UPM-CALC/SEM2/2021-22/CEL2105/CM 5

CEL2105
SPOKEN COMMUNICATION FOR THE WORKPLACE
SEMESTER 2, 2021/2022
CLASS MATERIAL 5 (WEEK 5)

FOLLOW-UP ACTIONS

After a meeting end, it is important do a follow-up on the items that were discussed
and decided during a meeting. This is to ensure that actions are taken, and company
issues are resolved before the next event or meeting.

Activity 1
Complete the table below by choosing the correct answer from the options provided.

agenda progress who is responsible for what

check on action e-mail key points raised

past decisions attendees distribute minutes

poor record keeping

No Key task Details

1 ______________(1)  Ensure that minutes are produced and promptly

distributed to all __________________________
(2) of the meeting. Meeting minutes do not need to
include everything. However, they must contain
the following:

o Date, time and location

o List of attendees
o __________________________ (3) follow-up
actions and decisions made.
o Motions and voting results if votes are taken
o __________________________ (4) action and
by when.
o Name of the recorder/secretary of the meeting
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2 Archive meeting  Ensure that all meeting documents including the

documents __________________________ (5), minutes
and supporting documents should be kept together
and archived.
 These records can be checked when questions
arise about __________________________ (6)
or actions. It is discouraging to committee or group
members to rehash prior discussions or decisions
because of __________________________
(7).

3 _______________  Ensure that actions agreed upon are taking place

(8) by:
o an __________________________ (9) or
o a phone call to the point person or
o a meeting devoted to checking on
__________________________ (10).
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LANGUAGE EXPRESSIONS IN FOLLOW-UP MEETINGS

Sometimes making a follow up call or sending a follow up email after a meeting is not
enough. Another follow up action after a meeting that could be done is to conduct
another meeting. This meeting is known as a follow-up meeting and is intended to
check or track the action plan discussed in previous meeting.

Activity 2
Read the dialogue below. Fill in the blank with the correct function given below for
each underlined language expression in the dialogue.

Marcus : Welcome everyone. (1. to welcome) This is Marcus calling in from

Singapore.
Atikah Ramli : Hi, Marcus! How are you?
Imran Shah : Good morning, Marcus. What are you doing in Singapore?
Marcus : I’m doing great. I’m assisting Mr Shan in one of our projects in
Singapore. How is everyone here?
Atikah Ramli : I’m fine, thank you.
Imran Shah : I’m also good. Amrit could not make it today since she’s on leave.
Marcus : That’s fine. It’s going to be a brief one today. The reason why I am
making this conference call is to follow-up and remind all of you of the
decision or action plans that was made during the previous meeting
(2. to state purpose). In the previous meeting, the committee wanted
to make a decision on whether or not to build a new oil processing
plant in Kerteh. (3. To recap). I believe that everyone here was
assigned to carry out a task or two to aid the decision-making process,
am I right?
Atikah Ramli : That’s true, Marcus. How can we help you?
Marcus : Let me start with you, Atikah. Then I’ll proceed to you, Imran.
Imran Shah : (4) Alright, Marcus.
Atikah Ramli: : I’m all ears, Marcus.
Marcus: : Atikah, in preparation of the next meeting, I proposed that you prepare
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an analysis of our current cash flow, right? (4. to ask for

confirmation)
Atikah Ramli: : Yes, you did.
Marcus: : Have you prepared the analysis of our current cash flow?
(5. to check on an action)
Atikah Ramli: : Yes. I have done that.
Marcus: : That’s good. (6. to show approval). Next, I also wanted you to
prepare an analysis on whether we are able to sustain the expenses
needed for a new plant in the next three years.
Atikah Ramli: : Yes, you did tell me in the meeting. I’m still working on that. I need the
quotations from Amrit first. She’s going to give them to me tomorrow.
I’ll have it ready in a day or two. (7. to make a promise).
Marcus: : Alright, Atikah. Please complete it as soon as you can. Imran, have
you found out the price of the land in Kerteh for a processing plant?
Imran Shah: : I’m sorry, Marcus. (8. to apologise) I’ve not made much progress on
that matter. I have been busy with the marketing strategies for our
new RON100. (9. to give reason)
Marcus: : When can you get that started, Imran?
Imran Shah: : I think I should be free tomorrow which is the 20th.
Marcus: : Alright, Imran. Can you have it ready by the 27th? We really need
those figures. There’s one more thing. Could you both email me a
report of your respective task by next Monday? I would like to go
through them before I email them to all the attendees of the previous
meeting.
AtikahRamli: : Okay, Marcus. I’ll work on them.
Imran Shah: : Do you mean to say that you want us to email the report by 16 th of
March? (10. to ask for clarification)
AtikahRamli: : Yes, Imran. That’s exactly what I mean.
Imran Shah: : Right. I’ll do that. Is there anything else?
Marcus: : Well, please contact me should you all have any problems.
AtikahRamli: : I will, Marcus.
Imran Shah: : Yes, we’ll do that.
Marcus: : I’m afraid that we have come to the end of this conference call.
(11. to signal the end). Thank you so much for giving me your time
today (12. to show appreciation)
AtikahRamli: : You’re welcome, Marcus. Bye!
Imran Shah: : Goodbye, Marcus! I’ll see you at our next meeting.
Marcus: : Yes, until then.
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Activity 3
A. Create an action plan based on what was discussed during your previous
meeting in Activity 4 (Class Material 4). Do not worry if it is incomplete.

Action Person Start date Due date Resources Expected

Description Responsible Outcome

*Add more rows if necessary

B. Role-play a follow-up meeting for the same meeting in Activity 4 (Class Material
4). In the meeting you must:
- confirm the actions that are taking / will be taking place after the initial
discussion in the previous meeting.
- use the action plan in A to aid your discussion and complete it.
- use appropriate language expressions