STUDY UNIT 2

MEETINGS IN THE WORKPLACE

Contents
2.1. INTRODUCTION
2.2. PURPOSE OF MEETINGS
2.3. FORMAT AND STYLE OF MEETINGS
2.4. PROCEDURES OF MEETINGS
2.5. ROLES OF OFFICE BEARERS AND ATTENDEES
2.5.1. Roles of the chairperson
2.5.2. Role of the secretary
2.5.3. Role of the attendees
2.6. MEETING DOCUMENTATION: NOTICE, AGENDA AND MINUTES
2.6.1. Notice of a meeting
2.6.2. Agenda of a meeting
2.6.3. Minutes of a meeting
2.6.4. Format of minutes
2.7. CONCLUSION
LEARNING OUTCOMES

By the end of the lesson, you should be able to:

• identify the different purposes of meetings

• write meeting procedures such as meeting notice and agenda
• take minutes of meetings in table form and linear format.

2.1 INTRODUCTION

This unit will give a general knowledge of

the purpose of meetings, meeting
procedures and the relevant documents
used for meetings, such as notices, agenda
and minutes. You will continue to develop
the writing and language skills you worked
on in the previous unit.

Before delving into the detailed information about meetings, click on the link below to
watch an introduction to a meeting and its different types. After watching the video below,
complete a self-assessment activity:

Types of meetings
 Self-assessment activity 2.1

Pair work activity.

Think about a meeting that you once attended either physically or online. Identify the type
of the meeting and its purpose. List at least three agenda items discussed at the meeting.

After the pair has completed the activity, go to the Discussion Forum Self-
assessment activity 2.1 on myUnisa and share your ideas.

Feedback

Types of meetings: Annual general meeting

Purpose of the meeting: To discuss planning for the year-end activities.
Agenda items
1. End-of-the-year financial report
2. Selection of new board members
3. Review of rules and regulations of the estate

2.2 PURPOSE OF MEETINGS

Meetings are a management tool used to consult, plan and organise, and to delegate
tasks so that the business of an organisation runs well. Meetings follow conventional
decision-making procedures and provide formal documents for easy reference and
accurate record keeping.

There are different purposes that general meetings are planned for. Some of these
purposes are the following:

• Information – this is an instance where information is shared at meetings for

various purposes.
 • Problem-solving – meeting assists with solutions to problems encountered or
foreseen. For example, it could focus on developing a business strategy to improve
sales, or on the purchase of new uniforms for staff.
• Decision-making – often more than one choice is possible, and attendees decide
on which solutions would be most suitable. Where a meeting does not have the
authority to take final decisions, it may agree on recommendations that can be
conveyed to relevant line managers.
• Delegating tasks – tasks are delegated to attendees based on the solutions
decided upon. The persons responsible are identified and recorded in the minutes.
The attendees may also resolve to form sub-committees or project teams if it is
necessary.
• Time management – each task allocated to attendees is given a time frame for
completion.
• Teamwork – because meetings encourage participative management, employees
are empowered and the business gains the insight, creative input and information
of a greater portion of its employees.

2.3 FORMAT AND STYLE OF MEETINGS

The nature and style of meetings may differ, depending on the circumstances. Meetings
and documentation in the financial sector are likely to be more formal than those in the
creative entertainment industry. The way in which meetings are conducted and
documented will be formal at senior management level, and less so at lower levels of the
organisational structure. When many people attend a meeting, rules are followed more
strictly to control the proceedings, while small groups tend to be more manageable and
may therefore require less formal proceedings. The frequency of meetings can also
influence the style. Weekly office meetings tend to be less formal than annual general
meetings.
2.4 PROCEDURES OF MEETINGS

Rules and conventions that regulate behaviour create quality services and products. The
purpose of set guidelines for meetings is to ensure order and appropriate behaviour, and
to avoid confusion so that goals can be achieved with minimal effort and time. One
procedure, for example, is that a quorum (the minimum number of members as specified
in the constitution of the meeting) must be present for any decision to be valid.

2.5 ROLES OF OFFICE-BEARERS AND ATTENDEES

There are various activities that should be done before, during and after each meeting
by the chairperson, secretary and members. Some duties might be performed by
different office-bearers in meetings. For instance, the chairperson decides on tasks
he/she can assign to the secretary despite his/her daily activities. Usually, it is the
chairperson who draws up an agenda and decides when the meeting should be held,
but the secretary arranges the venue and makes sure that everyone involved is given
adequate notice of the meeting.

2.5.1 Roles of the chairperson

During the meeting, the chairperson

regulates and manages proceedings.
Other roles to perform include the
following:
• controlling time and attendees’
behaviour in a diplomatic way
• ensuring full discussion of all items
on the agenda
• managing meetings with impartiality
and being reasonable
• informing members about the
names of participants
 • ensuring that everyone present
has the opportunity to contribute,
although some may choose not to
do this.

