商务英语Unit3Atthemeeting.pptx

,商务英语,作者：阮绩智,责任编辑：张琛,出版日期：,年,12,月,IDPN:308-58,课件章数：,12,1/40,UNIT,3,Learning Objectives,Organize and conduct meetings,；,Ask for and give opinions or,suggestions,；,Agree and disagree,；,Write meeting agendas and take,minutes.,At the Meeting,2/40,3.1 Starting Up,3.1.1 Work in pairs or small groups to list as many types of meetings as you can.Discuss who may attend the meetings you have listed and their purposes.For example:,staff meetings,board meetings,committee meetings,conferences,3/40,3.1.2,Work in pairs to discuss about the key factors of an effective meeting by using the following checklist to help you.,Planning the Meeting,Identify the purpose of the meeting.,Prepare an agenda.,Decide who should attend the meeting.,Determine the logistics of the meeting-timing,location,room,seating arrangement and equipment needed.,Assign someone the task of taking notes during the meeting.,Conducting the Meeting,Encourage punctuality by beginning and ending the meeting on time.,Begin each meeting by stating the purpose and reviewing the agenda.,Establish ground rules that permit the orderly transaction of business.,Control the discussion to ensure that it is relevant,that a few members do not monopolize the discussion,and that all members have an opportunity to be heard.,At the end of the meeting,summarize what was decided,identify the next steps,and explain each members responsibilities.,Following Up the Meeting,Follow up with a memo or email summarizing the major points of the meetings.For formal meetings,prepare and distribute minutes.,Encourage punctuality by beginning and ending the meeting on time.,Business Meetings,4/40,3.1.3 Discuss the following questions in pairs or small groups.,1)Why do we have to have meetings?,2)Which factors above do you think are the most important?,Why?,3)Can you add more tips as advice for holding effective,meetings?,4)Is it necessary to keep track of the process of meetings?Why or,why not?,5)Discuss whether you like meetings.Why or why not?,5/40,Tips for Successful Meetings,a)Know the goal of the meeting.,b)Pick an appropriate time.,c)Set an agenda.,d)Review the agenda before starting the meeting.,e)Set a time limit for the meeting so people can plan accordingly.,f)Stay focused on one topic,so that there are no side conversations.,g)Record resolution on any items discussed,h)Solicit comments from all members.,i)At the end of the meeting,summarize the decisions that have been made.,j)End the meeting on time.Never let a meeting run long.Again,stick to your original plan.,Read the following tips for meetings,6/40,Planning and organizing,Taking care of details,Practicing smart marketing,Being a team player,Knowing how to manage time,Negotiating skillfully,Applying a positive attitude,Evaluating results,Being a perpetual learner,Keeping a sense of humor,Ten Secrets of Super Successful Meeting Planners,7/40,1.Decide whether you really need to call a meeting.Can the issue be resolved by an individual or a conference call?,2.Determine who needs to attend.Try keeping the number of attendees small,as large meetings get unwieldy.Suggest that people attend only the parts of the meeting that involve them.This way you can keep the discussion more focused.,3.Set definite starting and stopping times.,4.Prepare an agenda.Explain the goal of the meeting;if there are many goals,decide which ones command priority,and make this clear.,5.Circulate the agenda in advance to allow attendees to prepare.,6.Assemble visual aids such as charts,handouts or slides.,TIPS FOR LEADING EFFECTIVE BUSINESS MEETINGS,8/40,7.Start off the meeting with straightforward,easily resolved,issues before heading into thornier ones.,8.Allocate a specific amount of time for each issue.Move,through issues,allowing for discussion but discouraging,digression or repetition.Use a timer to help monitor the,time.,9.Postpone discussion until the end of the meeting if debate,on an issue runs overtime.Make sure to cover the other issues on the,agenda.,10.Follow up:Circulate copies of the minutes after the meeting to remind,everyone of conclusions and action plans.,TIPS FOR LEADING EFFECTIVE BUSINESS MEETINGS,9/40,11.Schedule a meeting before lunch,at the end of the day,or immediately before another one to prevent it from becoming too long.,12.Keeping the meeting positive.Try having a 5-minute recognition period where people are given a chance to show recognition to co-workers who have done a good job or worked extra hard on a project.,13.Stand-up meetings.If you are meeting to discuss just a few items or issues,have a stand-up meeting!Participants are more likely to keep on task and reach a consensus on their feet than in a comfortable chair.,TIPS FOR LEADING EFFECTIVE BUSINESS MEETINGS,10/40,In this part you will listen to three passages