SCOPE

Name and explain (6 marks) and give examples of the annexure and random examples.
Meetings
Meeting categories: Public meetings, business meetings, meetings of non-profit organisations/
associations.
Types of meetings:
Formal meetings: General, Executive committee and extraordinary meetings.
General: held at regular intervals and are attended by the executive of a company and the majority
stakeholders such as employees and investors. Usually happens once a year AGM (Annual General
Meeting). Executive committee, Inaugural, Special/Extraordinary( are called to deal with exceptional
circumstances or issues that arise between scheduled general meetings) ADHOC( set up to deal
with specific tasks or objectives) regular & Disciplinary meeting.
Procedure for creating meetings:
The professional meeting process:

Reflect
Main objective of the meeting.
Other objective

Follow-up
Plan
On actions, and decisions
Notice or invitation, agenda what,
Get feedback to plan future how, who, when and where.
meetings

Prepare
Capture the event Facilitation, documents, reports,
Produce minitues or notes presentations.
Distribute to relevant parties Logistics: venue, equipment,
refreshements etc.

Meet
Facilitation
Recording minutes or notes
(decisions and actions)

Identify what type of meeting is required to have.

The corporate culture of a business often dictates the type of meeting that are generally held.
However, there are three main factors that influence meeting types. These are:
The need for formality, the number of participants, the geographical location to held.
What is to be covered? When considering what to cover, you need to keep your main objective in
mind. The items on the agenda should all help to achieve this objective. This gives all participants
something to aim for and a sense of accomplishment when it is activated.
How is the meeting structured? Once you have a list of items you want to cover, you need to work
out the best way to structure the meeting. Here you need to balance your meeting objective
effectively with the most efficient use of time. A clear structure ensures that meetings stay on track
and participants do not waste valuable time should be spent working.
Who is to attend?
For this part of your planning, you need to decide who needs to be present at the meeting and
what their roles will be. Answer these questions on ho best to achieve the objective of the meeting:
Who needs to be there? Why does each person need to be there?
Who is to facilitate?
The person selected to facilitate a meeting is very important. This person needs to have the
authority and skills to make the meeting run smoothly. An effective facilitator is someone who:
understands the objective of the meeting, can stick to the structure of the meeting, i.e. the agenda,
can manage the size of the group, can keep participants focused and on track, can encourage and
control participation, allows an appropriate amount of discussion, can synthesize the various points
to formulate a position that all agree on, can summarize the decisions and actions agreed on and
is good at timekeeping.
Who is to take notes? Don’t be tempted to facilitate a meeting and take notes at the same time.
Depending on the meeting, the notes can range from detailed minutes to simple points on
decisions, actions, and timeframes. FORMAL MEETINGS: The role of the secretary is to ensure that
there is an accurate written record of all meetings, in the form of minutes, and that these are
distributed to all participants. The secretary may bring an actual secretary or administrative person
to the meeting to help capture the proceedings so that minutes can be drawn up afterwards.
Informal meetings: Here the facilitation can be more relaxed. However, meetings are far more
productive if someone, usually the person who called the meeting, steers participants in the right
direction. Participants can lead the discussion in certain sections, but an overall facilitator is still
needed to ensure the meeting achieves the main objective in the time allocated.
When is the meeting to be held? Meetings can be held at various times of the day. There is a vast
difference between scheduling a meeting for first thing on a Monday morning or last thing on a
Friday afternoon. Lunch meetings differ from meetings over drinks at work.
Where is the meeting to be held? Select a venue that is most convenient for your critical
participants. You need them to be there to achieve your objective.
Prepare the content, arrange logistics, equipment list, arranging the space.
Meeting documentation (formal business documentation: LETTERHEADS, NOTICE, MINUTES,
AGENDAS, EMAILS)
Letterhead examples:
IT Education Incorporated (PTY)(LTD)
Tax No: 174505/345B
202 Hertzog Boulevard, Foreshore, Cape Town, 8000
[email protected] Tel: 0214604299
Notice:
A Notice of The October monthly departmental meeting of IT Education Incorporated will be held at
the ITCC Boardroom, Second Floor, Sandcastle Wing, 122 Adderley Street, Cape Town at 14:00
Signature of the Coordinator:
Position of the Coordinator:
Date:
Contact Number:
Email Address:
Agenda example:
IT Education Incorporated (PTY)(LTD)
Tax No: 174505/345B
202 Hertzog Boulevard, Foreshore, Cape Town, 8000
[email protected] Tel: 0214604299
Agenda for the October monthly departmental meeting of IT Education (PTY)(LTD) being held at the
Boardroom, Second Floor, South West Wing, Madiba House, 202 Adderley Street, Cape Town on
Wednesday 18th October 2021 at 14h00
1. Opening and Welcome by Chairperson Menziwa.
2. Apologies.
3. Adoption of the minutes of previous meeting.
4. Introduction to guest speaker by Chairperson Menziwa.
5. Guest Speaker
6. Question & Answers
7. Word of thanks and Greeting the Guest Speaker
8. Financial Statement updates
9. Profit progress report
10. Date of next meeting
11. Closing by Chairperson