Overall, it is imperative that the chairperson should not dominate the discussions or
exclude conflicting views and should not allow anyone else to do the same. Additionally,
the roles of the chairperson are also outlined in the video below. Watch the video and
complete the self-assessment activity.

Self-assessment activity 2.2

Group work activity.

Watch the video below and compare the chairperson’s roles with those listed above.
Then identify a list of the chairperson’s roles that are not included in the list above.

After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.2 on myUnisa and share your ideas.

Roles of chairperson in meetings

Feedback

• Ensures that expectations are clearly set and the process is understood.
• Summarises conclusions, decisions and records information.
• Assesses progress and invites feedback about the process.
• Summarise next steps and action items when the meeting ends.

The paragraph below summarises roles of the secretary.

2.5.2 Role of the secretary

In the previous section you learnt about the roles of the chairperson. Now, watch the
recording below about the roles of the secretary and complete the self-assessment
activity.

Duties of the secretary in meetings

Self-assessment activity 2.3

Group work activity.

After watching the role play from the video above, list the duties of the secretary before
and during the meeting.

After the group has competed the activity, go to the Discussion Forum Self-
assessment activity 2.3 on myUnisa and share your ideas.

Feedback

• Discusses the purpose, date and time of the meeting with the chairperson.
• Prepares the agenda in consultation with the chairperson.
• Makes a call to remind all members about the meeting.
• Prepares the reports, handouts, agenda and printouts for distribution during the
meeting.
• Takes minutes during a meeting.

The points below present additional responsibilities of the secretary during and after the
meeting.
 • During the meeting, the secretary takes notes that will be used to create the
minutes as soon as possible after the meeting. A recording may be made of the
minutes, but in case of technical failure, it is essential that the secretary writes
notes as well.
• The secretary files, records and distributes all documents, including the minutes
once the chairperson has approved them. However, the chair signs the minutes
only after the next meeting has accepted them.
• The secretary is responsible for all written documentation, in consultation with the
chairperson.
• Extra pens, batteries and other equipment must be handy.
• In the instance where discussions become unclear, the secretary can get
clarification from the person concerned after the meeting.

2.5.3 Role of attendees

Attendees have a significant role to play during and after the meeting, like office-bearers.
Below is a video about the role of attendees that outlines the duties and common
challenges of meeting attendees.

Business meeting: The role of attendee

Self-assessment activity 2.4

Group work activity.

After watching the video above, identify the following: roles of the attendees and common
challenges they face.
After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.4 on myUnisa and share your ideas.

Feedback

Roles of attendees

• Preparation: Before a meeting, an attendee should review any provided materials

and come ready with relevant questions or feedback.
• Active participation: Attendees should listen attentively, engage in discussions and
provide input when necessary.
• Respect for time: It is crucial to arrive punctually and avoid derailing the meeting’s
agenda.
• Positive etiquette: This includes avoiding interruption, keeping mobile phones
silent and staying focused on the topic at hand.
• Taking notes: While not mandatory, jotting down key points can be beneficial for
later reference.
• Follow up: If an attendee is assigned a task or needs clarification, they should
follow up after the meeting to ensure everything is on track.

Common challenges attendees face

• Over participation: Dominating the

conversation or going off-topic can
distract from the meeting’s objectives.
• Passivity: On the other side, not
contributing at all can be just as
detrimental.
• Multitasking: It might be tempting to
check emails or work on other tasks,
but this can lead to missed
information or lack of engagement.
It is up to participants to follow procedures and behave considerately to ensure successful
outcomes. Members should speak clearly and loud enough so that minute-taking is
facilitated.

It is customary that a pro forma attendance register be ready to circulate for members to
sign. Members are responsible for signing the register that the secretary provides. The
chairperson conveys any apologies that have been received and accepted by the
secretary. A pro forma register (with names already typed) saves time, ensures accurate
information and correct spelling of names.

Click on the link below and watch how to create an attendance register on an Excel
spreadsheet. After watching the video, respond to the self-assessment activity.

How to create attendance register on excel spreadsheet

Self-assessment activity 2.5

Pair work activity.

Now that you have watched a video above, design a draft attendance register of the
members of the meeting.

After completing the activity, go to the Discussion Forum Self-assessment activity

2.5 on myUnisa and compare your answer with that of your friend.
Feedback

MEETING ATTENDANCE REGISTER

Home is my Home
Meeting: Annual General Meeting
Date: 22 April 2025
Place: Bush-Kraal Auditorium
1 Name and surname Company Contact details
2
3
4
5
6
7

In the section below, we address the three kinds of documents used for regulating,
informing and recording meetings: notices, agendas and minutes. All documents must be
sent to every person who attends the meeting, or the process may be deemed irregular
and cause conflict, especially in formal circumstances.

2.6 MEETING DOCUMENTATION: NOTICE, AGENDA AND MINUTES

The notice of a meeting informs all who should attend the meeting of the venue, date
and time. The agenda gives information on what will be discussed. The main purpose
of the minutes is to record decisions made as to who has been delegated, what task
must be completed and by when must this task be completed. They also record who
attended the meeting, who chaired it and the main points made during the discussions.
The minutes are often referred to by those who need to do the work, or by managers
who need to ensure that it is done.
Below we provide detailed information of each meeting documentation.