about job interviews.Try to finish the exercises while listening.,Are you ready?,3.2 Listening Task,11/40,1)What are meetings?,Answer:,Meetings are communicating with an audience in a format in which more than one individual come together to introduce,review,or decide something.,2)Why have meeting times and places become more complicated?,Answer:,Because new technologies have emerged and become less expensive and more popular.,3)What is now growing quickly?,Answer:,The use of audio and video conferencing over the Internet,4)What do people prepare once a meeting place and meeting time are arranged,and an agenda or the goals of the meeting are set?,Answer:,People prepare what they will need for the meeting,like graphs,or a PowerPoint presentation.,5)What are the challenges that modern meeting technologies need to solve?,Answer:,Businesses now often have to make strategy and plan and take action quickly.So the people involved have to come together in some form,review the situation,and make a decision.More and more,these people are in different places,and may even speak different languages,.,3.2.1 Listen to the passage and answer the following questions.,12/40,Depending on _,you may be _in meetings once a week or _ a day.Many work teams,for example,_ by meeting together formally and informally to discuss _.Organizations use meetings to help _ activities involving a number of people or _.Meetings are used to _,investigate problems,plan events,set up _,develop new procedures and so on.,Meetings offer many _ to an organization and its members.A well-run meeting _ co-ordination people can _ with developments and changes,which means _ and co-operation between _.Meetings can give people an opportunity to _ and help develop _.Other benefits of well-managed meetings include greater organizational _ resulting from collaboration,and more effective _.,_ require different kinds of meetings.Depending on the _ to be solved,the type of business to be _ and the nature of the group and _,you might choose:committee meetings;_;informal decision-making sessions;conventions;_;formal board meetings;_ and training sessions.,3.2.2,Listen to the passage and fill the blanks with the missing information.,your job,involved,several times,function,workplace issues,co-ordinate,work groups,negotiate sales,business arrangements,benefits,encourages,keep up-to-date,better planning,sections,share ideas,team spirit,consensus,problem solving,Different situations,problem,transacted,leadership style,conferences,general staff meetings,meetings to give instructions,13/40,3.2.3,Listen to the opening of a meeting and complete the following notes:,1)The purpose of the meeting:_,2)The first issue:_,3)The second issue:_,4)Meeting time:_,5)The time for free discussion:_,Meeting Opening,Discuss the two most important issues,The renovation of our laboratory,Selection of the design team for the PWC project,Two hours,After everyone has given their opinion,14/40,In this part you are going to read two dialogues and then you will be asked to answer some questions about what you have read.,Please read louder!,Speaking Task,15/40,1)Whats the purpose for this meeting?,Answer:,The purpose is to resolve a few problems which have been caused by the recent merger of their two companies.,2)What are included in the agenda?,Answer:,Financial control,production planning and personnel.,3)Whats the agreed solution to the problem of financial control?,Answer:,To form a working party for both American and Spanish financial management.,4)Why did they skip production planning?,Answer:,Because there were nobody from the production department present at the meeting.,5,）,What do the Spanish employees feel about the merger of the two companies according to the dialogue?,Answer:,Many Spanish employees are worried and upset about the rapid changes.,6)Do you think this meeting is effective in solving the problems?Why or why not?,Answer:,(Open),3.3 Speaking Task,3.3.1 Conversation 1,A management meeting is called to discuss the problem of“culture shock”caused by the takeover of a Spanish company by an American company.Sr Gonzlez,the president of Duo S.A.Spain is chairing the meeting.,16/40,1)What is the first item on the agenda,？