Unit I Introduction to Meetinss

Purposes of Meetings
There are many reasons why we have meetings.

Tick the statements that explain why meetings are held.

A meeting is held to:
. deal with issues that affect the strategic development
of an organization. []
. brief participants on the status of a project.
tl
. inform participants that the company has
implemented a new policy. tl
.
.
brainstorm ideas and make suitable proposals.

catch up with the latest gossip in the office.

rl
[]
.

.
make informed decisions based on information
presented.

get together participants whose area of expertise

tl
can help solve problems. []
. make decisions which are then not implemented
in the organization. tl
 Unit 2 Roles of Office-Bearers

What SKILLS should a chairperson have?

Before the meeting

o Assisting the secretary to draft the notice
a Assisting the secretary to draft the agenda

During the meeting

. Introducing and welcoming members
. Clarifying points and purposes
. Initiating discussions
. Keeping discussions to the agenda
. Keeping discussions relevant and to the point
. Dealing with inappropriate behaviour
. Encouraging participation of members
. Eliciting contribution and participation
. Clarifying and summaizing important issues
. Leading discussions to decision making
. Managing time

After the meeting

a Ensuring the preparation of minutes
o Ensuring follow-up action

What QUALITIES should a chairperson have?

. Confidence
. Professionalism
. Assertiveness
. Open-mindedness
. Organization skills
. Time management skills
. Friendliness
. Supportive attitude

13
A Practical Guide to Meetinps and Discussions

Responsibilities of a Secretary
What should a secretary KNOW?
. The need to communicate with the chairperson whenever
necessary
. Procedures of the committee (standing orders)
. Procedures of the meeting
. How to write minutes
. History of decisions made

What SKILLS should a secretary have?

Before the meeting

a Drafting the notice
a Drafting the agenda

During the meeting

Recording attendance and apologies for absence
Accurately recording main points of discussions,
decisions made and actions taken at meetings
Assisting with time-keeping
Contributing ideas to make decisions

After the meeting

. Liaising with the chairperson to produce the minutes in
the correct format
. Producing draft minutes for the chairperson's approval
. Producing and distributing minutes within the specified
time frame

T4
A Practical Guide to Meetinps and Discussions

What QUALITIES should a treasurer have?

. Accuracy in keeping accounts
. Organization skills
. Confldence
. Professionalism
. Assertiveness
. Diplomacy

Responsibilities of a Committee Member

What should a committee member KNOW?
. Procedures of the committee (standing orders)
. Procedures of the meeting
. History of discussions and decisions made
. Negotiation skills
. Presentationandpublic-speakingtechniques
. Generalcommunicationtechniques
What SKILLS should a committee member have?

Before the meeting

. Informing the chairperson or secretary if unable to attend
meeting
. Reading all appropriate papers and reports
. Thinking about and making notes on topics for discussion
. Preparing notes for own presentation (ifnecessary)

During the meeting

a Keeping focused on the topics being discussed
o Contributing ideas and participating in discussions
o Listening without intemrpting
o Respecting different opinions
a Helping to make decisions

After the meeting

Checking on the necessary follow-up action(s)

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a
a b | | make your point immediately? 5 There's a long silence in a meeting, Do you:
a
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a Someone is speaking in a meeting and the silence?
o you want to say something. Do you:
c b | | relax and wait for someone else to
a a I I wait until they have finished speak up?
a cnaa ki n n?
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 Unit 3 Before a Meeting: Planning a Meeting

Notice of a Meeting - Sample 2

Company name
Document
format Alcom Business Collese

Interoffice Memorandum
Contact
person :
From Ismail Harun (Secretary)
Circulation To : ABC Media & Communications Teachins Team
Iist Gan Chin Hew
M. Hampton
S. Rajendra
Bhajan Kaur
Kalpana Sinha
Chairperson James Lee (Chairperson)

Re : Notice of meeting for the Committee of the

Purpose of Media & Communications Course
memorancum (for the session of May - December 20XX)

There will be a meeting for the Committee of the Media

& Communications Course on Tuesday. 15 April 2OXX at
9.30 a.m. in Meetine RoomA,

31
A Practical Guide to Meetinss and Discussions

The Agenda
What is an Agenda?
An agenda is a numbered list of items to be dealt with at a meeting
according to the order in which they are presented.
Who prepares the agenda?
The secretary and the chairperson usually work together to prepare the
agenda for a meeting.Any other office-bearers/members who may have
items of business to discuss will also be consulted in the preparation of
the agenda. The minutes of the previous meeting are also checked for
any items of unfinished business to be included.
Why is an agenda necessary?
The agenda is a roadmap for a meeting. The main purposes of an agenda
ate:
. to give the meeting a sense of direction and purpose
. to ensure that all items are discussed according to the order in which
they are presented
. to enable members to come prepared to discuss the items of business
. to prevent confusion regarding the purpose of the meeting
. to ensure that time is not wasted on irrelevant matters due to lack of
information or lack of preparation by members attending the
meeting
An agenda should include the following:
. The name of the society or organization
. The heading 'Agenda'
. The routine opening - Chairperson's address
items - Apologies for absence
- Minutes of the previous meeting
- Matters arising from the previous minutes
- Correspondence (Optional)
- Reports (Optional)
. The main business - Special business
of the meeting
. The routine closing - Any other business
items - Date, time and venue of the next meeting
- Close
. The signature, name and designation of the person issuing the agenda
(usually the secretary)
. The date the asenda was issued

