English for Office Administration – Grade XI SMK
Text Type: Procedure Text
Meeting minutes are an important part of office administration. They help record information discussed during a meeting, including decisions, assigned tasks, and follow-up plans.
As an office administration student, you need to learn how to create clear and organized meeting minutes. One of the easiest ways to prepare them is by using Microsoft Word.
In this lesson, you will learn how to write meeting minutes, understand the structure and language features of a procedure text, and practice using English vocabulary related to office administration.
A. LEARNING OBJECTIVES
After completing this lesson, students are expected to be able to:
Understand the purpose and structure of a procedure text.
Identify the materials and steps needed to create meeting minutes.
Recognize vocabulary related to meetings and office administration.
Identify imperative verbs and sequence conjunctions in a procedure text.
Create simple meeting minutes using Microsoft Word.
B. WHAT IS A PROCEDURE TEXT?
A procedure text is a type of text that explains how to do or make something through a series of steps.
The main purpose of a procedure text is to give clear instructions so that readers can complete a task correctly.
In office administration, procedure texts are commonly used to explain how to operate office equipment, organize documents, prepare reports, and create meeting minutes.
Generic Structure of a Procedure Text
A procedure text generally consists of three main parts.
1. Goal (Purpose)
The goal explains what the reader will learn to do or make.
Example:
How to Create Meeting Minutes Using Microsoft Word.
2. Materials (Tools and Information)
This section explains the tools, equipment, or information needed to complete the task.
Examples:
Computer
Microsoft Word
Keyboard and mouse
Information from the meeting
3. Steps (Instructions)
This section explains the actions that readers need to follow in the correct order.
Examples:
First, turn on your computer.
Next, open Microsoft Word.
Then, create a new document.
C. READING MATERIAL: HOW TO CREATE MEETING MINUTES USING MICROSOFT WORD
What Are Meeting Minutes?
Meeting minutes are written notes that record what happens during a meeting.
They help employees remember important information, decisions, assigned tasks, and follow-up plans.
Meeting minutes also ensure that everyone understands the results of the meeting and knows what actions need to be taken.
Well-written meeting minutes make office work more organized, efficient, and professional.
D. EXAMPLE OF MEETING MINUTES
After learning the steps above, let's look at a simple example of meeting minutes written in English.
MEETING MINUTES
Meeting: Marketing Team Meeting
Date: May 15, 2025
Time: 10.00 AM
Venue: Meeting Room 2
Participants: Marketing Manager and Marketing Team Members
Agenda:
Review last meeting.
Marketing plan for next month.
Budget discussion.
Closing.
Discussion Notes:
The marketing team discussed the results of the previous meeting. The members also discussed the marketing plan and budget for the following month.
Decisions:
The team agreed to prepare a new marketing plan for the following month.
Action Items:
All team members must submit their suggestions before the next meeting.
Closing:
The meeting ended after all agenda items were discussed.
E. VOCABULARY: OFFICE ADMINISTRATION
Understanding vocabulary related to office administration will help you write and understand meeting minutes more easily.
Study the following words and their meanings.
| No. | English Vocabulary | Indonesian Meaning |
|---|---|---|
| 1 | Meeting Minutes | Notulen / Notula rapat |
| 2 | Agenda | Agenda / Daftar acara |
| 3 | Discussion | Diskusi / Pembahasan |
| 4 | Decision | Keputusan |
| 5 | Action Items | Butir tindakan / Tugas tindak lanjut |
| 6 | Participants | Peserta rapat |
| 7 | Venue | Tempat pelaksanaan rapat |
| 8 | Review | Meninjau / Memeriksa kembali |
| 9 | Document | Dokumen |
| 10 | Save | Menyimpan |
| 11 | Mencetak | |
| 12 | Share | Membagikan |
| 13 | Follow-up Plan | Rencana tindak lanjut |
| 14 | Keyboard | Papan ketik |
| 15 | Spelling | Ejaan |
Example Sentences
1. Meeting Minutes
The secretary writes the meeting minutes.
Artinya: Sekretaris menulis notulen rapat.
2. Agenda
The manager prepares the agenda before the meeting.
Artinya: Manajer menyiapkan agenda sebelum rapat.
3. Discussion
The team has a discussion about the new project.
Artinya: Tim melakukan diskusi tentang proyek baru.
4. Decision
The manager makes an important decision.
Artinya: Manajer membuat keputusan penting.
5. Action Items
The secretary records the action items after the meeting.
Artinya: Sekretaris mencatat tugas tindak lanjut setelah rapat.
F. LANGUAGE FEATURES OF PROCEDURE TEXT
Procedure texts have specific language features that help readers understand and follow instructions.
Two important language features are imperative verbs and sequence conjunctions.
1. Imperative Verbs
Imperative verbs are verbs used to give instructions, commands, or directions.
In a procedure text, imperative verbs usually appear at the beginning of a sentence.
For example:
Open Microsoft Word.
The word open is an imperative verb because it tells the reader what to do.
