Assignment 2 – 40 marks (20%)

(Mock Meeting – 20 marks, Writing Minutes of Meeting – 20 marks)

Mock Meeting – The Second Committee Meeting of the Perhentian Kecil Project

1. Work in a group of 4 to 6 students

2. Please refer to the handout on “How To Conduct A Meeting” (pages 129 – 131) for a
detailed explanation of the task. The handout can be downloaded from the E-learning.
3. Please follow the steps below:

Step 1 – Before the Mock Meeting

a) Write the Notice of Meeting (refer to the format of the Notice of Meeting on
page 99 of the handout). Use MS Word to type your Notice of Meeting
b) Decide the Agenda of the meeting. Include the Agenda of the Meeting in your
Notice of Meeting.
Step 2 – During the Mock Meeting
a) Conduct a Mock Meeting to discuss all the items according to the Agenda of the
Meeting.

b) The Agenda of the Meeting should be displayed during your Mock Meeting.

c) Use the Minutes of the First Committee Meeting of the Perhentian Kecil
Project (on pages 132 & 133 of the handout) as the starting point.
Read, amend 4 items and approve the minutes of the first meeting.

d) Discuss all the agendas and make sure that at least 3 unanimous decisions
have been reached before ending the meeting. Each member should be
prepared to suggest some good ideas during the meeting.

e) Record your Mock Meeting using Google Meet or any other applications.
f) Edit your video to show the name of each of the speakers while they are speaking

g) The duration of the Mock Meeting should not be more than 30 minutes.

Step 3 – After the Mock Meeting

a) Upload your video on the YouTube channel. Paste the link of your YouTube
video on the Answer Booklet.

b) Write the Minutes of the Second Committee Meeting of the Perhentian Kecil
Project on the Answer Booklet. Use MS Word to type your minutes.

c) Convert the Answer Booklet file to PDF and submit it on E-learning.

d) Deadline of Submission: 7 July 2023 (before 11.59 pm).

1
How to get good scores for your Mock Meeting and the writing of
the Minutes of Meeting?

Please refer to the Rubric on the next pages.

2
Mock Meeting (Rubric) – Individual Performance (10 marks )
Very good (5)
Chairperson Chairperson managed the
Name: discussion very effectively
according to the agendas
causing elaborate discussions
andwas also very actively (but
appropriately) participating in
thediscussion.
Very good (5)
No occurrences of misused
words, terms or
phrases
The flow of the meeting was
very successful.
Excellent level of
fluency
No grammatical errors at all
DELIVERY
Good (4 ) Fair (3 - 2 ) Poor (1) Comment
Chairperson managed Chairperson does notuse Chairperson executed role
the discussion quite the appropriate signals to ineffectively. Signal words
effectively according promote more discussions were reduced to
to the agendas or misunderstood over unproductive words,
causing some elaborate 50% of the entire meeting expressions or queries such
discussions andwas time. as “hmm”, “ok”, “next”,
also quite actively (but “what do you think?” or any
appropriately) other forms that do not
participating in the encourage more elaborated
discussion. discussions throughout the
whole meeting.
LANGUAGE
Good (4 ) Fair (3 - 2 ) Poor (1) Comment
Minimum occurrences Some occurrences of Irrelevant issues such as
of misused words, misused words, terms discussing about a topic that
terms or phrasesbut or phrasesbut the flow has nothing to do with the
the flow was was successful. decision
successful. making.
Average level of
High level of fluency fluency
One or two grammatical
errors More than three
grammatical errors
TOTAL /10
3
 DELIVERY
Very good (5) Good (4 ) Fair (3 - 2) Poor (1) Comment

Secretary Assists the Chairman very Assists the Chairman Assists the Chairman Very minimum participation
Name: effectively effectively moderately in the meeting

Shows very high alertness
to the flow of the meeting
and the allocation of time.
Very good (5)
Shows high alertness to
the flow of the meeting
and the allocation of time.
Good (4 )
Shows moderate Shows a lack of alertness to
alertness to the flow the flow of the meeting and
of the meeting and the allocation of time.
the allocation of
time.
LANGUAGE
Fair (3 - 2) Poor (1) Comment

