unit 3.3 meeting documentation

3.2 MEETINGS DOCUMENTATION

3.2 MEETINGS DOCUMENTATIONWeek 12: 1st Meeting

3.2. Meetings Documentation3.2.1 Notice of Meeting3.2.2 Meeting Agenda

Week 12: 2nd Meeting

3.2.3 Minutes of Meeting i) Types of Minutesii) Language Skills Required for the Writing of Minutes

Week 13: 1st MeetingContinue with activities from the previous lessonsAssessment 5a: Writing meeting documents (15%)

Week 13: 2nd MeetingRole play of meetings

Week 14: 1st and 2nd Meetings

Assessment 5b: Meeting presentation (20%)

3.2 MEETINGS DOCUMENTATION

3.2.1 NOTICE OF MEETING• Issued by the person authorized to call the meeting – chairperson

/secretary. • Notification of the meeting – sent out at least 7-21 days before

the meeting• A notice should include the following details:

▫ name of the organization, and the type of meeting being held▫ the date, time, and venue of the meeting▫ if the notice is produced in a form of print letter or poster, it must

be signed.▫ the date when the noticed was issued.

TYPES OF NOTICE

TYPE 1: NOTICE OF MEETING (PRINT POSTER FORM)

TYPE 2: NOTICE REQUESTING AGENDA ITEMS (EMAIL FORM)

TYPE 3: NOTICE INCLUDING AGENDA (MEMORANDUM FORM)

3.2.2 AGENDA

Secretary may need to consider these points:

Structure of an Agenda

Sample 1: A Simple Agenda (Contemporary Format)

Global Earth Resources Inc.

Marketing Strategy Team Meeting

Time : 8.30-11am

Date : 11th Dec 2012

Venue : Discussion Room

AGENDA

1. Apologies for absence

2. Minutes of the last meeting

3. Matters arising:

3.1 Promotion calendar (Khairul)

4. Purchase of landfills (Fahmi Ibrahim)

5. Any other business

6. Date of next meeting

Opening ordinary business

List of time, date, and venue

Special business

Final ordinary business

The word “AGENDA”

Types of Meeting

Sample 2: A Comprehensive Agenda Template

Name of OrganisationMeeting Title

Time: 10.00 a.m.

Date: 16 Aug. 2012Attendees: Tan Ai Ling, Kamal Ali, Anis Ahmad, Kamala Devi, Norliza Samad, Abdullah Osman

Please Bring/Read: Minutes of the last meetingMeeting purpose Malaysia Product Excellence Competition 2013 and budget for product development

No. Agenda Item Presenter Time1 Opening Remarks and apologies for absence

Chairman 2 min

2 Minutes of the last meeting Secretary 2 min3 Matters Arising      New product brochure Tan Ai Ling 5 min  Market survey of the new water heating product Kamal Ali 10 min4 Malaysia Product Excellence Competition 2013 Anis Ahmad 15 min5 Budget for product development Kamala Devi 20 min6 Any other Business   5 min7 Date of next meeting   1 min

Logistics

Agenda

Activity 1: Writing Notice and Agenda of Meeting (Pair/Group Work)

3.2.3 MINUTES OF MEETING

Minutes of Meeting

Sample Minutes• Sample 1: Minutes of Narration (Contemporary Format)• Sample 2: Minutes of Narration (Traditional Format)

**Refer to sample of meeting minutes in the module

In Summary:ALWAYS WRITE MINUTES:

REMEMBER!!

Language Skills Required for the Writing of Minutes i.

Not

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akin

g1. Pay careful attention to specific information such as names, statistics and dates.

2. Use short forms (option: Use an audio-recording device as well for back-up.)

3. Summarise and Paraphrase(shortening sentences, rearranging ideas, and changing sentence structure.)

Gra

mm

ar S

kills

1. Change direct speech to reported speech.

2. Active voice is more preferable than passive voice.