Here are some imperative verbs commonly used when creating meeting minutes.
| Imperative Verb | Indonesian Meaning | Example Sentence |
|---|---|---|
| Open | Buka | Open Microsoft Word. |
| Write | Tulis | Write the meeting agenda. |
| Review | Tinjau kembali | Review the meeting minutes. |
| Type | Ketik | Type the meeting title. |
| Save | Simpan | Save the document. |
| Check | Periksa | Check the spelling. |
| Cetak | Print the meeting minutes. | |
| List | Buat daftar | List the meeting participants. |
| Click | Klik | Click Blank Document. |
| Turn on | Nyalakan | Turn on your computer. |
Remember: Imperative sentences usually begin with the base form of a verb (Verb 1) without a subject.
For example:
Incorrect: You opening Microsoft Word.
Correct: Open Microsoft Word.
2. Sequence Conjunctions
Sequence conjunctions, also called sequencing words or sequence connectors, help readers understand the order of instructions.
They make a procedure text clear and easy to follow.
The following words are commonly used in procedure texts.
| Sequence Word | Indonesian Meaning | Example Sentence |
|---|---|---|
| First | Pertama | First, turn on your computer. |
| Next | Selanjutnya | Next, open Microsoft Word. |
| Then | Kemudian | Then, type the title and details. |
| After that | Setelah itu | After that, write the discussion notes. |
| Finally | Terakhir | Finally, save and share the document. |
Example of a Short Procedure Text:
First, turn on your computer.
Next, open Microsoft Word.
Then, create a new document.
After that, write the meeting minutes.
Finally, save and share your document.
By using sequence words, readers can understand which action should be completed first and which action comes next.
G. STUDENT ACTIVITIES
Complete the following activities to check your understanding of the material.
ACTIVITY 1 – READING COMPREHENSION
Instructions: Read the procedure text in Section C and answer the following questions.
Question 1
What is the main purpose of meeting minutes?
Question 2
What application is used to create meeting minutes in the procedure text?
Question 3
What information should be included in the meeting details?
Question 4
Why is it important to review and check the spelling before saving the document?
Question 5
What should you do after saving the meeting minutes?
ACTIVITY 2 – VOCABULARY MATCHING
Instructions: Match the English words in Column A with their correct Indonesian meanings in Column B.
| No. | Column A | Column B |
|---|---|---|
| 1 | Minutes | A. Keputusan |
| 2 | Agenda | B. Agenda / Daftar acara |
| 3 | Discussion | C. Butir tindakan |
| 4 | Decision | D. Notulen |
| 5 | Action Items | E. Diskusi / Pembahasan |
Write your answers in the following format:
...
...
...
...
...
ACTIVITY 3 – TRUE OR FALSE
Instructions: Write T if the statement is true or F if it is false.
1. Microsoft Word is used to create meeting minutes.
2. Meeting minutes are only for the leader.
3. The agenda is written before the discussion.
4. It is important to review the minutes before saving.
5. Meeting minutes cannot be printed or shared.
ACTIVITY 4 – FIND THE LANGUAGE FEATURES
A. Identify the Sequence Words
Instructions: Read the following sentences and underline the sequence words.
First, turn on your computer.
Next, open Microsoft Word.
Then, type the title and details.
After that, write the discussion notes.
Finally, save and share the document.
B. Identify the Imperative Verbs
Instructions: Identify which words in the following list are imperative verbs that can be used to give instructions.
| Open | Write | Minutes | Review | Type |
|---|---|---|---|---|
| Save | Check | Agenda | List |
Write your answers in your notebook.
H. PRACTICAL ACTIVITY – CREATE YOUR OWN MEETING MINUTES
Now, it is time to practice what you have learned.
Situation:
You are an office administration student completing an internship at a company. Your supervisor asks you to prepare meeting minutes for a short office meeting.
Use Microsoft Word to create the meeting minutes based on the following information.
| Meeting Information | Details |
|---|---|
| Meeting | Office Administration Meeting |
| Date | September 15, 2026 |
| Time | 09.00 AM |
| Venue | Meeting Room 1 |
| Participants | Office Manager and Administration Staff |
| Agenda | Improving document organization |
| Discussion | Organizing office documents and improving the filing system |
| Decision | The team agrees to organize documents using labeled folders. |
| Action Items | All staff must organize their documents before Friday. |
Your Task:
Create a meeting minutes document using Microsoft Word. Include the meeting details, agenda, discussion notes, decisions, and action items.
Use clear and simple English. Review your document before saving it.
I. SUMMARY
In this lesson, we have learned that meeting minutes are written records of important information discussed during a meeting.
Microsoft Word can be used to create meeting minutes by following a series of steps, from opening the application to saving and sharing the final document.
We have also learned that a procedure text explains how to do something through clear and organized instructions. Its generic structure includes a goal, materials, and steps.
Procedure texts commonly use imperative verbs, such as open, write, type, save, and print, as well as sequence words, such as first, next, then, after that, and finally.
Study Tip: Remember the correct order of the steps and use imperative sentences when giving instructions.
Good communication starts with good documentation!
Source: Adapted from the learning worksheet How to Create Meeting Minutes Using Microsoft Word, English for Office Administration, Class XI MP, SMK Muda Gresik.
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