Unit 3 Due 3232

MEETINGS
UNIT 3: MEETINGS
INTRODUCTION
Meetings are required, critical, and at the heart of all
organizations. Meetings are the place most decisions are
made and almost all decisions are communicated. Leaders of
an organization are tasked with making decisions every day
that affect their organization. The meeting process is the
most important process in an organization.
The purpose of meetings can vary widely. In order to ensure
that a standardized process can handle all types of meetings, many meeting organizers have
many variables. These variables become confusing and over time the organizer is not used or
simply only used for key elements of the meeting.
The core purpose of meetings is to decide what needs to be done outside the meeting.
Meetings are:
a critical part of any organization

conducted daily, requiring time and energy
where decisions are made
where action items are determined
where organizational direction is determined
a process, that is repeatable
best executed with discipline and consistency
effective only when run by capable people
Accessed on June 2011, from http://themeetingcompass.com/why.htm
LEARNING OUTCOMES
After completing the topic, students should be able to:
1. differentiate the types of formal meetings
2. write a notice and an agenda of meeting.
3. describe roles of meeting members.
4. explain the procedures of conducting a meeting.
5. use suitable expressions when taking part in a meeting.
6. take notes in a meeting using symbols and abbreviations.
7. deliver a brief speech based on the content of meeting.
EDARAN DALAMAN KKTM SRI GADING SAHAJA
66
MEETINGS
3.1
DEFINITIONS, PURPOSES & TYPES OF MEETING
Definition
A meeting is usually defined as the coming together of at least two people for any
lawful purpose- Meetings can vary in size and can have many purposes.
Purposes of Meeting
Meetings have all or some of the following purposes:
(a)
to give information
(b)
to obtain information
(c)
to bring together knowledge and experience to solve a problem.
(d)
to make decisions, within their sphere of authority
(e)
to develop co-operation and influence attitudes
(f)
to air grievances
More
knowledge
and
experience can be brought

together and more information
be made available.
The flow of
communication
Management
downward and
can
upward were
be well informed of
the
feelings
reactions
of
Advantages
and
of
their
employees.
improved and
horizontal
Handling a
communication can
Meeting
be assisted by the
establishment of
regular meetings of
line managers.
Discussion is often profitable because

ideas are developed or new solutions
proposed through the medium of the
meeting itself.
67
MEETINGS
Types of Meetings
Meetings can be classified into:
(a) Informal Meetings
These may be called at short notice either by means of a note or simply by word of mouth.
They are often called to discuss matters which arise suddenly. These meetings do not
usually have an agenda and it is not usual to keep a record of what happens at the
meeting.
(b) Formal Meetings
These meetings are usually held after the persons entitled to attend have been notified in
writing some time before the meeting. The notice is usually accompanied by an agenda.
The different types of formal meetings are:
i) The Inaugural General Meeting
This is held to decide whether a society should be formed or not. Once it is decided, it
should be formed. Then, the society's constitution and standing orders are formulated. The
constitution is the framework of the society and clearly defines its objectives. The name,
purpose of the society, and the number of executive officers must be stated in the
constitution. The standing orders basically fall into two categories:
a) Rules governing the procedure of the meeting.
b) Rules dealing with the members.
ii) The Annual General Meeting (AGM)
This is held once in a year to elect the officials of the committee, to receive reports and to
give members an opportunity to speak.
iii) The Committee Meeting.
This is held to discuss day-to-day affairs.
iv) The Subcommittee Meeting
This is held by members of a general committee who have been given a particular task to
perform which does not require the attention of all the committee members. It may also be
informal.
v) The Extraordinary General Meeting
This is called to discuss urgent matters that cannot wait until the next Annual General
Meeting.
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MEETINGS
Types of Committee
A committee is a specified number of people to whom the members commit the management
of the society. It will comprise of a chairman, a secretary and a definite numbers of members
and all committees are similarly constituted.
There are five types of committees:
(a) The Executive Committee
This committee is elected at the Annual General Meeting. This is the leading committee in
any organization. It is elected by the, members to administer the society and is responsible
to them. It has very wide executive powers. Members of this committee are elected
individually at~the Annual general Meeting and its officers will consist of a chairman, vice
chairman, secretary, treasurer and other committee members. Ex-officio officers may also
attend.
(b) The Standing Committee
This committee is appointed by the Executive Committee to deal with separate sections of
the work, such as finance, education, welfare and public relations. They are permanent
committees whose members are appointed at intervals, usually every year, by the parent
body. Usually the chairman of a Standing Committee is a member of the executive body
and can make his report in the ordinary course of attending the meeting.
(c) The Sub-Committee
This committee is appointed by any committee for the purpose of decentralization. It is
small, specialized and purely advisory. It automatically ceases to exist when the appointing
committee goes out of office.
(d) The Ad-hoc Committee
This committee may be appointed by any committee. it is a temporary committee,
appointed for a purpose. Its functions are advisory. It exists until the work for which it was
appointed is finished.
Sometimes experts are invited to become co-opted members to provide the necessary the
necessary advice that the committee might need. They are not permanent members and
are present in an advisory capacity, and as such do not have the rights and privilages of an
ordinary member.
(e) The Joint Committee
This is set up by two or more societies to deal with a similar problem. Appointments to
such committees will usually be made by the Executive Committees of the societies
concerned, and their function is to coordinate the working of the various organizations.
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MEETINGS
Below is the basic structure of a society:

EXECUTIVE COMMITTEE
STANDING
COMMITTEE
SUB
COMMITTEE
AD-HOC
COMMITTEE
SUB
COMMITTEE
JOINT
COMMITTEE
SUB
COMMITTEE
SUB
COMMITTEE
Only the Executive Committee has executive powers. The Executive Committee may delegate
certain powers to the standing or sub-committees. Other than that, the function of these
committees is merely advisory.
AT THE ANNUAL GENERAL MEETING

The ordinary members of the society elect the
EXECUTIVE COMMITTEE
Which in turn, appoints the necessary
STANDING COMMITTEES
These are advisory and may not take action without the consent
of the
EXECUTIVE COMMITTEE
which is responsible to, and may not take major action without the consent of the
ANNUAL GENERAL MEETING
Which is composed of ordinary members
Note: Any of the above can appoint a sub-committee, which is responsible

to the body which appointed it and to no one else.
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MEETINGS
TASK 1: TEST YOUR KNOWLEDGE

Fill in the blank with the correct information.
1. A
meeting
is
defined
as
____________________________________for
_______________________________________________. Meetings can vary in size and
___________________________________.
2. The six purposes of meetings are:
(a) ____________________________________________
(b) ____________________________________________
(c) ____________________________________________
(d) ____________________________________________
(e) ____________________________________________
(f) ____________________________________________
3.
4.
5.
One advantage of holding a meeting is:

