MAY 11 th , 2014

1. MAY 11th, 2014

2. Week 12 May 12th, 2014 May 14th, 2014 MEETING DOCUMENTATIONS

3. Learning Outcomes At the end of the lesson, students should be able to 1) write Notice including Agenda 2) write Meeting Agenda 3) write Minutes of Resolution Meeting

4. ASSESSMENT 5 REFER TO MY WIKISPACES

5. INTRODUCTION

6. What should be done… • before a meeting? • during a meeting? • after a meeting?

8. MEETING NOTICE

9. What are the contents of Meeting Notice?

10. 15 February 2009

11. 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:

12. TYPES OF NOTICE In a team of four, find out the differences.

13. Type 1 – Notice of Meeting (Print Poster Form)

14. Type 2 – Notice Requesting Agenda Items (Email Form)

15. Type 3 - Notice Including Agenda (Memorandum Form)

16. AGENDA

17. OVERVIEW

18. Opening Ordinary Business • Chairperson’s Address • Apologies for absence • Minutes of the last meeting • Matters arising • Correspondence (optional) • Presentation of accounts (optional) • 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 • Final Ordinary Business • Any other business • Date of next meeting STRUCTURE OF AGENDA

19. SAMPLES OF AGENDA Sample 1 – A Simple Agenda (Contemporary format)

20. Sample 2 – A Comprehensive Agenda Template Name of Organisation Meeting Title Logistics Agenda

21. MINUTES

23. Verbatim 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. TYPES OF MINUTES

25. 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.

26. REMEMBER to include the following: • What is the topic of discussion? • What is it about? • What is the decision/ suggestion? • Who is responsible to handle the task? • When is the deadline to complete the task? • Who should know about the task completed? • Use contemporary format for Minutes of a meeting!

27. In Summary: Always write minutes REMEMBER!!

28. LANGUAGE SKILLS

30. Reported Speech • Reported speech records the words spoken in meetings. • When changing direct speech to reported speech, change the following: • The tenses • The pronouns • The time frame

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

32. THANK YOU