1. MEETINGS
Before, During & After

2. 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

3. 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.

4. 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:

5. Before a Meeting
The following are things that one ought to do before a meeting:
Select the participants.
Develop an agenda.
Prepare and send out a ‘Notice of Meeting’ either via , 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.

6. 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.

7. Before: Meeting Agenda
Common items on a meeting agenda:
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

8. Before: Meeting Agenda
Meeting on the Preparation for the Executive Training Workshop on the 2-3 June 2010
Agenda:
Opening
Apologies for absence
Details of the Executive Training Workshop
Workshop materials
Preparation of venue for workshop
Signage to the venue
Transportation
Meals
Souvenirs
Promotion/publicity of workshop
Other matters
Adjournment
Before: Meeting Agenda
Date
: 21 May 2009
Time
: am
Venue
: Dahlia Meeting Room

9. 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

10. 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.
Introduction of new staff
Overview of the Generic Skills Programme framework
Reports on activities for previous semester
Activities for next semester
Setting of dates for activities
Delegation of tasks
Adjournment

11. 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
Planning
Feedback/ Post-mortem

12. Before: Notice of Meeting
The call for meeting or notice of meeting can be sent either through , 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)

13. To : All staff members of CTL From : Mr. Jamil Hamzah, Club President
Centre for Teaching and Learning
Lobby, Block F54, Graduate Studies Building
Universiti Teknologi Malaysia
81300, UTM Skudai, Johor
Tel.: / Fax:
Website:
Letterhead
To : All staff members of CTL
From : Mr. Jamil Hamzah, Club President
Date : 6 January 2010
Subject : CTL Club Annual General Meeting
Heading
Please be informed of our Annual General Meeting scheduled on January 18, 2010, 8.30 – am, at CTL Meeting Room. The agenda for the meeting is as follows:
Introduction
 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.
Discussion
Hence, we urge everyone to attend and participate in the decision-making process.
Thank you.
Closing

14. Before: Notice of Meeting
Which of the following sentences are suitable introductory paragraphs for a notice of meeting?
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:
There is a meeting to discuss the career advancement of all retail executives at Watsons Sdn. Bhd on 15 February 2010, – 3.00 pm, at FA Hall.
Notice was hereby given that there will be a meeting.
Please be informed of our meeting scheduled on 14 January 2010, pm, at CTL Meeting room.

15. 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

16. Preview Roles & Responsibilities Phases of a meeting
Taking notes during a meeting
Writing minutes of meeting

17. 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

18. During: Roles Role 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

19. During: 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

20. 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?

21. During: Phases of a Meeting
There are 3 phases of a meeting:
Bringing the meeting to a clear constructive end.
Reiterate key points/decisions made/etc.
Obtain feedback
Thank group members
Close
Get everyone acquainted and oriented for the meeting.
Greeting the participants
Welcome participants
Ask for apologies
Review agenda, objectives, etc.
Review key-roles
Confirm the minutes
Actively work on the task and issues of the meeting.
Start the discussion
Seek opinion/ Encourage participation
Express viewpoints (agree & disagree)
Clarify misunderstandings
Interrupt and return
Prevent monopoly
OPENING
WORK
CLOSING

22. Could you please pass the message?

23. 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

24. 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

25. After the meeting Secretary: Participants: Chairperson:
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

26. 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

27. 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 p.m. in Room L1-2, Wisma Maju.
Attendance
Present (include the position)
Absent with apologies
Absent

28. Preparing Minutes of Meeting
Body of the Minutes
Use the Reported Speech and the Past Tense
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.”
Clara proposed that the team-building workshop at Pulau Redang because of the great and affordable team-building packages offered.

29. 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 was RM 50,
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.

30. 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

31. Preparing Minutes of Meeting
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

32. Useful language expressions
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:

33. Useful language expressions
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…

34. Practice: Conducting Meetings
Elect a chairperson and secretary.
Conduct a short meeting based on the situation that you have received in the previous activity.
Take notes during the discussion. For example:
Suggestions / proposals/ counter-proposals
Decisions
Delegation of task
Important dates
 15 minutes

35. 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

36. Agreeing or Disagreeing with Substance
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.