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)

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