_____________________________________________________________________
What is the main difference between formal and informal meetings?
_____________________________________________________________________
What are the essential points that must be included in the constitution of any
organization?
(a) ___________________________________________________
____________________________________________________
(b) ___________________________________________________
____________________________________________________
(c) ___________________________________________________
____________________________________________________
6.
Distinguish between the responsibilities of an Executive Committee and an Advisory

Committee.
__________________________________________________________________
__________________________________________________________________
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MEETINGS
7.
8.
Briefly explain what business is dealt with at the:

(a)
Inaugural General Meeting
(b)
Annual General Meeting
(c)
Committee Meeting
(d)
Extraordinary General Meeting
Differentiate between:
(a)
A Standing Committee and Ad-hoc Committee.
(b)
General and Committee Meetings at the Annual General Meeting and an
Extraordinary General Meeting
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MEETINGS
3.2 DOCUMENTS OF A MEETING

Notice for a Committee Meeting
A notice of a meeting is any form of communication used to summon or call to the
meeting all the persons who are entitled to attend. The function is to inform or remind
members of the date, time ad place of the meeting.
Notice of meeting is circulated at least a week before the meeting. Failure to inform even one
member eligible to attend can make a meeting invalid. Notice of a meeting is usually prepared
by the secretary of the club, group or organization. When you write the notice, remember to
include the following information:
The name of the society or group
The kind of meeting it is to be
The date and time of the meeting
The place the meeting is to be held
The name and designation of the person issuing the notice, usually the secretary
The date of issue of the notice
Example of a Notice
The KKTM Sports Club

Notice of Meeting
The Seventh Executive Committee Meeting of the KKTM Sports Club
will be held on Monday, 1st August 2009 at 5 p.m. in the Sports Room
KKTM.
Norah Jonah
Secretary
24th Oct 2011
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MEETINGS
Agenda for a Committee Meeting

An agenda is a list of items to be dealt with at a meeting. The items are
normally arranged in list form and numbered in the order in which the
topics are to be dealt with. You could say that an agenda is a sort of
programmed for a meeting.
The Chairman usually decides what items should be included in the agenda and the secretary
prepares copies of it. The secretary sends a copy to each member usually about a week
before the meeting. This will give members time to think about the business that will be
discussed at the meeting. An agenda is also important because it ensures that all things of
importance are dealt with and considered in their proper order. This will give a meeting
direction and purpose.
Preparation of an Agenda Paper
To ensure that no relevant item of business is left out, the chairman or secretary usually
consults other officials who may have business to include in the agenda.The secretary usually
refers to the minutes of the last meeting, to see if there are any times that were deferred at the
last meeting.
Referring to previous minutes would also be useful because it would remind the secretary of
routine, annual, half-yearly or quarterly recurring items.
The secretary normally keeps a file of important documents, such as reports and
correspondences, which are likely to be required at the next meeting. When preparing an
agenda paper, it is important to be realistic about how many items can be covered in the time
available. If there are many topics to be discussed, perhaps more than one meeting will be
needed.
Firstly, at the top in the center of the page would be the name of the society or club followed
by the heading 'Agenda'.
Example of an Agenda
KKTM SPORTS CLUB
AGENDA
1.
2.
3.
4.
5.
6.
7.
8.
9.
meeting
10.
Chairman's address
Apologies for absence
Minutes of the last meeting
Matters arising out of the minutes
Correspondence
Reports
Special Business
Any other Business
Date, time and place of next
Close
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MEETINGS

(a)
The word 'agenda' refers to the _______________________________________

________________________________________________________________
(b)
(c)
The main purposes of an agenda are

(i)
To ensure that ______________________________________
(ii)
To enable members to ________________________________
(iii)
To prevent much ____________________________________
To preparing the agenda, the secretary should

(i)
first, consult _________________________ who may have business to include.
(ii)
deferred.
refer to _____________________________for any other business which was
(d)
______________________________________________to be transacted are

frequently stated on the agenda paper.
(e)
A good agenda should be

(i) _______________________________________________
(ii) _______________________________________________
(f)
Before sending-out the agenda, it should be approved by __________________

________________________________________________________________
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MEETINGS
Minutes of a Committee Meeting

