1 / 29

Professional English

Professional English. Meetings. Introduction. A meeting is a planned assembly, or An arranged gathering of people for a certain purpose. In organizational setting. Meetings are a primary process for organizational life For many people, attending meetings is what they do most of the time.

meira
Download Presentation

Professional English

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Professional English Meetings

  2. Introduction • A meeting is a planned assembly, or • An arranged gathering of people for a certain purpose

  3. In organizational setting • Meetings are a primary process for organizational life • For many people, attending meetings is what they do most of the time

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

  5. Types of Meetings • information-sharing • problem-solving • decision-making • planning • feedback: reacting / evaluating • combination

  6. Informal Meeting

  7. Formal Meetings

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

  9. Documents for Meetings • Notice • Agenda • Minutes

  10. 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

  11. Agenda • An agendais adetailed 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)

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

  13. Basic elements of an agenda: • date, time, and place • purpose of the meeting • topics to be addressed • participants

  14. A formal agenda should have: • the word Agenda • the name of the organization/ group/ or person calling for the meeting • the date and time of the meeting • the venue • Apologies

  15. cont'd • Minutes of the Last Meeting • Matters Arising • Meeting Topics: list • Any Other Business (AOCB) • Date and time of next meeting

  16. Agenda sample • Agenda sample from Microsoft

  17. 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.

  18. 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

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

  20. Formal minutes should contain: • The title of the meeting. • The date and time of the meeting. • A list of all those present under the title present. • A list of all those absent but who have sent their apologies, this list should come under the title apologies.

  21. cont'd • Confirmation that the previous meeting's minutes have been agreed. • Any amendments arising from the previous meeting's minutes should be written down. • Any matters arising from the previous minutes. • Items should be listed in order as taken in the meeting.

  22. cont'd • The date of the next meeting. • Headings can be in a numerical system of the report format.

  23. Minutes sample Minutes sample from Microsoft

  24. Thank you

More Related