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LearningObjectivesChairingameetingAskingforandgivingopinionsorsuggestionsAgreeingordisagreeingWritingameetingagendasandtakingminutes第1页Follow-up PracticeWriting Task第2页Weneedtodiscusssomequestionsaboutwhatwearegoingtolearninthisunit.Sure,thatllhelpusunderstandbetteraboutwhatweareaskedtodo.第3页To make a good meeting which brings people together,facilitates decision making,and assists people in taking responsibility,an agenda comes first.An agenda helps structure the meeting and keep track of what is being discussed.After a meeting,minutes,which are the agreed record of discussion and decision made,are usually required to record permanently the proceedings of a meeting,as well as to provide a basis for action.1.Business Meetings第4页2.ReadthefollowingtipsformeetingsTipsforSuccessfulMeetingsa)Knowthegoalofthemeeting.b)Pickanappropriatetime.c)Setanagenda.d)Reviewtheagendabeforestartingthemeeting.e)Setatimelimitforthemeetingsopeoplecanplanaccordingly.f)Stayfocusedononetopic,sothattherearenosideconversations.g)Recordresolutiononanyitemsdiscussedh)Solicitcommentsfromallmembers.i)Attheendofthemeeting,summarizethedecisionsthathavebeenmade.j)Endthemeetingontime.Neverletameetingrunlong.Again,sticktoyouroriginalplan.第5页3.Discussthefollowingquestions:1)Whichdoyouthinkarethefivemostimportanttips?Why?2)Whichofthetipsdoyoudisagreewith?Why?3)Canyouaddmoretipsasadviceforholdingmeetings?4)Whydowehavemeetings?5)Discussinpairsorgroupswhetheryoulikemeetings.Whyorwhynot?第6页1.Planning and organizing2.Taking care of details 3.Practicing smart marketing4.Being a team player 5.Knowing how to manage time6.Negotiating skillfully 7.Applying a positive attitude 8.Evaluating results 9.Being a perpetual learner 10.Keeping a sense of humor Ten Secrets of Super Successful Meeting Planners 第7页TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS1.Decidewhetheryoureallyneedtocallameeting.Cantheissueberesolvedbyanindividualoraconferencecall?2.Determinewhoneedstoattend.Trykeepingthenumberofattendeessmall,aslargemeetingsgetunwieldy.Suggestthatpeopleattendonlythepartsofthemeetingthatinvolvethem.Thiswayyoucankeepthediscussionmorefocused.3.Setdefinitestartingandstoppingtimes.4.Prepareanagenda.Explainthegoalofthemeeting;iftherearemanygoals,decidewhichonescommandpriority,andmakethisclear.5.Circulatetheagendainadvancetoallowattendeestoprepare.6.Assemblevisualaidssuchascharts,handoutsorslides.第8页TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS7.Startoffthemeetingwithstraightforward,easilyresolvedissuesbeforeheadingintothornierones.8.Allocateaspecificamountoftimeforeachissue.Movethroughissues,allowingfordiscussionbutdiscouragingdigressionorrepetition.Useatimertohelpmonitorthetime.9.Postponediscussionuntiltheendofthemeetingifdebateonanissuerunsovertime.Makesuretocovertheotherissuesontheagenda.10.Followup:Circulatecopiesoftheminutesafterthemeetingtoremindeveryoneofconclusionsandactionplans.第9页TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS11.Scheduleameetingbeforelunch,attheendoftheday,orimmediatelybeforeanotheronetopreventitfrombecomingtoolong.12.Keepingthemeetingpositive.Tryhavinga5-minuterecognitionperiodwherepeoplearegivenachancetoshowrecognitiontoco-workerswhohavedoneagoodjoborworkedextrahardonaproject.13.Stand-upmeetings.Ifyouaremeetingtodiscussjustafewitemsorissues,haveastand-upmeeting!Participantsaremorelikelytokeepontaskandreachaconsensusontheirfeetthaninacomfortablechair.