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Professional English

Meetings

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Introduction

•A meeting is a planned assembly, or •An arranged gathering of

people for a certain purpose

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In organizational setting

•Meetings are a primary process for organizational life• For many people, attending

meetings is what they do most of the time

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Importance

• It will depend on your meeting skills to be recognized for your contributions.

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Types of Meetings

• information-sharing• problem-solving• decision-making• planning• feedback: reacting / evaluating• combination

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Informal Meeting

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Formal Meetings

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Names of Meetings

• Annual General Meeting (AGM)/(EGM)• Board Meetings• Senior Management Meetings• Staff Meetings• etc.

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Documents for Meetings

•Notice•Agenda•Minutes

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Notice

• a notice is to let people know the purpose, date, time and location of a meeting. • A notice can be: memo; letter; poster; email

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Agenda

• An agenda is a detailed plan of the items to be discussed at a meeting, given before the meeting starts (sometimes at the same time of the notice of the meeting)

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Agenda Format

• Agenda formats vary widely depending on the complexity of the meeting and the technology to be used

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Basic elements of an agenda:

1.date, time, and place2.purpose of the meeting3.topics to be addressed4.participants

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A formal agenda should have:

1. the word Agenda2. the name of the organization/

group/ or person calling for the meeting

3. the date and time of the meeting4. the venue5. Apologies

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cont'd

6. Minutes of the Last Meeting7. Matters Arising 8. Meeting Topics: list9. Any Other Business (AOCB)10.Date and time of next meeting

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• Agenda sample• Agenda sample from Microsoft

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Minutes

• A written report of a meeting that identifies who was present, summarizes discussions, records specific decisions and action points. Minutes are also known as protocols or informally notes.

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• Minutes are sometimes important legal documents.• Minutes are not meant to be a

verbatim!• Minutes follow the format of the

agenda used for the meeting

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• Note: the trend nowadays is to use meeting minutes recording software: they record and prepare all minutes in real-time.

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Formal minutes should contain:

1. The title of the meeting. 2. The date and time of the meeting. 3. A list of all those present under the

title present. 4. A list of all those absent but who have

sent their apologies, this list should come under the title apologies.

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cont'd

5. Confirmation that the previous meeting's minutes have been agreed.

6. Any amendments arising from the previous meeting's minutes should be written down.

7. Any matters arising from the previous minutes.

8. Items should be listed in order as taken in the meeting.

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cont'd

9. The date of the next meeting.• Headings can be in a numerical

system of the report format.

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• Minutes sample

Minutes sample from Microsoft

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Thank you