商務(wù)英語Unit-3-At-the-meetin課件

商務(wù)英語作者：阮績智責(zé)任編輯：張琛出版日期：2011年12月IDPN:308-2011-58課件章數(shù)：12商務(wù)英語作者：阮績智責(zé)任編輯：張琛UNIT

3LearningObjectivesOrganizeandconductmeetings；Askforandgiveopinionsorsuggestions；

Agreeanddisagree；Writemeetingagendasandtakeminutes.AttheMeetingUNIT3LearningObjectives3.1StartingUp

3.1.1Workinpairsorsmallgroupstolistasmanytypesofmeetingsasyoucan.Discusswhomayattendthemeetingsyouhavelistedandtheirpurposes.Forexample:●staffmeetings●boardmeetings●committeemeetings●conferences

3.1StartingUp3.1.2Workinpairstodiscussaboutthekeyfactorsofaneffectivemeetingbyusingthefollowingchecklisttohelpyou.

PlanningtheMeetingIdentifythepurposeofthemeeting.Prepareanagenda.Decidewhoshouldattendthemeeting.Determinethelogisticsofthemeeting-timing,location,room,seatingarrangementandequipmentneeded.Assignsomeonethetaskoftakingnotesduringthemeeting.ConductingtheMeetingEncouragepunctualitybybeginningandendingthemeetingontime.Begineachmeetingbystatingthepurposeandreviewingtheagenda.

Establishgroundrulesthatpermittheorderlytransactionofbusiness.Controlthediscussiontoensurethatitisrelevant,thatafewmembersdonotmonopolizethediscussion,andthatallmembershaveanopportunitytobeheard.Attheendofthemeeting,summarizewhatwasdecided,identifythenextsteps,andexplaineachmember’sresponsibilities.FollowingUptheMeetingFollowupwithamemooremailsummarizingthemajorpointsofthemeetings.Forformalmeetings,prepareanddistributeminutes.Encouragepunctualitybybeginningandendingthemeetingontime.BusinessMeetings3.1.2Workinpairstodiscuss3.1.3Discussthefollowingquestionsinpairsorsmallgroups.

1)Whydowehavetohavemeetings?2)Whichfactorsabovedoyouthinkarethemostimportant?Why?3)Canyouaddmoretipsasadviceforholdingeffectivemeetings?4)Isitnecessarytokeeptrackoftheprocessofmeetings?Whyorwhynot?5)Discusswhetheryoulikemeetings.Whyorwhynot?3.1.3Discussthefollowingqu

TipsforSuccessfulMeetingsa)Knowthegoalofthemeeting.b)Pickanappropriatetime.c)Setanagenda.d)Reviewtheagendabeforestartingthemeeting.e)Setatimelimitforthemeetingsopeoplecanplanaccordingly.f)Stayfocusedononetopic,sothattherearenosideconversations.g)Recordresolutiononanyitemsdiscussedh)Solicitcommentsfromallmembers.i)Attheendofthemeeting,summarizethedecisionsthathavebeenmade.j)Endthemeetingontime.Neverletameetingrunlong.Again,sticktoyouroriginalplan.Readthefollowingtipsformeetings

PlanningandorganizingTakingcareofdetailsPracticingsmartmarketingBeingateamplayerKnowinghowtomanagetimeNegotiatingskillfullyApplyingapositiveattitudeEvaluatingresultsBeingaperpetuallearnerKeepingasenseofhumorTenSecretsofSuperSuccessfulMeetingPlanners

TenSecretsofSuperSuccessfu1.Decidewhetheryoureallyneedtocallameeting.Cantheissueberesolvedbyanindividualoraconferencecall?

2.Determinewhoneedstoattend.Trykeepingthenumberofattendeessmall,aslargemeetingsgetunwieldy.Suggestthatpeopleattendonlythepartsofthemeetingthatinvolvethem.Thiswayyoucankeepthediscussionmorefocused.

