COMMUNICATION IN MEETINGS
GENERAL OBJECTIVES : By the end of the unit, you should be able to :
- participate in an appropriate manner and at appropriate times to convey various
information and to ask questions
- understand the roles of various persons in the meeting such as Chairperson and Secretary of the meeting
- understand the general proceedings of meetings from the Chairperson's address, passing of the minutes, to the adjournment.
SPECIFIC OBJECTIVES : By the end of this unit, you should be able to :-
- explain the roles and duties of the chairperson, secretary and members in a meeting
- recognize the stages of a meeting
- use appropriate phrases in meetings
- use the appropriate vocabulary in meetings
Unit
3
3.1 INPUT 1: Roles of participants in a meeting
Who are the people in a meeting?What roles do they play?
Match the duties given with the correct role player. The first one is done for you.
Plays the role as the ‘captain of the group.
Chairperson
Example: Secretary
Take notes and records the minutes
Example :
Members
Read the agenda, minutes and other documents before the meeting.
Example:
ACTIVITY 1 (Listening)
The Chairperson, secretary and the members have their roles in ensuring a successful meeting. Do you know what their duties are?
a. Listen to the duties and write down the numbers in the correct columns. Numbers can be applied to more than one column. The first one has been done for you.
Chairperson | Secretary | Members |
1 | ||
3.2 INPUT 2 : Effective participation
How do we participate effectively in a meeting ?
Before the meeting:
- Read the previous minutes
- Read the agenda
- Check the location of the venue
- Be punctual
- Bring along relevant documents
During the meeting:
- Work as a team member
- Support your ideas or arguments with facts, reasons and examples
- Show initiative in the discussion
- __________________________________________
- __________________________________________
- __________________________________________
- ___________________________________________
- __________________________________________
- __________________________________________
- __________________________________________
Discuss in small groups on how to participate effectively in a meeting. Given above are three examples . Expand the list.
ACTIVITY 1
Match the phrases with the participants in the meeting.
C - Chairperson
S - Secretary
M - Member
Who said this? Spealker
1. | " Does anyone want to speak about matters arising from the last meeting ?" | ||
2. | " I would like to propose that the minutes be accepted " | ||
3. | " I'll prepare the letter by the end of the week " | ||
4. | " Let's put this to a vote since we can't come to an agreement " | ||
5. | " I suggest that we visit KL-Sentral " | ||
6. | " Is there anyone without the agenda ? Right, can we get started then ?" | ||
7. | " Mr. Chairperson, En. Pisol called earlier. Apparently he won't be able to attend this meeting as he has to close a deal with Che Tom Sdn. Bhd. | ||
8. | " Can I just say something ? I feel that the idea proposed requires an immense amount of money " | ||
9. | " Right, Ibrahim … would you like to start the ball rolling ?" | ||
10. | " I second that proposal " |
3.3 INPUT 3 : Stages of a meeting
1. The Chairperson opens the meeting | 9. The Chairperson closes the meeting | |||
2. Secretary reads out apologies for absence | 8. The date, time and venue of next meeting are discussed | |||
3. Members approve with minutes of previous meeting | 7. Members may raise any other matters not listed in the agenda | |||
4. Amendments (if any) are made to minutes and the minutes are then confirmed | 5. The Chairperson asks if there are matters arising from previous meeting | 6. The Chairperson leads discussion on main items in the agenda |
ACTIVITY 1
One week before the Polytechnic re-opens, the Students’ Body committee members are called to discuss on the Orientation Week for the new students. Below is the agenda for the meeting. Study the agenda
below.
AGENDA:
- Address by chairperson
- Apologies for absence
- Confirmation of minutes of the previous meeting
- Matters arising
- Briefing on orientation week
- Delegation of duties on the orientation week
- Any other matters
- Date of the next meeting
Based on the agenda above, in what order do you think the meeting will be carried out. Re-arrange the stages below.
