Presentation on theme: "Unit Eleven Meetings What do you usually do when participating a meeting? Do you like meetings? Why or why not? What should you do in a business meeting?"— Presentation transcript:
Unit Eleven Meetings
What do you usually do when participating a meeting? Do you like meetings? Why or why not? What should you do in a business meeting? If you are responsible for the arrangement of a business meeting, what arrangements will you have to make?
Study Objectives This unit revises some of the skills that are required when participating in meetings of different kinds and sizes. The relationships and behavior at meetings where many people are involved (as in a committee) or where just two people are involved (as in one-to-one meetings) are discussed and practiced.
Different kinds of meeting The number of people attended Ways adoptedPurposes Group MeetingFace-to-face meeting Announce of appointment or important policies One-to-one meetingconference call draw on the wisdom of the masses Conference video settlement of unexpected things Praise or criticize someone
Why Have a Business Meeting? Business people spend quite a lot of time in meetings, and meetings come in all shapes and sizes, ranging from formal committee meetings to informal one-to-one meetings. There are several reasons why meetings are held: reaching decisions more information is available different and unexpected ideas can be contributed
How to make the meeting successful? Meetings can be very productive. They can also be a waste of time. Here are some ways to improve your meeting management skill.Here are some ways to improve your meeting management skill. 1) Stand PAT ; 2) Don't Wait ; 3) Keep and send minutes ; 4) Stay Focused.
Meeting Management Key --- Stand PAT We use a "PAT" approach to meetings. A meeting has to have: a Purpose, an Agenda, and a Timeframe. You should be able to define the purpose of the meeting in 1 or 2 sentences at most. "This meeting is to plan the new marketing campaign" or "this meeting is to review shipping's new policy for handling returns." By that way everyone knows why they are there and what needs to be done
Set an agenda. List the items you are going to review/discuss/inspect. You should assign a time limit to each agenda item and identify the person (chairman) responsible to speak or moderate the discussion.agenda Set a timeframe; at the very least, set a start and end time. It is also recommend to set a duration for each item in the agenda. These should total to the overall meeting timeframe.
Don't Wait Meetings need to start on time. Don't wait for stragglers to show up. When someone arrives late, don't go back and review what has already been covered. That just wastes the time of the people who showed up on time for the meeting. If the meeting organizer/sponsor doesn't show up on time, consider the meeting cancelled and go back to work. How long to wait for the organizer to show up varies among companies.
Keep and send minutes Someone, other than the meeting organizer, should keep minutes of the meeting. How detailed these are depends on the nature of what is being discussed and the skill of the available note taker. If you set an agenda in the first place, as you should have, the note taker can use that as an outline. The minutes should record who attended, what was discussed, any agreements that were reached, and any action items that were assigned. Soon after the meeting, usually within 24 hours, the minutes of the meeting should be distributed to all who attended, any invitees who did not attend, and anyone else effected by the discussion. is a great vehicle for distributing the minutes.minutes
Stay Focused Every meeting should have a "topic keeper". It is suggested to ask for a volunteer at the beginning of the meeting. The topic keeper's job is to interrupt whenever the discussion strays from the topic under discussion. These new topics can either be tabled until later or scheduled for their own meeting.
Useful English Phrases for Participating in a Business Meeting Opening the Meeting Good morning/afternoon, everyone. If we are all here, let's... get started. I would like to call the meeting to order. Perhaps we’d better get started/get down to business.
Welcoming and Introducing Participants Please join me in welcoming (name of participant) We're pleased to welcome (name of participant) It's a pleasure to welcome (name of participant) I'd like to introduce (name of participant) I don't think you've met (name of participant)
Stating the Principal Objectives of a Meeting The purpose/aim of our meeting today is to discuss… We are here today to consider first…secondly…thirdly… The main objective of our meeting is…
Introducing the Agenda Have you all received a copy of the agenda? There are three items on the agenda. First, Shall we take the points in this order? If you don't mind, I'd like to... go in order or skip item 1 and move on to item 3 I suggest we take item 2 last.
Moving Forward So, if there is nothing else we need to discuss, let's move on to today's agenda. Shall we get down to business? Is there any other business? If there are no further developments, I'd like to move on to today's topic.
Interrupting someone Excuse me, but I think it’s relevant here to add that… Sorry to interrupt, but I’d like to say that… I’m afraid we are getting sidetracked…
Closing the meeting Before we close, let me just summarize the main points. If nobody has anything to add we can draw the meeting to a close. So, if that’s everything then we can stop here. Right, it looks as though we've covered the main items. Is there Any Other Business?
Most meetings have an agenda. For a formal meeting, this document is usually circulated in advance to all participants. For an informal meeting, the agenda may be simply a list of the points that have to be dealt with. The purpose of an agenda is to speed up the meeting and keep everyone to the point. The agenda for a formal meeting must be organized in logical order.
The way a committee operates often depends on the chairperson: he or she may control the proceedings very strictly, or let everyone speak whenever they want. An effective chairperson should be flexible. In some committee meetings the members have to take a vote before a decision can be made: formal proposals or ‘motions’ may have to be tabled, seconded and discussed before a vote can be taken. Other meetings may require a consensus of the members: everyone agrees with the decision.
Minutes taking At some point your boss may ask you to take minutes at a meeting. This task isn't reserved for secretaries only. Any person who attends a meeting may be asked to do this. Since the minutes will serve as an official record of what took place during the meeting, you must be very accurate. Here are some pointers to help you master this skill.
Before the Meeting Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Make sure your tool of choice is in working order and have a backup just in case. Use the meeting agenda to formulate an outline.