2.6.1 Notice of meeting

Meetings that are scheduled well in

advance are likely to have better
attendance than those scheduled at short
notice. You will be guided by your
organisation’s usual practices. Sending
out the notice is the responsibility of the
secretary, acting on instructions of the
chairperson. Notices contain essential
information about where and when a
meeting will be held, and who should
attend.

The link below presents a video on a notice of meeting and agenda. Click on the link to
learn more about these concepts:

Writing a notice and agenda meeting

Self-assessment activity 2.6

Group work activity.

Now that you have watched the video above, design your own notice of a meeting and
the proposed agenda.
After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.6 on myUnisa and share your ideas.

Feedback

Home is my Home
Notice of the Annual General Meeting: Agenda
Beverly Hills Estate 1. Welcome and apologies
You are cordially invited to attend the 2. Reading of minutes of the previous
Annual General Meeting scheduled as meeting
follows: 3. Matters arising from the minutes
Venue: Bush-Kraal Auditorium 4. New matters
Date: 22 March 2025 4.1. End-of-the-year financial report
Time: 10h00 4.2. Selection of new board members
RSVP: Rev Nhlonipho at 012 428 6120/ 4.3. Review of rules and regulations of the
nhlonipho@beverlyhills@[Link] estate
5. Date of the next meeting
6. Vote of thanks and closure
2.6.2 Agenda of a meeting

An agenda lists matters in the order to be

discussed at a meeting. Members may be
invited to submit items in a notice before the
agenda is finalised. Some organisations send
draft agendas to members so they can see
what possible agenda items to add. The
chairperson usually controls the agenda but
would have to provide good reason for
excluding an agenda point.

Click on the link below to watch a video about the importance of an agenda.

Importance of agenda in a meeting

Self-assessment activity 2.7

Group work activity.

Imagine yourself as the secretary of the house committee of the Lady-Bee Residence at
Kapama Central University. The Students’ Representative Council has planned to hold a
meeting with the newly registered students. Write down the proposed agenda for the
meeting.

After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.7 on myUnisa and share your ideas.
Feedback

KAPAMA CENTRAL UNIVERSITY

Students’ Representative Council meeting
Venue: Lady-Bee Residence
Date: 7 May 2025
Agenda
1. Welcome
2. Apologies and attendance register
3. New matters
3.1 Introduction of faculty and departmental representatives
3.2 Rules and regulations
3.3 Class attendance
4. Date of the next meeting
5. Vote of thanks and closure

As with all meeting documentation, an agenda must be sent in good time so that
members can prepare to present their points of view. Where possible, a draft agenda is
sent out with the notice, and participants are invited to suggest additional items for the
chairperson to consider.
The advantages of an agenda are the
following:

• Items of business are not

overlooked.
• Confusion is avoided.
• Focus is maintained by excluding
matters that do not require
immediate attention.
• Information is given to members
so they can prepare for informed
discussion and decision-making.

Agendas, like notices and minutes, are influenced by the conventions customary to
the organisation. Your experience in this course will help you to improve your writing
skills and your organisation’s documentation.

For informal meetings, it may not be necessary to give many details, as members are
usually in close communication with each other and are well informed. In contrast,
formal meetings generally require a detailed agenda: Matters arising from the minutes
of the previous meeting and new matters sections will probably have several
subheadings.

[Link] Examples of agenda items of a general meeting

Table 2.1: Agenda items

Agenda Item Description

Opening and welcome • The chairperson opens the meeting

and welcomes members present.
Attendance register • Attendance register is circulated
and attendees sign.
Apologies • Names of persons who could not
attend the meeting.
 Minutes of the previous meeting • Attendees approve the minutes of
the previous meeting as correct and
binding.
Matters arising from the meeting • Attendees discuss matters from the
meeting or correct any information
incorrectly captured.
New matters • Items that should be discussed on
the day of the meeting.
General • Any other matters that attendees
wish to discuss during the meeting.
Next meeting • Proposed date for another meeting
to held.
Closing/closure • This is the end of a designated
meeting. Both terms are correct and
may be used.

[Link] Annual general meetings

The annual general meeting (AGM)
conventions are mentioned here so that you
may know the differences in the
documentation at different levels in
organisations. An AGM is a very specific type
of meeting for senior management,
stockholders or members of big societies (for
example, a medical aid society). An AGM is
held once a year to report on and discuss
organisational needs such as: what must be
done in terms of strategic planning and policy
making?

An AGM will not normally deal with routine matters and therefore agendas will look
different from those that are commonly used.
Examples of items in an AGM agenda would be:
• Chairperson’s report
• Financial report
• Election of office-bearers

Now that you have learnt about the different types of agenda items for a general meeting
and AGM, below we present how you can write minutes of a meeting for your organisation.

