BUSINESS MEETINGS

CONTENTS Basic vocabulary Effective meetings Structure of meetings Useful language & downtoning Memo, agenda, minutes Roleplays

BASIC VOCABULARY A MEETING VENUE CHAIRPERSON AGENDA ITEMS AOB MINUTES COLLOCATIONS? RB, p. 5

EFFECTIVE MEETINGS What is the purpose of your meeting? How do you prepare the agenda? Who should attend the meeting? How much time is available for each item? How could the meeting be kept on track? What is the outcome of the meeting? Who is responsible for what?

MEETINGS THAT PEOPLE ENJOYMEETINGS THAT PEOPLE ENJOY* meeting as part of a three-step process 1) PREPARE 2)RUN 3) FOLLOW-UP Make notes: purpose of the meeting reasons for (not) meeting ‘cast’ your meetings action agenda *

SIX SECRETS OF EFFECTIVE MEETINGSSIX SECRETS OF EFFECTIVE MEETINGS* DON’T SET PROVIDE ALLOCATE /KEEP START/END CAPTURE *

THE STRUCTURE OF MEETINGS OPENING WELCOME THE PARTICIPANTS INTRODUCE EVERYONE IF NECESSARY STATE THE OBJECTIVE OF THE MEETING GO THROUGH THE AGENDA SAY WHEN THE MEETING WILL FINISH BODY ASK FOR OPINION / STATE AN OPINION / COMMENT ON OPINION / (DIS)AGREE / ASK FOR CLARIFICATION / INTERRUPT / MAKE A SUGGESTION / CHECK UNDERSTANDING / VOTE END CONCLUDE THE MAIN POINTS EMPHASISE ACTION POINTS CLOSE THE MEETING

Let’s get started, shall we? Thank you all for coming! Have you all got a copy of the agenda? The purpose of today’s meeting is … The first item on the agenda is … I’d like to finish by 5. THE STRUCTURE OF MEETINGS Typical language

What do you think about that, Joe? Frankly, I don’t think we should back the project. I don’t agree with you … What exactly do you mean? Excuse me, if I may remind you of … Why don’t we…? Let’s see a show of hands. All those in favour?

So, we’ve agreed that… To sum up… I think we’ve covered everything. Handout + RB p. 6, 7

VIEWING h/stories/ep04.htm h/stories/ep04.htm HANDOUT

DOWNTONING making your point firmly but politely softening your points by avoiding aggressive, uncompromising and confrontational language “You must reduce the price or else…” RB p.8

DOWNTONE: 1.We won’t give you a discount. 2.You must finish the report! 3.Your prices are way too high. 4.These figures are false! 5.He is not available. 6. We can’t deliver the goods in two weeks. 7.I can’t agree and that’s it. 8.You must sign the contract today! 9.So, we’ll find another buyer! 10.We’ll sue you!

MEMO, AGENDA, MINUTES Which document… outlines the items that need to be discussed? contains the highlights, points of agreement, decisions and action points? gives information? Sample documents: RB 9, 10, 11

BUSINESS MEETING ROLE-PLAYS AS COLLABORATIVE LEARNING peer interaction maximizes students’ own and each other’s learning experience structured on the principles of “positive interdependence” and “individual accountability” (Johnson, Johnson, Smith, 2007) How can you overcome problems encountered in the preparation of presentations in BE1? How is team spirit created?

BUSINESS MEETING ROLE-PLAYS 1.Teacher input & practise in class 2.Group formation (dates) 3.Selecting the topic (office hours) GROUP MEETING 1 1. Reading the case study 2. Assigning roles 3. Organizing the structure / Writing the script / Writing the text for each role

GROUP MEETING 2 1.Rehearsal 2.Fine-tuning and coordinating roles GROUP MEETING 3 1.Main rehearsal THE ROLE-PLAY 15 minutes agenda, minutes, additional material (?) even distribution of speaking time group feedback/individual feedback

MEETINGS ARE A MATTER OF PRECIOUS TIME RB p. 12 reasons for unproductive meetings suggestions for effective meetings What does the author say about the following? opportunity costs a perishable good objectives diffusion of responsibility set a definite ending time assign credit or blame an agenda pre-meeting prep tasks handouts