English FAL Level 3 Module 4

English: First Additional Language NQF 3 Downloaded from hlayiso.com English FAL NQF Level 3

All about meetings Module 4 Downloaded from hlayiso.com English FAL NQF Level 3

Overview • Meetings • Meeting vocabulary or terminology • Types of meetings • Meeting theory • Meeting documentation • Notice • Agenda • Minutes Downloaded from hlayiso.com English FAL NQF Level 3

Overview (continued) • Core notes • Workplace terminology or jargon • Direct and reported speech Downloaded from hlayiso.com English FAL NQF Level 3

Meeting vocabulary or terminology Secretary Attendance Quorum Resolution register Welcome Proposal Seconded Chairperson Motion Notice Treasurer Vote Minutes Downloaded from hlayiso.com English FAL NQF Level 3

Meeting vocabulary or terminology 1. Notice 2. Agenda 3. Minutes Downloaded from hlayiso.com English FAL NQF Level 3

Meeting vocabulary or terminology Notice Agenda Minutes • An announcement • A list of the • An accurate and stating that a matters that will official report of meeting has been be discussed the activities and called. It includes during a meeting. decisions taken the venue, date during a meeting. and time that the meeting will be held. Downloaded from hlayiso.com English FAL NQF Level 3

People in the meetings Chairperson: The elected leader of the meeting: opens the meetings, and closes or adjourns the meetings, sets the date for the next meeting. Secretary: The person who sends out the notice and agenda before the meeting and takes the minutes during the meeting. Treasurer: The member of the committee responsible for the finances of the organisation. Quorum: The minimum number of registered members that should be present (according to the organisation’s constitution) to make a meeting legal. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.1 Module 4 Test your knowledge of this section by completing Learning activity 4.1 on page 58 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Types of meetings Ad hoc meeting Annual Board General Meeting Meeting Quarterly Staff Meeting Meeting Emergency Team Meeting Meeting Special Work Meeting Meeting Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.2 Module 4 Test your knowledge of this section by completing Learning activity 4.2 on page 59 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Meeting theory • Meetings are a core activity common to most businesses. • Meetings are legal gatherings and are held according to the constitution of the organisation. • Most meetings have a structure or order that is strictly followed. • A chairperson leads and controls the meeting according to the structure. • Before a meeting, all attendees will receive a notice informing them of the meeting and an agenda for the meeting. Downloaded from hlayiso.com English FAL NQF Level 3

Preparation for the meeting • Before a meeting takes place, the people who should attend receive a notice of the meeting 7–14 days beforehand. • For an important meeting such as an Annual General Meeting, notice is given 21 days beforehand. • The writer of the notice should attach an agenda for the meeting. • The agenda sets out the matters to be discussed and the order in which they will be discussed. (You can also attach the minutes of the previous meeting, if there has been one. This gives members the chance to bring up anything they do not understand or that they disagree with.) Downloaded from hlayiso.com English FAL NQF Level 3

The format of an agenda AGENDA Company Letterhead Welcome Attendance register Apologies Minutes of last meeting Matters arising from the minutes Correspondence Topics for discussion General Date of next meeting Closing Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol Anyone who wants to say something must ask the Chairperson first. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol Say what you want to say when the Chairperson asks you to. Provide all the facts and answer in full. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol Listen to what other people say and make a note of any decisions taken. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol When action is to be taken, make sure you know who has to do what and by when, so that the action can be followed up on in the next meeting. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol You may not talk about things that are not on the agenda. Sometimes there is a ‘General’ section of the agenda for this. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol Be aware of your role and what is expected of you in every meeting. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Meeting procedure or protocol Say what you Anyone who want to say Listen to what wants to say when the other people say something must chairperson asks and make a note ask the you to. Provide of any decisions. chairperson first. all the facts and answer in full. When action is to You may not talk Be aware of your be taken, make about things that role and what is sure you know who are not on the has to do it and by expected of you agenda. Sometimes when, so that the in every there is a ‘General’ action can be meeting. section of the followed up on in agenda for this. the next meeting. Effective communication in meetings Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.3 Module 4 Test your knowledge of this section by completing Learning activity 4.3 on page 62 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Core notes • Core notes should be: • short • to the point • well organised • easy to read. • Decide which information is important and which information isn’t. • Use shortcuts to help you write more quickly. Develop a system of symbols and abbreviations. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.4 Module 4 Test your knowledge of this section by completing Learning activity 4.4 on page 63 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Minutes of meetings This is the written summary of the main The minutes They should be points that are written to clear, concise The minutes of were discussed correspond and easy to a meeting are during the with the points understand by the core notes meeting, the on the agenda all the people taken at the decisions that that gave who attended meeting. were made and structure to the meeting. the names of the meeting. the people who agreed to do something. Downloaded from hlayiso.com English FAL NQF Level 3