2.6.3 Minutes of a meeting

The minutes of a meeting is an official record

that can be used to manage information,
accountability, tasks and time in an
organisation. Furthermore, minutes of a
meeting is a list of required actions and
responsibilities or an accurate record of the
event.

When recording minutes, your goal is to use language successfully to provide an

instrument for management to ensure the quality of the product or service provided. Click
on the link below to watch a video about minutes of a meeting:

Minutes of a meeting

Self-assessment activity 2.8

Individual work activity.

Answer the following questions from the video you watched:

• In your own words, explain what is meant by minutes of a meeting?

• What are the three points to be written down by the secretary during a meeting?
• Why should minutes of a meeting be recorded?

Feedback

• Definition: Minutes of a meeting is a summary of points discussed and agreed upon

during a meeting.
• Two key points: motions proposed and actions list.

Reasons for recording minutes:

• Accountability – members should be held accountable for all decisions taken

during a meeting.
• Ready reference – members refer to minutes of a meeting for points agreed upon.
• Historical records – minutes are used for future records of the institution.

Minutes are not a record of general discussions, but a record that acts as a memory tool
to manage the following:

• The task to be performed.

• The name of the person who must perform the task.
• The date by which the task must be completed.
 As the secretary of an organisation, it is
significant to know the dos and don’ts of
minutes of a meeting. The link below
presents a video about the dos and don’ts
of minutes of a meeting. Click on the link and
complete the group activity below after
watching the video.

Meeting Minutes Do's and Don'ts

Self-assessment activity 2.9

Group work activity.

Write down the dos and don’ts that a secretary should know.

After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.9 on myUnisa and share your ideas.

Feedback

1. Dos
• Use agenda as a guide.
• Record the exact wording as finally adopted.
• Record all counted votes.
 2. Don’ts
• Do not include opinions or debate content.
• Do not waste time approving the minutes.

[Link] Procedure of minutes of a meeting

Minutes are recorded by the secretary who will summarise them for distribution to
members within reasonable time, usually within three days of the meeting or as stipulated
by the organisation’s rules regarding meeting procedure. It is the responsibility of every
member who attended the meeting to ensure that the minutes are correct. The secretary
ensures that some of the essential elements of meeting minutes such as time, date,
location, attendees, approval of previous minutes, action items and announcements, next
meeting details, and sign-off signature.

Time, date
and location

Sign-off
Attendees
signature

Essential
elements of
meeting
minutes
Approval of
Next
previous
meeting
minutes

Action items and

announcements

Figure 2.1: Essential elements of meeting minutes

Following this, the minutes should be tabled at the next meeting for correction, adoption
by members and signing by the chairperson.
Once all members have agreed that the minutes are a true reflection of what transpired
at the previous meeting, they are accepted (adopted) as such, and may not be altered or
amended in any manner whatsoever. Amended copies, duly signed by the chairperson,
may then be delivered, or emailed to members as is the organisation’s administrative
practice.

[Link] Language and layout of the minutes

Now that we have gone through the practices, procedures and general duties of the
primary role players, we will focus on the appropriate language for minutes. Minutes can
be formulated from tape recordings or notes made by the secretary while listening to
the conversations. Usually, the secretary should concentrate on taking notes based on
the gist of the discussion, i.e. select and summarise the main points made.

Meetings follow the points on the agenda, so the same subheadings can generally be
used. The following proforma is a useful tool.

Table 2.2: Example of a template to summarise minutes of meeting

Name of Organisation:
Purpose of Meeting:
Date/Time:
Chair:
Topic Discussion Action Person Responsible
1.
2.
3.

Note that, while a secretary may use point form to take notes during the meeting, full
sentences should be used in the minutes.
Here are fundamental points to follow when writing minutes of a meeting:

• Minutes are written in the past tense because the meeting has already taken
place.
• For example: The chairperson of the student support committee, Mr Dube,
introduced item 3.5: drug abuse issues and student support to the meeting. He
explained how drug addiction was rife at Malusi University and neighbouring
communities. Minutes use reported speech, also known as indirect speech,
to record a member’s direct statement.
For example: Ms Botha said that she was a former drug addict who decided to
turn her three-bedroomed house into a rehabilitation centre, and open her heart
to local poor people who were battling with substance abuse but could not afford
to pay for their recovery.
• Headings do not end in full stops, but all sentences below them do. For more
information, refer to agenda items 1-4 below.

Table 2.3: Agenda items without full stop

1. Welcome
The chairperson opened the meeting and welcomed everyone present.

2. Present
Mr N Semunya (Chairperson) Ms AJAsmal (Secretary)
Mr H Ramaphosa (Human Resources)
17 staff members as per attached attendance register.

3. Apologies
Mr S Ramsurap

4. Minutes of the previous meeting

Minutes of the meeting of 5 January 2025 had been circulated and were
taken as read. The minutes were approved subject to the following
 correction: Item 2: Attendance: The spelling of Mr Semunya’s surname
was corrected.

• Dates are written in full as follows:

On 14 July 20 …
On the 14th of July 20 …
Any other date convention is incorrect. Use the same format
throughout your text.

