lecture 2 meetings

8/13/2019 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
http://localhost/var/www/apps/conversion/tmp/scratch_5/Minutes%20of%20Meeting%20of.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_5/Minutes%20of%20Meeting%20of.docx


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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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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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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 ?

lecture 2 meetings

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