The minutes of a meeting are an official written record of a meeting. The minutes
provide the grounds for taking action and record a history of transactions for future reference.
The minutes therefore, need to be accurate, factually correct and free from any vagueness.
Office discussions at a meeting are lengthy and some times repetitive. The Secretary, when
writing the minutes must go over the notes made during the meeting and select and
summarize the important points, so that the discussion is presented in a clear and concise
form.
The minutes usually begin with a statement of the day, date, time and place of the meeting,
and this statement forms the heading of the minutes.
Following the heading is a list of those present at the meeting, beginning with the name of the
Chairman, then the secretary and followed by the names of the members present, which may
be listed alphabetically. Following this, the minutes will then go on to record all the items
discussed at the meeting, and will usually follow the same order of arrangement as the
agenda. Thus the agenda is a useful aid when it comes to writing the minutes.
Example of Heading of Minutes
Minutes of the 7th Executive Committee Meeting of the KKTM
Sports Club held on Monday, 1st August 2009 at 5 p.m. in the Sports
Room KKTM.
Remember the following points when writing the heading
1. Start with the word 'Minutes'
2. Mention the type of meeting e.g. 7 th Executive Committee Meeting
3. Mention the name of the Club or Society e.g. IKM Sports Club.
4. Give the day, date, time and place of the meeting.
Next, list the names of those present, starting with the Chairman, followed by the Secretary
and- then the members.
Now let us go on to see how the business discussed at a meeting can be recorded in the
minutes. Remember that the numbering of items in the minutes will follow the numbering in the
agenda.
Item Number 1
Chairman's Address
This first item on the agenda would be the introductory remarks made by the Chairman. You
could write something like this:
The Chairman called the meeting to order at 5. 10 pm and welcomed all the members.
Item Number 2
Apologies For Absence
If all the numbers are present, the secretary would write: There were no apologies for absence
However, if any members had informed the secretary that they could not attend the meeting,
the minutes could record :
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MEETINGS
Apologies for absence were received from Miss Siti Fauziah Bakar and Mr Zulkamarul Ismail.
Item Number 3
Minutes of The Last Meeting
This is when the committee would consider the minutes of the previous meeting. If there are
no errors or omissions, the Chairman would then sign the minutes to confirm that they are
accurate. In this case the Secretary would write something like this:
The minutes of the last meeting w6re accepted as an accurate record and signed by the
Chair-man.
However, sometimes there may be errors in the minutes, and these should be brought to the
attention of the Chairman. The Chairman will then instruct the Secretary to make the change
or changes. The minutes, in this case, may read like this :
The minutes of the last meeting were read by the Secretary. The following amendment was
made:
Item Number 4 The price of the hockey sticks listed at $300.00 was incorrect and was
changed to $3,000.00.
The minutes were then approved as a correct record and signed by the Chairman.
Item Number 4
Matters Arising Out Of the Minutes
If there are no matters arising, the Secretary would simply write;
There were no matters arising.
However, if there is any information regarding developments or follow-up action taken with
regard to the business dealt with at the last meeting, members may briefly present the
information, and the minutes may read like this:
Mr Annuar Shamsudin informed the meeting that lockers had been installed outside the tennis
courts and they were ready for use.
Item Number 5
Correspondence
The minutes should briefly record the main content, of any correspondence received e.g.:
A letter of thanks was received from the Headmaster of Sekolah Aminuddin Baki. The
Headmaster conveyed the appreciation of his school for the assistance rendered by the KKTM
Sports Club during the school's recent sports meet. It was agreed that a copy of the letter
would be pinned up on the club's notice board.
Item Number 6
Reports
The minutes should briefly record the major content of any reports presented e.g.;
Mr Nazri Hisham, Chairman of the Football sub-committee reported that at their second
committee meeting held recently, it was decided that inter hostel friendly football matches
would be held from August to October, 15. He reported that the Wardens of the two hostels
had kindly agreed to present RM100.00 each to the winning team.
Item Number 7
Special Business
It is under the section entitled 'Special Business' that the main business of the meeting is
discussed and proposals or motions are put forward. Usually this item is sub-divided into two
77
MEETINGS
or more items of business that are to be dealt with. Usually, at least two or three proposals are
put forward, seconded and put to the vote for each item under 'Special Business'.
Examples of items under this heading are:
a)
Inter Campus Hockey Tournament in Stadium Jalan Duta
The Chairman informed the* meeting that the Inter- Campus Hockey Tournament would be
held in Stadium Jalan Duta this year. Miss Aishah Aziz proposed, seconded by Mr. Azman
Anuar, that the Inter Campus Hockey Tournament be held from the 6th to 10th September.
She felt that it should not be held too late in the semester as students would be concentrating
on exams then. Her proposal was put to a vote and carried unanimously.
Mr. Karim Jamal proposed, seconded by Mr. Annuar Shamsudin, that lecturers be approached
for donations towards the purchase of trophies for the winners. The treasurer, Miss Hasni
Zawawi, felt that this was not necessary as the Club has ample funds from the various
fundraising campaigns held the previous year.
After some discussions, the proposal was put to a vote and defeated.
Mr Azman Anuar then proposed, seconded by Miss Rozita Muhammad, that a sub-committee
be formed, chaired by Mr Karim Jamal, to take charge of the preparations and arrangements
for the lnter Campus Hockey Tournament. The motion was put to a vote and carried by a large
majority.
The Chairman asked Mr. Karim Jamal to appoint three suitable subcommittee members and
present a report concerning the arrangements made at the next meeting.
b)
Annual Dinner
The Chairman informed the members that as the Annual Dinner of the club was traditionally
held on the first Saturday of October, this year's Annual Dinner would be on 3 October.
Miss Hasni Zawawi proposed, seconded by Mr Annuar Shamsudin, that the Annual Dinner
2009 will be held in Hotel Grand Maya. She mentioned that last year, several members were
unable to attend the annual dinner which was held at a hotel as the tickets were too
expensive. After some discussion, the proposal was put to a vote and carried unanimously.
The subject of entertainment for the evening was then discussed.
Several local artistes' names were suggested, but it was agreed, that their charges would be
too high. Miss Rozita Muhammad proposed, seconded by Mr Johari Salleh, that the KKTM
band be asked to provide musical entertainment for the Annual Dinner. The proposal was put
to a vote and carried.
With regard to the menu for the dinner, several suggestions were put forward. It was finally
decided that Miss Rozita Muhammad would approach the caterers from Hotel Grand Maya, to
find out the types of menu that they could provide and also to get their quotation. The
chairman asked Miss Rozita to present the information at the next meeting.
Item Number 8
Any Other Business
Members can ask for or give any information that they consider important under this item on
the agenda. However, no important decisions can be made.
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MEETINGS
Miss Hasni Zawawi informed the meeting that the aerobics class held every Saturday was
very well-attended. She said that requests from members for another class on Wednesdays
had been received. The Chairman then said that the matter could be put on the agenda for the
next meeting.
If members have no matters to raise under this item on the agenda, the Secretary would
merely record.
There was no other business.
Item Number 9
Date, Time And Place Of Next Meeting
The minutes would record the date, time and place agreed upon for the next meeting.
It was decided that the next meeting would be held on 14th August 2009 at 5 p.m. in the Sports
Club Room.
Item Number 10
Close
The Chairman would usually end the meeting with some suitable concluding remarks. The
minutes could also record the time the meeting ended e.g.
The Chairman thanked all the members for their participation during the meeting and closed
the meeting at 7.15 p.m.
At the end of the minutes, space should be provided for the signature of the Chairman. The
name of the Chairman and his designation should be printed clearly beneath. The Chairman
will sign the minutes after they have been approved at the next meeting. He would also write
the data after signing the minutes.
The Secretary, however, may sign the minutes, and record his name, designation and the data
after he has written or typed out the minutes.
TASK 2: PRACTICE
Answer the questions by referring to the Minutes of Meeting given on page.
1.
2.
3.
4.
How many items will be discussed in the meeting?

_____________________________________________________________________
Where and when will the meeting be held?
_____________________________________________________________________
What item will be discussed after the Welcome Speech by the Chairman?
_____________________________________________________________________
When was the minute of the meeting written?
_____________________________________________________________________
TASK 3: MATCHING
Match the words and phrases from the e-mail (1-7) with the definitions (a-g).
1. purpose
a. notes of what it is aid in a meeting
2. agenda
b. the people who take part in a meeting
3. main points
c. a list of what will happen in a meeting
4. participants
d. the things to do after a meeting
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MEETINGS
5. chairperson
e. the person who keeps control of a meeting
6. minutes
f. the reason for or aim of having a meeting
7. action points
g. the most important things to talk about
TASK 4: GROUP WORK

Work in groups. You have decided to hold a meeting to plan a social event for the next
semester. After that, write a notice to inform the members of the meeting and the agenda.
Refer to the examples that are given above.
When and where will the meeting be?
Who will be the participants?
What are the main points?
Who will be the chairperson?
Who will take the minutes?
Who will speak about the particular points?
What will happen after the meeting?

TASK 5: PRACTICE
A. Name the three documents that are needed in formal meetings?

1. __________________________
2. __________________________
3. __________________________
B. What are the contents of each of the document mentioned above?

