UPM-CALC/SEM2/2021-22/CEL2105/CM 5

CEL2105
SPOKEN COMMUNICATION FOR THE WORKPLACE
SEMESTER 2, 2021/2022
CLASS MATERIAL 5 (WEEK 5)

FOLLOW-UP ACTIONS

After a meeting end, it is important do a follow-up on the items that were discussed
and decided during a meeting. This is to ensure that actions are taken, and company
issues are resolved before the next event or meeting.

Activity 1
Complete the table below by choosing the correct answer from the options provided.

agenda progress who is responsible for what

check on action e-mail key points raised

past decisions attendees distribute minutes

poor record keeping

No Key task Details

1 distribute minutes(1) ● Ensure that minutes are produced and promptly

distributed to all attendees (2) of the meeting.
Meeting minutes do not need to include
everything. However, they must contain the
following:

o Date, time and location

o List of attendees

o key points raised (3) follow-up actions and

decisions made.

o Motions and voting results if votes are taken

o who is responsible for what (4) action and by

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when.

o Name of the recorder/secretary of the meeting

● Ensure that all meeting documents including the

2 Archive meeting
agenda (5), minutes and supporting documents
documents
should be kept together and archived.
● These records can be checked when questions
arise about past decisions (6) or actions. It is
discouraging to committee or group members to
rehash prior discussions or decisions because of
poor record keeping (7).

● Ensure that actions agreed upon are taking place

3 check on action (8)
by:
o an e-mail (9) or
o a phone call to the point person or
o a meeting devoted to checking on progress
(10).
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LANGUAGE EXPRESSIONS IN FOLLOW-UP MEETINGS

Sometimes making a follow up call or sending a follow up email after a meeting is not
enough. Another follow up action after a meeting that could be done is to conduct
another meeting. This meeting is known as a follow-up meeting and is intended to
check or track the action plan discussed in previous meeting.

Activity 2 IZZAHANI
Read the dialogue below. Fill in the blank with the correct function given below for
each underlined language expression in the dialogue.

to make a promise to ask for clarification to show appreciation

to welcome to ask for confirmation to state purpose

to check on an action to recap to show approval

to give reason to apologise to signal the end

Marcus : Welcome everyone. (1. to welcome) This is Marcus calling in from

Singapore.

Atikah Ramli : Hi, Marcus! How are you?

Imran Shah : Good morning, Marcus. What are you doing in Singapore?

Marcus : I’m doing great. I’m assisting Mr Shan in one of our projects in
Singapore. How is everyone here?

Atikah Ramli : I’m fine, thank you.

Imran Shah : I’m also good. Amrit could not make it today since she’s on leave.

Marcus : That’s fine. It’s going to be a brief one today. The reason why I am
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making this conference call is to follow-up and remind all of you of the
decision or action plans that was made during the previous meeting
(2. to state purpose). In the previous meeting, the committee wanted
to make a decision on whether or not to build a new oil processing
plant in Kerteh. (3. to recap) I believe that everyone here was
assigned to carry out a task or two to aid the decision-making process,
am I right?

Atikah Ramli : That’s true, Marcus. How can we help you?

Marcus : Let me start with you, Atikah. Then I’ll proceed to you, Imran.

Imran Shah : (4) Alright, Marcus.

Atikah Ramli: : I’m all ears, Marcus.

Marcus: : Atikah, in preparation of the next meeting, I proposed that you prepare
an analysis of our current cash flow, right? (4.to ask for clarification)

Atikah Ramli: : Yes, you did.

Marcus: : Have you prepared the analysis of our current cash flow?

(5. to check on an action)

Atikah Ramli: : Yes. I have done that.

Marcus: : That’s good. (6.to show approval ) Next, I also wanted you to prepare
an analysis on whether we are able to sustain the expenses needed
for a new plant in the next three years.

Atikah Ramli: : Yes, you did tell me in the meeting. I’m still working on that. I need the
quotations from Amrit first. She’s going to give them to me tomorrow.
I’ll have it ready in a day or two. (7. to make a promise)

Marcus: : Alright, Atikah. Please complete it as soon as you can. Imran, have
you found out the price of the land in Kerteh for a processing plant?

Imran Shah: : I’m sorry, Marcus. (8. to apologise) I’ve not made much progress on
that matter. I have been busy with the marketing strategies for our
new RON100. (9. to give reason)

Marcus: : When can you get that started, Imran?

Imran Shah: : I think I should be free tomorrow which is the 20th.

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Marcus: : Alright, Imran. Can you have it ready by the 27th? We really need
those figures. There’s one more thing. Could you both email me a
report of your respective task by next Monday? I would like to go
through them before I email them to all the attendees of the previous
meeting.

AtikahRamli: : Okay, Marcus. I’ll work on them.

Imran Shah: : Do you mean to say that you want us to email the report by 16 th of
March? (10. to ask for confirmation)

AtikahRamli: : Yes, Imran. That’s exactly what I mean.

Imran Shah: : Right. I’ll do that. Is there anything else?

Marcus: : Well, please contact me should you all have any problems.

