DURING

THE MEETING
PBI10202
ENGLISH FOR COMMUNICATION II

Topics to be covered:
IMPORTANT ROLES RUNNING ETIQUETTE
IN MEETING A MEETING IN MEETING
 1
IMPORTANT ROLES
IN MEETING
01 THE CHAIRPERSON
02 THE SECRETARY
03 THE MEETING MEMBERS
 #1 ROLES OF THE CHAIRPERSON
 Seeing the meeting ends
 Chairing a Meeting on time

 Participating in a Meeting
 Keeping members on
track
 Preparing the Agenda

 Opening and closing the meeting

 Ensuring that all members have a chance to participate

#2 ROLES OF THE SECRETARY
Assisting the
1
chairperson to draw
up the agenda 3 Informing and
reminding members
of the meeting.
2 Taking all necessary
documents / materials
to the meeting venue 4 Taking notes on
. decisions made
.
during the meeting

5 Writing and circulating the

minutes

Note:
A secretary will also play as an active member during the meeting
 #3 ROLES OF THE MEETING MEMBERS
 Arriving on time.  Carrying out assigned duties

 Preparing beforehand
 Exercising votes.
 Taking guidance from the chairperson

 Giving suggestions /opinions

 Following the agenda

 Asking questions
 2
RUNNING
A MEETING
 MOCK MEETING GUIDELINES
(for 1st time meeting)
1) Opening 5) Any Other Business
- Welcoming Speech, Confirm (Important issues not mentioned
& Review Agenda = CP priorly in the agenda)

2) Apologies for Absence 6) Round Table Assessment

(Members not attending the = CP ask each member if
meeting with reasons) = they have anything else to
Secretary say/add.

3) New Item/Idea #1 7) Date, Time &

(State and open the Venue For Next
discussion) = CP Meeting =
Secretary
4) New Item/Idea #2
(State and open the 8) Closing: Meeting End
discussion) = CP
= CP
Note: CP = Chairman/Chairperson
 3
ETIQUETTE IN
MEETING

Attention:
This section includes the etiquette for both, general
meeting and the mock meeting assessment that we will
do, starting Week 11.
 GOOD ETIQUETTE
1 Treat everyone with respect
2 Be fully prepared for the meeting and
participate actively
3 Stay in character
4 Express yourself properly and correctly
5 Engage each other's thoughts, ideas and
opinions
6 Stay focused on the topic under discussion
7 Start and end meetings on time and
stay punctual
 BAD ETIQUETTE
1 READING SCRIPT!
2 TOO MANY INTERRUPTIONS
3 OUT OF TRACK
4 LATE!
5 DRAMA
6 UNPREPARED
7UNORGANISED
LANGUAGE IN MEETING
(useful expressions)
#1 OPENING & CLOSING
A MEETING

#2 ASKING FOR &

#6 INTERRUPTING GIVING OPINIONS

#3 AGREEING &
DISAGREEING

#5 ASKING FOR
CLARIFICATION #4 MOVING ON,
KEEPING TO THE POINT
& CONTROLLING
#1 OPENING & CLOSING THE MEETING (CHAIRPERSON)

Well, I think that covers everything.

I think we should make a start.

That concludes our business for

Let’s get down to today. Thank you, everyone.
business, shall we?

That’s all for today. Thank you.

Since we are all here, let’s
start the meeting.
This is the end of our
meeting for today.
Everyone, shall we get
started?
Alright, I declare the meeting
is closed.
 #2 ASKING FOR & GIVING OPINION

I wonder if you’d like to I think we should…

comment on this, *Mr. Lim?

Why do you think if we…

I would like to hear
your views on…

How about…?
What are your views on
this, *Mr. Lukman?
I suggest that we…

What do you think?

In my opinion…

Note:
*It is good to direct a question to a specific person who possibly will give the answer needed.
#3 AGREEING & DISAGREEING
I have to disagree.
That’s how I feel too.

I’m afraid I think otherwise.

I’m in total
agreement.
I agree to a point but…
I second that motion.

I totally disagree with you.

I agree.

That’s just not true!

#4 MOVING ON, KEEPING TO THE POINT & CONTROLLING (CHAIRPERSON)

Please keep to the point.

Could you stick to the subject,
please?

We can’t all speak at once. Mr.

Rizal first, then Miss Baizura.
I’m afraid that’s outside the
scope of this meeting.
One at a time, please.
Shall we move on to the
next agenda?
Please listen to the others.
Now let’s move on to
the first point.
I shall have to call you to
order, Miss Susan.
#5 ASKING FOR CLARIFICATION

Am I correct in assuming that… ?

Are you saying that… ?

Is it correct if I say that you said…

I don’t quite follow you.
Could you go repeat it again?

What do you mean by… ?

I’m sorry. Can you repeat

that, please?
Do you mean it’s like this?
#6 INTERRUPTING
Could I say something
May I interrupt you for a about…?
moment?

Excuse me, but I’d just like to

I wonder if I could add point out that…
something here.

Sorry to interrupt, but… I don’t want to interrupt,

but…

Attention: Please refer to the extra notes on KeLIP for further explanation and samples.