第10页Inthispartyouaregoingtolistentotwopassagesaboutbusinessmeetings.Nowlistenandtrytofinishtheexerciseswhilelistening.Areyouready?第11页5.1.1Listentothepassageandanswerthefollowingquestions.1)Whataremeetings?Meetingsarecommunicatingwithanaudienceinaformatinwhichmorethanoneindividualcometogethertointroduce,review,ordecidesomething.2)Whyhavemeetingtimesandplacesbecomemorecomplicated?Becausenewtechnologieshaveemergedandbecomelessexpensiveandmorepopular.3)Whatisnowgrowingquickly?TheuseofaudioandvideoconferencingovertheInternet4)Whatdopeopleprepareonceameetingplaceandmeetingtimearearranged,andanagendaorthegoalsofthemeetingareset?Peoplepreparewhattheywillneedforthemeeting,likegraphs,oraPowerPointpresentation.5)Whatarethechallengesthatmodernmeetingtechnologiesneedtosolve?Businessesnowoftenhavetomakestrategyandplanandtakeactionquickly.Sothepeopleinvolvedhavetocometogetherinsomeform,reviewthesituation,andmakeadecision.Moreandmore,thesepeopleareindifferentplaces,andmayevenspeakdifferentlanguages.第12页Dependingonyourjob,youmaybeinvolvedinmeetingsonceaweekorseveraltimesaday.Manyworkteams,forexample,functionbymeetingtogetherformallyandinformallytodiscussworkplaceissues.Organisationsusemeetingstohelpco-ordinateactivitiesinvolvinganumberofpeopleorworkgroups.Meetingsareusedtonegotiatesales,investigateproblems,planevents,setupbusinessarrangements,developnewproceduresandsoon.Meetingsoffermanybenefitstoanorganisationanditsmembers.Awell-runmeetingencouragesco-ordinationpeoplecankeepup-to-datewithdevelopmentsandchanges,whichmeansbetterplanningandco-operationbetweensections.Meetingscangivepeopleanopportunitytoshareideasandhelpdevelopteamspirit.Otherbenefitsofwell-managedmeetingsincludegreaterorganisationalconsensusresultingfromcollaboration,andmoreeffectiveproblemsolving.Differentsituationsrequiredifferentkindsofmeetings.Dependingontheproblemtobesolved,thetypeofbusinesstobetransactedandthenatureofthegroupandleadershipstyle,youmightchoose:committeemeetings;conferences;informaldecision-makingsessions;conventions;generalstaffmeetings;formalboardmeetings;meetingstogiveinstructionsandtrainingsessions.5.1.2.Listentothepassageandfillinthemissinginformationintheblanksaccordingtotheinformationyouhear.第13页Inthispartyouaregoingtoreadtwodialoguesinpairsandthenyouwillbeaskedtoanswersomequestionsaboutwhatyouhaveread.第14页5.2.1DialogueRead the dialogue and then answer the following questions.1)Whatsthepurposeforthismeeting?Thepurposeistoresolveafewproblemswhichhavebeencausedbytherecentmergeroftheirtwocompanies.2)Whatareincludedintheagenda?Financialcontrol,productionplanningandpersonnel.3)Whatstheagreedsolutiontotheproblemoffinancialcontrol?ToformaworkingpartyforbothAmericanandSpanishfinancialmanagement.4)Whydidtheyskipproductionplanning?Becausetherewerenobodyfromtheproductiondepartmentpresentatthemeeting.5）WhatdotheSpanishemployeesfeelaboutthemergerofthetwocompaniesaccordingtothedialogue?ManySpanishemployeesareworriedandupsetabouttherapidchanges.6)Doyouthinkthismeetingiseffectiveinsolvingtheproblems?Whyorwhynot?(Open)第15页5.2.2Dialogue1)What is the first item on the agenda？A discussion of managements proposals on flexitime.2)What do the people in Garcias department feel about the flexible time?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?No,she didnt.He thought that there should be flexible days.4)What was Tinas main point?The core times thats the basic hours that would not be flexible.5)What did Carla propose?