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ROLES IN MEETINGS

ROLES IN MEETINGS. Wednesday December 5 th , 2012 8:00am-10:00am. LEARNING OUTCOMES. By the end of the lesson, students should be able to evaluate the roles of chairperson evaluate the roles of secretary evaluate the roles of other attendees use the language appropriate for meetings.

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ROLES IN MEETINGS

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  1. ROLES IN MEETINGS Wednesday December 5th, 2012 8:00am-10:00am

  2. LEARNING OUTCOMES By the end of the lesson, students should be able to evaluate the roles of chairperson evaluate the roles of secretary evaluate the roles of other attendees use the language appropriate for meetings

  3. INTRODUCTION Chairperson responsible for the overall direction of the meeting. a stimulator, not a dictator. Secretary Before During After Other participants

  4. LANGUAGE EXPRESSIONS FOR A CHAIRPERSON Starting a meeting • To greet and start a meeting • To thank and to appreciate • To state the principal objective(s) • To allocate roles (secretary/participants) • To give apologies for someone who is absence • To discuss and confirm minutes of the previous meeting • To ask for a seconder

  5. continued… In a meeting • To discuss the items on the agenda • To mediate • To seek opinions • To interrupt • To direct the flow from one item on the agenda to the next • To call for a vote • To raise matters under any other business (A.O.B) Closing a meeting • To summarise/close • To inform the date, time and venue of the next meeting (optional)

  6. LANGUAGE EXPRESSIONS FOR PARTICIPANTS Starting a meeting • To accept the minutes • To second the acceptance of the minutes

  7. In a meeting • To express opinions • Strongly • Neutrally • Tentatively (Not very convinced ) • To suggest • To clarify • To present • To agree fully or partially • To disagree • To interrupt • To correct misunderstanding • To volunteer

  8. Watch the links for examples of the do’s and don’ts of the language use for meetings • http://www.youtube.com/watch?v=w82VZ0PBDOs • http://www.youtube.com/watch?v=O1Z_ndnd00c • http://www.youtube.com/watch?v=15Av0DLUQNk • http://www.youtube.com/watch?v=15Av0DLUQNk • http://www.youtube.com/watch?v=OTinmIWtPDg • http://www.youtube.com/watch?v=F1qstYxrqn8http://www.youtube.com/watch?v=ffCtR48Zxbghttp://www.youtube.com/watch?v=e3a0KbM5p9A • While watching the videos, list down and analyze the appropriate language expressions for use during meetings.

  9. PRACTICE HOURS Complete activities in the module on pages 7 - 10

  10. Meeting Terminology Terminologies specific to meetings are typically used in a formal setting. Familiarize yourself with the meeting terminology by completing the crossword puzzle in the module: Activity 11.

  11. DOWN 1: committee official responsible for the internal and external administration of a committee – SECRETARY 2: a system of secret voting in the written form – BALLOT 5: all being in favour – UNANIMOUS 6: the name given to a ‘proposal’ when it is being discussed at a meeting – MOTION 10: to close a meeting or hold a meeting over until a later date – ADJOURN 11: participant or person attending a meeting – ATTENDEE 12: leader or person given authority to conduct a meeting – CHAIRMAN 13: a submitted item for discussion (usually written) before a meeting takes place – PROPOSAL 15: person not at the meeting, not present – ABSENTEE 17: literally ‘on behalf of another person’ who cannot attend to cast a vote during a meeting – PROXY

  12. ACROSS 3: a type of General Meeting called for all members to discuss a very serious or specific issue affecting all – EXTRAORDINARY 4: having the power to act upon taken decisions – EXECUTIVE 7: a formal method of deciding something, especially by officially writing a mark on a paper or by raising your hand or speaking in a meeting – VOTE 8: a type of group decision making. It involves coming to a decision acceptable to all members of the group without a vote being taken – CONSENSUS 9: the written record of what took place at a meeting – MINUTES 10: a schedule of items drawn up for discussion at a meeting – AGENDA 11: excuses given in advance for inability to attend a meeting – APOLOGIES 14: committee official responsible for its financial records and transactions – TREASURER 16: one who speaks against a motion – OPPOSER 18: one who supports the ‘proposer’ of a motion or proposal by ‘seconding’ it – SECONDER 19: the minimum number of people who must be in attendance before a meeting is official – QUORUM

  13. Answers:

  14. Assessment 5a • Pair work: Monday Dec 10th, 2012 • Watch a 17-minutes video as many times as you wish • Bring OWN headset • Total hour = 1.5 hours including video watching • Those who cannot make it on Monday Dec 10th, 2012, the test session will be on Wednesday (12 Nov) at 2 p.m at Lab 3: BE PUNCTUAL

  15. ASSESSMENT 5B • Group work: Monday Dec 17thand Wednesday Dec 19th, 2012 • 5 members in each team • Choose own topic but must be work-related, e.g. welfare issues at work • Must demonstrate 1 negative behavior and the chairperson must show how he/ she handles the problem • RECORD your presentation: Bring iPad or any recording devices • SUBMIT agenda for the meeting

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