Download - Lecture 2 Meetings
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What will you learn?
1) Write notices of meeting with grammaticallycorrect sentences and accurate format.
2) Participate actively in meetings usingappropriate language functions.
3) Produce minutes of meeting based on themeeting conducted.
Unit 2 Meetings
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Points to ponder
What were the topics of the meeting you haveattended?
Who were involved in the meeting?
How were the members called to attend themeeting?
What were the procedures involved in the
meeting?
Was the meeting formal or informal?
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Introduction
What is a meeting?
- Meeting is defined as any kind of purposeful
coming together of peopleto carry out the
business of the company such as communication,
planning, setting policy, making decisions or
motivating the work force.
- We meet because people holding different jobs
have to cooperate to get specific things done.
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Types of meetings
- In general there are TWOtypes of meetings
Formal meetings
Informal meetings
Formal Informal
Annual General
Meetings
Committee meetings
Brainstorming session
Discussion
Dialogues
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Purposes and objectives Purpose: the reason for the meeting
Objective: main goal or what should be accomplished
at the end of the meeting.
To have an effective meeting, the person who calls for
the meeting should have a clear purpose and
objectives.
The purpose of the meeting would normally be:
- to disseminate information
- to announce about plans and programmes
- to introduce new members of the staff
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Meeting components
1. Planning
2. Notice
3. Agenda4. Minutes
5.Participants
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Notice of a meeting
The purpose of a notice is to inform membersabout a meeting. It should reach members a few
days before the day of the meeting.
A notice should include:
1) date, time and venue of
meeting
2) purpose of meeting
3) meeting agenda
4) time limit for each
agenda5) people who will speak or
present reports
6) minutes of the previous
meeting (attached)
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Meeting agenda
1) Chairmans opening address 2)Confirmation of minutes of the previous
meeting
3) Matters arising 4) Presentation of working papers/purpose
5) Other matters 6) Closing address
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Minutes of a meeting
The minutes should record:
names of the members present and should be
arranged according to seniority
important matters discussed in the meeting decisionsmade
every item discussed and recorded and should be
followed by notes indicating any further action
required or for informationonly
Format of minutes of a meeting
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Members or participants
All meetings must have a chairperson, asecretary or note-taker, also the other committee
members of the meeting.Position RoleChairperson should discuss with the secretary
before sending the notice of meeting
prepare the agenda
Secretary Prepare notice for the meeting
needs to pay attention during the
meeting to take down important
points
prepare the minutes of meeting
Members have direct responsibility or
authority over the topic of
discussion.
needs to go straight to the point of
whatever he wants to say.
needs to listen actively and givesfeedback when required.
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Preparing for a meeting You need to: have a clear purposeof conducting meeting.
determine if a different activity could be used besidesa meeting. (maybe phone calls, e-mails would haveworked better rather than having meetings).
know what you want toaccomplish by the meeting. estimate the length (time) of the meeting.
create an agendathat is carefully scripted.
deliver agenda in advance so that the members have
time to plan and prepare for the meeting. make every meeting a learning event (so that the
members could see the importance of attending themeeting).
use a variety of tools and activities to make the
meeting productive and interesting.
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Preparing a meeting (for
members)
Know the purpose of the meeting
Gather data
Know the agenda of the meeting
Arrive on time and prepare to wait till the meetingis over
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Setting up the meeting place Select a physical
setting that iscomfortable, bigenough, and willserve the purpose.
A warm andattractiveatmosphere
Appropriaterefreshments
should be provided Appropriate visual
aids and supportingmaterials.
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Tasks in starting a meeting
1) Welcome the members
After everyone has assembled and the meeting is
about to start, the first thingthat the chairperson
should do is to greet and welcomethe members to
the meeting.
For example:
Good afternoon everyone, and welcome. Im glad
you all could make it.
