What did you do for Wednesday &

Monday?

MEETING DOCUMENTATIONS

Week 12May 13th, 2015

Learning Outcomes

At the end of the lesson, students should be able to

1) write Notice including Agenda2) write Meeting Agenda3) write Minutes of Resolution Meeting4) execute Assessment 5

ASSESSMENT 5

A team of 5 members to write meeting notice with agenda write meeting script role-play a meeting write minutes of resolution of the

meeting evaluate team work (peer evaluation)

INTRODUCTION

What should be done… - before a meeting?- during a meeting?- after a meeting?

MEETING NOTICE

What are the contents of Meeting Notice?

15 February 2009

OVERVIEW Issued by the person authorized to call the meeting – chairperson /secretary. Notification of the meeting – sent out at least 7-21 days before the meeting A notice should include the following details:

TYPES OF NOTICE

In a team of four, find out the differences.

Type 1 – Notice of Meeting (Print Poster Form)

Type 2 – Notice Requesting Agenda Items (Email Form)

Type 3 - Notice Including Agenda (Memorandum Form)

AGENDA

OVERVIEW

STRUCTURE OF AGENDA

1. Opening Ordinary Business Chairperson’s Address Apologies for absence Minutes of the last meeting Matters arising Correspondence (optional) Presentation of accounts (optional)

2. Special Business the actual reason(s) for which the meeting is called.. Items may involve:

a. problems which require discussion to arrive at a solution before a final resolution is expressed.

b. issues which require input from the members before a final resolution is expressed

3. Final Ordinary Business Any other business Date of next meeting

SAMPLES OF AGENDASample 1 – A Simple Agenda (Contemporary format)

Global Earth Resources Inc.

Marketing Strategy Team Meeting

Time : 8.30-11am

Date : 11th Dec 2012

Venue : Discussion Room

AGENDA

1. Apologies for absence

2. Minutes of the last meeting

3. Matters arising:

3.1 Promotion calendar (Khairul)

4. Purchase of landfills (Fahmi Ibrahim)

5. Any other business

6. Date of next meeting

Opening ordinary business

List of time, date, and venue

Special business

Final ordinary business

The word “AGENDA”

Sample 2 – A Comprehensive Agenda Template

Name of OrganisationMeeting Title

Time:

10.00 a.m.

Date: 16 Aug. 2012Attendees: Tan Ai Ling, Kamal Ali, Anis Ahmad, Kamala Devi, Norliza Samad,

Abdullah Osman

Please Bring/Read: Minutes of the last meetingMeeting purpose Malaysia Product Excellence Competition 2013 and budget for product

development

No. Agenda Item Presenter Time

1 Opening Remarks and apologies for absence

 

Chairman 2 min

2 Minutes of the last meeting Secretary 2 min

3 Matters Arising    

  New product brochure Tan Ai Ling 5 min

  Market survey of the new water heating product Kamal Ali 10 min

4 Malaysia Product Excellence Competition 2013 Anis Ahmad 15 min

5 Budget for product development Kamala Devi 20 min

6 Any other Business   5 min

7 Date of next meeting   1 min

Logistics

Agenda

MINUTES

TYPES OF MINUTESVerbatim minutes - are used primarily in court reporting, where everything needs to be recorded word for word.

Minutes of resolution - only the main conclusions that are reached are recorded, not a note of the discussions that took place. These are usually used for minutes of Annual General Meetings and other statutory meetings. It is important to note the exact wording of any resolutions that are passed.

Minutes of narration - a concise summary of all the discussions that took place, reports received, decisions made and action to be taken.

SAMPLE MINUTES

Sample 1: Minutes of Narration (Contemporary Format)

Sample 2: Minutes of Narration (Traditional Format)

Refer to samples of meeting minutes in the module pp.119-122

Minutes of resolution is the focus of Assessment 5.

REMEMBER to include the following:

1. What is the topic of discussion?2. What is it about?3. What is the decision/ suggestion?4. Who is responsible to handle the task?5. When is the deadline to complete the task?6. Who should know about the task completed?

Use contemporary format for Minutes of a meeting!

using correct terminology

using correct grammar,

spelling and punctuation

using reported speech, not direct speech

in the third person, past

tense

ALWAYS WRITE MINUTES 

Distribute it as soon as possible via email. Summarise the action

items in the email.

Get the minutes approved, signed, and

dated by the chairperson.

Write up the minutes soon after the

meeting.

REMEMBER!! 

In Summary:

LANGUAGE SKILLS

Language Skills Required for the Writing of Minutes i.

Not

e-ta

king

1. Pay careful attention to specific information such as names, statistics and dates.

2. Use short forms (option: Use an audio-recording device as well for back-up.)

3. Summarise and Paraphrase(shortening sentences, rearranging ideas, and changing sentence structure.)

Gra

mm

ar S

kills

1. Change direct speech to reported speech.

2. Active voice is more preferable than passive voice.

Reported Speech

• Reported speech records the words spoken in meetings.

• When changing direct speech to reported speech, change the following:

1. The tenses2. The pronouns3. The time frame

Let’s watch the role-play and take note of the language they used.

THANK YOU