1.___________________________________
2.___________________________________
1. ______________
3.___________________________________
4.__________________________________
5.
___________________________________
2. _______________
6.
___________________________________
7.___________________________________
8.__________________________________
9.___________________________________
80
10.__________________________________
_
11.__________________________________
_
MEETINGS
3. _______________
3.3 ROLES AND ETIQUETTE IN A MEETING

ROLES OF PEOPLE IN A MEETING
A meeting cannot be efficiently and effectively carried out if
the members are not aware of their specific roles and duties.
The following Tables I - IV will show you the roles and duties of the chairperson, secretary,
treasurer and committee members and also what they should do and should not do.
TABLE 1: THE ROLE AND DUTIES OF CHAIRPERSON
should be
should not be
a. Experienced to chair, guide and lead
a. Inexperienced to chair a meeting.
a meeting efficiently.
b. Able to decide how matters are to be
b. Undecided and allow members to
discussed in an orderly manner.
dominate on matters to be discussed.
c. Open-minded, fair and impartial to all
c. Close minded and partial to selected
members.
members.
d. Able to keep the peace between
d. Unable to keep the peace by taking sides.
members arguing.
e. Tactless in stopping a member from talking
e. Tactful to know how to stop a member
too much by making the member lose face.
from talking too much, without the
member losing face.
THE CHAIRPERSONS DUTIES
should be
should not be
a. Wait longer than half an hour to start a
a. Start and end a meeting on time.
meeting.
b. Maintain order and smooth running of
b. Allow members to be unruly.
meeting according to procedures and
agenda.
c. Allow a meeting to drag on without time

control.
d. Dominate the whole meeting by:
i) not slowing other members to speak; or
ii) allowing any other member to dominate the
meting
e. Bulldoze his/her own opinions and not
listening to other members suggestions or
opinions.
f. Tolerate noisy, unruly behavior by any
member.
g. Allow any unruly, noisy meeting to continue.
c. Have efficient and effective time

management during the meeting.
d. Ensure that all members are given an

opportunity to speak/ voice out.
e. Consult and listen to members

opinions and suggestions.
f. Be able to send out any unruly

member.
g. Have the authority to stop and close

any unruly and noisy meeting.
TABLE II: THE ROLE AND DUTIES OF THE SECRETARY

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MEETINGS
should be
a. very proficient in the language of
meetings.
b. fair in reporting what each member has
said or done
c. honest in stating the facts accurately
should not be
a.
Weak in the language of meetings.
b.
Biased in reporting what each member has
said or done.
c.
Emotional or biased in stating facts which
may not be personally agreeable.
d.
Lax and do not carry out the numerous
duties efficiently.
d. efficient and dedicated worker in

carrying out the numerous duties to
ensure the smooth running of the
organization.
2. THE DUTIES OF THE SECRETARY ARE TO
a. Ensure that the notices and agendas of meetings are sent out early to all members.
b. Coordinate work and have good rapport with the chairperson and other committee
members to ensure the smooth running of the organization.
c. Circulate any relevant documents before the meeting starts.
d. Provide any relevant information required.
e. Be skilful in taking down accurate notes during the meeting.
f. Write good, unbiased, accurate minutes.
g. Ensure that all works and requests by members during the meeting are carried out
later on.
h. Write all letters for the organization.
TABLE III: THE ROLE AND DUTIES OF THE TREASURER

should be
should not be
a. Inexperienced at keeping accounts.
a. Good at figures and accounting
b. Dishonest and lax in keeping proper
procedures.
accurate accounts.
b. Honest, careful and meticulous in keeping
proper and accurate accounts.
c. Lazy in devising ways and means to
c. A hard worker, who will help the
increase the organizations money and to
organizations money to increase; and to
ensure that the money is properly sent.
oversee that the money is properly sent.
a.
b.
c.
d.
2. THE DUTIES OF THE TREASURER ARE TO

Inform all members when to pay up their membership fees and to collect the annual fees.
Give prompt receipts when collecting money.
Keep all receipts for money spent.
Give meticulous, proper accounts of money received and spent at every meeting.
TABLE IV: THE ROLE AND DUTIES OF COMMITTEE MEMBERS

should be
should not be
a. Committed to give up personal free
a. Interested only in self glory and personal
time to serve the organization
gain; full of self importance; uncommitted to
faithfully.
give up leisure time to serve the
organization.
b. Open-minded; knowledgeable with
b. Close minded; ignorant; and unwilling to
up-to-date relevant information to
change to keep up with new ideas to help
help the organization to progress.
the organization progress.
c. Knowledgeable in the rules and
c. Ignorant on the rules and procedures of how
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MEETINGS
procedures of how meetings are

meetings are conducted.
conducted.
d. Well-behaved and calm to ensure
d. noisy and unruly to disrupt the smooth
the smooth running of the meeting.
running of the meeting
e. Rational and calm to think things
e. Irrational and emotional during the
through carefully before speaking.
meetings.
f. Attentive; participate actively at
f. Inattentive; passive and uninterested in the
meetings; interested in the policies
policies and decisions of the organization.
and decisions of the organization.
3. THE DUTIES OF COMMITTEE MEMBERS ARE TO
a. Read carefully the agenda, minutes and other relevant documents (so as to detect errors)
before coming to the meeting.
b. Send in apologies early if unable to attend the meeting.
c. Arrive on time to participate in the meeting.
d. Be alert at meetings to detect any error in reasoning, discussions, or policy making matters.
e. Participate fully to give wise suggestions or solutions to problems.
f. Behave decorously during meetings and to follow the procedures and agendas set out, so
as to ensure the success of the meeting accept the decisions made by the majority of the
committee members.
g. Accept any responsibilities given out during the meetings and to execute them faithfully,
effectively and efficiently.
It is important to know the various roles and duties of the chairperson, secretary, treasurer and
committee members so as to ensure the smooth running of any meeting.
Having an insight of how meetings are run and conducted effectively and efficiently will also help you to:
a. take effective and efficient notes during the meetings.
b. write proper and accurate minutes of the meetings
TASK 1: PRACTICE
A.
Fill in the blanks with appropriate answers.
1. State 3 essential duties of a secretary

i. ___________________________________________________
ii. ___________________________________________________
iii. ___________________________________________________
2. List 2 duties of a treasurer.
i. ____________________________________________________
ii. ____________________________________________________
B.
Put the following meeting process in the correct order

________
Allow participants to take a break
________
Close the meeting.
________
Draw the agenda for the meeting.
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MEETINGS
________
Resume the meeting.
________
Run through the minutes of the previous meeting.
C. Write the word to complete the sentence.

break
kick of
matters
Main point
proposal
1. A short time to relax is also called a _____________
2. If you make a suggestion, it could be in the form of a ______________
3. The key idea is also the ______________
4. Another term for issues or important subject is _______________
5. To _____________ a meeting means the same as to start it.
D. Match the Left Items with the Right Items.
Chairman
a. Alert in meetings to detect any error.

