Unit 6

Arranging Business Meetings

Introduction

• A secretary usually participates in a meeting

from the beginning to the end. This unit
begins with preparing for a meeting including
writing agenda and memo sent to
participants. Next, running a meeting focusing
on process and expressions used in meetings
is provided. Finally, writing up minutes of the
meetings is presented.
Preparing for a Meeting

• Before a meeting begins, it is necessary for a

secretary to consult the chair for the purpose
of the meeting in order to draw up an agenda.
Then he or she will call for meeting by
telephone, email or writing a memo
confirming the meeting to participants.
Moreover, he or she might do the followings:
• Check the amount and availability of participants for a
meeting.
• Reserve the room for an up coming meeting. 
• Arrange the documents necessary for an up coming meeting.
• Look in to the meeting room. Ensure that overhead projector,
tape recorder, and every thing to be used is in good condition.
For example, the flowers in the vase are fresh or the chairs are
not broken.
• Order refreshments (snacks) for an up coming meeting.
• Finish the minutes of the previous meeting and send them to
every person who attends the meeting.
• One of the secrets of successful meetings is
careful preparation. If a secretary is well-
prepared, the meeting will achieve its goal.
This section will focus on writing an agenda as
well as writing a memo to confirm the date
and time of a meeting.
What is an Agenda
• The agenda is the version of the meeting plan shared
with meeting attendees. A meeting agenda may include
a list of topics to discuss, a sequence of planned
activities, or both. The simplest agendas are formatted
as a short bulleted list. More complicated agendas may
include detailed topic descriptions, including the
expected outcomes for each item and reference
material, such as reports and proposals for review prior
to the meeting. Formal agendas will also include timing
and presenter information for each agenda item.
Writing an Agenda

• Most meetings should have an agenda, a list

of topics to be covered, presented in the order
at a meeting. In general, the copy will be sent
to each participant before the meeting begins.
A common form of agenda accompanied by
explanations is as follows:
• As the form of agenda above, it can be
concluded that Items 4 and 8 are new topics
which will be discussing at the meeting.
Generally speaking, a meeting should
contain2-3 new topics for discussion.
However, the outline should be adapted for
particular meetings; for instance, the first
committee meeting or Annual Meeting where
Items 2 an d 3 are redundant.
What Are Meeting Minutes?

• Meeting minutes, or MOM (for minutes of

meeting) can be defined as the written record
of everything that's happened during a
meeting. They're used to inform people who
didn't attend the meeting about what
happened, or to keep track of what was
decided during the meeting so that you can
revisit it and use it to inform future decisions. 
Things to consider When Writing Meeting
Minutes?
The five steps that you must include are: 
• Pre-Planning
• Record taking - at the meeting
• Minutes writing or transcribing
• Distributing or sharing of meeting minutes
• Filing or storage of minutes for future referenc
e
What Is the Purpose of Meeting Minutes?

• You shouldn’t be intimidated by the term

“minutes”, since it’s actually a little misleading.
After all, your committee or Board doesn’t want or
need a record of its meeting proceedings minute
by minute!  But it is important to capture the
essence of the meeting, including details such as: 
• decisions made (motions made, votes, etc.) 
• next steps planned
• identification and tracking of action items
Why Are They Called Minutes of a Meeting?

• The "minutes" of "meeting minutes" don't

refer to the minute measurement of time, but
to the "minute" (my-newt) notes taken during
meetings.
What Should Be Included in Meeting Minutes?

• Before you start taking notes, it’s important to

understand the type of information you need
to record at the meeting. As noted earlier,
your organization may have required content
and a specific mom format that you’ll need to
follow, but generally, meeting minutes usually
include the following:
• Date and time of the meeting
• Names of the meeting participants and those unable to attend
(e.g., “regrets”)
• Acceptance or corrections/amendments to previous meeting
minutes
• Decisions made about each agenda item, for example:
– Actions taken or agreed to be taken
– Next steps
– Voting outcomes – e.g., (if necessary, details regarding who made
motions; who seconded and approved or via show of hands, etc.)
– Motions taken or rejected
– Items to be held over
– New business
– Next meeting date and time
Running a Meeting

• Meeting is such an essential part in the business

world that all secretaries should be familiar with
both of documents and process. Meeting can be
effective if the person in charge sets an agenda and
sticks to it by not allowing lengthy arguments. In
other words, running a meeting effectively means
guiding the discussion that remains centered on
the issue. This section presents meeting process
and expressions used in a meeting as well as writing
minutes.
Meeting Process

The process of a meeting is as follows:

