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Participating in oral presentations Academic Communication for Advanced Secondary Schools

Time Management. In a formal meeting you have to stay focused and on-topic during
the meeting. You should therefore, have the ability to respect the allocated time for
each agenda item and contribute within the time frame.
Collaboration and Teamwork. In a formal meeting one has to actively participate in a
discussion and offer constructive contribution. This goes hand in hand with respecting
the opinions and perspectives of others, even when they differ from your own.
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Problem-solving and critical thinking. One is invited in a formal meeting based on
his/her relevance to the agenda or topic. It is therefore expected that one should
have the ability of identifying potential issues or challenges and proposing practical
solutions.

Adaptability and flexibility. When taking part in a meeting, one has to be able to
handle unexpected situations or changes in the agenda gracefully. Doing this requires
one to be open to evolving needs or circumstances and adjust accordingly.

Techniques for organizing a formal meeting

(a) Determine the meeting objectives
Set what needs to be accomplished before or during the meeting to get the agenda
for the discussion.
(b) Create an agenda
A detailed agenda outlining the discussion points and time for each item is essential.
Share the agenda with participants in advance to allow them to provide constructive
ideas during the meeting.
(c) Establish meeting plans
Prepare a meeting venue and other required equipment, such as projectors, screens,
or audio/video conferencing software, if available and functioning correctly.
Communicate the meeting details, including the date, time and location.
(d) Invite relevant participants
Identify the participants depending on their roles, and expertise in the topic to be
discussed.

(e) Begin the meeting by introduction
Introduce the meeting by welcoming participants and introducing yourself. Explain
briefly the meeting agenda.
(f) Monitor the agenda
Lead the meeting by following the agenda and the allocated time for each agenda
item. Encourage participation by asking for opinions and ensuring that everyone can
contribute while keeping the discussion on track. Summarise key points and make
decisions as you move through the agenda. Document decisions made during the
meeting and assign roles to individuals responsible for implementation.

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Student’s Book Form Five

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Academic Communication.indd 31 30-Jun-24 11:02:03 AM