b. Keep all receipts for money spent.
c.
Provide relevant information required
d. Conduct meeting with good time management

e. Send out any unruly member
Secretary
f.
Write all letters for the organization
g. Inform members when to pay up the membership fees

h. Arrive on time for a meeting
Treasurer
i.
Collect annual fees
j.
Accept any responsibilities given out during the meetings
k.
Maintain order and smooth running according to

procedures and agenda
l.
Committee
Members
Circulate any relevant documents before the meeting

starts
84
MEETINGS
MEETING ETIQUETTE
Understanding the Procedures In Conducting Meetings
Before you can write effective and efficient minutes of meetings, it is imperative that you study
(a) the procedures of how ordinary meetings are conducted and
(b) the roles and duties of the chairperson, secretary, treasurer and committee members.
An insight knowledge of the rules and procedures of how meetings are conducted, together
with the roles and duties of the chairperson, secretary, treasurer and committee members will
help you prepare to take better notes at meetings. This is because you are aware of what is
happening and what is to come. This prior knowledge will also help you later to write proper
minutes of meetings.
Review the general procedures for an ordinary committee meeting as shown in the following
table.
The
chairperson
reads
PROCEDURE 1: OPENING THE MEETING

the apologies from If there is no quorum, the meeting is adjourned.
members who are unable to attend the meeting

The time the meeting started is officially recorded.
PROCEDURE 2: READING THE APOLOGIES FOR ABSENTEES
The chairperson read the apologies from Any committee members who cannot attend the
members who are unable to attend the meeting.
scheduled meeting, must notify the secretary
before the start of the meeting.

PROCEDURE 3A: CONFIRMING THE MINUTES OF PREVIOUS MEETING
The chairperson asks if the members agree with Members have to read and study carefully the
the minutes of the previous meeting. If the
previous minutes to ascertain that there are no
members agree, the chairperson asks for a
errors and the facts been accurately reported.
proposer and seconder to pass the previous

minutes and signs the minutes.
PROCEDURE 3B: AMENDING THE PREVIOUS MINUTES OF MEETING
If there are no errors, inaccuracies or omissions, For formal meetings, all amendments to the
amendments have to be made.
minutes have to be proposed and approved by
When the members are satisfied with the minutes,
members.
the chairperson asks for a proposer and seconder

to pass the amended minutes, before signing it.
PROCEDURE 4: DEALING WITH MATTERS ARISING FROM THE PREVIOUS MINUTES
The chairperson deals with matters arising from a)
Members can go back to any business
the previous meeting.
discussed at the previous meeting.
85
MEETINGS
b)
The
secretary
can
read
any
correspondence related to the issues of the

previous meeting and distribute copies of it.
PRODCEDURE 5: DISCUSSING THE MAIN BUSINESS FOLLOWING THE AGENDA
The chairperson starts discussing on items of the Each sub committee member gives reports.
main business listed on the agenda.
PROCEDURE 6: DISCUSSING ANY OTHER BUSINESS
The chairperson allows members to raise any The committee members are now given a chance
matter not related to the main business of the
(a) to raise any question pertaining to the
meeting under Any other business.

organization or (b) to give suggestions.
PROCEDURE 7: DETERMINING THE DATE OF THE NEXT MEETING
The chairperson determines the date, time and The committee members are allowed to choose
venue of the next meeting.
and agree on the exact date, time and venue
suitable for everyone.

PROCEDURE 8: CLOSING THE MEETING
The chairperson adjourns the meeting officially.
The time the meeting ended is officially recorded.
TASK 2: ROLE-PLAY
Role play procedures in attending meeting
3.4
LANGUAGE OF FORMAL MEETINGS
86
MEETINGS
Fill in the blanks with verbs from the given list to describe what happens in each picture. Use
the correct form of the verb
Resolving an Issue through the Discussion
87
MEETINGS
TASK 3: LEADING A MEETING

Useful Expression in Conducting a Meeting
88
MEETINGS
Language Function
Useful Expression/Vocabulary
Chairman opens meeting
Ladies and gentlemen: I am happy to welcome you to our

_______meeting which, I trust, will prove profitable to us
and the society.
Thank you for coming to the meeting.
Welcome to our_________ meeting.
Chairman proceeds to the

items
We shall now proceed to deal with next item

We shall now move on to item which is
Apologies for absence
Apologies for absence were received from Man and Miss

Rihanna
I now call upon the Secretary to read the minutes of the
last meeting.
(After Secretary reads the minutes).
Minutes of Last Meeting

Has anyone questions or comments to make?
Can someone propose that the minutes be passed as a
true record of the business dealt with at the last _____?
Agenda Item No___________________.
Is, correspondence. Miss Secretary, could you please
read/tell us the contents of the letters received?
Correspondence
Miss Secretary, could you please go through the
correspondence?
Reports
Adoption of reports
We would now like to have the report of the committee.

Any questions or comments?
Would any member like to propose the adoption of the
reports?
Mr Chairman, I propose "That _____________
89
MEETINGS
Mr Chairman, I second the motion/ the amendment/the

nomination.
I wish to support ___________________
Proposing and seconding
motion amendments
I
am
opposed
to
_______________________
the
motion/amendment
I nominate __________
I
propose/
nominate
________________
______________
as
the
I propose "That the word/s' ____________ be added after

the word
I propose "That the word/s' _____________ be deleted.
I propose "That the word/s' _______________ be
substituted with the words' _______________.
Shall we put this to a vote?
Will all those in favour raise your hands?
Voting
We have ______________votes for the motion and

____________ votes against it the motion is therefore
passed / defeated.
It has been resolved "That ______________.
Resolution
The resolution is "That ______________.
Any other business
Is there any other business to be discussed?
Date and time of next The next meeting will be held on(Day/Date/Place/ Time)
meeting
You will be informed of the next meeting.
Closing the meeting
TASK 4:
Match the words
Will someone propose that the meeting be closed? Thank

you.
Thank you for coming to the meeting. I now declare the
meeting closed
TAKING PART IN FORMAL DISCUSSIONS

with the correct definition. Use a dictionary to help you
90
MEETINGS
apologies
participant
agenda
decision
tailor
approve
motion
attendance
opinion
consensus
adjourn
declare
brief
the number of people who go to or are present at a

place
a choice or judgment that you make after thinking about
various possibilities:
short or quick
all agreeing about something:
a list of matters that need to be discussed or dealt with
what you think about somebody/something
a person who takes part in something
to stop a meeting, a trial, etc. for a short time and start it
again later
Acknowledge, and express regret, that (something has
occurred etc.)
Make known or state publicly, formally, or explicitly;
affirm, assert; proclaim; (in weakened sense) say,
announce.
A formal proposition or proposal put before a
committee, council, legislature, etc
Adapt, adjust, modify, convert, alter, accommodate.
TASK 5: VERB
Choose the correct form of verb
1. Hafiz ________________(apologise) for being late for the meeting.
2. The president ______________(declare) that the meeting is ________________
(adjourn) to another time.
3. The minutes are ______________(correct) by the secretary.
4. One of the committee members __________________(recommend) that the next
meeting is _____________ (hold) in another place.
5. The meeting is _________________(schedule) in the afternoon.
6. The motion was ______________ (approve) by president.
7. Yusof ______________(second) the vote.
8. The matter was _______________(discuss) in the meeting.
9. The president ___________ (note) the issue discussed.
10. Only a few participants ___________ (participate) in the meeting.
3.4
NOTE TAKING AND MINUTES OF MEETINGS
91
MEETINGS
TASK 1: NOTE TAKING

