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Questions and Answers
Meetings can be used to put individuals on the spot in public, which is a form of 'nailing ______ to the mast'.
Meetings can be used to put individuals on the spot in public, which is a form of 'nailing ______ to the mast'.
colors
Some meetings serve as a source of ______, used to instill a sense of values among participants.
Some meetings serve as a source of ______, used to instill a sense of values among participants.
inspiration
Bringing people together in meetings underlines the fact that they belong to the same organisation, and in theory should be working to the same ______.
Bringing people together in meetings underlines the fact that they belong to the same organisation, and in theory should be working to the same ______.
purpose
A meeting generally conforms or responds to a measure of organization and ______.
A meeting generally conforms or responds to a measure of organization and ______.
The structure of a meeting includes a ______ or at least an organiser, who guides the proceedings and maintains order.
The structure of a meeting includes a ______ or at least an organiser, who guides the proceedings and maintains order.
Formal meetings are governed by strict rules and conventions, generating formal ______ for the meeting's process.
Formal meetings are governed by strict rules and conventions, generating formal ______ for the meeting's process.
The list of items of business to be discussed at the meeting can be found in the ______.
The list of items of business to be discussed at the meeting can be found in the ______.
The chairperson must ensure correct procedure in convening the meeting and give immediate ruling on points of ______.
The chairperson must ensure correct procedure in convening the meeting and give immediate ruling on points of ______.
The chairperson is responsible for ascertaining the '______' of the meeting, which involves understanding the consensus or decision made during the meeting.
The chairperson is responsible for ascertaining the '______' of the meeting, which involves understanding the consensus or decision made during the meeting.
A good chairperson should possess a solid understanding of the relevant ______ to effectively address points of dispute or doubt during the meeting.
A good chairperson should possess a solid understanding of the relevant ______ to effectively address points of dispute or doubt during the meeting.
The ______ provides administrative support for the meeting, including fixing the date and time, preparing documents, and assisting the chairman.
The ______ provides administrative support for the meeting, including fixing the date and time, preparing documents, and assisting the chairman.
A meeting requires a minimum number of attendees, known as a ______, to be valid and proceed with its agenda.
A meeting requires a minimum number of attendees, known as a ______, to be valid and proceed with its agenda.
When a meeting is part of a series or cycle of similar gatherings, it may be held at pre-arranged dates and times without needing to issue a ______ each time.
When a meeting is part of a series or cycle of similar gatherings, it may be held at pre-arranged dates and times without needing to issue a ______ each time.
The chairperson must ensure adequate ______ of each item on the agenda, allowing all parties to express their views.
The chairperson must ensure adequate ______ of each item on the agenda, allowing all parties to express their views.
The ______ of meeting is prepared in advance and circulated in the form of a memorandum.
The ______ of meeting is prepared in advance and circulated in the form of a memorandum.
The chairperson needs skills in communicating rulings clearly, but tactfully and in a ______ manner.
The chairperson needs skills in communicating rulings clearly, but tactfully and in a ______ manner.
When speaking on topics like spiritual growth, speakers must avoid being ______ and instead focus on specific, actionable steps.
When speaking on topics like spiritual growth, speakers must avoid being ______ and instead focus on specific, actionable steps.
To ensure lasting change, a speaker should evoke strong emotions and link them to ______ reasons, motivating the audience to take action.
To ensure lasting change, a speaker should evoke strong emotions and link them to ______ reasons, motivating the audience to take action.
Speakers can strengthen their message by sharing ______ experiences, which help the audience connect on a personal level and encourage them to take action.
Speakers can strengthen their message by sharing ______ experiences, which help the audience connect on a personal level and encourage them to take action.
An audience demonstrates respect for a speaker presenting a controversial topic by maintaining an open body position, including unfolded arms, uncrossed legs, and ______ with the speaker.
An audience demonstrates respect for a speaker presenting a controversial topic by maintaining an open body position, including unfolded arms, uncrossed legs, and ______ with the speaker.
A disrespectful audience can create a chaotic environment, making the speaker feel disconnected and potentially discouraging them from participating in future ______ forums.
