50 Training Activities for Administrative, Secretarial, and Support Staff

Activity 45 453

Activity 45

What Does It All Mean?

Description

This is a paper-based exercise comprising a list of words and definitions that are

paired and matched to introduce the special terms that relate to business meetings.

Target Group

Support staff who are inexperienced in business meeting protocol; also suitable as

a refresher for more experienced—but not formally trained—staff

Objectives

• To introduce the terminology used in business meetings

• To build confidence in those attending meetings, especially when faced with

business meeting terminology

Number of Participants

No limit

Time

60 minutes

Materials and Preparation

1. Photocopy Worksheet 45-1 for each participant.

2. Read through Trainer’s Notes 45-1 and familiarize yourself with the correct

answers.

Method

1. Introduce the objectives of this activity.

2. Explain that there are many technical terms connected with business meetings

and that the following exercise will provide a written reference for those used

most frequently.

3. Ask the participants to work on this exercise individually or divide them into

groups of two or three. Give each person a copy of Worksheet 45-1.

454 50 Training Activities for Administrative, Secretarial, and Support Staff

Activity 45 (concluded)

4. Allow approximately 30 minutes for completion.

5. Conduct a whole group discussion using Trainer’s Notes 45-1 to help you give

feedback.

Reproduced from 50 Training Activities for Administrative, Secretarial

and Support Staff by Elizabeth Sansom and Christine Newton, HRD Press

Worksheet 45-1

(1 of 3)

What Does It All Mean?

Match the words from column 3 to the definitions in column 2 and write the matched

word in column 1, so that columns 1 and 2 contain a word with its correct definition.

1 2 3

One appointed to count votes

ab initio

A second vote allowed to the chair when

the votes for and against a motion are

equal

abstention

The minimum number of people who

must attend to constitute a meeting

ad hoc committee

An exact or word-for-word report adjournment

One who attends a meeting “by virtue of

their office” but without voting rights—for

example, secretary to the committee

addendum

A motion is said to _____ when it is

decided to take no action upon it

annual general meeting

From the beginning ballot

One who supports the proposer of a

motion before the vote is taken

board meeting

No one dissenting casting vote

Committee formed to deal with a single

unit of work; upon completion the

committee disbands

co-opted member

A vote exercised on behalf of someone

unable to attend a meeting

executive committee

A motion passed by a majority vote

becomes a _____

ex officio member

Question about a possible infringement

of procedure

extraordinary general

meeting

(continued)

Worksheet 45-1

(2 of 3)

Reproduced from 50 Training Activities for Administrative, Secretarial

and Support Staff by Elizabeth Sansom and Christine Newton, HRD Press

Worksheet 45-1 (continued)

1 2 3

Someone who does not vote for or

against a motion

in camera

A special meeting called to deal with an

urgent problem or emergency

intra vires

The rules of an organization that

regulate committee procedure

lie on the table

A formal proposal moved by a member

that a certain action be taken

memorandum and

articles of association

Transfer of the holding of a meeting to a

later date

motion

A statement of the work to be carried

out by the members of a committee

move the closure

An addition or an alteration to a

proposed motion

nem. con.

Documents in which the structure and

management of an organization are set

out

nem. diss.

A written, secret vote out of order

A committee that carries out the

management of an organization

point of order

Outside the legal power or authority of

an organization

postponement

Votes are all for or all against a motion proposer

This describes a document that has not

been circulated before a meeting but is

presented at the meeting

proxy vote

No one contradicting, although some

may have abstained from voting

quorum

(continued)