• 1. Before the meeting takes place, it is important to invite
participants to propose items or points for the agenda.
• 2. Drawing up the agenda is usually the responsibility of the
secretary or the chair.
• 3. When the chair opens the meeting, it is usual to run through the
agenda quickly.
• 4. The first item is usually Matters Arising to allow participants to go
through the minutes of the previous meeting.
• 5. After this, the discussion of the other points can begin. During the
• Discussion participants make recommendations and proposals in
order to solve problems.
• 6. If the meeting is scheduled for a whole day, it is typical to take
breaks and to adjourn for lunch.
• 7. Of course, it is necessary to resume after lunch.
• 8. In the middle of the afternoon, participants often ask for a time
out if they are feeling tired.
• 9. At the end of the meeting, the last or next-to-last point is often
AOB (Any Other Business) which gives participants the opportunity
to raise other issues not included in the main agenda. 
• 10.During the meeting someone is nominated to take the minutes
and after the meeting this person will write up the minutes for
circulation to the other participants before the next meeting.
• 11.Finally, the chair will close the meeting.
•  
Expressions for a Meeting

• It is useful to have an idea of what the meeting

will be covered and what will
achieve. This section deals with how to run a
meeting by using useful expressions for starting
a meeting, taking part in discussion and ending
a meeting. The followings are phrases which
can be used effectively at a meeting in order
to:1)startameeting,2) take
Part in discussion and 3)end a meeting
Some Useful Expressions for Starting a Meeting

• Welcoming participants to a meeting

• It’s nice to see everyone.
• It’s great to see everybody.
• I’m glad you could all make it today.
• Thanks for being here today. Hello everybody.
• Saying who can’t attend the meeting
• I have apologies from Tina and Bob.
• Derek has sent his apologies.
Some Useful Expressions for Starting a
Meeting
• Peter can’t make it either.
• Unfortunately, Tim wasn’t able to make it
today because…
• Laura can’t be with us today.
Stating what the meeting’s about

• We’re meeting today to talk about….

• Our objective today is…
• We’ll be discussing…
• Jeremy will present an analysis of…
• John will be giving us an overview of…
Introducing participants at a meeting

• Before we begin, can I introduce Chris Hall to

you all?
• Does everyone know Mary Norman?
• This is Christina, one of our consultants.
• Let me introduce….
Asking participants to introduce
themselves
• Why don’t you introduce yourself to
everyone?
• Tell us a bit about yourself.
• Could you tell us all who you are and say
something about yourself?
Some Useful Expressions for Taking Part in Discussion

• Asking for opinions

• What do you think about that?
• What do we all think?
• Would you like to make a point here?
• Does anyone want to say anything on that?
• Would you like to comment on that?
• What do you think about….?
• What are your thoughts about this?
• What is your opinion about this?
• Sam, you’r every quiet. Would you like to comment?
Some Useful Expressions for Taking Part in
Discussion
• Giving a neutral opinion
• I think that….
• Why don’t we….?
• It seems to me that….
• In my opinion….
• We should….
• Giving a tentative opinion
• It might be the case that….
• Perhaps we should….
• Giving a strong opinion
• I’m convinced that…
• It’s(absolutely)clear that….
• There’s no doubt in my mind that….
• And frankly I think that….
• Interrupting
• Sorry, but…..
• Sorry to interrupt, but I feel that…..
• Could I come in here?
• I’d like to make a point here, if I could.
• Can I just say something about that?
• Dealing with interruptions
• Hold on, please.
• We’ll come back to you in a moment.
• Just a second, please. I promise we’ll come
right back to you.
• Asking for clarification
• I’m not sure I understand what you’re saying.
• Do you mean that…..?
• If I understand you correctly, you think that….
• Strong agreement
• You’re completely right.
Writing Minutes

• It is necessary for a secretary to make a

complete record of the meeting. He or she will
take minutes during the meeting. If he or she is
not asked to attend the meeting, the chair
person of the meeting should give him or her a
rough draft of what occurred so that he or she
can finally prepare the minutes.
• Writing minutes requires considerable ability
in writing good, clear, and concise English.
Conclusion

• This unit provides you knowledge of arranging

meetings including agenda, memos, process,
language used and minutes of the meeting. As
a potential secretary, the set asks are essential
to make a good meeting.
 Unit 7
Writing Business Memorandums
Introduction

• Memorandums or memos are generally seen as

internal business communication used within the
company. As a company secretary, you always
write memos. This unit will focus on writing
which includes:
1) guidelines for writing office memorandums
2) elements of an office memorandum 3)model
memorandums and
4)expressions used for memorandums.