A disrespectful audience can create a chaotic environment, making the speaker feel disconnected and potentially discouraging them from participating in future ______ forums.
Persuasive speaking, unlike informative speaking, carries a significant ethical burden due to its reliance on ______.
Persuasive speaking, unlike informative speaking, carries a significant ethical burden due to its reliance on ______.
When advising on financial investments, speakers should present a comprehensive overview of options including banks, credit unions, investment houses, real estate, and ______.
When advising on financial investments, speakers should present a comprehensive overview of options including banks, credit unions, investment houses, real estate, and ______.
To effect real change, persuasive speakers must provide the audience with compelling reasons to adopt new attitudes and embrace the inherent ______ in taking action.
To effect real change, persuasive speakers must provide the audience with compelling reasons to adopt new attitudes and embrace the inherent ______ in taking action.
In a formal meeting, each person can only speak once, with the exception of the person who proposed a ______, who is allowed to reply.
In a formal meeting, each person can only speak once, with the exception of the person who proposed a ______, who is allowed to reply.
The ______ has the authority to decide if an amendment can be accepted for debate during a meeting.
The ______ has the authority to decide if an amendment can be accepted for debate during a meeting.
A ______ can be taken by the Chairperson at any time for an immediate decision.
A ______ can be taken by the Chairperson at any time for an immediate decision.
In a 'one man, one vote' system, decisions are often made by ______ at the invitation of the Chairperson.
In a 'one man, one vote' system, decisions are often made by ______ at the invitation of the Chairperson.
Unlike 'showing of hands', a ______ allows each entitled voter to cast votes in writing, which may not necessarily be 'one man, one vote'.
Unlike 'showing of hands', a ______ allows each entitled voter to cast votes in writing, which may not necessarily be 'one man, one vote'.
Similar to a poll, a ______ involves individual voting papers being placed into a container for later counting, ensuring vote secrecy.
Similar to a poll, a ______ involves individual voting papers being placed into a container for later counting, ensuring vote secrecy.
Once the Chairperson declares the results of a vote, the decision is final, and the business item cannot be ______ or the debate reopened in the same meeting.
Once the Chairperson declares the results of a vote, the decision is final, and the business item cannot be ______ or the debate reopened in the same meeting.
The minutes should include a wide right-hand margin labelled ‘______’ to note the names of individuals assigned to follow-up actions.
The minutes should include a wide right-hand margin labelled ‘______’ to note the names of individuals assigned to follow-up actions.
When discussing potentially sensitive subjects, it's crucial to emphasize that your aim is to offer more data, rather than attempting to alter anyone's ______.
When discussing potentially sensitive subjects, it's crucial to emphasize that your aim is to offer more data, rather than attempting to alter anyone's ______.
Maintaining ______ is a key element of an informative speech, setting it apart from persuasive speaking where taking a stand is expected.
Maintaining ______ is a key element of an informative speech, setting it apart from persuasive speaking where taking a stand is expected.
An informative speaker should present a ______ view by considering all perspectives related to the subject matter.
An informative speaker should present a ______ view by considering all perspectives related to the subject matter.
Using descriptive rather than ______ language is important when giving an informative speech.
Using descriptive rather than ______ language is important when giving an informative speech.
If, while preparing, you realize you are becoming a ______ of a viewpoint, reassess whether your speech has shifted from informative to persuasive.
If, while preparing, you realize you are becoming a ______ of a viewpoint, reassess whether your speech has shifted from informative to persuasive.
A broad topic such as '______' can be made more manageable and insightful by narrowing the focus to specific aspects, like sports commentators or the history of AstroTurf.
A broad topic such as '______' can be made more manageable and insightful by narrowing the focus to specific aspects, like sports commentators or the history of AstroTurf.
The ______ is the written record of the business transacted at a meeting, detailing decisions reached and the decision-making process.
The ______ is the written record of the business transacted at a meeting, detailing decisions reached and the decision-making process.
To avoid a superficial treatment, an informative speech should aim to tell the audience a lot about a ______, rather than a little about many things.
To avoid a superficial treatment, an informative speech should aim to tell the audience a lot about a ______, rather than a little about many things.
A proposal to alter a motion by adding, inserting, or deleting original words is known as an ______.
A proposal to alter a motion by adding, inserting, or deleting original words is known as an ______.
Cicero, a Roman orator, identified five elements of persuasive speaking, including inventing evidence, organizing arguments, styling them artistically, memorizing them, and delivering them ______.
Cicero, a Roman orator, identified five elements of persuasive speaking, including inventing evidence, organizing arguments, styling them artistically, memorizing them, and delivering them ______.
Examples of narrowed speech topics include specific people, objects, places, activities and events, processes, ______, conditions, and issues.
Examples of narrowed speech topics include specific people, objects, places, activities and events, processes, ______, conditions, and issues.
According to Quintillion, a persuader must not only be a good speaker but also a ______ person.
According to Quintillion, a persuader must not only be a good speaker but also a ______ person.
Aristotle considered ______ as observing the available means of persuasion for any case.
Aristotle considered ______ as observing the available means of persuasion for any case.
Before becoming Alexander the Great's secretary of education, Aristotle studied with ______ for twenty years.
Before becoming Alexander the Great's secretary of education, Aristotle studied with ______ for twenty years.
Aristotle's expertise in researching helped him write ______, which is a very important work on speech making.
Aristotle's expertise in researching helped him write ______, which is a very important work on speech making.
______ refers to charisma and credibility in the context of artistic proofs or appeals.
______ refers to charisma and credibility in the context of artistic proofs or appeals.
Flashcards
Nailing colours to the mast
Nailing colours to the mast
Making commitments clear during meetings, putting individuals on the spot.
Inspiration in meetings
Inspiration in meetings
Using meetings to motivate, persuade, or instill values among participants.
Purpose of meetings
Purpose of meetings
Meetings aim to reach decisions or express opinions collectively.
Types of meetings
Types of meetings
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Role of chairperson
Role of chairperson
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Meeting documents
Meeting documents
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Meeting agenda
Meeting agenda
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Meeting minutes
Meeting minutes
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Investing Options
Investing Options
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Commitment to Saving
Commitment to Saving
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Spiritual Growth Steps
Spiritual Growth Steps
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Personal Experience in Persuasion
Personal Experience in Persuasion
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Audience Responsibility
Audience Responsibility
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Emotional Impact in Speaking
Emotional Impact in Speaking
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Guidelines for Informative Speech
Guidelines for Informative Speech
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Ethical Burden of Persuasion
Ethical Burden of Persuasion
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Importance of Clarity
Importance of Clarity
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Objective Speech
Objective Speech
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Refrain from Persuasion
Refrain from Persuasion
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Balanced Information
Balanced Information
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Avoid Personal Language
Avoid Personal Language
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Specificity in Topics
Specificity in Topics
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Examples of Specific Topics
Examples of Specific Topics
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Planning your Speech
Planning your Speech
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Chairperson Responsibilities
Chairperson Responsibilities
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Sense of the Meeting
Sense of the Meeting
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Minutes Checklist
Minutes Checklist
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Qualities of a Chairperson
Qualities of a Chairperson
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Role of the Secretary
Role of the Secretary
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Quorum Requirement
Quorum Requirement
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Convening a Meeting
Convening a Meeting
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Notice of Meeting
Notice of Meeting
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Speaking Rules
Speaking Rules
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Chairperson's Role
Chairperson's Role
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Voting Methods
Voting Methods
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Showing of Hands
Showing of Hands
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Polling
Polling
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Minutes of a Meeting
Minutes of a Meeting
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Format of Minutes
Format of Minutes
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Chairperson's Signature
Chairperson's Signature
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Adjourn
Adjourn
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Agenda
Agenda
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Minutes
Minutes
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Motion
Motion
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Quorum
Quorum
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Resolution
Resolution
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Ethos
Ethos
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Artistic Proofs
Artistic Proofs
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Study Notes
MMU Online Notes - Chapter 4
- Meetings and Speaking Skills
- Meetings: succeeding in face-to-face and virtual meetings
- Speaking to Inform
- Speaking to Persuade
Meeting Requisites
- Valid Meeting:
- Properly Convened:
- Notice sent to all entitled attendees, a week in advance
- Notice must be clear and detailed
- Properly Constituted:
- Valid Chairman appointment
- Quorum (minimum number of attendees) for starting and maintaining meeting
- Properly Conducted:
- Chairman ensures discussion stays within scope of meeting
- Chairman allows legitimate amendments
- Properly Convened:
Role of Meetings
- Various contexts:
- Executive decision-making (directors, managers)
- Relaying decisions and instructions (briefings)
- Advice and information for planning/decision-making
- Problem-solving discussions (task forces, committees)
- Brainstorming (new approaches, ideas)
- Rituals (final handshake, MOUs)
- Communication and personal contact
- 'Letting off steam' (argumentative sessions, grievance airing)
- Motivation and satisfaction
- Representation of varying interests
- Relaying of decisions
Structures of Meetings
- General principles:
- Chairperson/organizer to maintain order
- Sequence of business or speeches to express points of view
- Formal agenda is not always essential
- Decision or opinion at the end of discussion; may lead to taking a vote.