,Answer:,A discussion of managements proposals on flexitime.,2)What do the people in Garcias department feel about the flexible time?,Answer:,They feel more flexible hours would make it difficult to cover for each other.,3)Did Carla agree with Garcia about the flexible time?Why?,Answer:,No,she didnt.He thought that there should be flexible days.,4)What was Tinas main point?,Answer:,The core times thats the basic hours that would not be flexible.,5)What did Carla propose?,Answer:,Carla proposed flexible days.But there should be a standard for every department to follow.,6)Do you think flexible working hours will be introduced in this company after the meeting?Why or why not?,Answer,:(Open),3.3 Speaking Task,3.3.2 Conversation 2,The heads of departments of ACB Trading are discussing a proposal to introduce flexible working hours.Mr.Brown chairs the meeting.,17/40,Reading Task,In this part you are going to read a passage and then you will be asked to answer some questions about what you have read.,18/40,3.4 Reading Task,Pre-reading questions for pair work,1)What makes you most frustrated about meetings?,2)When do you think a meeting is necessary?Was the last,meeting you attended necessary?Why or why not?,3)Are meetings always successful?If not,what hinders us from,reaching our objective in a meeting?,4)How can we solve a problem through a meeting?,5)Is it necessary to keep track of the process of meetings?Why,or why not?,19/40,Answer the following questions:,1)Why is a written agenda used for a meeting?,Answer:,A written agenda is used as a way of organizing a meeting.,2)What kind of meetings can be avoided and how?,Answer:,When you are simply making some announcements.In such cases,memos or emails can do the job better than meetings.,3)What are the five components of problem solving?,Answer:,They are problem solving orientation,defining the problem,generating solutions(brainstorming),choosing a solution and do and review.,4)How can“people factors”affect the outcome of a meeting?How can we keep them in control?,Answer:,There are people in the meeting that have no interest in solving the problem at hand.Of course this is a huge problem and the meeting should not proceed until everyone has a problem-solving attitude.,5)How can we keep track of the process of the meeting?,Answer:,We can have a tracking sheet for conducting meetings which may consist four elements announcements,problem solving components,bonding stuff and power struggle stuff.,6)What are the advantages of keeping track of how the meetings are held?,Answer:,You can review how the performance went,and pay attention to areas where you might improve.,20/40,Writing Task,In this part you are going to learn how to write meeting agendas and minutes.,21/40,3.5 Writing Task,Structure&Contents of an Agenda,welcome any special visitors,apologies for absence,special event,confirmation of minutes of the previous meeting,business arising out of minutes,correspondence sent and received,reports,adjourned business,general business,any other business,close of meeting,22/40,AGENDA,Bolton Enterprises Marketing Committee,Meeting to be held in the Committee Room at Head Office,Wednesday,8 December,10:00 am-12:30 pm,Chairperson,:Sue Silverton,1.Apologies,:Mike Smith,2.Confirmation of Agenda,(5mins),3.Confirmation of Minutes of 25 October,(5mins),4.Business Arising from Minutes of 25 October,(10mins),4.1 Plan for launch of SD line (Sue),5.Agenda items,5.1 Marketing budget for (30mins)(Mary),5.2 Recognition of achievements in sales (15mins)(Richard),5.3 Market survey data (15mins)John),6.Reports,(30mins),6.1 Sales (Edward),6.2New product development (Harry),6.3 Market research (Zhou),6.4 Promotion (Richard),7.Any other Business,(15mins),8.Forward Agenda,(10mins),9.Next Meeting,23/40,Minute TakingBefore 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.,24/40,Minute TakingDuring the Meeting,Pass around an attendance sheet.,Get a list of committee members and make sure you know who is who.,Note the time the meeting begins.,Dont 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.,Make note of any motions to be voted on at future meetings.,Note the ending time of the meeting.,25/40,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.,Minute TakingAfter the Meeting,26/40,MINUTES,BOLTON ENTERPRISES SAFTY COMMITTEE,6 DECEMBER,Present,K.White,D.Thomas,P.Johnson,D.Adams,M.Wang,Apologies,S.Kelty,Y.London,1 The minutes of the meeting held on 13 October,Minutes of the previous meeting were accepted.,Moved D.Thomas,seconded P.Johnson,The motion relating to item 3,R.C.D.installation had been omitted this will be corrected in the official,record.,2 Business arising,a)R.C.D installation,M Wang will contact the supplier and arrange for a compliance certificate to be issued by 15 December.,b)Emergency procedures dispatch store,D Thomas will draft a new set of procedures and circulate them to committee members for comment by 8 December.,P Johnson reported that has been completed,inspected and approved;however,a certificate of,compliance still needs to be issued.The legal implications of not having certificate were addresses.It,was agreed this was a matter of high priority.,3 Emergency control tea,It was agreed that a formal allocation of funds for emergency-control team training will be made in the,budget.,Moved D Adams,seconded M Wang,D Adams will present a detailed training plan an