Rewrite the sentences below in full sentences
1. "Learn 2 wrt fast b4 u go bananas!"
______________________________________________
2. Pls b at my office w/ d doc. ASAP
______________________________________________
3. c u b/4 4
______________________________________________
4. He left his $ n etc at d office
______________________________________________
When you are listening to your instructor and trying to take notes at the same time, it can
be a little bit difficult to write quickly enough. Using symbols in your notes will help you
write more quickly. Here are some symbols you can use:
SYMBOL
MEANING
EXAMPLE
leads to, produces, causes, makes
Practice improvement.
comes from, is the result of
Success determination.
increased, increasing, goes up, rises
Taxes 200% last year.
decreased, decreasing, lowering
Salaries this year.
&
and
coffee & cream
at
I'll be home @ 4:00p.m.
per
17 miles/gallon
page
Read p 89.
pp
pages
Study pp 37-40.
paragraph
Rewrite number four.
section
Read 7 again.
question
Answer ? 5.
Math Symbols
92
MEETINGS
SYMBOL
MEANING
EXAMPLE
plus, in addition, and, also
He rides a bike + he skates.
minus
He was - a brain.
equal to, is
Women are = to men.
not equal, is not
Diet ice cream is to real!
about, approximately
He's ~ 17 yrs old.
ft
foot, feet
He's 6 ft tall.
times
5X the diameter of the earth.
>
<
greater than
6>2
less than
My salary is < yours.
money, cost, price
He left his $ at home.
percent
12% of the employees came.
approximately, more or less
She made ~ 25 copies.
..
therefore
I think .. I am.
#
no.
#s
nos.
number
number
numbers
numbers
Please answer # 7.
Please answer no. 7
Please answer #s. 1-10
Please answer nos. 1-10
ht
height
ht 5'3
wt
weight
wt 150
to
two
too
Time 2 go!
2 people.
Me 2.
Initials and Abbreviations
93
MEETINGS
SYMBOL
MEANING
EXAMPLE
w/
with (something)
A war was fought w/ NATO aid.
w/o
without
They fought w/o fear.
w/i
within
There are problems w/i the company.
i.e.
that is
A Siamese, i.e. a cat, is a fun pet.
e.g.
for example
Professionals, e.g. doctors and lawyers, met here.
etc.
et cetera, so forth
Cats, dogs, etc., make good pets.
b/c
because
We pay taxes b/c it's the law.
b/4
before
Chicken b/4 egg?
re:
regarding, about
I need to see you re: the sales figures.
esp.
especially
Tobacco, esp. cigarettes, causes cancer.
min.
minimum
The min. is $400.
max.
maximum
The max. number of people in an elevator is 10.
gov't.
government
The gov't. helped the people.
ASAP
as soon as possible
Finish your exam ASAP.
wrt
write
wrt #3 (write number 3)
rt
right
rt side
year, years
She's 5 yrs old.
c.
circa, about, around,

from the year
This picture is c. 1900
vs
versus, as opposed to
Purple vs green
ch
chapter
Read ch 8.
Q
A
question
answer
Q: What is that?
A: I don't know!
ex
example
Look at ex 4.
word
words
1 vocabulary wd.
25 vocabulary wds.
ref
reference
ref required.
diff
difference
What is the diff?
yr / yrs
wd
wds
A few more note taking tips for you:

1. If you are in a hurry, leave out a, an, or the, and dot your i and cross your t later.
2. Always use 1, 2, 3 instead of one, two three.
3. Abbreviate any word by leaving out the vowels.
TASK 2: GROUP WORK

Divide the class into four groups, each of the groups has to prepare a short text by
using the abbreviation above. Afterward the groups have to exchange their short text and
translate it in a full sentence.
94
MEETINGS
TASK 3: READING COMPREHENSION

TAKING MINUTE MEETING
Taking meeting minutes is an important skill. At some point your boss may ask you to take
minutes at a meeting. This task isn't reserved for secretaries only. Any person who attends a
meeting may be asked to do this. Since the minutes will serve as an official record of what
took place during the meeting, you must be very accurate. Here are some pointers to help you
master this skill.
Before the meeting choose your tool to decide how you will take notes, i.e. pen and paper,
laptop computer, or tape recorder. Also make sure your tool of choice is in working order and
have a backup just in case. You should use the meeting agenda to formulate an outline.
During the meeting pass around an attendance sheet and get a list of committee members
and make sure you know who is who. Also note the time the meeting begins. Don't try to write
down every single comment, just the main ideas. Write down motions, who made them, and
the results of votes, if any; no need to write down who seconded a motion. You should make
note of any motions to be voted on at future meetings. And dont forget to note the ending time
of the meeting.
After the meeting type up the minutes as soon as possible after the meeting, while everything
is still fresh in your mind. Include the name of organization, name of committee, type of
meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. And also include
the time the meeting began and ended. Lastly proofread the minutes before submitting them.
Dawn Rosenberg McKay
Answer the questions based on the article given.