• In South African English, titles such as Mr, Ms, Mrs and Dr are not followed
by full stops; however, Prof. and Adv. etc. are.

Important information
Rule: If the word and the abbreviation end on the
same letter, there is no full stop (Mister – Mr). If
the abbreviation and the word do not end with the
same letter, there is a full stop (Professor - Prof.).

• Resolutions passed in the meeting may be written as follows: RESOLVED:

That an amount of R12 000 should be transferred…
• Changing verbatim records (i.e. conversation; spoken English) into minutes
of a meeting.

The table below provides different examples on how to change verbatim records into
minutes of a meeting.

Table 2.4: Writing verbatim records in reported speech

Verbatim records in direct speech Minutes in direct (reported) speech

Simple present Simple past

I am responsible for gathering quotes… Mr James said that he was responsible for
gathering quotes…
Present continuous Past continuous
 The staff are travelling by bus… Staff were travelling by bus…
Simple present perfect Simple past perfect
I have been to five meetings. The CEO said that he had been to five
meetings.
The CEO had been to five meetings.
Present perfect continuous Past perfect
Mr Zulu said, “The secretary has been Mr Zulu said that the secretary had been
working very hard to get the minutes out working very hard to get the minutes out
on time…” on time…
Past simple Past perfect
I wrote the minutes. She said that she had written the minutes.
Past continuous Past perfect continuous
I was waiting for the email… He said that he had been waiting for the
email…
Past perfect Past prefect
The meeting had started when I arrived… The meeting had started when Mr
Mabusela arrived (No further change of
tense is possible).

Past perfect continuous Past perfect continuous

Julia Sithole said, “I had already been Julia had already been researching for the
researching for the new product at new product at the CSIR… (No further
CSIR…” change of tense is possible).

Important information
Avoid writing “He/She/They (etc.) said….” throughout the
minutes, i.e. do not record what every person said in turn.
Remember that minutes are about what members decide
must be done, by whom and by when – and not a full record
of the conversation.

Table 2.5: Expressions of time if reported on a different day

Meeting Minutes

Yesterday The day before

Tomorrow The next day

 Now Then

Last week The week before

Last Previous

The next The following

This That

Here There

These Those

In the sections above, you learnt about procedures, language and layout of minutes. Below
is a self-assessment activity that will determine if you understood the aspects of writing
minutes of a meeting.

Self-assessment activity 2.10

Rewrite the following sentences in the reported speech.

(Questions adapted from ENN1504 Workbook, 2016).

• Ms Jones said: "We need to get quotes for a new printer".

• Ms Smith said: "I have requested the minutes of last week's meeting".
• He asked: "W hat is the first item on the agenda?"
• Mr Nkosi said: "We have identified three suitable candidates for the position".

Feedback

• Ms Jones said they needed to get quotes for a new printer.

• Ms Smith said that she had requested the previous week's meeting.
 • He asked what the first item on the agenda was.
• Mr Nkosi said that they had identified three suitable candidates for the position.

The section below outlines terminology used in a meeting.

• Meeting terminology

Meetings are a significant part of any institution for information to be appropriately

communicated among the attendees. However, if attendees are not familiar with the
meeting terminology, it is frustrating and can lead to misunderstandings of any information
to be conveyed. To eliminate misunderstandings and increase participation during the
meeting, attendees should familiarise themselves with some of the most common
terminologies. The link below presents examples of business meeting terminologies. Click
on the link to watch the recording.

Business meeting terminologies

Now that you have watched a recording on meeting terminologies, answer the following
question:

Self-assessment activity 2.11

Group work activity.

From the video above, identify any five meeting terminologies and explain each of them.
After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.11 on myUnisa and share your ideas.
Feedback

• Designate – select a member and him/her a task. For instance, a secretary is

assigned to take minutes of a meeting.
• Deliberations – is the discussion of motions by all members in the meeting.
• Motion – is a proposed idea that can be voted for or against.
• Consensus – at least most of the members agreed on a particular idea.
• Proxy – basically means a substitute, or somebody who will go in your place to
vote in your name.

The following are additional meeting terminologies for you to learn.