3.Setdefinitestartingandstoppingtimes.

4.

Prepareanagenda.Explainthegoalofthemeeting;iftherearemanygoals,decidewhichonescommandpriority,andmakethisclear.

5.Circulatetheagendainadvancetoallowattendeestoprepare.

6.Assemblevisualaidssuchascharts,handoutsorslides.

TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS

TIPSFORLEADINGEFFECTIVEBUS7.

Startoffthemeetingwithstraightforward,easilyresolvedissuesbeforeheadingintothornierones.

8.Allocateaspecificamountoftimeforeachissue.Movethroughissues,allowingfordiscussionbutdiscouragingdigressionorrepetition.Useatimertohelpmonitorthetime.

9.Postponediscussionuntiltheendofthemeetingifdebateonanissuerunsovertime.Makesuretocovertheotherissuesontheagenda.

10.Followup:Circulatecopiesoftheminutesafterthemeetingtoremindeveryoneofconclusionsandactionplans.

TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS

TIPSFORLEADINGEFFECTIVEBUS11.Scheduleameetingbeforelunch,attheendoftheday,orimmediatelybeforeanotheronetopreventitfrombecomingtoolong.12.Keepingthemeetingpositive.Tryhavinga5-minuterecognitionperiodwherepeoplearegivenachancetoshowrecognitiontoco-workerswhohavedoneagoodjoborworkedextrahardonaproject.13.Stand-upmeetings.Ifyouaremeetingtodiscussjustafewitemsorissues,haveastand-upmeeting!Participantsaremorelikelytokeepontaskandreachaconsensusontheirfeetthaninacomfortablechair.TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS

11.ScheduleameetingbeforeInthispartyouwilllistentothreepassagesaboutjobinterviews.Trytofinishtheexerciseswhilelistening.

Areyouready?3.2ListeningTask

3.2ListeningTask1)Whataremeetings?

Answer:Meetingsarecommunicatingwithanaudienceinaformatinwhichmorethanoneindividualcometogethertointroduce,review,ordecidesomething.2)Whyhavemeetingtimesandplacesbecomemorecomplicated?

Answer:

Becausenewtechnologieshaveemergedandbecomelessexpensiveandmorepopular.3)Whatisnowgrowingquickly?

Answer:TheuseofaudioandvideoconferencingovertheInternet4)Whatdopeopleprepareonceameetingplaceandmeetingtimearearranged,andanagendaorthegoalsofthemeetingareset?

Answer:Peoplepreparewhattheywillneedforthemeeting,likegraphs,oraPowerPointpresentation.

5)Whatarethechallengesthatmodernmeetingtechnologiesneedtosolve?

Answer:Businessesnowoftenhavetomakestrategyandplanandtakeactionquickly.Sothepeopleinvolvedhavetocometogetherinsomeform,reviewthesituation,andmakeadecision.Moreandmore,thesepeopleareindifferentplaces,andmayevenspeakdifferentlanguages.3.2.1Listentothepassageandanswerthefollowingquestions.

1)Whataremeetings?3.2.1LiDependingon_________,youmaybe_______inmeetingsonceaweekor_______aday.Manyworkteams,forexample,_______bymeetingtogetherformallyandinformallytodiscuss_________.Organizationsusemeetingstohelp_______activitiesinvolvinganumberofpeopleor________.Meetingsareusedto_______,investigateproblems,planevents,setup_____________,developnewproceduresandsoon.Meetingsoffermany________toanorganizationanditsmembers.Awell-runmeeting_________co-ordination?peoplecan_____________withdevelopmentsandchanges,whichmeans_____________andco-operationbetween_________.Meetingscangivepeopleanopportunityto_________andhelpdevelop__________.Otherbenefitsofwell-managedmeetingsincludegreaterorganizational_________resultingfromcollaboration,andmoreeffective____________.___________requiredifferentkindsofmeetings.Dependingonthe____________tobesolved,thetypeofbusinesstobe____________andthenatureofthegroupand____________,youmightchoose:committeemeetings;___________;informaldecision-makingsessions;conventions;______________;formalboardmeetings;____________________andtrainingsessions.3.2.2Listentothepassageandfilltheblankswiththemissinginformation.

