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1.

As a chairperson
2. As participants
LANGUAGE EXPRESSION FOR a chairperson
To start of a meeting
To greet and start
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
The Main Part of 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)
The End of a Meeting
To summarize/close
To inform the date, time
and venue of the next
meeting (optional)
LANGUAGE Expression FOR PARTICIPANTS
The Start of a Meeting
1. To accept the minutes
2. To second the acceptance of the minutes

The Main Part of a Meeting
1. To express opinions
a) Strongly
b) Neutrally
c) Tentatively (Not very convinced )
2. To suggest
3. To clarify
4. To present
5. To agree
6. To disagree fully or partially
7. To interrupt
8. To correct misunderstanding
9. To volunteer

Activities 7 - 10

Meeting Terminology
There are many terms used in a meeting especially in a formal setting.

Test your knowledge on the meeting terminology by completing the
crossword puzzle in Activity 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
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

Answers: