Final Examination Comment

Visiting Arrangement Problems: - Involved too many departments in this brief visit. publicity, design, marketing, customer service, and even production line. - Schedule was not reasonable enough. Go to design department first and publicity next.

Visiting Arrangement Who should meet the visitor? Publicity Manager and Design Manager Marketing Manager × The marketing department ＝ a guide leads the company's other departments in developing, producing, fulfilling, and servicing products or services for their customers.

Visiting Arrangement Who should meet the visitor first? Publicity Manager A brief introduction of the company general introduction and short period Design Manager Introduction and discussion on design projects specific introduction and long time (including lunch time)

Visiting Arrangement Who should meet the visitor first? Publicity Manager A brief introduction of the company general introduction and short period Design Manager Introduction and discussion on design projects specific introduction and long time (including lunch time)

Writing tasks Problems: Didn’t have a clear idea about: 1. the purpose of the fax and memo. - including unnecessary information - confusing the receiver 2. the position of the receiver - sounds like an order - impolite

Memo The purpose of the memo - inform your boss the coming of a visitor - needs his confirmation Necessary information - who and when - what your boss need to do and how long it will take. - when do you need the confirmation?

Memo From: Publicity OfficerTo: Publicity Manager Subject: Visitor from Denmark Date: On 15 November Ms Anita Trosborg, Design Director of the Tivoli Design Consortium of Copenhagen is paying a visit to our offices. I would like to ask whether you are likely to be in that morning. If possible I would like to bring Ms Trosborg to see you for a brief meeting, probably ten minutes or so, just to make contact. Would 11:45 be OK? Please let me know as soon as possible if it is inconvenient.

Fax The purpose of the fax - respond to the enquiry - inform the date, time and participants of the meeting - ask for confirmation The fax should be short, but including important information. You need the receiver's confirmation.

Fax Dear Anita Trosborg, Thank you for your fax dated 4th November, concerning your prospective visit here. I am writing to say that it would be convenient for you to visit our office on 15 November, from 11:30. I have arranged a brief meeting with our publicity manager and then a meeting and possibly lunch with our design manager after that. I hope you will find the time convenient. If so, please confirm as soon as possible. We look forward to receiving you. Yours sincerely,

Report Problems: too long, wordy and too many unnecessary explanation. 1. Whom is the report for? The publicity officer send to the publicity manager. 2. What is the main idea of the report? - why you arranged a visit? - How you did prepare for the visit? - Final arrangement

Report From: Publicity Officer To: Publicity Manager Date: Arrangement for the visit of the Design Director of Tivoli Design Consortium As requested by the Publicity Manager on 4th November, I have arranged the visit of Anita Trosborg, the Design Director of Tivoli Design Consortium, who showed interest in our design projects.

Report 1. The Publicity Manager agreed to explain the activities of our company in a brief meeting. 2. The Design Manager planed to introduce our design projects during the lunch time, as he would be really busy. 3. After checking the schedules of Ms Trosborg, the Publicity Manager, and the Design Manager, the visit was arranged on 15 th November, from 11: The arrangement was faxed to Ms Trosborg, for her clear reference, and quick confirmation.

Report The arrangement of Ms Trosborg’s visit TimeMemberPlaceActivities 11: :45Publicity officer the entrance to the Publicity Dept Picking up Ms Trosborg and a small talk. 11:45 – 12:00Publicity Manager The Publicity Manager’s office A general introduction of the company and its activities 12:00 – 13:30Design Manager Canteen and The Design Dept A introduction of our design department and design projects 13:30 – 14:30Publicity officer the buildingThe tour of the building

Discussion Problems: 1. Don’t know how to answer a question logically. - key words of the question - the answer first - the explanation and examples to support

Discussion 2. Don’t know what a host should do. - inspire the participants of the discussion - control the flow of the discussion - summarize the discussion, including some confusing points, each part of the discussion, and the final result. 3. The member taking notes interrupted the discussion. 4. The members did not listen to each other, or give response to others’ ideas.

How to discuss and answer question 8 8. Suppose a foreign company proposed your company to be their agency in China. How could you persuade them to cooperate with your company in a letter? Key words: persuade, be agency, in a letter Show that you will be a qualified agency in a letter.

How to discuss and answer question 8 Host: - have a clear idea about the key idea - firstly, provide an idea or your answer for this question (guideline for the discussion) - then, take part in the discussion as a member - lead the discussion to the second and following stages. - make summary or conclusion.

How to discuss and answer question 8 How to answer this question A professional agency should know - the market they are in - the product they will sell - who will buy the products - the difficulties in selling So at the beginning of the letter, we should introduce the market in our country first.