1. Why is taking minutes important?
___________________________________________________
2. What is the use of an agenda?
___________________________________________________
95
MEETINGS
3. Based on the article, what are the important items that should be noted during the
meeting?
_____________________________________________________________________
__________________________________________________________
4. List the things that are not important to note down in a meeting.
_____________________________________________________________________
__________________________________________________________
TASK 4: MINUTE MEETING

Here are part of minutes taken in a board of directors meeting. Complete the table
below with the gist or the main points of the meeting based on the given minutes.
Board of Directors Meeting

July 8, 2010
Subang Convention Center, Kuala Lumpur
President Smith called the regular Unit Board of Directors meeting to order at 9.00 AM at the
Subang Convention Center in Kuala Lumpur. Those in attendance and constituting a quorum
were:
Present: (List names)
Absent: (List names and whether excused or unexcused)
Others Present:
MOTION by Jones:
Move to approve the minutes of the June 6, 2006, meeting.
Seconded and carried without dissent.
Presidents Report:
President Smith recommends that if we are not able to find a new facility by the end of this
month, the unit should continue to hold board meetings in the current location over the
summer. Board briefly discussed the options.
MOTION by Johan:
Move to extend the existing meeting arrangements for the next three months.
Seconded and passed without dissent.
Smith announced that the ACBL has introduced a new education program for unit board
members. The seminar will be held at the upcoming NABC. Smith recommends that all board
members who will be at the NABC take advantage of the opportunity, and that the unit board
should reimburse any attendees for the fee.
96
MEETINGS
MOTION by Bahari:
Move that the unit board shall reimburse the fee to any board member who attends the
seminar. Seconded and passed. Dissenting: Mohd Adam bin Muhammad.
Treasurers Report:
Treasurer Mohd Adam explained that our accountant has reviewed the units bookkeeping
procedures and found them to be satisfactory, in preparation for the upcoming yearly financial
audit.
Mohd Adam reported that the units IRS form 990 is now available for viewing on the units
website. This publication on the web fulfills requirements for making the form 990 available to
the public.
Mohd Adam reviewed highlights, trends and issues from the balance sheet, income statement
and cash flow statement.
MOTION by Mohd Daud:
Move to accept the treasurers report.
Board Development Committee's report provided by Chairman Rahim:
Rahim reminded the board of the scheduled retreat coming up in three months, and provided
a drafted retreat schedule for board review.
MOTION by Ahmad:
Move to accept the retreat agenda.
97
MEETINGS
Date: _____________________
Time: _____________________
Place: ____________________________________________________
Type of Meeting: ___________________________________________
Participant (Who)
President
Johnson
Motion
- find new meeting facilities
- use current location if not
available
- extend existing meeting arrangements - next three
months.
TASK 5: SHORT NOTES

Read the following dialogue and make short notes on the main points of the
meeting.
Gary: Sam, could you review the results of the survey on leisure sporting activities again? We
need to plan out our proposal for this Friday's business meeting.
98
MEETINGS
Sam: Sure,
Gary. I've summarized the results in the handout, broken down by consumer age groups and
sporting activities. The survey was administered to 550 men and women between the ages of
18 and 55 years old, and the results have been compiled in the following age groups: 18 to 26,
27 to 35, 36 to 45, and 46 to 55. According to the results, the most active group involved in
sporting activities are those between 18 and 26 years old, followed by those 36 to 45 years
old.
Gary: Okay.
Sam: As far as particular sports are concerned, people in these two groups cited jogging as
their favorite recreational sport followed by skiing, tennis, swimming, and cycling.
Gary: And what about these groups broken down by gender?
Sam: Oh, Gary, thanks for bringing that up. Men appear to be slightly more active than women
in the 18 to 26 year-old age group, but women seem more active in the other three groups.
Gary: Hmm. Based on what you have said, I think we should consider targeting the 18 to 26
year-old age group more in the future. I also feel we should consider expanding our line of
athletic shoes, particularly jogging and tennis footware. We also have to come up with a more
appealing slogan aimed at this age group.
Sam: I see what you mean. However, when these results are compared with the survey
carried out three years ago, we can see a growing trend among older consumers--those 14, I
mean 46 to 55--who are becoming more conscious and concerned about staying fit. I believe
this trend will continue, so we should focus on this group instead.
Gary: I see your point. Well, let's meet again on Wednesday to iron out more of the details of
this proposal.
Gary
Sam
99
MEETINGS
TASK 6: FILL IN THE BLANKS
Fill in the blanks with the provided words from the above box
leisure (adjective; also noun): time available for ease and relaxation
summarize (verb): sum up or give a summary of
break down (verb): to analyse data into different categories; also to stop functioning
because of mechanical failure
compile (verb): put together, collect or accumulate
100
MEETINGS
cite (verb): to make reference to or mention

target (verb): to aim at or set a goal toward
appealing (adjective): able to attract interest or draw favorable attention
iron out (verb): straighten out, settle, or resolve
slogan
(noun):
a
favorite
saying
or
survey (noun): questionnaire or a detailed critical inspection
1. The company is conducting a ___________ to find out what new
motto
products its customers
want.
2. I try to set aside an hour or so every weekend for _________ activities with my children.
3.
The president doesn't have the time to read the whole report, so you better
________________ it for him.
4. The student population at this school can be _______________ into several main groups.
5. I need to _____________ the data and write the report by Friday.
6. The president ____________ several reasons for poor earnings during the latter part of the
year.
7. The management has decided to ____________ their new line of laptops at university
students.
8. Changing the decor of the restaurant will create a more ______________ atmosphere for
older customers.
9. We need to come up with a new ____________ that will better represent our product.
10. I prefer not to proceed with the plan until we _____________ some of the details.
3.5
BRIEFING STAFF ON CONTENT OF MEETINGS
What went right?

What when wrong?
101
MEETINGS
Situation: Meeting on sales and hiring a new staff for the post of Export Facilitator
Mr. Neville
: Can I now sign these minutes as correct? (silence)

