商务英语课程UnitBusinessMeetings.ppt

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1、商务英语课程UnitBusinessMeetings Still waters run deep.流静水深流静水深,人静心深人静心深 Where there is life,there is hope。有生命必有希望。有生命必有希望Follow-up PracticeFollow-up Practice Writing TaskWriting TaskWeneedtodiscusssomequestionsaboutwhatwearegoingtolearninthisunit.Sure,thatllhelpusunderstandbetteraboutwhatweareaskedtodo.T

2、o 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 decis

3、ion made,are usually required to record permanently the proceedings of a meeting,as well as to provide a basis for action.1.Business Meetings2.ReadthefollowingtipsformeetingsTipsforSuccessfulMeetingsa)Knowthegoalofthemeeting.b)Pickanappropriatetime.c)Setanagenda.d)Reviewtheagendabeforestartingthemee

4、ting.e)Setatimelimitforthemeetingsopeoplecanplanaccordingly.f)Stayfocusedononetopic,sothattherearenosideconversations.g)Recordresolutiononanyitemsdiscussedh)Solicitcommentsfromallmembers.i)Attheendofthemeeting,summarizethedecisionsthathavebeenmade.j)Endthemeetingontime.Neverletameetingrunlong.Again,

5、sticktoyouroriginalplan.3.Discussthefollowingquestions:1)Whichdoyouthinkarethefivemostimportanttips?Why?2)Whichofthetipsdoyoudisagreewith?Why?3)Canyouaddmoretipsasadviceforholdingmeetings?4)Whydowehavemeetings?5)Discussinpairsorgroupswhetheryoulikemeetings.Whyorwhynot?1.Planning and organizing2.Taki

6、ng 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 TIPSFORLEADINGEFFECTI

7、VEBUSINESSMEETINGS1.Decidewhetheryoureallyneedtocallameeting.Cantheissueberesolvedbyanindividualoraconferencecall?2.Determinewhoneedstoattend.Trykeepingthenumberofattendeessmall,aslargemeetingsgetunwieldy.Suggestthatpeopleattendonlythepartsofthemeetingthatinvolvethem.Thiswayyoucankeepthediscussionmo

8、refocused.3.Setdefinitestartingandstoppingtimes.4.Prepareanagenda.Explainthegoalofthemeeting;iftherearemanygoals,decidewhichonescommandpriority,andmakethisclear.5.Circulatetheagendainadvancetoallowattendeestoprepare.6.Assemblevisualaidssuchascharts,handoutsorslides.TIPSFORLEADINGEFFECTIVEBUSINESSMEE

9、TINGS7.Startoffthemeetingwithstraightforward,easilyresolvedissuesbeforeheadingintothornierones.8.Allocateaspecificamountoftimeforeachissue.Movethroughissues,allowingfordiscussionbutdiscouragingdigressionorrepetition.Useatimertohelpmonitorthetime.9.Postponediscussionuntiltheendofthemeetingifdebateona

10、nissuerunsovertime.Makesuretocovertheotherissuesontheagenda.10.Followup:Circulatecopiesoftheminutesafterthemeetingtoremindeveryoneofconclusionsandactionplans.TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS11.Scheduleameetingbeforelunch,attheendoftheday,orimmediatelybeforeanotheronetopreventitfrombecomingtoo

11、long.12.Keepingthemeetingpositive.Tryhavinga5-minuterecognitionperiodwherepeoplearegivenachancetoshowrecognitiontoco-workerswhohavedoneagoodjoborworkedextrahardonaproject.13.Stand-upmeetings.Ifyouaremeetingtodiscussjustafewitemsorissues,haveastand-upmeeting!Participantsaremorelikelytokeepontaskandre

12、achaconsensusontheirfeetthaninacomfortablechair.Inthispartyouaregoingtolistentotwopassagesaboutbusinessmeetings.Nowlistenandtrytofinishtheexerciseswhilelistening.Areyouready?5.1.1Listentothepassageandanswerthefollowingquestions.1)Whataremeetings?Meetingsarecommunicatingwithanaudienceinaformatinwhich