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?(Open)第16页第17页1.What made 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?PRE-READINGQUESTIONSFORPAIRWORK第18页Answerthefollowingquestions:1)Whyisawrittenagendausedforameeting?Awrittenagendaisusedasawayoforganizingameeting.2)Whatkindofmeetingscanbeavoidedandhow?Whenyouaresimplymakingsomeannouncements.Insuchcases,memosoremailscandothejobbetterthanmeetings.3)Whatarethefivecomponentsofproblemsolving?Theyareproblemsolvingorientation,definingtheproblem,generatingsolutions(brainstorming),choosingasolutionanddoandreview.4)Howcan“peoplefactors”affecttheoutcomeofameeting?Howcanwekeepthemincontrol?Therearepeopleinthemeetingthathavenointerestinsolvingtheproblemathand.Ofcoursethisisahugeproblemandthemeetingshouldnotproceeduntileveryonehasaproblem-solvingattitude.5)Howcanwekeeptrackoftheprocessofthemeeting?Wecanhaveatrackingsheetforconductingmeetingswhichmayconsistfourelementsannouncements,problemsolvingcomponents,bondingstuffandpowerstrugglestuff.6)Whataretheadvantagesofkeepingtrackofhowthemeetingsareheld?Youcanreviewhowtheperformancewent,andpayattentiontoareaswhereyoumightimprove.第19页Inthispartyouaregoingtolearnhowtowritemeetingagendasandtakeminutes.第20页Structure of Agendawelcomeanyspecialvisitorsapologiesforabsencespecialeventconfirmationofminutesofthepreviousmeetingbusinessarisingoutofminutescorrespondencesentandreceivedreportsadjournedbusinessgeneralbusinessanyotherbusinesscloseofmeeting第21页SampleagendaAGENDABoltonEnterprisesMarketingCommitteeMeetingtobeheldintheCommitteeRoomatHeadOfficeWednesday,8December10:00am-12:30pmChairperson:SueSilverton1.Apologies:MikeSmith2.ConfirmationofAgenda(5mins)3.ConfirmationofMinutesof25October(5mins)4.BusinessArisingfromMinutesof25October(10mins)4.1PlanforlaunchofSDline(Sue)5.Agendaitems5.1Marketingbudgetfor(30mins)(Mary)5.2Recognitionofachievementsinsales(15mins)(Richard)5.3Marketsurveydata(15mins)John)6.Reports(30mins)6.1Sales(Edward)6.2Newproductdevelopment(Harry)6.3Marketresearch(Zhou)6.4Promotion(Richard)7.AnyotherBusiness(15mins)8.ForwardAgenda(10mins)9.NextMeeting第22页MinuteTakingBeforetheMeeting 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.第23页MinuteTakingDuringtheMeeting 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.第24页 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.MinuteTakingAftertheMeeting第25页SamplesetofminutesMINUTESBOLTONENTERPRISESSAFTYCOMMITTEE6DECEMBERPresentK.White,D.Thomas,P.Johnson,D.Adams,M.WangApologiesS.Kelty,Y.London1Theminutesofthemeetingheldon13OctoberMinutesofthepreviousmeetingwereaccepted.MovedD.Thomas,secondedP.JohnsonThemotionrelatingtoitem3,R.C.D.installationhadbeenomittedthiswillbecorrectedintheofficialrecord.2Businessarisinga)R.C.DinstallationMWangwillcontactthesupplierandarrangeforacompliancecertificatetobeissuedby15December.b)EmergencyproceduresdispatchstoreDThomaswilldraftanewsetofproceduresandcirculatethemtocommitteemembersforcommentby8December.PJohnsonreportedthathasbeencompleted,inspectedandapproved;however,acertificateofcompliancestillneedstobeissued.Thelegalimplicationsofnothavingcertificatewereaddresses.Itwasagreedthiswasamatterofhighpriority.3EmergencycontrolteaItwasagreedthataformalallocationoffundsforemergency-controlteamtrainingwillbemadeinthebudget.MovedDAdams,secondedMWangDAdamswillpresentadetailedtrainingplanandrecommendedbudgetallocationtothenextmeeting.Thecommitteenotedthereportontrainingforemergency-controlteammembers.Itwasagreedthatabudgetallocationwouldbemadeforthisactivityinthe6budget.4NextmeetingThenextmeetingwillbeheldonWednesday,18Januaryintheconferenceroom.