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Tasks in starting a meeting
2) Ask for apologies
After greeting the members, the chairman may ask if
there are any apologies for absence, or may give
the names of those who have notified the chairperson
or the secretary before the meeting that they are
unable to attend
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Tasks in starting a meeting
3) Confirm the minutes
The chairperson then invites the members to read through the
minutes of the previous meeting (which have been distributed
to them prior to the meeting). When everyone has finished, thechairperson asks someone from the group to propose the
minutes be confirmed. The chairperson could ask:
e.g. Can I have someone to propose that the minutes be
confirmed?
In a meeting where everyone knows everyone elses name,
simply saying yes, I will or raising ones hand is sufficient.
However, in a large meeting, it is advisable that the proposer
should introduce him/herself:
I, state our name , ro ose/move that the minutes be
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Role of a chairperson
ensures all members hear the discussion
let the members present their points and guide
the process
acknowledge and reinforce constructive
contributions
conduct meeting based on the agenda
vary the pace; speed up, slow down, or take
breaks. summarise the key points from time to time and
ask for agreement from the members of the
meeting.
eep ng e ee ng ocuse an
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eep ng e ee ng ocuse anMoving
At the end of the meeting, the chairperson may review the main
decisions once again. He or she may also go around the table,asking each member if he or she has anything to add. Below are
the examples of closing by a chairperson:
Closing
I think wevecovered everything.
Thank you all foryour contributions.
Well meet again intwo weeks time,same time, and
same place.
Well, that seems tobe everything. I think
weve had a veryproductive meeting.
Thank you everyone.
The next meetingwill be on Monday,16 February. Youllbe informed of the
details later.
Since there is nofurther business, I
declare the meetingclosed. Thank you,everyone. The next
meeting isscheduled forMonday, 16February.
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Utterances used in a meetingProcedure Utterances
1 Chairpersons Welcome & Opening
Address
Opening the meeting/ Greeting
Good morning, everyone.
Thank you for coming.
Nice to see all of you.
Calling the meeting to order Id like to call the meetingto order.
The meeting will begin
now.
Let us begin the meeting
Setting the context As listed in the agenda,
the important items for
this meeting today are;
1.
2.
3.
Introducing new members Id like you to meet Mr.Ehsan from the marketing
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Utterances used in a meeting
Procedure Utterances
2 Apologies for Absence Can we refer to item 3 ..
attendance? What is the situation Miss
Siti?
3 Minutes of the previous
meeting
I propose that the minutes be passed.
I second that motion4 Matters Arising Now coming to item 4 in the agenda
.`matters arising`.
5 Special Business
e.g.: first item of business
under special business
Lets proceed to the first item of
special business for the day, namely
the opening of our new branch.a) Introducing a Motion I propose that we purchase the
education software developed by Intel.
b) Putting the Motion/
Suggestion to a vote
Lets have a show of hands from those
who are in favour of the motion
proposed.
c) Accepting the Motion The motion is therefore agreed upon.
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Utterances used in a meeting
Procedure Utterances
6 Any Other Business Does anyone have any comments or
proposals?
7 Date, Time & Venue We will have the next meeting in two
weeks time at 10 a.m. Please take
note.
8 Closing Thank you for coming. The meeting is
now adjourned. See you in two
weeks time.
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More examples 1) Interrupting
May I interrupt for a
moment?
Excuse me, but
If I may just interrupt
you for a moment, I
would like to (give my
opinion about / touch onthat matter / explain
why / add something)
2) Clarifying
Im sorry I didnt quite
follow what you said.
Could you explain thatplease? Are you saying
that?
Do you mean that?
Im sorry, I didnt catchthat.
Could you please
repeat what you just
said?
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More examples
3) Agreeing anddisagreeing
I completely / totally /
entirely agree (with
you).
Im in total agreement.
I agree. I think you are right.
Thats very true.
4) Persuading
Dont you thinkthat?
In view of all the facts
that we have
discussed, would younot agree that?
I think we can agree
that the best way to
proceed would be to
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More examples 5) Recommending /Suggesting / Proposing
I (strongly) suggest /
recommend that I propose that
I would like to proposethat
I wonder if I might suggest
that Id like to suggest that
After considering thechoices, wouldnt you ?