13、morethanoneindividualcometogethertointroduce,review,ordecidesomething.2)Whyhavemeetingtimesandplacesbecomemorecomplicated?Becausenewtechnologieshaveemergedandbecomelessexpensiveandmorepopular.3)Whatisnowgrowingquickly?TheuseofaudioandvideoconferencingovertheInternet4)Whatdopeopleprepareonceameetingp

14、laceandmeetingtimearearranged,andanagendaorthegoalsofthemeetingareset?Peoplepreparewhattheywillneedforthemeeting,likegraphs,oraPowerPointpresentation.5)Whatarethechallengesthatmodernmeetingtechnologiesneedtosolve?Businessesnowoftenhavetomakestrategyandplanandtakeactionquickly.Sothepeopleinvolvedhave

15、tocometogetherinsomeform,reviewthesituation,andmakeadecision.Moreandmore,thesepeopleareindifferentplaces,andmayevenspeakdifferentlanguages.Dependingonyourjob,youmaybeinvolvedinmeetingsonceaweekorseveraltimesaday.Manyworkteams,forexample,functionbymeetingtogetherformallyandinformallytodiscussworkplac

16、eissues.Organisationsusemeetingstohelpco-ordinateactivitiesinvolvinganumberofpeopleorworkgroups.Meetingsareusedtonegotiatesales,investigateproblems,planevents,setupbusinessarrangements,developnewproceduresandsoon.Meetingsoffermanybenefitstoanorganisationanditsmembers.Awell-runmeetingencouragesco-ord

17、inationpeoplecankeepup-to-datewithdevelopmentsandchanges,whichmeansbetterplanningandco-operationbetweensections.Meetingscangivepeopleanopportunitytoshareideasandhelpdevelopteamspirit.Otherbenefitsofwell-managedmeetingsincludegreaterorganisationalconsensusresultingfromcollaboration,andmoreeffectivepr

18、oblemsolving.Differentsituationsrequiredifferentkindsofmeetings.Dependingontheproblemtobesolved,thetypeofbusinesstobetransactedandthenatureofthegroupandleadershipstyle,youmightchoose:committeemeetings;conferences;informaldecision-makingsessions;conventions;generalstaffmeetings;formalboardmeetings;me

19、etingstogiveinstructionsandtrainingsessions.5.1.2.Listentothepassageandfillinthemissinginformationintheblanksaccordingtotheinformationyouhear.Inthispartyouaregoingtoreadtwodialoguesinpairsandthenyouwillbeaskedtoanswersomequestionsaboutwhatyouhaveread.5.2.1DialogueRead the dialogue and then answer th

20、e following questions.1)Whatsthepurposeforthismeeting?Thepurposeistoresolveafewproblemswhichhavebeencausedbytherecentmergeroftheirtwocompanies.2)Whatareincludedintheagenda?Financialcontrol,productionplanningandpersonnel.3)Whatstheagreedsolutiontotheproblemoffinancialcontrol?Toformaworkingpartyforbot

21、hAmericanandSpanishfinancialmanagement.4)Whydidtheyskipproductionplanning?Becausetherewerenobodyfromtheproductiondepartmentpresentatthemeeting.5）WhatdotheSpanishemployeesfeelaboutthemergerofthetwocompaniesaccordingtothedialogue?ManySpanishemployeesareworriedandupsetabouttherapidchanges.6)Doyouthinkt

22、hismeetingiseffectiveinsolvingtheproblems?Whyorwhynot?(Open)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 fo

23、r 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 st

24、andard 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)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

25、.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-READINGQUESTIONSFORPAIRWORKAnswerthefollowingquestions:1)Whyisawrittenagendause

26、dforameeting?Awrittenagendaisusedasawayoforganizingameeting.2)Whatkindofmeetingscanbeavoidedandhow?Whenyouaresimplymakingsomeannouncements.Insuchcases,memosoremailscandothejobbetterthanmeetings.3)Whatarethefivecomponentsofproblemsolving?Theyareproblemsolvingorientation,definingtheproblem,generatings