Table 2.6: English terminologies used in meetings

TERM DEFINITION

AGENDA List of items to be discussed at the

meeting, sometimes called an order
paper; the programme that will be
followed.
BALLOT A vote or procedure for secret voting, such
as writing on a piece of paper that is put in
a box so that no one can identify the voter.
CASTING VOTE Deciding vote; a second vote given to the
chairperson when equal numbers of
people are for and against a proposal. The
casting vote will decide the outcome.
CHAIRPERSON The person who is in charge of the
meeting. Note that the terms ‘Chairman’
and ‘Madam Chair’ are outdated – the
person chairing a meeting is either called
the ‘Chair’ or the ‘Chairperson’.
CLOSE When a meeting has ended it is said to
have ‘closed’. To adjourn a meeting
means to stop and start again later at a
given time.
CONSENSUS A general agreement on a matter or point
of discussion.
CO-OPTED MEMBER Someone selected by a vote of the
members to assume a specific office (e.g.
treasurer) or membership.
DISSENTING VOTE A vote against a proposal.
HELD OVER The matter will be discussed at a later
meeting; sometimes the phrase ‘carried
forward to the next meeting’ is used.
MINUTES A record of what transpired at a meeting,
what was said and decided. Note that we
treat this word as plural: ‘The minutes
were…’ We can use the word as a verb
e.g. ‘This was not minuted accurately…’
MOTION A formal statement of what is proposed; it
becomes a resolution once the meeting
has agreed to it.
NOTED Usually at the direction of the chairperson,
an opinion or point of fact is acknowledged
to be important and may require further
thought, debate or action. At this stage, it
is not discussed further, but is recorded for
information purposes.
PRECEDENT A decision about an issue that was taken
before that can influence later decisions
about similar cases: a decision that sets
an example for subsequent decisions on
similar matters.
RESOLUTION Once a motion or proposal is accepted, it
is called a resolution. Usually, the precise
wording is important.
RESOLVED Decided / agreed.
STATED Remarked, gave an opinion or point of
information.

TREASURER The person who controls the finances.

UNANIMOUS Everyone agrees to a proposal / all are in
complete agreement.

POINT OF ORDER Someone can ask the chairperson to rule

on something that might be considered
improper conduct at the meeting, i.e. not
following proper procedure.
 AMENDMENT Change or correction made to the
documentation or to a resolution.

Table 2.7: Latin terms used in meetings

TERM DEFINITION
QUORUM The minimum number of people required
to make binding decisions at a meeting.

AD HOC MEETING A special meeting called for one particular

purpose and for no other.

ADDENDUM Appendix; annexure.

EX OFFICIO By virtue of one’s office, e.g. the head of
department, whoever that might be at the
time, is automatically a member of a
committee.
IN CAMERA In private; confidential.
ADJOURNMENT Postponement (to ‘adjourn’ a meeting
means to stop or suspend it for a period of
time and return to it at a later time).
VERBATIM In the exact words that were used.

The section below presents two examples of the format of minutes of meeting.

2.6.4 Format of minutes

There are two main formats in which minutes of a meeting can be written, namely
the linear and the table form. Both are acceptable depending on the preference of the
organisation. Below is an example of minutes written in a linear format (in sentences
and paragraphs).
Table 2.8: Linear format – minutes of a meeting

Minutes of a meeting of technical staff supervisors held in the

Mkondeni
Boardroom, on 2 February 2025 from 08:00 –
11:00

1. Welcome
The chairperson opened the meeting and welcomed everyone present.

2. Present
Mr N Semunya (Chairperson) Ms AJ Asmal (Secretary) Mr H Ramaphosa (Human
Resources)
17 staff members as per attached attendance register.

3. Apologies
Mr S Ramsurap

4. Minutes of the previous meeting

Minutes of the meeting of 5 January 2025 had been circulated and were taken as
read. The minutes were approved subject to the following correction: Item 2
Attendance: The spelling of Mr Semunya’s surname was corrected.

5. Matters arising from the previous meeting

5.1 New computers (point 6.1 of the meeting of 14 June)
Mr Smith reported that the 20 new computers had been purchased and would
be installed by 22 July 2025.

6. New matters
6.1 Low productivity
Mr Breytenbach reported that the department was experiencing a lower level of
productivity, as employees were taking time off to attend to private affairs during
work hours. Members agreed that staff could work in the hours they took off for
private affairs. Mr Ramaphosa of Human Resources would attend to the
administration by 31 August 2025. This motion was passed.

6.2 Inefficiency in the department

Ms Naidoo said that a poor technical standard was lowering productivity in the
department. Members agreed that staff would be evaluated for further training. Mr
Ramaphosa would report back training outcome by November 2025.

General
7.1 Personnel meetings
As far as possible, personnel meetings would be held on the last Friday of every
month.

7.2 Casual Day

Mr Semunya reminded staff members of Casual Day on 25 August 2025 and that
R10, for charity and the privilege of wearing casual clothes, was payable to the
secretary Ms Asmal. Staff members were encouraged to participate.

8. Next meeting
30 March 2025

9. Closure
The meeting closed at 11:00.

N Semunya

N Semunya
Chairperson
Date: ___________
Now that you have learnt about minutes of a meeting in a linear meeting format, below is
an example of minutes in a table format.

Table 2.9: Table format – minutes of a meeting

ESKOM

Minutes of a meeting of technical staff supervisors held in the

Mkondeni Boardroom on 2 February 2025 from 08:00 – 11:00
AGENDA RECORD OF DISCUSSION AND PERSON DATE DUE
ITEM ACTIONS RESPONSIBLE

1. Welcome The chairperson opened the meeting

and welcomed everyone present.

2. Present Mr N Semunya (Chairperson) Ms AJ

Asmal (Secretary)
Mr H Ramaphosa (Human Resources)

17 staff members as per attached

attendance register.