32
 Unit 3 Before a Meeting: Planning a Meeting

SampleAgenda

Name of PERDANA FITNESS CLUB

organization KUALA LUMPUR
The word
'Agenda'

1. Chairperson's address
Routine 2. Apologies for absence
opening items 3. Minutes of the previous meeting
4. Matters arising from the previous minutes
Optional items 5. Correspondence
6. Reports
Main business 7. Special business
Routine 8. Any other business
closing items 9. Date, time and venue of the next meeting
10. Close

M. /eofi
Signature, name,
designation and Michelle Yeoh
date ofAgenda
Secretary
15 October 20XX

33
 Unit 4 During a Meeting: The Procedures of a Meeting

The Procedures of a Formal Meeting

. Greeting the members present
. Calling the meeting to order
. Welcoming participants
. Setting the context - i.e. announcing main purpose(s) for the meeting
(Alternatively, the 'setting ofthe context'can also be executed after
'matters arising from the previous minutes')
. Introducing new members (by the chairperson)

. Attendance-taking
(by the chairperson, with the assistance ofthe secretary)

. Reading of the previous minutes and passing of the previous minutes

(involves all participants; the proceedings being monitored by the
chairperson)

. Matters arising from the previous minutes

(involves all participants; the proceedings being monitored by the
chairperson)

. Special business
Discussing and making decisions on matters which constitute the objecti
of the meeting as stated in the agenda
(involves all participants; the proceedings being monitored by the
chaimerson)

. Any other business

Introducing or raising issues not discussed under special business
(introduced by any participant; the proceedings being monitored by the
chairperson)

. Date, time and venue of the next meeting

(decided by the chairperson, often after consulting with the secretary and
getting the consent of the participants)

Close
(by the chairperson)

43
A Practical Guide to Meetinss and Discussions

CHECKLIST 1

Use the following checklist to measure the skills of a chairperson. You can
give a copy of the checklist to people who attend the meeting to get their
feedback.
Scale: 1 =Verypoor 4=Good
2=Poor 5=Excellent
3 = Average
5432r
Knowledge
Procedures of the committee (standing orders)
Procedures of the meeting
History of discussions and decisions made
Background of members (area of expertise, etc.)
Management of behaviours
Skills
Assisting the secretary to draft the notice
Assisting the secretary to draft the agenda
Introducing and welcoming members
Clarifying points and purposes
Initiating discussions
Keeping discussions to the agenda
Keeping discussions to the point and ensuring relevancy
Dealing with inappropriate behaviours
Encouraging participation
Thanking members for contribution of ideas
Clarifying and summarizing important motions
Leading discussions to decision making (resolutions)
Managing time
Helping the secretary to draft minutes
Ensuring follow-up action
Attitude/Qualities
Confidence
Professionalism
Assertiveness
Open-mindedness
Organization skills
Time management skills
Friendliness
Supportive attitude

Self-evaluation Score
If you score between I 13 and 140, your skills as a chairperson are considered excellent.
If you score between 84 and ll2, your skills as a chairperson are considered good.
If you score between 56 and 83, your skills as a chairperson are considered average.
If you score between 28 and 55, your skills as a chairperson are considered poor.
If you score between 0 and27, your skills as a chairperson are considered very poor.

1)
 Unit 2 Roles of Office-Bearers

CHECKLIST 4
Use the following checklist to measure the skills of a committee member.
You can give a copy of the checklist to people who attend the meeting to get
their feedback.
Scale: 1 =Verypoor 4=Good
2=Poor 5=Excellent
3 = Averase
54321
Knowledge
Procedures to be followed by the committee (standing orders)
Procedures of the meeting
History of discussions and decisions made
Negotiation skills
Presentation and public-speaking techniques
General communication techniques
Skills
Reading all appropriate papers and reports
Thinking about and making notes on topics for discussion
Preparing notes for own presentation
Keeping focused on the topics being discussed
Contributing ideas and participating in discussions
Helping to make decisions
Checking on the necessary follow-up action(s)
Attitude/Oualities
Open-mindedness
Ability to contribute constructive ideas
Confidence
Professionalism
Assertiveness
Diolomacv
Self-evaluation Score
If you score between 76 and 95, your skills as a committee member are considered
excellent.
If you score between 57 and75, your skills as a committee member are considered good.
If you score between 38 and 56, your skills as a committee member are considered average.
If you score between 19 and 37 , your skills as a committee member are considered poor.
If you score between 0 and 18, your skills as a committee member are considered very poor.

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