商务英语,作者： 阮绩智,责任编辑：张琛 出版日期：2011年12月 IDPN: 308-2011-58 课件章数：12,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,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,3.1.2 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,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?,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,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,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,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,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,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,1) What are meetings? Answer: Mee