Minutes:
Letterhead (with company name, address and contact details)
MINUTES of the (number of meeting) Annual General Meeting of (the name of the target group of
participants) of (name of company/organisation) held in (name of venue) on (day, date and time)
Present (example):
Prof A Manuel (Chairperson)
Ms L Simons (Secretary)
Ms P Manley (Treasurer)
12 employees (see Attendance Register)
32 shareholders (see Attendance Register)
Apologies:
Mr H Brandice-Evans (Overseas)
Ms V Yolo (in hospital)
Mr X Thali (at a workshop)
1.Notice: With the consent of the meeting, the notice was taken as read.
2. Minutes:
Introduction example: The minutes of the extra-ordinary general meeting held on the 30 April
2016 were taken as read. Mr R Stevens pointed out that his initials had been incorrectly given as T
instead of R. The secretary apologies for the error and the correction was mad. On Ms B Daniels
proposal, seconded by Mr S Viljoen, the minutes were unanimously approved and duly signed.
3.Chairperson’s report:
4. Financial statement:
5. Elections
6. Honoraria
7. General
8.Closure
Secretary Signature: Chairperson Signature:
Date: Date:
Offices bearers
Chairperson:
Facilities interactions, directs group towards achieving objectives, democratic style is preferred,
preserve and maintain order, eject person’s obstructing the meeting, adjourn meetings when
required.
Main duties before meeting: Ensure meeting is properly constituted, draw up agenda with
secretary, prepare and be fully informed of matters for discussion.
Main duties during meeting: Call meeting to order and declare it open, ensure meeting abides by
constitutional requirements, deal with items on agenda in the order set & confirm previous minutes
and sign it, maintain order, clarify and restate points not clear in meeting, summarize & draw
conclusions from discussion, act as a facilitator & not participant, ensure accurate recording of
proceedings, decide when a motion is sufficiency discussed and can be put to vote, supervise the
voting procedure, use the casting vote if needed, identify action to be taken and delegate
responsibilities.
Main duties after meeting: Ensure minutes are recorded accurately, ensure minutes are circulated to
all members before the next meeting and follow up on decisions, implementations and actions.
Secretary: Recording officer, custodian of all meeting records & records minutes, attendance
register and any other documents or correspondence.
Main duties before meeting: Draw up agenda with chairperson, send out notice to attend, meeting
& agenda to all members timeously, prepare correspondence documents to be dealt with at the
meeting, circulate documents among members & arrange venue & materials required.
Main duties during meeting: Ensure all members sign attendance register, read apologies of those
absent, collect copies of all reports for filling, make notes on all proceedings, record minutes,
motions, proposers, seconders and resolution, record the number of votes, record the names of
those responsible for further action.
Main duties after meeting: Prepare minutes, send copies of minutes to chairperson to be checked,
file copy of checked minutes & circulate to all members & attend to all correspondence.
Treasurer: Takes care of the finances of the organization- accounting officer, keeps accurate records
of all monetary transactions, takes care of payments & receipts, may have other powers ( ) to the
funds of the organization & reporting of financial information.
Guidelines for participating in meetings: Prepare by reading relevant meeting documentation-
notice to attend, previous minutes, the agenda & any other correspondence, be punctual, listen
actively to the chairperson & speakers, do not interrupt- indicate your desire to speak to the
chairperson- address all comments through the chairperson.
Participating in meetings: Be relevant- stick to agenda items, be concise- do not take up time with
unnecessary comments, be objective by considering all matters, be constructive in your evaluation
of proposals & suggestions, ask for clarity if you are unsure of something, avoid being aggressive,
rude or belittling & diarize all tasks allocated to you.
EMAILLL
Communication Theory: different ways people communicate/modes of communication: formal &
informal: Formal communication is used in the business world. It’s when you write or speak in a
professional way and exchange information in a structured way. Informal communication is when
you write or speak in a more relaxed manner, as you would with your colleagues during a team
building exercise or during a lunch break. Both forms of communication are important and
complement one another.
Verbal & Non-verbal: Verbal relies on the use of sounds & language, both spoken or written. To
be effective, verbal communication will not take place in isolation but will depend on other skills
such as non-verbal communication and listening skills.
Two categories of verbal communication are: oral & written communication.
Oral communication: Occurs through the spoken word, word of mouth, dialogues, and
conversations. Oral communication is used in face-to-face conversations, telephone conversations,
public speeches, meetings, seminars, conferences, discussions, and interviews. Has the advantage
of being immediate and of being able to add a personal touch during communication. Can also be
supplemented with non-verbal forms of communication.
Written communication: Involves the use of the written word of signs. The written mode is best
used for lengthy messages or documents that need to be recorded for prosperity. It’s used in
memos, emails, letters, faxes, notices, circulars, reports, proposals, research papers, brochures,
manuals, and messages sent via social networks. Unlike oral communication, written lacks the
personal touch and cannot be supplemented by non-verbal forms of communication.
Non-verbal communication: is any communication that takes place without spoken words and
written language. In other words, it includes all unspoken and unwritten messages, both intentional
and unintentional. With non-verbal communication, it becomes extremely difficult to mask what you
are thinking. Your body movements such as a sudden gesture that underlies a defensive attitude
will almost certainly give you away. It reinforces what has been said in words and conveys
information about the speaker’s emotional state, often without them realizing it:
Gestures, body language and facial expressions /movements of the body that reinforce verbal
communication by emphasizing the words a person is saying. (kinesics)
Touch and forms of greetings/ a form of non-verbal communication that relies on touch. (haptics)
The physical distance between people who are communicating/ the study of space in interpersonal
relationships. In business, space is often taken as an indication of power and authority. (proxemics)
The study of the role of time in communication/ study of the role and use of time in communication
e.g., monochronic or polychronic cultures. (chronemics)
Eye contact
Posture
Vocal features (para- language)
categories, how to identify, how to use different ways of communication to get a certain result.
Oral Presentation: How to plan your presentation, analyze audience, what to do in order to run a
successful presentation.
Presentation Process:
 Planning: Determining the purpose of the
presentation, analysing the audience and
deciding on the timing and method of delivery.

