商務(wù)英語Unit 3 At the meeting

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1、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 Learning Objectives Organize and conduct meetings； Ask for and give opinions or suggestions； Agree and disagree； Write meeting agendas and take minutes. 3.1 Starting Up 3.1.1 Work in pairs or small groups to list as many types of meetings as y

2、ou 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 Id

3、entify 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 MeetingEncourage punctuality

4、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

5、all members have an opportunity to be heard.At the end of the meeting, summarize what was decided, identify the next steps, a n d e x p l a i n e a c h m e m b e r s responsibilities.Following Up the Meeting Follow up with a memo or email summarizing the major points of the meetings. For formal meet

6、ings, prepare and distribute minutes. Encourage punctuality by beginning and ending the meeting on time. 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 advi

7、ce 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 Meetingsa) Know the goal of the meeting.b) Pick an appropriate time.c) Set an agenda.d) Review the agenda before sta

8、rting 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 discussedh) Solicit comments from all members.i) At the end of the meeting, summarize the decisions that hav

9、e 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 1. Planning and organizing2. Taking care of details 3. Practicing smart marketing4. Being a team player 5. Knowing how to manage time6. Negotiating skillfull

10、y 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 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 ne

11、eds 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

12、 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

13、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 me

14、eting 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 e

15、nd 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 m

16、eetings. 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

17、job interviews. Try to finish the exercises while listening. Are you ready?3.2 Listening Task 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

18、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 Internet4) What do people prepare once a meeting place and meeting time are arranged, and

19、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

20、 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. u Depending on _, you may be _i

21、n 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

22、and so on. u 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 inc

23、lude greater organizational _ resulting from collaboration, and more effective _.u _ 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; conve

24、ntions; _; formal board meetings; _ and training sessions.3.2.2 Listen to the passage and fill the blanks with the missing information. your job involvedseveral times functionworkplace issuesco-ordinatework groups negotiate salesbusiness arrangementsbenefitsencourages keep up-to-datebetter plannings

25、ectionsshare ideas team spirit consensusproblem solvingDifferent situationsproblem transactedleadership styleconferences general staff meetingsmeetings to give instructions 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:

26、_3) The second issue: _4) Meeting time: _5) The time for free discussion: _Meeting OpeningDiscuss the two most important issuesThe renovation of our laboratorySelection of the design team for the PWC projectTwo hoursAfter everyone has given their opinion In this part you are going to read two dialog

27、ues and then you will be asked to answer some questions about what you have read.Please read louder! 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:

28、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 de

29、partment 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? Answe

30、r: ( Open)3.3 Speaking Task 3.3.1 Conversation 1A 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. 1) What is the first item on the agenda？ A

31、nswer: 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 didn

32、t. 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 flexi

33、ble 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 2The heads of departments of ACB Trading are discussing a proposal to introduce flexible working hours. Mr. Brown chairs the meeting. In this part you are going

34、to read a passage and then you will be asked to answer some questions about what you have read. 3.4 Reading TaskPre-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 n

35、ot?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? Answer the following questions: 1) Why is a written agenda used for a

36、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?Answ

37、er: 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 s

38、olving 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 announcem

39、ents, 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. In this part you are going to learn how to write meet

40、ing agendas and minutes. 3.5 Writing TaskStructure 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. In

41、clude 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 MINUTESBOLTON ENTERPRISES SAFTY COMMITTEE

42、6 DECEMBER 2010Present K. White, D. Thomas, P. Johnson, D. Adams, M. Wang Apologies S. Kelty, Y. London1 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 omitt

43、ed 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 co

44、mmittee 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

45、 control tea It was agreed that a formal allocation of funds for emergency-control team training will be made in the 2011 budget. Moved D Adams, seconded M Wang D Adams will present a detailed training plan and recommended budget allocation to the next meeting. The committee noted the report on trai

46、ning for emergency-control team members. It was agreed that a budget allocation would be made for this activity in the 2011 budget.4 Next meeting The next meeting will be held on Wednesday, 18 January 2011 in the conference room. Draft an agenda and the minutes based on the information of Conversati

47、on One or Two in Speaking Task. You may use the minutes pro forma shown below for taking minutes. After you have finished, work in pairs or groups to discuss your work. Please check your minutes with Checklist provided below. J b Advertisement (1) Writing Practice Job Advertisement (1) Writing Pract

48、iceTopic / Title Purpose of the meetingDate/time/locationPresentApologiesDiscussion items and decisions/action(who/what/when) Key points of discussionMinutes Pro Forma Checklist Job Advertisement (1) Writing PracticeMinute TakerComplete this checklist after a meeting to identify any gaps.I HAVE: TIC