yourjobinvolvedseveraltimesfunctionworkplaceissuesco-ordinateworkgroupsnegotiatesalesbusinessarrangementsbenefitsencourageskeepup-to-datebetterplanningsectionsshareideasteamspiritconsensusproblemsolvingDifferentsituationsproblemtransactedleadershipstyleconferencesgeneralstaffmeetingsmeetingstogiveinstructionsDependingon_________,youma3.2.3

Listentotheopeningofameetingandcompletethefollowingnotes:

1)Thepurposeofthemeeting:________________________________________2)Thefirstissue:________________________________________3)Thesecondissue:________________________________________4)Meetingtime:________________________________________5)Thetimeforfreediscussion:________________________________________MeetingOpeningDiscussthetwomostimportantissuesTherenovationofourlaboratorySelectionofthedesignteamforthePWCprojectTwohoursAftereveryonehasgiventheiropinion3.2.3ListentotheopeningoInthispartyouaregoingtoreadtwodialoguesandthenyouwillbeaskedtoanswersomequestionsaboutwhatyouhaveread.Pleasereadlouder!SpeakingTaskInthispartyouaregoingto1)What’sthepurposeforthismeeting?

Answer:Thepurposeistoresolveafewproblemswhichhavebeencausedbytherecentmergeroftheirtwocompanies.2)Whatareincludedintheagenda?

Answer:Financialcontrol,productionplanningandpersonnel.3)What’stheagreedsolutiontotheproblemoffinancialcontrol?

Answer:ToformaworkingpartyforbothAmericanandSpanishfinancialmanagement.4)Whydidtheyskipproductionplanning?

Answer:Becausetherewerenobodyfromtheproductiondepartmentpresentatthemeeting.5）WhatdotheSpanishemployeesfeelaboutthemergerofthetwocompaniesaccordingtothedialogue?

Answer:ManySpanishemployeesareworriedandupsetabouttherapidchanges.6)Doyouthinkthismeetingiseffectiveinsolvingtheproblems?Whyorwhynot?

Answer:(Open)3.3SpeakingTask

3.3.1Conversation1Amanagementmeetingiscalledtodiscusstheproblemof“cultureshock”causedbythetakeoverofaSpanishcompanybyanAmericancompany.SrGonzález,thepresidentofDuoS.A.Spainischairingthemeeting.1)What’sthepurposeforthis

1)Whatisthefirstitemontheagenda？

Answer:

Adiscussionofmanagement’sproposalsonflexitime.2)WhatdothepeopleinGarcia’sdepartmentfeelabouttheflexibletime?

Answer:

Theyfeelmoreflexiblehourswouldmakeitdifficulttocoverforeachother.

3)DidCarlaagreewithGarciaabouttheflexibletime?Why?

Answer:

No,shedidn’t.Hethoughtthatthereshouldbeflexibledays.4)WhatwasTina’smainpoint?

Answer:

Thecoretimes?that’sthebasichoursthatwouldnotbeflexible.5)WhatdidCarlapropose?

Answer:

Carlaproposedflexibledays.Butthereshouldbeastandardforeverydepartmenttofollow.6)Doyouthinkflexibleworkinghourswillbeintroducedinthiscompanyafterthemeeting?Whyorwhynot?

