商务文员英语口语 Secretarial &Business oral English

Task 6 Daily Meeting Unit 3 Daily Meeting Management

Task 6: Daily Meeting 1. Introduction 2. Sample 3.Activities 4. Tips

1. Introduction Meetings can be long and boring. And some types of meeting in some companies can be very formal and follow really strict procedures. However, daily meetings are usually informal. Those who attend the meetings are encouraged to speak up, and decisions are made without following any strict procedure. It’s just a kind of conversation and this “conversation” follows an agenda. An agenda must be prepared in advance, along with many other things.

Step 1: Before the Meeting John : Joy, When is tomorrow’s meeting going to start? Joy: It is scheduled from 2:00 this afternoon, Mr. Miller. John: Have you made the necessary arrangements? Joy: Yes, Mr. Miller. It will be held on the third floor of the conference room. Everyone has been informed of the meeting schedule. The agenda has been prepared. All the necessary documents and information relevant to the meeting are available. 2. Sample

John: Good. Are all the audio-visual equipments ready? Joy: Yes. There was something wrong with the screen but it has been repaired. John: Brilliant. The meeting is very important. By the way, Joy, how would you arrange the guests' seats? Joy: We've prepared name cards to be put on the conference table for guests to sit by. John: Terrific. Joy: May I ask what time you like refreshments served, Mr. Miller? John:Well, after my report, there will be an interval for rest and refreshments. Joy: All right, I see.

Step2 During the Meeting John: Good morning, ladies and gentlemen! Thank you for coming today. Charmine, are we all here today? Charmine: Alexander can’t be with us today. He is attending a meeting in Nanjing and Joy is busy with a job fair. I will take the minutes instead of her. John: Good, well then, shall we get started? First of all, I'd like you to welcom Sarah Victoria, our Vice President of Sales Department. Sarah Victoria: Thank you for having me, I'm looking forward to today's meeting. John: By the way, have you all received a copy of today's agenda? Everyone: Yes, we have. 2. Sample

John Miller : Good. We're here today to discuss ways of improving sales in rural market areas. How do you feel about rural sales in your sales districts? I suggest we go round the table. Done Philips please. Done Philips: Thank you. In my opinion, we have been focusing too much on urban customers and their needs. The way I see things, we need to return to our rural base by developing an advertising campaign to focus on their particular needs. John Miller: I can't agree with you more and I suggest we give our rural sales teams more help with advanced customer information reporting.

Done Philipps: I don't quite follow you. What exactly do you mean? Alice Linnes: Well, we provide our city sales staff with database information on all of our larger clients. We should provide the same sort of knowledge on our rural customers to our sales staff there. Sarah Victoria: As you can see, we are developing new methods to reach out to our rural customers. 2. Sample

John Miller: Thank you very much. Right, it looks as though we've covered the main items. Is there any other business? Donald Peters: Shall we set up the next meeting? John: Good idea, Donald. How about Friday the next week? Let's meet at the same time, 2 o'clock in the afternoon. Is that convenient for you? Everyone: Fine with us. John: Ladies and gentlemen, as Chairman, I would like to thank you for attending the meeting. If nobody wants to add anything, we can draw the meeting to a close. 2. Sample

Step3 After the Meeting Charmine: Excuse me, sir. Would you please sign your name in the meeting minutes. (John Miller signed his name.) Donald Peters: Thank you Charmine. You really did a very good job. Charmine: It is my pleasure, sir. 2. Sample

(Charmine came to John Miller’s office) Charmine: Excuse me, Mr Miller, here are the meeting minutes, please have a look. John: Well, nice. Charmine, thank you very much. I really appreciate your help. Charmine: You’re welcome, Mr. Miller. If there’s nothing else you need, I will put them in document form and them to participants. John: No problem! Go ahead. Your performance today is outstanding,Charmine. Charmine: I am glad to hear that. Have a nice weekend. John: Thank you, you too! 2. Sample

3.Activities Step 1: Activity 1: Do As Secretaries Do Activity 2: A Matter of Preference Step 2: Activity 1: Understanding the Meaning of Meeting Minutes. Activity 2: Help Someone Who…... Activity 3: Make a Dialogue. Step 3: Activity 1: Secretaries after a Meeting.

3.Tips Serving refreshments is to show your company’s hospitality when hosting a meeting and also is a good way for communicating. use of available: “ available” can be used in many cases. eg. The season tickets are available for three months.---the tickets are effective for three months. The doctor is not available now. ---The doctor is not free now. My bicycle is not available and it is being repaired. –My bicycle can not be used now. “terrific” means “very good” with a humorous tone, though its root “terror” means something fearful. Another word is "awesome", which has changed dramatically in meaning from its origin “awe”, meaning " fear ". Now it mostly means "great", "amazing", "wonderful".

3.Tips Meeting minutes are generally a record of what has taken place in a meeting. It is to be kept for future reference; while a meeting agenda is a plan for a business meeting. It provides an outline for the meeting. “president” means different positions in different fields. It may refer to the head of a university or a country. Washington was the first president in the United States. Chinese first president after People’s Republic of China was founded is Mr. Mao Zedong