MEETING DOCUMENTATIONS

1. MEETING DOCUMENTATIONS Week 11 Session II Wednesday 28 Nov, 2012 (input in class) Week 12 Session I Monday 3 Dec, 2012 (activities at home)

2. Learning Outcomes At the end of the lesson, students should be able to 1) write Notice of Meeting 2) write Meeting Agenda 3) write Minutes of Meeting

3. FINAL ASSESSMENTS Week 13 Dec 10th, 2012 8:00am-9:00am Assessment 5a: Writing meeting documents (15%) Week 14 Dec 17th, 2012 & Dec 19th, 2012 8:00am-10:00am Assessment 5b: Meeting presentation (20%)

4. INTRODUCTION

6. NOTICE OF MEETING

7. 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: INTRODUCTION

8. TYPES OF NOTICE

9. Type 1 – Notice of Meeting (Print Poster Form) SAMPLE NOTICE

10. Type 2 – Notice Requesting Agenda Items (Email Form) SAMPLE NOTICE

11. Type 3 - Notice Including Agenda (Memorandum Form) SAMPLE NOTICE

12. AGENDA

13. INTRODUCTION

14. Opening Ordinary Business • Chairperson’s Address • Apologies for absence • Minutes of the last meeting • Matters arising • Correspondence (optional) • Presentation of accounts (optional) • Special Business • the actual reason(s) for which the meeting is called.. • Items may involve: • a. problems which require discussion to arrive at a solution before a final resolution is expressed. • b. issues which require input from the members before a final resolution is expressed • Final Ordinary Business • Any other business • Date of next meeting STRUCTURE OF AGENDA

15. Sample 1 – A Simple Agenda (Contemporary format) SAMPLES OF AGENDA

16. Sample 2 – A Comprehensive Agenda Template Name of Organisation Meeting Title Logistics Agenda

17. 3.2: Activity 1: Writing Notice and Agenda of Meeting (Pair/Group work) NOTICE and AGENDA

18. MINUTES OF MEETING

19. MINUTES OF MEETING

20. MINUTES OF MEETING • Types of Minutes • Verbatim minutes -are used primarily in court reporting, where everything needs to be recorder word for word. • Minutes of resolution - only the main conclusions that are reached are recorded, not a note of the discussions that took place. These are usually used for minutes of Annual General Meetings and other statutory meetings. It is important to note the exact wording of any resolutions that are passed. • **Minutes of narration - a concise summary of all the discussions that took place, reports received, decisions made and action to be taken. **(Students will only concentrate on this type)

21. MINUTES OF MEETING

22. Sample 1: Minutes of Narration (Contemporary Format) Sample 2: Minutes of Narration (Traditional Format) (Refer to samples of meeting minutes in the module pp.119-122) SAMPLE MINUTES

23. 3.2 Activity 2: Reading Comprehension • Answers: • 1. Why is the use of abbreviations important in note taking? • It is important to use abbreviations because it will help speed up the • note taking process. • 2. How can you improve your range of vocabulary when writing • meeting minutes? • Use a thesaurus to vary the words used/to find words with the same • meaning. • 3. In your opinion, what is the most important skill a minute taker should • have and why? • Good at note taking/word processing skills/summarising skills/listening • skills/proofreading skills (accept any one of the skills as long as students • can justify their answers)

24. In Summary: Always write minutes REMEMBER!!

25. Language skills

27. Reported Speech • Reported speech records the words spoken in meetings • When changing direct speech to reported speech, change the following: • The tenses • The pronouns • The time frame

28. Students should complete the activities on Monday Dec 3rd 2012

29. Listen to the audio and answer the questions on pages 127-129. You may check your answers from the following slides.

30. 3.2 Activity 3: Changing direct speech to reported speech • Answers: • Miss Vanessa would see the resort manager the next day to find out the facilities available and to get the quotation. • Mr Yeohinformedthe committee that the consultants had finished auditing the department the day before. • Pn. Suriaagreed to /would form an ad hoc committee which would come up with some suggestions for fund-raising. • Julie suggested that the company’s new factory should be located in Iskandar Malaysia Industrial Park as it has a direct sea link to Port of TanjungPelepas, Johor. • Mr Kumar reported that the new shipment had arrived that day and was ready for processing.

31. 3.2 Activity 4: Summarising (Individual work) • TASK 1 Answers: • 1. Market share: has been falling by about ten percent every year over the • last five years. • 2. Pricing policy: failed to adjust the pricing policy in line with the • competition. • 3. Customer survey results: 1) the policy of excellent customer service • costs a lot and 2) people prefer huge choice and cheaper goods they find in • the hypermarket. • 4. Options: either selling out to the hypermarket or possibly trying to • compete with them. • 5. Consultant’s advice: Don’t sell. Look a bit more at the quality aspect, • put up prices and may need to invest in a huge advertising campaign.

32. 3.2 Activity 4: Summarising (Individual work) • TASK 2 Answers: • What did the managing director say to the consultant concerning market share? (tell) • The managing director told the consultant that the market share had been falling by • about ten percent every year over the previous five years. • 2. What did she say about their pricing policy? (admit) • She admitted that she had failed to adjust the pricing policy in line with the competition. • 3. Which results of the customer survey did she highlight? (point out) • She pointed out that people preferred huge choice and cheaper goods they found • in the hypermarket. • 4. How did the consultant react? (ask) • He/The consultant asked the managing director what she thought her options werethen. • 5. How did she answer him? (explain) • She explained that they were thinking of either selling out to the hypermarket or • possibly trying to compete with them. • 6. What did the consultant tell her to do? (advise) • He advised her not to sell. Looked a bit more at the quality aspect, put up prices and • mightneed to invest in a huge advertising campaign.

33. 3.2 Activity 4: Summarising (Individual work) • TASK 3 Answers: • If you were the managing director, would you take the consultant’s advice? • Why / Why not? (Discuss with students) • TASK 4 Answers: • Listen to two short extracts from meetings. Write a minute to summarise each of the • points discussed. Only record the key information. • Point 1: Petra reports – Petra informed the committee that they had had/received • an email to say that the Korean visit was likely to be posponed by a week or two. • Until he knew for sure, he could not finalise the programme. • Point 2: Rosa reports – Rosa reported that they were all on schedule but she • did not think they would be able to stay within the budget because the stand by the • main entrance was costing $1000 more than the previous year.

34. 3.2 Activity 4: Summarising (Individual work) • TASK 5 Answers: • Listen to two more extracts from meetings and write a minute to summarise the result of the discussions. Only record the decision made and /or the action point. • Point 3: What was agreed? • It was agreed that the future committee meetings would be moved to Thursdays to avoid the clash with departmental meetings and to keep the same start time at 10.00 a.m. • Point 4: Who should do what? • Terry was assigned to draw up a new reporting form and email a draft to everyone for comment. The final version could be decided at the following meeting.