Types of Meetings
- Informal:
- Discussion led by department head or working party
- Notes, and informal summaries from the discussion.
- Formal:
- Adherence to strict rules and conventions
- Formal documentation: notice, agenda, minutes.
Officers in the Meeting
- Chairperson responsibilities:
- Ensure procedural adherence, maintain order
- Handle disputes and manage irrelevant/long-winded discussion points tactfully
- Be impartial
- Secretary duties:
- Setting dates/times
- Preparing meeting locations/documents
- Taking notes
- Drafting minutes/communicating decisions
Meeting Regulations
- Convening the Meeting:
- Notice is required for a formal meeting.
- Two ways of calling meetings: automatic or by notice.
- Proper procedures are important for validity.
Qualities of a Chairperson
- Knowledge: of relevant regulations
- Decision-making ability: without delay
- Clear and tactful communication of rulings
- Impartiality and courtesy.
Checklist of Motion
- Proposing a motion: Is a proposal for action.
- Recording: a resolution when passed by the meeting.
Adjournment
- Interruption of meeting: before completion; to be resumed later or on a different date.
- Procedure: correct procedure for adjournment if reasons for postponement.
Checklist/Rules of Debate
- Order: Speakers address the chair, not directly to each other.
- Clarification: Chair defines scope of the debate and clarifies points of order.
- Limitations: One speaker per point, possible brief opportunities to speak again.
Voting Methods
- Methods used by participants to inform the chair of decisions:
- Show of hands;
- Ballot system;
- Division (by separate areas and counting)
Minutes Format
- Clear and Concise:
- Start with time/place/attendees
- Agenda items are numbered/clearly spaced
- Speaker names/positions shown with statements
- Follow up actions/delegations clearly marked
- Ending with signature/designation
Elements of Effective Persuasive Speaking (Ethos, Pathos, Logos)
- Ethos: Credibility, trustworthiness, reputation, honesty, knowledge, and charisma.
- Pathos: Emotional appeal, using personal experiences/stories to connect with the audience emotionally.
- Logos: Logical appeal, relying on facts, figures, data, statistics, or examples to support speaker's claims
Psychology of Persuasion
- Steps to persuasion:
- Gain attention
- Relate topic to audience interest/needs
- Make your material clear
- Support statements with evidence
- Describe how proposal will work
- Use vivid imagery/concise conclusion
- Ask audience for commitment
- Connect to their feelings/powerful reasons
Guidelines for Informative Speaking
- Objective: Avoid taking a stand on controversial issues; present balanced view.
- Specific: Narrow your topic for clear and focused discussion.
- Clear: Suitable vocabulary and organization for the audience to comprehend easily.
- Accurate: Present factual, credible arguments.
- Relevant: Focus on the core issues; avoid irrelevant information.
- Organized: Arrange the material for proper flow, clarity, and ease for comprehension.
Use Appropriate Forms of Support
- Appropriate materials to support arguments/avoid bias.
- Fair representation of all sides of a controversial topic.
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Description
Explore effective meeting strategies, including face-to-face and virtual formats. Learn the requisites for valid meetings and understand various contexts. Enhance speaking skills for informing and persuading effectively.