During the Meeting Get a list of committee members and make sure you know who is who. Note the time the meeting begins. Don't try to write down every single comment -- just the main ideas. Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. Note the ending time of the meeting.
After the Meeting Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them.
Minutes of XXX Meeting Held on (Date) at (Venue) Participants : Guest : if any Absent : 1. Call to Order The meeting was called to order at XX:XX. 2. Review and adoption of Last Meeting's Minutes Sample : The minutes of last meeting was reviewed and adopted with no amendments. 3. Matters arising from Last Meeting 4. Discussion of XXXX 5. Any Other Business 6. Date, Time & Venue of Next Meeting Minutes was taken by XXX
11.1 Taking part in a meeting This section introduces the idea of meetings and ends with a full-scale committee meeting.
Step B You’ll hear the beginning of one of the meetings shown in Step A. Listen to the recording and find out which points are not mentioned by the speakers. Answers X The staff canteen must be open longer at lunchtime-say from to 2.30 X Flexible hours should only be worked on Mondays and Fridays. X Staff should be allowed to work all through the lunch hour and not have a lunch break.
11.2 One-to-one meetings Vocabulary buffet lunch: 简易午餐 pro-rata: proportional adv. 按比例, 成比例 adj. 按比例的, 成比例的 venue: A place for large gatherings, as a sports stadium. 会场 Flap-over desk tops
Step A You’ll hear the beginning of a one-to-one business meeting. Pam Ross has called to see Paul Fisher in his office. After you have listened to the recording, discuss the questions in your books.
Step B Role-play In groups of four, hold a meeting on the topics chosen by yourselves. Take it in turns to be the chairperson, whose job is to: 1)start the discussion 2) state your purpose 3) keep the discussion moving 4) ask for opinions or suggestions 5) make sure everyone has a chance to give his/her view 6) summarize the discussion 7) close the discussion
11.3 Different kinds of meetings This section deals with some of the differences between formal and informal meetings, and between larger and smaller meetings.
Vocabulary sauna: A Finnish steam bath in which the steam is produced by pouring water over heated rocks. 桑拿浴，芬兰浴 economy class: (=AmE: coach class) The least expensive class of accommodations, especially on an airplane. 经济舱：最低价的座位舱，尤指 飞机上 club class: (=business class) （飞机等的）公务级，社交舱 long-haul: long distance 远程 crockery: Ware, such as vases, pots, bowls, or plates, shaped from moist clay and hardened by heat. 陶器 cutlery: Utensils such as knives, forks, and spoons used as tableware. 餐 具：用作餐具的诸如刀、叉和匙等的用具
Step A You’ll hear part of a one-to-one meeting between two managers, Kate Thomas and David William. Listen to the recording and note down the conclusions that are reached on each point on the agenda above. Note that the answers don’t come in the same sequence as the agenda---people in one-to-one meetings may have an agenda but they don’t always stick to it.
Suggested answers Advance to cover anticipate expenses ♣ Estimated expenses plus $200 for emergencies ♣ At least ten days before date of travel ♣ Traveler's cheque and/or cash (not with company credit card) Air travel ♣ The company ♣ The traveler himself ♣ long-haul club (business) class (short-haul economy class) Itinerary ♣ Everyone involved—especially the local contacts (in the foreign country) ♣ Full names of everyone involved (not just initials) Their addresses and phone numbers Accommodation ♣ Somewhere central, comfortable and secure—not normally the most expensive hotel in town
Step B Discussion Look at the eight problems on the next page. What kind of meeting is the best way of dealing with each one? There are no ‘correct answers’ as the practice tends to vary from country to country and from firm to firm.
11.4 We need to have a meeting… Step A You’ll hear some business people talking about things that can go wrong at meetings. Discuss these questions: ☼ Which do you think are the worst things the speakers mention? ☼ How can these problems be avoided?
Useful words hall 大会 rostrum 讲台 public gallery 旁听席 notice board 布告牌 to convene, to convoke 召开 convocation 会议 standing orders, by-laws 议事程序 rules of procedure 议事规则 constitution, statutes 章程 procedure 程序 agenda 议程 timetable, schedule 日程表, 时刻表 item on the agenda 议程项目
other business 其他事项 to place on the agenda 列入议程 working paper 工作文件 opening 开幕 the sitting is open 会议开幕 appointment 任命 to appoint 任命, 委派 speaker 报告人 to make a speech, to deliver a speech 做报告 to ask for the floor 要求发言 to give the floor to 同意... 发言 ( 美作 :to recognize) to take the floor, to address the meeting 发言 declaration, statement 声明 Am I in order? 我这样做符合议程规定吗 ? call to order 要求遵守秩序 to raise a point of order 提出关于议程的问题 general debate 长时间的讨论 receivability 可以接受, 可接纳 stand 立场, 主张 consensus 意见 advisory opinion 顾问意见 proposal 建议
to table a proposal 提出建议 clarification 澄清 comment 评论 to second, to support 赞成 to adopt 通过 to oppose 反对 to raise an objection 提出异议 to move an amendment 提出修 正 to amend 修正 second reading ( 法案、议案的 ) 二读 substantive motion 实质性的动 议 decision 决定 ruling 裁决 to reject 拒绝, 驳回 resolution 决议 draft resolution 决议草案, 提案 first draft, preliminary draft 草 案初稿 whereases 正式文件的开场白, 前言 motivations 表明动机 operative part 生效部分 report 报告 factual report 事实报告 minutes, record 记录 summary record 摘要纪录 verbatim record 逐字纪录 memorandum 备忘录 to postpone, to adjourn, to put off 推迟, 延期 closure 闭幕式 closing speech 闭幕词 to adjourn the meeting, to close the meeting 散会