27、olutions(brainstorming),choosingasolutionanddoandreview.4)Howcan“peoplefactors”affecttheoutcomeofameeting?Howcanwekeepthemincontrol?Therearepeopleinthemeetingthathavenointerestinsolvingtheproblemathand.Ofcoursethisisahugeproblemandthemeetingshouldnotproceeduntileveryonehasaproblem-solvingattitude.5)

28、Howcanwekeeptrackoftheprocessofthemeeting?Wecanhaveatrackingsheetforconductingmeetingswhichmayconsistfourelementsannouncements,problemsolvingcomponents,bondingstuffandpowerstrugglestuff.6)Whataretheadvantagesofkeepingtrackofhowthemeetingsareheld?Youcanreviewhowtheperformancewent,andpayattentiontoare

29、aswhereyoumightimprove.Inthispartyouaregoingtolearnhowtowritemeetingagendasandtakeminutes.Structure of Agendawelcomeanyspecialvisitorsapologiesforabsencespecialeventconfirmationofminutesofthepreviousmeetingbusinessarisingoutofminutescorrespondencesentandreceivedreportsadjournedbusinessgeneralbusines

30、sanyotherbusinesscloseofmeetingSampleagendaAGENDABoltonEnterprisesMarketingCommitteeMeetingtobeheldintheCommitteeRoomatHeadOfficeWednesday,8December200510:00am-12:30pmChairperson:SueSilverton1.Apologies:MikeSmith2.ConfirmationofAgenda(5mins)3.ConfirmationofMinutesof25October2005(5mins)4.BusinessAris

31、ingfromMinutesof25October2005(10mins)4.1PlanforlaunchofSDline(Sue)5.Agendaitems5.1Marketingbudgetfor2006(30mins)(Mary)5.2Recognitionofachievementsinsales(15mins)(Richard)5.3Marketsurveydata(15mins)John)6.Reports(30mins)6.1Sales(Edward)6.2Newproductdevelopment(Harry)6.3Marketresearch(Zhou)6.4Promotio

32、n(Richard)7.AnyotherBusiness(15mins)8.ForwardAgenda(10mins)9.NextMeetingMinuteTakingBeforetheMeeting 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 age

33、nda to formulate an outline.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

34、 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.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

35、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.MinuteTakingAftertheMeetingSamplesetofminutesMINUTESBOLTONENTERPRISESSAFTYCOMMITTEE6DECEMBER2005PresentK.White,D.Thomas,P

36、.Johnson,D.Adams,M.WangApologiesS.Kelty,Y.London1Theminutesofthemeetingheldon13OctoberMinutesofthepreviousmeetingwereaccepted.MovedD.Thomas,secondedP.JohnsonThemotionrelatingtoitem3,R.C.D.installationhadbeenomittedthiswillbecorrectedintheofficialrecord.2Businessarisinga)R.C.DinstallationMWangwillcon

37、tactthesupplierandarrangeforacompliancecertificatetobeissuedby15December.b)EmergencyproceduresdispatchstoreDThomaswilldraftanewsetofproceduresandcirculatethemtocommitteemembersforcommentby8December.PJohnsonreportedthathasbeencompleted,inspectedandapproved;however,acertificateofcompliancestillneedsto

38、beissued.Thelegalimplicationsofnothavingcertificatewereaddresses.Itwasagreedthiswasamatterofhighpriority.3EmergencycontrolteaItwasagreedthataformalallocationoffundsforemergency-controlteamtrainingwillbemadeinthe2006budget.MovedDAdams,secondedMWangDAdamswillpresentadetailedtrainingplanandrecommendedb

39、udgetallocationtothenextmeeting.Thecommitteenotedthereportontrainingforemergency-controlteammembers.Itwasagreedthatabudgetallocationwouldbemadeforthisactivityinthe20006budget.4NextmeetingThenextmeetingwillbeheldonWednesday,18January2006intheconferenceroom.MinutesProFormaTopic/Title:Purposeofthemeeti