第26页MinutesProFormaTopic/Title:Purposeofthemeeting:Date/time/location:Present:Apologies:Discussionitemsanddecisions/action(who/what/when)Keypointsofdiscussion第27页ChecklistforMinutesChecklist Minute TakerCompletethischecklistafterameetingtoidentifyanygaps.I HAVE:TICK IF COMPLETEDpositionedmyselfsothatIcanhearallparticipants_writtenclearlyandsuccinctly_usedtactindescribingpersonalopinions_referredtoagendawhenkeepingminutes_notedname,place,timeanddateofmeeting_recordedattendance_recordedapologies_recordedconfirmationofminutes_takennotesonkeypointsofdiscussion_accuratelyrecordedmotions_checkedwiththechairpersonforexactwording_listednamesofmoverandseconderofmotions _recordedalldecisions_preparedanactionlist_distributedtheminutes_第28页 Write an English agenda and the minutes of the business meetings based on the information of the conversation one or two in Part II.You may use the minutes pro forma shown abovefor taking minutes.After you have finished,work in pairs or groups to discuss your work.Please check your minutes with Checklist provided above.Writing Practice 第29页PracticemakesperfectWewillpracticewhatwehavelearntinthisunit.Yes,letsdoit!第30页1.QuestionsandAnswersWhatwouldyousay?1.Youarethechairperson.Youthinkitistimetostartthemeeting._.2.Youtelltheparticipantsthepurposeofthemeeting._.3.Introducethefirstitemontheagenda._.4.Someoneinterrupts.Controltheinterruption._.5.Youmakeagoodpointatameetingandwanttomakesureeveryoneagreeswithyou._.6.Youareinthechairandyouwanttogoontothenexttopicwithoutaformalvote._.7.Mr.Colemanmadeapointyouagreedwithafewminutesago.Referbacktothisbeforeyougiveyourownviews._.8.Mr.Smithmadeareallystupidpointjustnow.Makeitclearthatyoudisagree,withoutbeingrudeandprovokinganargument._.9.YouaskMrs.Collinsheropinionabouttheintroductionofflexibleworkinghours._.10.Youhavecoveredeverythingontheagendaatthemeetingandyouwanttoclosethemeeting._第31页2.Herearetwelveopinionsaboutmeeting:putatick()besidetheonesyouagreewithandacross(x)besidetheonesyoudisagreewith.Whenyoufinish,workwithyourpartner.Takeitinturnstoaskeachothersopinionsandtrytogivereasonsforyouropinions.1.More time is wasted at meetings than in any other business activity._2.Thepurposeofmeetingsistodecidewhenthenextonewilltakeplace._3.Ameetingisagroupofpeoplewhocandecidenothingaloneandwhodecidetogetherthatnothingcanbedone._4.Itsbettertosendeveryoneamemoaboutanewprocedurethantohaveameetingaboutit._5.Meetings help everyone to feelpersonallyinvolvedin decision-making._第32页 6.Itsbetterforthebosstomakeadecisionthantohaveameeting._7.Theimportantpersonatameetingisthechairperson._8.Themostimportantpieceofpaperatameetingistheagenda._9.Mostmeetingsareunnecessary,theyrejustawayofmakingpeoplethinktheyreimportant._10.Itsbettertotalktoeachpersonindividuallythantohaveameeting._11.Ameetingmaybetheonlychancethemembersofagroupactuallyhavetoseeeachotherfacetoface._12.Meetingsleadtobetterdecisions,becauseoftheexchangeofideas._第33页3.Presentation PracticeMakeashortpresentationononeofthefollowingtopics.Beforemakingthepresentation,youshouldtaketwominutestowriteanoutlineofyourpresentation.Whatarethemajorfunctionsofameeting?Whatshouldwedotoeffectivelyprepareameeting?Howtobeaneffectiveorganizerforameeting?Howtobehaveproperlyatameeting?Relevanttopicsofyourownchoice第34页4.TranslationPractice1.现在开会。在开会前，我要说是希
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