase/buy a photocopier for the Personnel Department. or Mr. Fayshal recommended the purchase of a photocopier for the Personnel Department.

3. (Miss Aira) The drinks machine in the third floor is out of order. Answer: Miss Aira reported that the drinks machine on the third floor is out of order.
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 a safety hazard. Answer: Mr. Mike Shinoda pointed out that the empty boxes were being left on the stairs next to reception and these caused safety hazard.

5. (Mr. Brandon Boyd) All arrangements for Quiz Time next Saturday afternoon at 3 oclock have been made. Four teams have been organized and the questions are being devised by Julie Lee. Answer: Mr. Brandon Boyd announced that all arrangements for Quiz Time next Saturday afternoon at 3 oclock have been made. He added that four teams have been organized and the questions are being devised by Julie Lee.

6. (Chairman) Arrangements for Saturday morning lecturers are the responsibility of our committee, and Id like to invite suggestions for speakers. Answer: Mr. Chairman remarked that the arrangements for Saturday morning lecturers are the responsibility of our committee and he invited suggestions for speakers.