FACULTY OF APPLIED SCIENCE AND TECHNOLOGY

BACHELOR OF SCIENCE (FOOD TECHNOLOGY) WITH HONOURS

UHB 40102 ENGLISH FOR OCCUPATIONAL PURPOSES

TUTORIAL 9

NAME: SITI NURHAZIQAH BINTI NORIZAN

MATRIC NUMBER: AW190020

TITLE: THE ROLES IN CONDUCTING MEETING

DATE OF SUBMISSION: 19 DECEMBER 2022

LECTURER: PROF. MADYA DR. ZULIDA BINTI ABDUL KADIR

MARK
Find what you should do before, during, and after conducting meetings. Check the role
of chairperson, secretary, members of the meeting.
1) The role of chairperson in conducting meeting:

Before: Get together with the secretary to go over the minutes of the last meeting, plan the
agenda, and agree which decisions need to be made at the meeting. Ensure that all
information, documents, and papers are at hand for the meeting. Be prepared on topic for
discussion.

During: Arrive early so that the members can speak to the chairperson to the meeting. Start
the meeting on time then members will soon learn that they will miss something if they arrive
late. If necessary, set time limits for any item which is likely to continue for a lengthy period,
always remember to allow sufficient time for each person to have their say. Be aware when
discussions are no longer productive and conclude. Facilitate discussion during the meeting
and encourage all members to participate. Share out tasks as appropriate. Bring items on the
agenda to a conclusion with a brief review of points, which may involve inviting specific
proposals from the committee. If a vote must be taken ask for a formal proposal and clarify
the procedure. In the event of a tie the chairperson can have the casting vote. State clearly the
agreed outcome of discussions and votes. At the close of a meeting fix arrangement for the
next meeting and liaise with the secretary on actions resulting from the meeting, such as press
releases or letters.

After: After all the agenda items have been covered, the chairperson should open the meeting
for questions. Following questions, the chairperson should outline clear actions for the next
steps. These should include who is going to carry out each action, what each person is going
to do and when this will be completed. When everyone is content that their questions have
been answered, the chairperson should thank all attendees for their attendance and end the
meeting. After the meeting, he or she should check through the minutes and notes taken, then
email them to all attendees. This should include the purpose of the meeting as a reminder and
outline the agreed next steps.

2) The role of secretary in conducting meeting:

Before: Be in charge of doing a lot of planning to make sure the meeting goes well. The
needs of the organisation, board, or committee will determine the precise nature of secretary
responsibilities. If it's a routine, repeating meeting, the location might be aware to set up and
if not, the secretary might need to reserve the space, make plans for refreshments, and get any
necessary computer equipment.

During: The most important of the duties of a secretary in a meeting is to keep the minutes.
In taking formal notes, that includes who makes motions, what the motions were and how
everyone voted. Informal notes may require more information or less. Shorthand is helpful
in getting everything down or may use a laptop or tablet to type everything. It is acceptable
to take rough notes and polish them later, as long as everything's accurate.

After: Polish the minutes, send them out and make corrections if necessary. You file them
using whatever the organization's system is. Move fast on all of this and it is horrifyingly
easy to fall behind and sink into a pile of unfinished paperwork.

3) The role of members in conducting meeting:

Before: Setting the context before attendees arrive and providing agendas are essential for
productive meetings. Each conversation in a team’s meeting is distinct. Prior to the meeting,
the members should communicate and share content. Bring that discussion and its contents
right into the meeting. In other word, be a prepared member. The members should read and
understand the meeting agenda. This enables them to prepare for what the goal of the meeting
is and how they can help achieve that goal. After reviewing the agenda, members can plan
and write down questions they might have. If there's anything missing from the agenda that
might be important to address, the member can contact the meeting leader ahead of the
meeting so they can include it in the agenda.

During: When the meeting starts, the members can use several tools to help direct focus,
encourage involvement, and promote inclusivity. High-definition audio and video, live
captioning, screen sharing, real-time document collaboration, including co-authoring with
Office 365 apps, and a digital whiteboard are some of these features. By muzzling
background noise and enabling the members to obscure or personalise their video
background, team meetings can minimise distractions. Other than that, be a discussion
contributor. The members should listen carefully, ask questions, and add their own insights to
discussions. Because meetings are often about challenges that the team hopes to resolve, the
members can share their own experiences to help the other team members gain a clearer
understanding of the issue and its possible solutions. By thoughtfully contributing to the
conversation, the members can help generate new perspectives, leading to a lively and
productive meeting. Another way members can contribute to the meeting is by helping to
ensure it remains a positive environment. By listening carefully, giving other members the
opportunity to talk and engaging with other ideas, the members can make their co-workers
feel valued. This can encourage everyone to contribute, which can create better, more
constructive discussions. Thus, be an idea generator. Accomplish the goals of a meeting since
it is important for the members to offer their ideas. Besides talking about their experiences
related to the meeting topic, the members can propose solutions or alternative approaches for
the other team members to consider. They may also volunteer to work on the solution they
suggest and use the meeting time to organize a task force dedicated to the work.

After: All meeting materials are kept in the discussion from the meeting so that the members
can review, carry on the discourse, and advance the task. When revisit the meeting, the
members can find the conversation, meeting notes, digital whiteboard, and shared files.