40、ng:Date/time/location:Present:Apologies:Discussionitemsanddecisions/action(who/what/when)KeypointsofdiscussionChecklistforMinutesChecklist Minute TakerCompletethischecklistafterameetingtoidentifyanygaps.I HAVE:TICK IF COMPLETEDpositionedmyselfsothatIcanhearallparticipants_writtenclearlyandsuccinctly

41、_usedtactindescribingpersonalopinions_referredtoagendawhenkeepingminutes_notedname,place,timeanddateofmeeting_recordedattendance_recordedapologies_recordedconfirmationofminutes_takennotesonkeypointsofdiscussion_accuratelyrecordedmotions_checkedwiththechairpersonforexactwording_listednamesofmoverands

42、econderofmotions _recordedalldecisions_preparedanactionlist_distributedtheminutes_ 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 finish

43、ed,work in pairs or groups to discuss your work.Please check your minutes with Checklist provided above.Writing Practice PracticemakesperfectWewillpracticewhatwehavelearntinthisunit.Yes,letsdoit!1.QuestionsandAnswersWhatwouldyousay?1.Youarethechairperson.Youthinkitistimetostartthemeeting._.2.Youtell

44、theparticipantsthepurposeofthemeeting._.3.Introducethefirstitemontheagenda._.4.Someoneinterrupts.Controltheinterruption._.5.Youmakeagoodpointatameetingandwanttomakesureeveryoneagreeswithyou._.6.Youareinthechairandyouwanttogoontothenexttopicwithoutaformalvote._.7.Mr.Colemanmadeapointyouagreedwithafew

45、minutesago.Referbacktothisbeforeyougiveyourownviews._.8.Mr.Smithmadeareallystupidpointjustnow.Makeitclearthatyoudisagree,withoutbeingrudeandprovokinganargument._.9.YouaskMrs.Collinsheropinionabouttheintroductionofflexibleworkinghours._.10.Youhavecoveredeverythingontheagendaatthemeetingandyouwanttocl

46、osethemeeting._2.Herearetwelveopinionsaboutmeeting:putatick()besidetheonesyouagreewithandacross(x)besidetheonesyoudisagreewith.Whenyoufinish,workwithyourpartner.Takeitinturnstoaskeachothersopinionsandtrytogivereasonsforyouropinions.1.More time is wasted at meetings than in any other business activit

47、y._2.Thepurposeofmeetingsistodecidewhenthenextonewilltakeplace._3.Ameetingisagroupofpeoplewhocandecidenothingaloneandwhodecidetogetherthatnothingcanbedone._4.Itsbettertosendeveryoneamemoaboutanewprocedurethantohaveameetingaboutit._5.Meetings help everyone to feelpersonallyinvolvedin decision-making.

48、_ 6.Itsbetterforthebosstomakeadecisionthantohaveameeting._7.Theimportantpersonatameetingisthechairperson._8.Themostimportantpieceofpaperatameetingistheagenda._9.Mostmeetingsareunnecessary,theyrejustawayofmakingpeoplethinktheyreimportant._10.Itsbettertotalktoeachpersonindividuallythantohaveameeting._

49、11.Ameetingmaybetheonlychancethemembersofagroupactuallyhavetoseeeachotherfacetoface._12.Meetingsleadtobetterdecisions,becauseoftheexchangeofideas._3.Presentation PracticeMakeashortpresentationononeofthefollowingtopics.Beforemakingthepresentation,youshouldtaketwominutestowriteanoutlineofyourpresentat

50、ion.Whatarethemajorfunctionsofameeting?Whatshouldwedotoeffectivelyprepareameeting?Howtobeaneffectiveorganizerforameeting?Howtobehaveproperlyatameeting?Relevanttopicsofyourownchoice4.TranslationPractice1.现在开会。在开会前，我要说的是希望这次会议将是建设性的，并有积极的结果。Iwouldliketocallthemeetingtoorder.BeforewebeginIshouldliketos