Answer:(Open)

3.3SpeakingTask

3.3.2Conversation2TheheadsofdepartmentsofACBTradingarediscussingaproposaltointroduceflexibleworkinghours.Mr.Brownchairsthemeeting.1)WhatisthefirstitemonReadingTaskInthispartyouaregoingtoreadapassageandthenyouwillbeaskedtoanswersomequestionsaboutwhatyouhaveread.ReadingTaskInthispartyoua3.4ReadingTaskPre-readingquestionsforpairwork1)Whatmakesyoumostfrustratedaboutmeetings?2)Whendoyouthinkameetingisnecessary?Wasthelastmeetingyouattendednecessary?Whyorwhynot?3)Aremeetingsalwayssuccessful?Ifnot,whathindersusfromreachingourobjectiveinameeting?4)Howcanwesolveaproblemthroughameeting?5)Isitnecessarytokeeptrackoftheprocessofmeetings?Whyorwhynot?3.4ReadingTaskPre-readingquAnswerthefollowingquestions:

1)Whyisawrittenagendausedforameeting?Answer:

Awrittenagendaisusedasawayoforganizingameeting.2)Whatkindofmeetingscanbeavoidedandhow?Answer:

Whenyouaresimplymakingsomeannouncements.Insuchcases,memosoremailscandothejobbetterthanmeetings.

3)Whatarethefivecomponentsofproblemsolving?Answer:

Theyareproblemsolvingorientation,definingtheproblem,generatingsolutions(brainstorming),choosingasolutionanddoandreview.4)Howcan“peoplefactors”affecttheoutcomeofameeting?Howcanwekeepthemincontrol?Answer:

Therearepeopleinthemeetingthathavenointerestinsolvingtheproblemathand.Ofcoursethisisahugeproblemandthemeetingshouldnotproceeduntileveryonehasaproblem-solvingattitude.5)Howcanwekeeptrackoftheprocessofthemeeting?Answer:

Wecanhaveatrackingsheetforconductingmeetingswhichmayconsistfourelements?announcements,problemsolvingcomponents,bondingstuffandpowerstrugglestuff.6)Whataretheadvantagesofkeepingtrackofhowthemeetingsareheld?Answer:

Youcanreviewhowtheperformancewent,andpayattentiontoareaswhereyoumightimprove.AnswerthefollowingquestionsWritingTaskInthispartyouaregoingtolearnhowtowritemeetingagendasandminutes.WritingTaskInthispartyoua3.5WritingTaskStructure&ContentsofanAgenda●welcomeanyspecialvisitors●apologiesforabsence●specialevent●confirmationofminutesofthepreviousmeeting●businessarisingoutofminutes●correspondencesentandreceived●reports●adjournedbusiness●generalbusiness●anyotherbusiness●closeofmeeting3.5WritingTaskStructure&CoAGENDABoltonEnterprisesMarketingCommitteeMeetingtobeheldintheCommitteeRoomatHeadOfficeWednesday,8December201010:00am-12:30pmChairperson:SueSilverton1.Apologies:MikeSmith2.ConfirmationofAgenda(5mins)

3.ConfirmationofMinutesof25October2010(5mins)

4.BusinessArisingfromMinutesof25October2010(10mins)

4.1PlanforlaunchofSDline(Sue)

5.Agendaitems5.1Marketingbudgetfor2011(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

AGENDAMinuteTaking—BeforetheMeeting

●Chooseyourtool:Decidehowyouwilltakenotes,i.e.penandpaper,laptopcomputer,ortaperecorder.●Makesureyourtoolofchoiceisinworkingorderandhaveabackupjustincase.●Usethemeetingagendatoformulateanoutline.

MinuteTaking—BeforetheMeetiMinuteTaking—DuringtheMeeting

●Passaroundanattendancesheet.●Getalistofcommitteemembersandmakesureyouknowwhoiswho.●Notethetimethemeetingbegins.●Don'ttrytowritedowneverysinglecomment--justthemainideas.●Writedownmotions,whomadethem,andtheresultsofvotes,ifany;noneedtowritedownwhosecondedamotion.●Makenoteofanymotionstobevotedonatfuturemeetings.●Notetheendingtimeofthemeeting.MinuteTaking—DuringtheMeeti