AtikahRamli: : I will, Marcus.

Imran Shah: : Yes, we’ll do that.

Marcus: : I’m afraid that we have come to the end of this conference call.
(11. To signal the end) Thank you so much for giving me your time
today (12o show appreciation.).

AtikahRamli: : You’re welcome, Marcus. Bye!

Imran Shah: : Goodbye, Marcus! I’ll see you at our next meeting.

Marcus: : Yes, until then.

Activity 3 SYIDA
A. Create an action plan based on what was discussed during your previous
meeting in Activity 4 (Class Material 4). Do not worry if it is incomplete.

Action Person Start Due date Resources Expected Outcome

Responsible date
Description

● Know the range of Finance - 6th July IT Dept Manage the

payment for Manager/ finance flow for
Instafamous. Officer revamping the
company website.
● Budget and allocate
money.

● Search and collect Research and - 6th July Administration Sort information to
all the history Dept, Madam
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including Development Mastura informative data.

achievement,
organization and
product launched.

● Take second Manufacturing - 6th July Initial products Montage video

motion. and and college
Production pictures.
● Make a montage
video.

● Approve the IT Manager/ - 6th July Survey Compile the best

minutes. Officer transition and get
the instafamous.
● Make a montage
video.

● Contacted an
Instafamous.
*Add more rows if necessary

B. Role-play a follow-up meeting for the same meeting in Activity 4 (Class Material
4).
In the meeting you must :
- confirm the actions that are taking / will be taking place after the initial
discussion in the previous meeting.
- use the action plan in A to aid your discussion and complete it.
- use appropriate language expressions

Dialogue for Role-play

Chairperson : Good morning, everyone. I’d like to take a roll call

before we start. Munirah?
Munirah : I am here.
Chairperson : Izzahani?
Izzahani : Present.
Chairperson : Syahidah?
Syahidah : Here.
Chairperson : Syafiq?
Syafiq : I am here.
Chairperson : I am delighted to be here today to tell you about our
progress and decision on revamping the company website in
conjunction with the company’s 20th anniversary. Before that, let’s
go through our minutes for the last meeting. Last time, we
discussed the latest update from every department about the
content from the current website. Is there anything else?
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Munirah : So far from finance department, we already do

budget and allocate some money for hire instafamous to make a
review.
Chairperson : Thank you Munirah. Can someone approve the
minutes?
Syahidah : I would like to approve the minutes.
Chairperson : Could someone take a second motion?
Izzahani : I noted the second!
Chairperson : I believe that your team has done a great job.
Munirah, what is your opinion about the website?
Munirah : I have no objection to that. But, based on last week's
suggestion, Syafiq, do you contact Madam Mastura regarding the
previous pictures on the events of our company? She is
responsible for keeping that picture in her gallery.
Syafiq : Yes, I do. First of all, we already search and collect
all the history of the company from the administration department
including their achievement, organisation and product launched
from the initial stage of the company until now. Furthermore, we
also sort the information into the informative data. It will be easier
for the IT officer to put the section into our company’s website.
Chairperson : I believe that your team has done a great job.
Syafiq : I see that. Thank you for your praises.
Chairperson : That’s exactly how I see it. Now, can I hear the
updates from the manufacturing and production department?
Syahidah : There are several updates from our department. First
of all, we launched our new products a few weeks ago. We had
cooperated with the IT department to make a montage video to
include it in our website to attract the customers. Other than that,
our team members also make collage pictures from the initial
products of our company. So, the visitors can measure our success
around 20 years back.
Izzahani : Sorry to interrupt. May I add something?
Chairperson : Sure, Izzahani.
Izzahani : Manufacturing and production team had collaborated
with the IT department to make a video on our company’s
product. For the progress now, we already do the best for editing
and compiling the transition to expose it and also uploaded it to
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the company’s website. IT department also contacted an

instafamous to make a review on our video.
Syafiq : Invitation of an artist to make a review can increase
our sales. I had done research on that before. It will affect about
50% of our company’s revenue.
Munirah : I agree with both of your opinions about that. As a
finance manager, I approve it because the range of payment we
need to pay them not too high. So, this will be easier for me to
controling the budget and allocate some money for these
purposes.
Chairperson : Nice teamworks from everyone. Is there something
from any of you to add?
Munirah : Hold on. I want to add something sir.
Chairperson : Yes, sure.
Munirah : The updates from the finance department, we made a
section in a website for easier for the visitor, especially our
customer to refer when to make a purchase as we pinned the bank
account number there. There is also a customer helpline in case
the customer has a problem regarding the purchasement.
Chairperson : Before we close our meeting, let me just summarize
the main points. There are good actions taken from every
department to revamping our company’s website. I’ll look at
progress on each department in another meeting. Let’s bring this to
a close for today. Can we set the date for our next meeting on next
month?
Everyone : Yes.
Syafiq : I’m free on that month.
Chairperson : Thank you all for attending.

Note :
Munirah - Finance Manager/Officer
Izzahani - IT Manager/ Officer
Syahidah - Manufacturing and Production
Syafiq - Research and Development
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