Very accurate use Minimum occurrences of Some occurrences Irrelevant issues such as
of words and misused words, terms or of misused words, discussing about a topic thathas
terms appropriate phrasesbut the flow was terms or phrasesbut nothing to do with decision
in assisting and successful. the flow was making.
recording the successful.
High level of fluency
meeting
Average level of
One or two grammatical errors fluency.
Excellent level of
fluency

No grammatical errors at all More than three

grammatical errors

TOTAL /10

4

Very good (5)
Committee Very active and very
effective participation in
Member the discussions
Name:
Suggest excellent creative
ideas and shows excellent
level of critical thinking
Very good (5)
Very accurate use
of words and
terms appropriate
in assisting and
recording the
meeting
Excellent level of
fluency
No grammatical errors at all
DELIVERY
Good (4 ) Fair (3 - 2) Poor (1) Comment
Active and Minimum participation in Avoids the overall
effective the discussions discussion or
participation in utteredless than 5
the discussions Suggest below average words each turn.
creative ideas and
Suggest above shows below average Topics went astray.
average creative level of critical thinking
ideas and shows
above average
level of critical
thinking
LANGUAGE
Good (4 ) Fair (3 - 2) Poor (1) Comment
Minimum Some occurrences of Irrelevant issues
occurrences of misused words, terms or such as discussing
about a topic that has
misused words, phrasesbut the flow was
nothing to do with
terms or phrases successful. decision
but the flow was making.
successful.
Average level of fluency
High level of fluency
One or two More than three
grammatical errors
grammatical errors
TOTAL /10
5
Mock Meeting Rubric – Group Performance (10 marks)
Very good (5)
Teamwork Chairperson and secretary
areclearly indicated.
Every individual has a role
(e.g.a manager, a committee or a
leaderfor a certain project or
duty).
All dressed appropriately.
All signals were present
andeffectively used.
Everyone was motivated and
showed great determination
totry.
Very good (5 )
Resolutions All agendas have been discussed
in very detail and the resolutions
have been unanimously
approved.
Actions to be taken have been
very clearly determined and
unanimously approved.
The person/s to handle the issue
after the meeting is/are clearly
specified.
Good (4 )
Presence of at least a
chairperson AND a
secretary.
More than half ofthe
members are
dressed
appropriately.
All signals were present
but noteffectively used.
Playful attitudes thatslightly
affected the meeting's flow
and level of seriousness.
Good (4 )
All agendas have been
discussed with some
details and the
resolutions have been
unanimously approved
Actions to be taken have
been superficially
determined and
unanimously approved
The person/s to handle the
issue after the meeting
is/are specified
Fair (3 -2)
Presence of at least a
chairperson OR a secretary.
Half or less number of
members dressed
appropriately.
At least one person
did an opening, transitioning,
or closing signal in thegroup.
The level of seriousness
wasinappropriate.
Fair (3 - 2)
At least one or two agendas
have been given a resolution
Not all actions have been
determined
Not all the person/s to handle
the issue. has been specified.
Poor (1) Comment
No clear indications of roles
inthe group.
Inappropriate attires that do
not reflect the group (a
professional group or a club
society).
Not a single presence of an
opening, transitioning from
the chairperson, or closing
gestures was present.
Everyone just came in and
talk.
Vulgar words and distracting
behaviors were shown.
Poor (1) Comment
Not a single decision was
made on any of the agenda
liisted.
TOTAL /10
6
Minutes of Meeting Rubric (20 Marks)
Criteria Good (5 – 4)
Heading Includes title, date, time and
(2 marks) place of meeting. All
attendees are listed.
Absentees are listed as well.
Content Detailed chronological
(10 marks) description of all events. New
idea is described.
Assignments to team
members are identified with
detailed description and
progress. Items put to vote are
recorded with results.
Format Logical outline format or
(3 marks) section headings are used to
make the document readable.
Tables, charts or lists are used
where appropriate.
Spelling, Grammar & Free of all grammar, spelling
Punctuation and punctuation errors.
(5 marks)
Fair (3 – 2) Poor (1) Marks
Includes only three of five Includes only two of five
required components or required components
information is not in a prominent
place or easy to read.
Some action items are identified, Content was not descriptive and
but without clear description. was not a clear reflection of the
Logical sequence is not apparent. entire meeting
Format was professional but was Attention to formatting is not
not in a logical sequence. No apparent
headings or sections are shown.
Multiple or repetitive errors Editing and revising are not
interfere with readability of the apparent
document
TOTAL /20