STAGES | ANSWER |
| |
| |
| |
| |
| E. The Chairperson then asks if anybody wishes to talk about anything from the previous meeting. | |
| F. The date, time and venue of the next meeting are discussed. | |
| G. Any apologies for absence from members who are unable to attend are announced. | |
| H. The Chairperson then leads the discussion on items that form the main business of the meeting and are listed individually on the agenda. | |
| I. If members have noticed information which are not correct or have been left out, they can ask for the relevant parts of the minutes to be corrected. The Chairperson signs the minutes to confirm them when members are satisfied with them. |
3.4 INPUT 4 : Meeting conventions - language frames
Starting the meeting
| * Good morning everyone. Let's get started , shall we ?" |
| * O.K, let's begin right away. |
| * Right. Do we have enough quorum ? Let's begin then. |
Setting objectives
| * The purpose of this meeting is to …….. |
| * In this meeting, we need to …….. |
Initiating contribution
| * Can we get an update on the progress of the project, Pn.Yusni ? |
| * Mr. Mohan, perhaps you would like to begin with your report . |
Asking for opinions
| * What do you think of this idea ? |
| * What's your view on this ? |
| * Does anyone want to respond to that ? |
Giving opinions
| * I think ……… |
| * I feel that ……. |
* What if we ………. |
Agreeing
| * I agree with your idea. |
* I think that's a great idea since …… |
Disagreeing
| * I disagree with that because …….. |
* That's a good idea but ……… |
Interrupting
| * Can I just say something here ? |
| * May I interrupt ? |
* Excuse me, but ……. |
Dealing with interruption
| * Sorry, can you let me finish ? |
* Just a minute, I need to say that …… |
Asking for repetition * Sorry, could you repeat that ? |
* Can you say that again ? |
* Sorry, I don't quite follow that |
Clarifying ideas * What I mean is ….. |
* Let me clarify this |
* Let me explain further |
Request for clarification
| * Could you clarify that ? |
* Could you explain further ? |
Moving the discussion * Shall we move on to the next agenda ? |
* Let's move on to …. |
Request for vote * Can we put that to a vote now ? |
* Shall we vote on that ? |
* I think we should put that to a vote |
Dealing with digression * Can we deal with that matter later |
* We should focus on the present situation |
* Let's just concentrate on …… |
Summarising and Concluding * Right, we've then decided to …… |
* Let's recap, ….. |
* To sum up ….. |
* So we can conclude that ….. |
Closing the meeting * That just about covers the whole thing |
* I'd like to thank everyone for your participation |
* I now declare the meeting closed |
* Our next meeting will be on …… |
*****************************************************************************
ACTIVITY 1
The key word has been darkened. Study the clues given to complete the puzzle.
| 1. | M | E | ||||||||||
| 2 | A | G | E | |||||||||
| 3. | T | E | ||||||||||
| 4. | T | R | R | |||||||||
| 5. | P | I | N | |||||||||
| 6. | S | T | N | |||||||||
7C | L | G |
- The Chairperson is also responsible to ___________________ the discussion forward.
- " That is a great idea but I dislike the idea about involving students in this matter."
- Show of hands in making choices.
- If you have any questions, you may intervene at any time.
- To say something again
- Identifying objective is very important in a meeting.
- To end the meeting.
ACTIVITY 2
The phrases below are not commonly used in formal meetings. Re-phrase them appropriately.
- Hey, I don’t understand what you are talking about.
__________________________________________________________
- Shut up! I’m not finished yet.
_________________________________________________________
- I think that’s a lousy idea.
________________________________________________________
- I cannot hearlah !
__________________________________________________________
- Let’s start, let’s start.
__________________________________________________________
- O.K. We finished already.
__________________________________________________________
- We organize a campaignlah !
__________________________________________________________
- Put up your hands. Show how many people agree.
__________________________________________________________
- The minutes look all right !
__________________________________________________________
- En. Ghani, you start. What have you got to tell us ?
SELF-ASSESSMENT 1
With the help of the clue given, there are ten words related to PROCEDURES OF MEETING. Unfortunately the letters are jumbled up. Rearrange them to form words of meetings.
N T O O I M
E C S N O D
T C E E S R A B L L T O
N R S O L O T I E U
C S S N O S N E U
R S P O O P RE
S C A N G I T E T O V
N T S B I A A
D T E E F E D A
P P D E D O R
SELF ASSESSMENT 2
In the box below, you will find a few meeting expressions. Write them in the appropriate table.
| Sorry, could you say that again,please? Do you see what I mean? What are your views on this, Kian Bee ? Could I make a suggestion? If I could just make a point here.. It seems to me that... Don't you think so, Mr. Chandra ? You have a point,but… I'm sorry I didn't catch what you said Are we unanimous? Ms Jenna, what’s your opinion ? Does anyone object? Sorry,I’m not quite with you Do you agree Cik Sri Dewi ? |
A. During a meeting, you may want to find out what the other members of the group think. You can ask them for their views by saying… | a. b. c. |
B. If you want to interrupt someone and put forward your own opinion, you can say… | a. b c. d. |
C. If you want to make sure that the others in the group have understood, or to find out if they agree with you, you can say… | a. b. c. d. |
E. If you don’t understand what someone has said, you can say… | a. b. c. |
.
FEEDBACKSelf Assessment 1
MOTION
SECOND
SECRET BALLOT
RESOLUTION
CONSENSUS
PROPOSER
CASTING VOTE
ABSTAIN
DEFEATED
DROPPED
Self Assessment 2
A. During a meeting, you may want to find out what the other members of the group think. You can ask them for their views by saying… | a. What are your views on this, Kian Bee ? b. Ms Jenna, what's your opinion ? c. Does anyone object ? |
B. If you want to interrupt someone and put forward your own opinion, you can say… | a. If I could just make a point here b. Could I make a suggestion ? c. It seem to me that … You have a point, but …… |
C. If you want to make sure whether the others in the group have understood, or to find out if they agree with you, you can say… | a. Don't you think so, Mr. Chandra ? b. Do you see what I mean ? c. Are we unanimous ?
|
E. If you don’t understand what someone has said, you can say… | a. Sorry, could you say that again, please ? b. I'm sorry I didn't catch what you said c. Sorry, I'm not quite with you |