MOHAMAD NASRUL HADI BIN MOHD AYOP

CB170018

Activity 1

1. Read and complete the tasks below.

a) Explain briefly what a meeting is.

Meeting is an assembly for people that refer to member of society or committe for a
particular purpose that can be divide into two type like formal or unformal. Formal
meeting like annual grand meeting and committee meeting. Informal meeting like
discussion, brainstorming session, and dialogues.

b) What are the components of a meeting?

- Planning
- Notice
- Agenda
- Minutes
- Participants

c) Explain briefly the components of a meeting.

i) Planning
- Know purpose and objective before calling the metting.
- Find place that suitable for the meeting.
- Plan and estimate the time for the meeting.

ii) Notice
- Must distributted at least 5-7 days before the set date of the meeting.
- The notice should include,
  Date, time and veneue of the meeting
 Purpose of the meeting
 Meeting agenda
 Time limit of each agenda
 People who will speaks and present the report

iii) Agenda
- The agenda of meeting is list of items that participants hope to solve at a
meeting.
- The meeting agenda include,
 Chairman or chairperson opening address.
 Confirmation of minutes of the previous meeting.
 Matters arising.
 Presentation of working papers/purpose.
 Others matters.
 Closing address.

iv) Minutes
- Meeting minutes is written record of everythings that happen during a
meeting.
- The purpose are to inform people who didn’t attend the meeting about what
happened, to keep track what happened what was decided during the
meeting.
- Meeting minutes include,
 Names of the members present and should be arranged according to
seniority.
 Important matters discussed in the meeting.
 Decisions made.
 Every item discussed and recorded and should be followed by notes
indicating any further action required or for information only.
 v) Participants
- All metting shoulds have chairperson, secretary and other committee.
- Each participant have their own role like
Position Role
Chairperson - 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 gives
feedback when required.
 d) List out the terms used in a meeting.

- Interrupting
- Clarifying
- Agreeing and Disagreeing
- Persuading
- Recommending, Suggesting and Proposing
- Change topic

e) Discuss and state very briefly the importance of having a well-organised meeting.
Provide some examples as well. (Information Seeking)

The importance have well-organized meeting are the information can be deliver
smoothly and every participant can achieve the purpose and objective of the meeting.
Besides that, the meeting can be finished at time that should be finish. Furthermore,
give the joy and happiness during the meeting. For example, everyone can charing
their opinion without having heavy argument.

Activity 2

1. Try to retrieve your memory regarding the meeting(s) you have attended and ask yourself
these questions.

● What were the topics of the meeting you have attended?

- Entrepreneurship day.
● Who were involved in the meeting?

- All the teachers in the school.

● How were the members called to attend the meeting?

- Was given a memo to all the teachers the week before.

 ● What were the procedures involved in the meeting?

- Opening address by chairperson

- Confirm the meeting minutes before
- Matter arising
- Next meeting
- Closing address

● Was the meeting formal or informal?

- Formal meeting

2. Match the responsibilities of a secretary listed in Column A with the stages of a meeting
listed in Column B.

(A) Responsibility (B) Stage

● To check that a quorum is present
and maintained
● To prepare agenda with the
chairperson and circulate it
● To notify any departments or
individuals of any decisions
affecting them or on which they
need to take action
● To ensure all papers have been
printed
● To record any apologies for
absence in the minutes
● To take note of the proceedings
(instructions given and decisions
made)
● To prepare and circulate draft
Pre-meeting
- To prepare agenda with the chairperson
and circulate it.
- To ensure all papers have been printed.
- To notify members of the time, date,
and place of the meeting.
- To be responsible for all the
housekeeping arrangement, such as
room booking, refreshments, etc.
During meeting
- To check that a quorum is present and
maintained.
- To record any apologies for absence in
 minutes and then issue final
approved minutes
● To notify members of the time,
date, and place of the meeting
● To record attendance of members
● To be responsible for all the
housekeeping arrangement, such as
room booking, refreshments, etc
the minutes
- To take note of the proceedings
(instructions given and decisions
made)
- To record attendance of members
Post meeting
- To notify any departments or
individuals of any decisions affecting
them or on which they need to take
action.
- To prepare and circulate draft minutes
and then issue final approved minutes.

3. Mark ( / ) if each of the following statement is true of a meeting and ( X ) if it is wrong.

Statement ( / ) or ( X )

1. The secretary must take the minutes of the meeting. /

2. The chairperson is not responsible of making decision but merely x

listens to what people have to say.

3. In the opening statement, the chairperson states the purpose of the /

meeting and describes clearly whatever problems the meeting is
intended to address.

4. If the agenda has been given out to the members, it cannot be /

changed.

5. Members should not be given the chance to argue about an issue x

as the chairman/chairperson will dominate the discussion after
 all.

6. If someone makes a foolish comment, be gentle in your criticism. /

7. Maintain a positive and constructive environment. /

8. If someone launches a personal attack on anyone else, let him/her /

speak his/her heart out.

9. Try to reach a consensus on as many issues as you can. /

10. Try to keep the participation as balanced as possible; do not let /

any particular person dominates the meeting.

11. Keep to the topic and make sure the discussion stays on track and /
keeps moving.

12. The secretary has to inform others of the time, date, and place of /
the meeting.

(Adapted from: English Communicjmtion for Learners in Engineering)