UHB40102/40202: ENGLISH

FOR OCCUPATIONAL
PURPOSES

CHAPTER 4: WORKPLACE
COMMUNICATION
(Meeting Skills – Part 2)
Prepared by
Najah Binti Ramlan
CLS
Notices

• It is to inform and remind members of the date, time

and place of the next meeting.

Seri Emas Heights

Notice of Meeting

The next meeting will be held on Friday, 7 July 2015 at 10.30 am at the
conference room. All members are kindly requested to attend.
Notices

• The notice is prepared and circulated to all members few

days prior the meeting by the secretary.
• Usually circulated with the agenda and the minutes of the
previous meeting.
• This is to ensure that each member will be prepared for
the meeting.
• The notice should contain:
– Day, date, venue of the meeting
– The members (identify who should attend)
– Purpose of the meeting
 Notices

Who should attend The company’s

the meeting name

RJTE MASTER GALLERY SDN BHD

Notice of Meeting

A meeting of the Creative Resources Department will be held

in the Main Meeting Room on Friday, 4 April 2015 at 9.00 am.

Purpose Venue Day and date Time

 Notices

Who should attend

The society’s name
the meeting

STARLIGHT CONDOMINIUM MANAGEMENT CORPORATION

Notice of Meeting

The 8th meeting of the Recreation Sub-committee will be held

on Monday, 10 September 2015 at 7.00 pm in the Residents’
Lounge, Venus Terrace.

Purpose Venue Day and date Time

 Notices
The company’s
name
Who should attend
the meeting
ANGELIC ANCHEE SDN BHD Purpose

Notice of Meeting

Notice is hereby given that the 3rd Annual Grand Meeting (AGM) of
Angelic Anchee Sdn Bhd will be held at the Registered Office, No.
85-88, Plaza Seri Serdang, 43300 Seri Kembangan, Selangor on the
27 April 2015 (Wednesday) at 2.00 pm.

Day and Date Time Venue

Agenda

• It is a list of items of business to be dealt with at a meeting.

• It serves as the programme for the meeting.
• The topics of discussion are usually arranged in order of
urgency.
• Agenda is arranged by the chairperson with help from the
secretary.
• Circulated with the notice of meeting.
• The items in the agenda must be worded as noun phrases,
not sentences.
• It must be short and resembles headlines.
Agenda

Agenda

1. Apologies for Absence

2. Minutes of Previous Meeting Routine Items
3. Matters Arising
4. Report on Equipment in Gymnasium
5. Appointment of Life-guard for Pool Main Agenda
6. Annual Renewal of Resident Cards
7. Any Other Business
8. Date and Time of Next Meeting
Routine Items
 
Signature
Abdul 19 February 2017
Abdul Kassim Full Name
Secretary Date
Position
Notice and Agenda
MOTOROLLIER SDN BHD

Notice of Meeting

A meeting of the Sports and Recreational Committee will be held in the Conference
Room on Tuesday, 22 November 2017 at 8.00 pm.

AGENDA

1. Apologies for Absence

2. Minutes of Previous Meeting
3. Matters Arising
4. Report on the Equipment in Gymnasium
5. Yoga Classes
6. Purchase of Gym Equipment
7. Any Other Business
8. Date and Time of Next Meeting

Sharmini 12 November 2017

Sharmini a/p Murugam
Secretary
Exercises

Write out each of the following in a form suitable for an

item in an agenda.

• We conducted a survey on open office plans and Mary

Lim will report it.
• The Head of the Secretarial Section says we need to
purchase more word processors. Some of us disagree.
• The chairperson will tell us about his visit to our
factories in Hong Kong.
Exercises

Write the notice of meeting and agenda based on the

following notes. You can include any missing
information which is relevant.

Phoenix Printers – Conference Room B, 6th Floor of Baker Tower – 24 April –

special meeting – Human Resource Department – Senior Officers – whom
shall we appoint as our new advertising agent – we must decide what
bonuses to award to our staff this year – Miss Jones will present a report on
canteen facilities – Ameree has suggested an increase in the staff discount
rate.
Quick Quiz

True or False…

• At a special meeting, there is only one topic to be

discussed and decided. True
• When no one seconds a proposal, it is shelved for
future consideration. False

• A resolution can be amended provided there is a

proposer and seconder. False
• Members should bring up topics not tabled on the
agenda under “Matters Arising”. False
 Minutes of Meeting

• It is an official and permanent record of the meeting.

• To provide adequate record in the case of any legal
significance.
• Written by the secretary and circulated before the next
meeting.
• It needs to be approved by the members before being
confirmed by the chairperson.
• The minutes should record:
– Important matters discussed in the meeting
– Decisions made
– Required follow-up action
Types of Minutes

• Verbatim minutes
– Every word is recorded
– In parliament or courts
• Action minutes
– Only decisions are recorded
• Narrative minutes
– Record all information
Writing the Minutes

• The arrangement must follow the agenda.

• Names of those who present must be arranged according
to seniority.
• Every items discussed and recorded should be followed
by notes indicating any further actions required or for
information only.
• Use passive voice (not in active form) and also past tense
(indicating past event).
• What was said in the meeting should be written in
indirect / reported speech.
• Use vocabulary of a meeting.
Passive Voice

• Examples:
– The idea was proposed by Mr Ahmad. (active)
– Mr Ahmad proposed the idea. (passive)

– The buying of expensive equipment was strongly

objected by Miss Sullivan because of the great expenses
to the company. (active)
– Miss Sullivan strongly objected to the buying of
expensive equipment because of the great expenses to
the company. (passive)
Past Tense

• Remember!!!

– ‘Had’ not ‘has / have’

– ‘Was’ not ‘is’
– ‘Were’ not ‘are’
– ‘Proposed’ not ‘propose(s)’
– ‘Confirmed’ not ‘confirm(s)’
– ‘Mentioned’ not ‘mention(s)’
– ‘Stated’ not ‘state(s)’
Direct vs. Indirect Speech

Direct Speech Indirect Speech

Tomorrow The next day
Today That day
Yesterday The previous day
Last month / year / week The previous month / year / week (or just
tell the month / year / date)
Two years ago In 2011
Ms Janine Turner said Mr Wellington is Ms Turner confirmed that Mr Wellington
willing to conduct the survey starting was willing to conduct the survey starting
tomorrow. the following day.
Mr Chin agree that he should go to China Mr Chin agreed to leave to China the
next month for factory inspection. following month for factory inspection.
Minutes of Meeting

• Refer to sample…
See you next
week…