3. Apologies Mr S Ramsurap
4. Minutes of Minutes of the meeting of 5 January Ms Asmal
the previous 2025 had been circulated and were
meeting taken as read. The minutes were
approved subject to the following
correction: Item 2: The spelling of Mr
Semunya’s surname was corrected.

5. Matters arising from the previous meeting

5.1 New Mr Smith reported that the 20 new Mr Smith
22 July 2025
computers computers had been purchased and
(6.1 22 July would be installed by 22 July 2025.
2025).
6. New matters
6.1 Low Mr Breytenbach reported that the Mr Ramaphosa 31 August
productivity department was experiencing a lower 2025
 level of productivity, as employees were
taking time off to attend to private affairs
during work hours. Members agreed that
staff could work in the hours they took off
for private affairs. Mr Ramaphosa of
Human Resources would attend to the
administration by 31 August [Link]
motion was passed.

6.2 Ms Naidoo said that a poor technical November

Inefficiency standard was lowering productivity in the 2025
in the department.
department
Members agreed that staff would be
Mr Ramaphosa
evaluated for further training. Mr
Ramaphosa would report back on
training outcomes by November 2025.

7. General
7.1 As far as possible, personnel meetings
Personnel would be held on the last Friday of every
month
meetings
7.2 Casual Mr Semunye reminded staff members of Ms Asmal 25 August
Day Casual Day on 25 August 2025 and R10, 2025
for charity and the privilege of wearing
casual clothes, was payable to the
secretary, Ms Asmal. Staff members were
encouraged to participate
8. Next 30 March 2025 Ms Asmal 30 March
meeting 2025
9. Closure The meeting closed at 11:00

• Clearly designate who is responsible for the task and the

due date.
• If large groups are responsible, their line manager should
be designated as the responsible person.
• Record in this order: Venue, Day, Date and Time.
A good summary based on your notes or any verbatim recording identifies the main
ideas (action required, main reasons, person responsible and deadline) that were
discussed under each agenda point.

Self-assessment activity 2.12

Group work activity.

The activity below will teach you the significance of editing and proofreading minutes
of a meeting before sending them to the chairperson and meeting attendees.

Review the extract from minutes taken at a meeting to discuss employees smoking in
offices. Revise and correct the language and spelling errors, keeping in mind the
language conventions for minutes of meetings.

After the group has completed the activity, go to the Discussion Forum Self-
assessment activity 2.12 on myUnisa and share your ideas.

1.1 MINUTES: Ms Barnes, chief operations officer of WriteRight Publishers stated

that management have noted that there have been complaints about some of the
staff members who are smoking in their offices. She said though the matter was
dealt with before, they are still getting more complaints about the matter. Ms
Barnes mention that the organisation has a policy on smoking which stipulated
very clearly that smoking in offices is prohibited.

1.2 MINUTES: Ms Smith suggested that the person who does not adhere to this policy
should be dismissed, but the suggestion was defeated.
1.3 MINUTES: Mr Caine proposed to post notices at the entrances to corridors
reminding people not to smoke in their offices. The secretary was asked to
organise the notices. Ms Barnes stated that she will talk to each of the staff
members who smoke in their offices, with representation from HR and the
discussion will be recorded. It was decided that the outcome of the discussion will
be reported at the next meeting.

(Questions adapted from ENN1504 Workbook, 2016).

Feedback

1.1 Ms Barnes stated that management had noted that there had been complaints about
some of the staff members who are smoking in their offices.
She said that although the matter had been dealt with previously, they were still
getting complaints.
1.2 Ms Smith suggested that the people who do not adhere to this policy should be
dismissed but the suggestion was rejected.
1.3 Mr Caine proposed posting notices at the entrances to corridors reminding people
not to smoke in their offices. The secretary was asked to organise the notices. Ms
Barnes stated that she would talk to each of the staff members who smoke in their
offices; with representation from HR and that the discussions would be recorded. It
was decided that the outcome of the discussion would be reported at the next
meeting.

Self-assessment activity 2.13

Pair work activity.

In the activity below, you are expected to write down minutes of meeting. Read the
transcript and instructions to complete the activity.
After completing the activity, go to the Discussion Forum Self-assessment activity
2.13 on myUnisa and share your ideas with a friend.

Below is a transcript (exact words written down) of what was said during part of this
meeting, presented in the form of a dialogue. Write the minutes of this discussion, which
covers only one agenda item, and not the whole meeting. NOTE THAT THE COMPLETE
FORMAT FOR MINUTES IS NOT REQUIRED.

Minute the discussion under the following subheading:

5.1 Negative image caused by Hadeda Park

Your answer should be approximately half-a-page in length.

Remember that in taking minutes, we carefully select and summarise information,
and make changes to style and grammar. It is usually not necessary to record what
each person said in turn.