Organising: Gathering the data and arranging

the outlinee in logical order

Developing visual adis: Selecting the type,

number, and content of the visual aids.

Practising : Rehearsing

Deliviring: Dressing appropriately, making

friendly eye contact, speaking in an effective
manner and answering questions confidently.

Five key elements of presentations

The presenter, audience, content, delivery & setting.
The presenter: when you stand at the podium, you become the actor in your presentation. When
presenting, you should not read your notes. Instead use your voice & body language and establish
eye contact with the audience.
Characteristics of a successful presenter:
Poise: Presenters should assure the audience that they are in control of the situation.
Competence: The audience must be convinced of the presenter’s expertise in relation to the topic.
Trustworthiness: The audience must be able to believe that the speaker is fair, objective, reliable,
honest, and mindful of their interests. Gaining trust takes time to develop within a group.
Commitment: The presenter must demonstrate willingness to “go the extra mile” with the group.
Dynamism: The presenter must persuade and energize the audience by instilling enthusiasm,
intensity and forcefulness.
Sincerity: The presenter must come across as sincere. Inconsistencies between verbal & non-verbal
messages can signal deception.
Respect: The speaker should show respect for the audience, their views, opinions,
and knowledge.
The audience: To deliver a presentation effectively, it is important to analyze audience beforehand.
A key factor to consider is the composition of the audience: it is made up of professionals or non-
professionals, providers, or users, or of people who are internal to the organisation, or external to
it?
The content: The preparation of your content include a framework of the organized steps of your
presentation. This will help you to structure the content in such a way that is coherent, adds
impact, and helps you to decide which visual aids to use.
Planning the structure of your presentation: Always have an introduction/opening, the body (the
main part of a speech) and the conclusion (the closing part of a speech).
Visual aids: Will enhance the content of a presentation in ways that words cannot. In the following
section, you will find out how to develop visual aids that will complement other aspects of your
presentation.
Methods of delivery:
Impromptu: The presentation is given without any advance planning.
Extemporaneous: The presenter is well-prepared, yet flexible enough to respond to audience
feedback. The presenter fleshes out the presentation as it progresses, using the skeleton key
points and headings available in the form of notes or cue cards.
Memorised: This type of delivery entails a set script that is memorised beforehand. It is advisable to
memorise just a few elements of the presentation such as the introductory statement, as well as
specific points throughout, that lend themselves to accuracy or impact.
Reading from notes: This entails reading from a prepared script. To compensate for reading from a
prepared script, remember to look up at the audience from time to time to maintain engagement.
With a highly technical content, it is best to cover the main findings using visual aids and, if
necessary, provide technical content in the form of handouts.
Techniques of effective delivery:
Dealing with fear, dealing with stage fright, making eye contact, developing a good speaking voice,
standing & gesturing.