Then we all agree that they are correct. (he signs)
Mr. Neville
: Are there any matters arising from the minutes that we need to discuss?
Mrs. Shereen : Yes, Mr. Chairman I wish to state that Mr. Halim has accepted the post of
Production Co-ordinator that I was instructed to offer him. Hell report for duty
on 1st June.
Mr. Neville
: Since there are no other matters arising from the minutes, we shall go to
item 3 on our agenda Export of TW car radiator model 16X for the period of
February March 2004. I see that the export figures show a tremendous
increase as compared the previous months. Mr. Adam, can you elaborate on
this?
Mr. Adam
: Yes Mr. Chairman I will report that the increase in sales and export is
due to our improved promotion strategy in Japan. Our sales executives
managed to penetrate new markets in Japan. In fact, we have established
three new contracts in Osaka, Tokyo and Kyoto. That makes a total of nine
sales outlets now and as from February two of our agents have agreed to
increase their imports by further 15%. And accordingly, we have improved on
the aftersales services and have the parts available in almost all the
regions in Japan.
Mr. Neville
: Well we hope that our new model meets the same demand. By the Mr.
Frank may want to come up with the figures in terms of ringgit and cent.
Mr. Frank
: Well Mr. Chairman with the increase in sales for the last two months
transport costs increased by about 3.5% and the expenses incurred on the
recruitment of new personnel and promotions
increased by about
4.5%.These are short-term financial expenses. I suppose, looking at the sales
projection in the long run, we may able to cover these costs.
Mr. Sasi
: Mr. Chairman, our cash flow has been under control despite the increase in
expenses and I foresee an increase in the profit margin for the first six
months of this year.
Mr. Neville
: Lets hope for the best. I see the likelihood that itll be moving towards an
upward trend even in the second half of the year.
Mr. Rizal
: Well Mr. Chairman I think we should explore the market rather more.
Our production seems slightly in excess to demand. At the rate now, we are
still storing 30% of our production after meeting all the demands.
Mr. Neville
: That will be taken into consideration. Well we shall go on to item 4 on our
agenda Appointment of new staff we have two applicants to consider for
the post of Export Facilitator. This is important, as we are planning to launch
our new product soon.
Mr. Chairman : well Mr. Rafiq and I interviewed Ms. Jennifer and Mrs. Shereen : Mr.
Vincent. We only have two qualified applicants to consider for the post. Mr.
Vincent has had more exposure to import and export business. He worked for
Timberland resources for about six years and was facilitating exports to
Europe.
Mr. Rahman : And what about Ms. Jennifer?
102
MEETINGS
Mrs. Shereen: Ms. Jennifer may have less experience in this field but she speaks fluent
Japanese and English. And she has done some good business with few
Japanese companies. The credentials show.
Mr. Neville
: Well in view of what youve said Ms. Jennifer should get the job.
Knowing Japanese language is an asset to our company as were trading with
Japan. Please offer her the job. Theres scope to train her up.
Mr. Rafiq
: What salary should we offer her?
Mr. Frank
: Well the salary for the post is RM4000 to RM6000.
Mr. Neville
: As Ms. Jennifer is fairly new to this field, I think we should offer RM4500
that means we should allow her two increments only see how she performs.
Mr. Frank
: Yes I agree. Thats a fair salary to offer her to start with.
Mr. Neville
: And now lets go on item 5 promotion of TX car radiators model 17X for
next year. What can you tell us about the promotion plan?
Mr. Rafiq
: Well Mr. Chairman, we have identified a few agents in Japan who are keen
to deal with us. I shall ask Ms. Jennifer to visit these agencies next month.
Since were not going to face stiff competition from products both local and
imported, I see that we shall have an edge over the few existing exporters. We
have also decided to fix the price 12% higher than the previous model. Both
models were exhibited at the Osaka Exposition last week. We have thus far
received six orders, each seeking not fewer than 50 units.
Mr. Neville
:Yes, thats a good sign. Please assign Mrs. Selina to ensure that the
production meets the requirements for at least 100 000 units by the end of this
year, and whats the production rate like now?
Mrs. Selina
: Well, weve only 3000 units in stock at the moment. The stock for the older
model has reached 500 000 units we expect to clear half of the stock before
June this year.
Mr. Rizal
: In fact, weve identified a building to stock the new models which will be
operating this July
Mr. Neville
: You mean the vacant building in the west wing?
Mr. Rizal
: Yes.
Mr. Neville
: I want you to prepare a brief report on the conversion of that building into a
warehouse Mr. Frank will assist you with the financial aspect of it. By the
way, Mr. Sasi are you in a position now to submit a full report on our financial
position profit margin after tax deduction for last year?
Mr. Sasi
: Im afraid not. Ive receive a few more financial notes from the banks to
computer the data it will be ready for the next meeting.
Mr. Neville
: And now, lets go to item 6 other matters.
(silence)
Mr. Neville
: Well then, Mrs. Deepa, when do we meet again?
Mrs. Deepa : The 16th is the first Monday in June, Mr. Chairman.
Mr. Neville
: All right it would give us an ample time to work on our assigned tasks and
come up with some positive feedback So, its 16th June at 9.30 a.m. in
the Conference Room. Thanks.
TASK 1: READING COMPREHENSION
Answer questions that follow.
1. List the important points mentioned in the meeting
i. _______________________________________
103
MEETINGS
ii. ______________________________________
iii. ______________________________________
iv. _____________________________________
2. Name the roles of each person in the above meeting.
i. Mr. Neville
__________________
ii. Mrs. Deepa
__________________
iii. Mr. Adam
__________________
iv. Mr. Frank
__________________
3. Imagine that you are Mr. Adam. After the meeting you need to brief your subordinates on
the matters mentioned in the meeting. Use the notes that you have taken and draft your
speech.
104

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MEETINGS

a critical part of any organization

EDARAN DALAMAN KKTM SRI GADING SAHAJA

DEFINITIONS, PURPOSES & TYPES OF MEETING

to bring together knowledge and experience to solve a problem.

to make decisions, within their sphere of authority

to develop co-operation and influence attitudes

experience can be brought

Discussion is often profitable because

EDARAN DALAMAN KKTM SRI GADING SAHAJA

EDARAN DALAMAN KKTM SRI GADING SAHAJA

Below is the basic structure of a society:

AT THE ANNUAL GENERAL MEETING

Note: Any of the above can appoint a sub-committee, which is responsible

EDARAN DALAMAN KKTM SRI GADING SAHAJA

TASK 1: TEST YOUR KNOWLEDGE

One advantage of holding a meeting is:

Distinguish between the responsibilities of an Executive Committee and an Advisory

EDARAN DALAMAN KKTM SRI GADING SAHAJA

Briefly explain what business is dealt with at the:

Inaugural General Meeting

Annual General Meeting

Extraordinary General Meeting

A Standing Committee and Ad-hoc Committee.

EDARAN DALAMAN KKTM SRI GADING SAHAJA

3.2 DOCUMENTS OF A MEETING

The name of the society or group

The kind of meeting it is to be

The date and time of the meeting

The place the meeting is to be held

The date of issue of the notice

The KKTM Sports Club

EDARAN DALAMAN KKTM SRI GADING SAHAJA

Agenda for a Committee Meeting

EDARAN DALAMAN KKTM SRI GADING SAHAJA

TASK 1: TEST YOUR KNOWLEDGE

The word 'agenda' refers to the _______________________________________

The main purposes of an agenda are

To ensure that ______________________________________

To enable members to ________________________________

To prevent much ____________________________________

To preparing the agenda, the secretary should

first, consult _________________________ who may have business to include.

refer to _____________________________for any other business which was

______________________________________________to be transacted are

A good agenda should be

Before sending-out the agenda, it should be approved by __________________

EDARAN DALAMAN KKTM SRI GADING SAHAJA

Minutes of a Committee Meeting

EDARAN DALAMAN KKTM SRI GADING SAHAJA

Any Other Business

EDARAN DALAMAN KKTM SRI GADING SAHAJA

Date, Time And Place Of Next Meeting

How many items will be discussed in the meeting?

a. notes of what it is aid in a meeting

b. the people who take part in a meeting

c. a list of what will happen in a meeting

d. the things to do after a meeting

EDARAN DALAMAN KKTM SRI GADING SAHAJA

e. the person who keeps control of a meeting

f. the reason for or aim of having a meeting

g. the most important things to talk about