Transcript of the meeting

Mr Naidoo (Chair): Right colleagues, now that we’ve all had our coffee break – and
thanks to Jane for organising cookies – let’s move on to item 5.1 of
the agenda: Negative Image caused by Hadeda Park. I’m sure you’ve
all noticed that our park, which until this point, has been an asset to
the area, has undergone some very serious changes in the last four
months. This has most definitely impacted negatively on our image,
our brand and on staff morale. I’ve had a whole lot of complaints from
staff members about beggars moving about in the car park, and staff
are scared that their cars will be stolen or that they could be beaten
up or mugged.
Mr Shezi: I’ve noticed washing strung up in the park, and the litter problem is
really bad now. The other day, I saw a rat the size of a small dog
running along the telephone wire behind our building.
Ms Malebo: Yes colleagues, I am very much aware that people have made
Hadeda Park their place of residence. But colleagues, let us
remember, these poor, disadvantaged souls have nowhere else to
go, and let us be merciful. I have been taking them sandwiches and
fruit every now and then – I see this as part of my Christian duty.
Ms Jacobs: Oh, come on now – what next! Maybe we should invite them into the
building for their daily shower? You really are being very silly, Ma’am,
encouraging them like this. Of course, they won’t leave if they get a
hearty meal once a day.
Ms Malebo: And what, may I ask, do you do as part of your duty to your
neighbour?
I’ve never seen you ….
Mr Green: Really colleagues, this is not the place to nitpick….
Mr Naidoo: Order please people. Bickering among ourselves won’t solve
anything.
Mr De Wet: I agree with you, Charles. We must address the issue at hand. Mr
Naidoo, can we get back on track and focus please. I suggest we
contact the local counsellor for the area and ask him or her to have
the vagrants removed. Shall I explore this avenue?
Mr Naidoo: If you would, please Peter. This could be a great help.
Ms Malebo: But where will the poor people go?
Mr Jacobs: Really Ms Malebo, that is not our problem. They have no right to be
here. This is a public park where children have a right to play, and
their safety comes first.
Mr Shezi: We could also approach the local police and the community forum.
They will be able to advise us on what the correct procedure is.
Mr de Wet: Don’t be too sure – I’ve never yet had any joy from that lot at the local
community forum – what a bunch of idiots!
Mr Shezi: I live just down the road from the local cop shop – shall I go via there
on my way home and ask for advice? Mr Naidoo, sir?
Mr Naidoo: Not a bad idea, Shets – and I’ll email the community forum. And Ms
Malebo, good Samaritan that you are, won’t you see what you can
find out about shelters for the homeless in this area?
Mr Green: What are the chances of 5-Star purchasing the park? Then we could
develop it into a restful place to spend our lunchtimes, and maybe
even develop a recreational area for use by staff.
Mr de Wet: Good idea, but much too ambitious I’m afraid. We’re still a young
company, and our current budget won’t allow it. Maybe in a few
years’ time if our current upward trend continues. I reckon that
municipalities don’t sell parks anyway…
Dr Sinha: I see a very nice opportunity to turn negative publicity into a positive
image booster for the company. We could show how much the
company cares by re-establishing these homeless people in
shelters, and we could even make this a community project. It will
also be much cheaper than developing a park, and we as a company
could get a lot of mileage from being seen to do good.
Mr Naidoo: Excellent – excellent! Will you meet with the sales and marketing
divisions, and come up with a proposal, Dr Sinha? I can just see how
a project like this could greatly benefit 5-Star. Anything else on this
one? No? Then I suggest we all do our investigations, and report
back here at the next meeting in two weeks’ time. Thank you for your
excellent suggestions – I knew if we put our heads together, we’d be
successful. Thank you, colleagues. Now let’s move on to the next
item...

(Extract adapted from ENN1504 Workbook, 2016)

Feedback

5.1 Negative image caused by Hadeda Park

The chairperson tabled the issue of homeless people who had recently invaded Hadeda
Park, not far from the office premises. It was observed that this had a negative impact on
the image of the organisation. In addition, it had resulted in security and health risks for
the staff and users of the facility.

After the discussion, the meeting agreed that the homeless people needed to be moved
to a shelter. It was further agreed that this would be done as part of the corporate
responsibility of the organisation, as it would also help build the company's image.

In moving forward, the following action points were agreed upon:

Mr De Wet should contact the counsellor for the area to obtain information on procedures
for evicting the homeless people. A consultation with the local police would be done by
Mr Shezi, while Mr Naidoo would email the community forum to get advice on the
procedures. To ensure that the homeless have shelter Ms Malebo would explore other
alternatives to resolve this challenge. Furthermore, Mr Sinha should consult the Sales
and Marketing Department and develop a proposal on turning the relocation of the
homeless people into the organisation’s community project. Finally, it was agreed that
these members would report back on the action points in the next meeting.

2.7 CONCLUSION

This unit presented the importance of minutes for good decision- making, with wider
participation in management. You also gained a sense of how to plan for a meeting; for
instance, drafting a meeting notice, agenda and taking minutes during a meeting. It is
significant that you continue practising these skills so that you develop and utilise them
in your workplace.