●Typeuptheminutesassoonaspossibleafterthemeeting,whileeverythingisstillfreshinyourmind.●Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.●Includethetimethemeetingbeganandended.●Proofreadtheminutesbeforesubmittingthem.MinuteTaking—AftertheMeeting●TypeuptheminutesassoonMINUTESBOLTONENTERPRISESSAFTYCOMMITTEE6DECEMBER2010PresentK.White,D.Thomas,P.Johnson,D.Adams,M.WangApologiesS.Kelty,Y.London1Theminutesofthemeetingheldon13OctoberMinutesofthepreviousmeetingwereaccepted.MovedD.Thomas,secondedP.JohnsonThemotionrelatingtoitem3,R.C.D.installationhadbeenomitted?thiswillbecorrectedintheofficialrecord.2Businessarisinga)R.C.DinstallationMWangwillcontactthesupplierandarrangeforacompliancecertificatetobeissuedby15December.b)Emergencyprocedures?dispatchstoreDThomaswilldraftanewsetofproceduresandcirculatethemtocommitteemembersforcommentby8December.PJohnsonreportedthathasbeencompleted,inspectedandapproved;however,acertificateofcompliancestillneedstobeissued.Thelegalimplicationsofnothavingcertificatewereaddresses.Itwasagreedthiswasamatterofhighpriority.3EmergencycontrolteaItwasagreedthataformalallocationoffundsforemergency-controlteamtrainingwillbemadeinthe2011budget.MovedDAdams,secondedMWangDAdamswillpresentadetailedtrainingplanandrecommendedbudgetallocationtothenextmeeting.Thecommitteenotedthereportontrainingforemergency-controlteammembers.Itwasagreedthatabudgetallocationwouldbemadeforthisactivityinthe2011budget.4NextmeetingThenextmeetingwillbeheldonWednesday,18January2011intheconferenceroom.商務(wù)英語Unit-3-At-the-meetin課件DraftanagendaandtheminutesbasedontheinformationofConversationOneorTwoinSpeakingTask.Youmayusetheminutesproformashownbelowfortakingminutes.Afteryouhavefinished,workinpairsorgroupstodiscussyourwork.PleasecheckyourminuteswithChecklistprovidedbelow.

JobAdvertisement(1)

WritingPracticeDraftanagendaandtheminuteJobAdvertisement(1)

WritingPracticeTopic/TitlePurposeofthemeetingDate/time/locationPresentApologiesDiscussionitemsanddecisions/action(who/what/when)KeypointsofdiscussionMinutesProFormaJobAdvertisement(1)WritingChecklistJobAdvertisement(1)

WritingPracticeMinuteTakerCompletethischecklistafterameetingtoidentifyanygaps.IHAVE:TICKIFCOMPLETEDpositionedmyselfsothatIcanhearallparticipants________________writtenclearlyandsuccinctly________________usedtactindescribingpersonalopinions________________TICKIFCOMPLETEDreferredtoagendawhenkeepingminutes______________notedname,place,timeanddateofmeeting______________recordedattendance______________recordedapologies______________recordedconfirmationofminutes______________takennotesonkeypointsofdiscussion______________accuratelyrecordedmotions_____________checkedwiththechairpersonforexactwording_____________listednamesofmoverandseconderofmotions_____________recordedalldecisions______________preparedanactionlist______________distributedtheminutes______________ChecklistJobAdvertisement(1)3.8Follow-upPractice

Yes,let’sdoit!Wewillpracticewhatwehavelearntinthisunit.3.8Follow-upPracticeYes,le1)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.______________________________________________________3.8.1

Writedownwhatyouwouldsayatameetingineachofthefollowingsituationsandthendiscussthemwithyourpartner.

1)Youarethechairperson.Y3.8.2

Herearetwelveopinionsaboutmeetings:putatick(√)besidetheonesyouagreewithandacross()besidetheonesyoudisagreewith.Whenyoufinish,workwithyourpartner.Takeitinturnstoaskeachother’sopinionsandtrytogivereasonsforyouropinions.