Taking the minutes Attendance sheet Clarify Use the meeting agenda Point form notes Brief, clear, comprehensive and Formal language objective Simply report, not interpret Listen Results and actions Type up and proofread promptly Actions and due dates Distribute promptly Motions, who made them, the Copy to next meeting results of votes Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.5 Module 4 Test your knowledge of this section by completing Learning activity 4.5 on page 66 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Workplace jargon Definition Special words or expressions that are used by a particular profession or group and that are difficult for others to understand. • Each field has jargon or technical language of its own that you will need to know to function effectively if you work in that field. • Medical jargon: clinical trial, central line • Educational jargon: differentiated instruction, formative assessment • Legal jargon: arbitration, counter claim Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.6 Module 4 Test your knowledge of this section by completing Learning activity 4.6 on page 68 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.7 Module 4 Test your knowledge of this section by completing Learning activity 4.7 on page 68 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Direct and reported speech DIRECT SPEECH ‘Let us go home,’ said Nonsindiso. ‘We will see the manager tomorrow.’ REPORTED SPEECH Nonsindiso said that they should go home and that they would see the manager the following day. Downloaded from hlayiso.com English FAL NQF Level 3

Direct and reported speech DIRECT SPEECH Themba replied, ‘He promised to pay us today! We must see him now!’ REPORTED SPEECH Themba replied that he had promised to pay them that day, and that they should see him then. Downloaded from hlayiso.com English FAL NQF Level 3

Direct speech Definition Direct speech refers to the actual words of a speaker. Those words are enclosed in inverted commas. Downloaded from hlayiso.com English FAL NQF Level 3

Rules for Direct speech 1 If the direct speech is introduced by the name of the speaker and a Nonsindiso said, speech verb, then a comma must “See the manager.” follow the speech verb. 2 If two sentences, spoken by one person, are separated by a speech verb “Let us go home,” said and the name of a speaker, then a full Nonsindiso. “We will see the stop follows the name of the speaker manager tomorrow.” and the second sentence begins with a capital letter. Downloaded from hlayiso.com English FAL NQF Level 3

Rules for Direct speech 3 A statement sentence in direct speech that precedes the name of the speaker and a speech verb must be “See the manager,” said followed by a comma. The full stop Nonsindiso. after ‘Nonsindiso’ indicates the end of the complete sentence. 4 A question sentence ends with a “Have you been paid?” question mark inside the inverted asked Themba. commas. Downloaded from hlayiso.com English FAL NQF Level 3

Rules for Direct speech 5 If the two parts of a single sentence are separated by a speech verb and the name of a speaker, then a comma “Let us,” said follows the name of the speaker, and Nonsindiso, “see the the second part of the sentence starts manager.” with a small letter. 6 An exclamation sentence ends with an “Hurry up!” Themba exclamation mark inside the inverted exclaimed. commas. Downloaded from hlayiso.com English FAL NQF Level 3

Rules for Direct speech 7 “Have you been paid?” Each time a new speaker speaks, asked Themba. his/her words must be written on a “Yes, I have,” said new line. Nonsindiso. 8 The following sentence ends with two question marks: the question mark within the double inverted commas is part of the “Have you read the book, title of the book (Who killed Kennedy?); and ‘Who killed Kennedy?’?” he the question mark within the single inverted asked. commas indicates that the complete sentence is a question. Downloaded from hlayiso.com English FAL NQF Level 3

Reported speech Definition Reported speech is used when we report what that person said to another person, or when we tell someone what we said in the past. Downloaded from hlayiso.com English FAL NQF Level 3

Rules for Reported speech To change direct speech into reported speech, these are the steps to follow: 1 • Discard the inverted commas. • Begin the sentence with the name of the speaker and the speech Jabu said that … verb, usually in the past tense. • Follow the speech verb with the word that. Downloaded from hlayiso.com English FAL NQF Level 3

Rules for Reported speech To change the actual words that were spoken into reported speech: 1 is → was Change verbs to past tense. wrote → had written 2 Change pronouns to third person pronouns. I/we/you → he/she/they this → that these → those 3 Change adverbs of time and place to today → that day show that there is a distance created yesterday → the day before tomorrow → the following day from the action. here→ there now → then Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.8 Module 4 Test your knowledge of this section by completing Learning activity 4.8 on page 69 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.9 Module 4 Test your knowledge of this section by completing Learning activity 4.9 on page 71 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.10 Module 4 Test your knowledge of this section by completing Learning activity 4.10 on page 72 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.11 Module 4 Test your knowledge of this section by completing Learning activity 4.11 on page 72 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 4.12 Module 4 Test your knowledge of this section by completing Learning activity 4.12 on page 73 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

VIDEO: All about meetings Mathematics NQF Level 2 Downloaded from hlayiso.com English FAL NQF Level 3

Summary of Module 4 Downloaded from hlayiso.com English FAL NQF Level 3

Formative Assessment Module 4 Test your knowledge of Module 4 by completing the Formative assessment on page 73 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

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