CEL 2105

SPOKEN COMMUNICATION FOR

THE WORKPLACE
SEMESTER 2, 2020/2021
TAKE HOME TASK 3 (WEEK
4)

PREPARED BY:
1. NUR DINIE BT MD ISA (198361)
2. RABIATUL DIYANA BT AHMED @ AHMAD (196590)
3. NUR HAISHAH ATHIRAH BT GHAZALI (199138)
 1 (a)
PHRASES OF REVIEWING
AND APPROVING MINUTES
 The minutes
are approved The minutes are
as read approved as
corrected
Phrases

Is there any
objection to
making
corrections?
 02
REVIEWING AND
APPROVING MINUTES OF
PREVIOUS MEETING
https://www.youtube.com/watch?v=Q6QtumytOHg&t=7s
 official
written record ensure committees
of what was have same ideas
discussed and about what was
agreed at a agreed and
General meeting recollections from
the meeting
Overview
Save money &
time
 Secretary
Who President Committees
Involved?
 PROCEDURE

President ask Secretary President ask

secretary to read read the for minute’s
the minute of previous corrections
previous meeting minute

1 2 3
“Would the secretary
“Are there any
read the minutes of
corrections?”
the previous
meeting?”
 PROCEDURE

IF correction is needed , IF there is no IF there is an

president will ask for objection, objection, president
correction’s objection president will ask will initial voting
secretary to make
correction
4 5 6
“All those in favor of
“Is there any
“The secretary will making corrections, say
objection to making
make the “aye”. Those opposed,
the corrections?”
corrections.” say “no”
 PROCEDURE

Majority ‘aye’ Majority ‘no’

Corrections are Corrections
made are not made

7 8
“the minutes are approved as
corrected”

CORRECTION?
“The minutes are approved as
read”

NO CORRECTION?
 KIND OF
LANGUAGE/EXPRESSIONS ARE
USED
01 02
CONTROLLING NEGOTIATING
MEETING
All those in favor of making the
would the secretary read the corrections, say ‘aye’. Those
minutes of previous meeting opposed say ‘no’

the secretary will make the Is there any objection to making

corrections. corrections?
 KIND OF
LANGUAGE/EXPRESSIONS ARE
USED
03 04
ASKING
AGREEING QUESTIONS
Are they any corrections?
‘aye’

DISAGREEING
‘no’
1. Secretary initial the minutes
5. Correction are made by ink
2. Secretary writes the date the
minutes were read 6. Nothing erased from minute

3. States whether the minute is 7. Correction are made above

approved as read or as the mistakes
corrected

4. Approved at next regular

meeting
 1 (b)
INTERRUPTIN
G AND
HANDLING
INTERRUPTIO
NS
 HOW TO
INTERRUPT?
1 May I say something here?

2 Excuse me. Can I interrupt you for a moment?

3 Sorry to interrupt but ……(state your opinion)

4 I’m agree with you but ……(state your opinion)

 HANDLING
INTERRUPTIONS

- If have enough time, give

chances to interrupt
- Keep intonation friendly and
expressive.
- Speak politely.
- Respond to the interruptions
 03
03
Interrupting and handling
interruptions
PROMISE TO COME BACK POLITELY DISAGREE
TO A POINT LATER WITH AN INTERRUPTION

• I’ll answer the question • I’m sorry, but let hear me

later if you don’t mind. first.
• I want to hear more about • Would you mind if I
that afterwards. finished what I was
• We’re definitely going to saying?
* make sure your tone is friendly and
talk about that next. approachable. If you sound annoyed, it
may end the conversation before you’ve
had a chance to fully express yourself.
SAY THE INTERRUPTION
IS NOT RELEVANT OR
THAT TIME IS SHORT
• I’m sorry but the time is
short
• I’m sorry I need to finish
my point first.
POLITELY ACCEPT THE
INTERRUPTION AND
RESPOND TO IT BEFORE
CONTINUING
• Yes, go ahead
• Yes, that would be worth
trying
 B. WHY IS IT IMPORTANT
REJECTING A TO USE THESE
SUGGESTION EXPRESSIONS IN A
MEETING?
• That sounds like a good
idea, but I don’t think it • To prevent
would work miscommunication
• I’m not really sure about between staff and entire
that to be honest. department
• Staff feel engaged (able to
share ideas and solution)
 C. PHRASES ON ASKING FOR AND GIVING
CLARIFICATIONS
Sorry but I don’t quite
I’m sorry but I’m not Let me see if I
follow what you’re
sure I understand. understood you
saying about…. Could
When you say…., do correctly. You’re saying
you be more specific
you mean…? that …..?
about…?

I’m sure you’ll

understand that what
What I mean is….. All I am saying is …
I’m trying to say
is…
 THE IMPORTANT TO ASK FOR AND GIVE
CLARIFICATION IN A MEETING?
1. To ensure that the listener's understanding of what the speaker has said is
correct, reducing confusing and misunderstanding.
2. It show speaker that the listener is interested in what the speaker has to say.
D. PHRASES ON REACHING CONSENSUS

So, we all
So, we’ve
agreed
decided to….
that…..

This is what
we’ve agreed
on…..
 WHAT IS CONSENSUS?

Consensus is a general agreement about something: an idea or opinion that

is shared by all people in a group. No decision is made against the will of
an individual or a minority. This means that the whole group has to work
hard to find win-win solutions that address everyone's needs.
THE CONDITIONS TO REACH A
CONSENSUS:
1. Everyone present at the meeting needs to share a common goal and
be willing to work together towards it.

2. Be flexible and willing to give up your favourite idea if there's

another solution that meets your core needs.

3. All the participant need to play an active role in the decision making,
listening to what everyone has to say and pro-actively looking for
solutions that include everyone.
 E. PHRASES ON MAKING
RECOMMENDATION

I would strongly One thing we could

suggest that…. do is…..

It’s generally a I’m thinking out

good idea to….. loud here…….
 THE IMPORTANT OF MAKING
RECOMMENDATION IN A MEETING:

1. To collect the variation of ideas and solution for the issue.

2. To get the best solution in different point of views.
3. To reach an effective business meeting.
 F. PHRASES ON RAISING OTHER
MATTERS
 I would like to say
something,…..

 Apart of the issue,……

Any comment on it?

 Before we move on, I think

we need to look at……
THE PURPOSE OF RAISING OTHER MATTERS
AT THE END OF A MEETING.

1. To report anything that others do not know.

2. To mention an urgent issues that not in the meeting agenda.
3. To ask for urgent decision that need to be done before next
meeting.
 G. PHRASES ON ADJOURNING A MEETING

The meeting is
Meeting adjourned The meeting is
adjourned. Thank
for..... adjourned until....
you all for
attending.
 MEETING WILL ADJOURN WHEN:
• The meeting is the last assembly or meeting at a convention and there is no
provision for a future meeting, the motion to adjourn dissolves the
assembly permanently.
• Adjourn is used as a privileged motion when a meeting needs to be
continued later the same day or until the next day.
THANK
YOU