Moretimeiswastedatmeetingsthaninanyotherbusinessactivity.Thepurposeofmeetingsistodecidewhenthenextonewilltakeplace.Ameetingisagroupofpeoplewhocandecidenothingaloneandwhodecidetogetherthatnothingcanbedone.It’sbettertosendeveryoneamemoaboutanewprocedurethantohaveameetingaboutit.5)Meetingshelpeveryonetofeelpersonallyinvolvedindecision-making.6)It’sbetterforthebosstomakeadecisionthantohaveameeting.7)Theimportantpersonatameetingisthechairperson.8)Themostimportantpieceofpaperatameetingistheagenda.9)Mostmeetingsareunnecessary,they’rejustawayofmakingpeoplethinkthey’reimportant.10)It’sbettertotalktoeachpersonindividuallythantohaveameeting.11)Ameetingmaybetheonlychancethemembersofagroupactuallyhavetoseeeachotherfacetoface.12)Meetingsleadtobetterdecisions,becauseoftheexchangeofideas.

3.8.2Herearetwelveopinion-Topic1

Howtoholdasuccessfulmeeting?Hints:BeforethemeetingDuringthemeetingAfterthemeeting3.8.3OralPresentationGiveashortpresentationononeofthefollowingtopicsforatleast4minutes.Topic2

DescribeanimportantmeetingyouhaveattendedHints:Whenandwhydidyouattendthemeeting?Whatwasthemeetingabout?Wasthemeetingwellorganized?Inwhatway?Didyouenjoythemeeting?Why?-Topic1Howtoholdasucces3.8.4PutthefollowingChineseinthebracketsintoEnglish.

poolalltheparticipants’ideasandsuggestionsforacommonpurpose,whichmayfunctioninseveralwayslikesolvingproblems,makingdecisions,sharinginformationandotherkinds.Then,onthebasisofsuchunderstanding,theparticipantshouldthinkabouttherelevantpointstobepreparedandbroughtupatthemeeting.Sometimes,hemayneedtodosomeresearchworktoconfirmhisopinionsforthecomingmeeting.oneshouldexerciseagoodcontroloverthemeeting,whichcoversdifferentstagesatameeting:controlattheverybeginning,controlduringthemeetingandcontrolattheend.Ameetingissupposedto(為了一個共同的目標而把與會者的想法和建議集中起來。會議的功能有以下幾個方面：解決問題、做出決定、分享信息及其它功能。)Agoodpreparatoryjob,firstofall,referstoagoodunderstandingofthesubjectandthegoaloftheagenda.(在此基礎(chǔ)上，與會者應(yīng)考慮所應(yīng)做的準備工作。有時候，與會者還需要做一些調(diào)查研究，以保證其在未來會議上所談看法的質(zhì)量。)Tobeaneffectivemeetingleadermeans(他能夠很好地控制整個會議，包括對會議不同階段的控制：開始時的控制、會議進行中的控制以及會議結(jié)束時的控制。)3.8.4PutthefollowingChines3.8.4PutthefollowingChineseinthebracketsintoEnglish.

BeforewebeginIshouldliketosaythatIhopethemeetingwillbeconstructiveandhaveapositiveoutcome.

Basicallywe’vegotthreeissuestodecide:firstthedate,secondlythelocationandfinallytheconferencefacilities.Let’sstartwiththedate.

Thefirstitemisadiscussionofmanagement’sproposalsonflexitimeandtheseconditemistheworkarrangementforthecomingholiday.

Iwouldliketocallthemeetingtoorder.(開會前我要說的是希望這次會議將是建設(shè)性的，并有積極的結(jié)果。)5)ThepurposeofthemeetingtodayistofixthedetailsfortheAnnualSalesConference.(我們要確定三個基本問題：日期、地點和會議設(shè)施。我們先來設(shè)定一下會議的日期。)Wehavetwoques