49、K IF COMPLETEDpositioned myself so that I can hear all participants _ written clearly and succinctly _ used tact in describing personal opinions _ TICK IF COMPLETEDreferred to agenda when keeping minutes _ noted name, place, time and date of meeting _ recorded attendance _ recorded apologies _ recor

50、ded confirmation of minutes _ taken notes on key points of discussion _ accurately recorded motions _ checked with the chairperson for exact wording _ listed names of mover and seconder of motions _ recorded all decisions _ prepared an action list _ distributed the minutes _ 3.8 Follow-up Practice Y

51、es, lets do it! We will practice what we have learnt in this unit. 1) You are the chairperson. You think it is time to start the meeting._2) You tell the participants the purpose of the meeting._3) Introduce the first item on the agenda._4) Someone interrupts. Control the interruption._5) You make a

52、 good point at a meeting and want to make sure everyone agrees with you._6) You are in the chair and you want to go on to the next topic without a formal vote._7) Mr. Coleman made a point you agreed with a few minutes ago. Refer back to this before you give your own views._8) Mr. Smith made a really

53、 stupid point just now. Make it clear that you disagree, without being rude and provoking an argument._9) You ask Mrs. Collins her opinion about the introduction of flexible working hours._10) You have covered everything on the agenda at the meeting and you want to close the meeting. _ 3.8.1 Write d

54、own what you would say at a meeting in each of the following situations and then discuss them with your partner. 3.8.2 Here are twelve opinions about meetings: put a tick () beside the ones you agree with and a cross () beside the ones you disagree with. When you finish, work with your partner. Take

55、 it in turns to ask each others opinions and try to give reasons for your opinions. 1) More time is wasted at meetings than in any other business activity. 2) The purpose of meetings is to decide when the next one will take place. 3) A meeting is a group of people who can decide nothing alone and wh

56、o decide together that nothing can be done. 4) Its better to send everyone a memo about a new procedure than to have a meeting about it.5) Meetings help everyone to feel personally involved in decision-making. 6) Its better for the boss to make a decision than to have a meeting. 7) The important per

57、son at a meeting is the chairperson. 8) The most important piece of paper at a meeting is the agenda. 9) Most meetings are unnecessary, theyre just a way of making people think theyre important. 10) Its better to talk to each person individually than to have a meeting. 11) A meeting may be the only

58、chance the members of a group actually have to see each other face to face. 12) Meetings lead to better decisions, because of the exchange of ideas. -Topic 1 How to hold a successful meeting?Hints: Before the meeting During the meeting After the meeting 3.8.3 Oral Presentation Give a short presentat

59、ion on one of the following topics for at least 4 minutes. Topic 2 Describe an important meeting you have attendedHints: When and why did you attend the meeting? What was the meeting about? Was the meeting well organized? In what way? Did you enjoy the meeting? Why? 3.8.4 Put the following Chinese i

60、n the brackets into English. pool all the participants ideas and suggestions for a common purpose, which may function in several ways like solving problems, making decisions, sharing information and other kinds. Then, on the basis of such understanding, the participant should think about the relevan

61、t points to be prepared and brought up at the meeting. Sometimes, he may need to do some research work to confirm his opinions for the coming meeting. one should exercise a good control over the meeting, which covers different stages at a meeting: control at the very beginning, control during the me

62、eting and control at the end. 1) A meeting is supposed to(為了一個(gè)共同的目標(biāo)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(gè)方面：解決問題、做出決定、分享信息及其它功能。)2) A good preparatory job, first of all, refers to a good understanding of the subject and the goal of the agenda. (在此基礎(chǔ)上，與會者應(yīng)考慮所應(yīng)做的準(zhǔn)備工作。有時(shí)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。)3) To be

63、an effective meeting leader means (他能夠很好地控制整個(gè)會議，包括對會議不同階段的控制：開始時(shí)的控制、會議進(jìn)行中的控制以及會議結(jié)束時(shí)的控制。) 3.8.4 Put the following Chinese in the brackets into English. Before we begin I should like to say that I hope the meeting will be constructive and have a positive outcome. Basically weve got three issues to dec

64、ide: first the date, secondly the location and finally the conference facilities. Lets start with the date. The first item is a discussion of managements proposals on flexitime and the second item is the work arrangement for the coming holiday. 4) I would like to call the meeting to order. (開會前我要說的是

65、希望這次會議將是建設(shè)性的，并有積極的結(jié)果。)5) The purpose of the meeting today is to fix the details for the Annual Sales Conference. (我們要確定三個(gè)基本問題：日期、地點(diǎn)和會議設(shè)施。我們先來設(shè)定一下會議 的日期。)6) We have two questions on the agenda . (第一項(xiàng)是討論管理部門有關(guān)彈性工作時(shí)間的建議，第二項(xiàng)是有關(guān)將要到來的 假日的工作安排。) 7) _(既然我們現(xiàn)在似乎不能解決這一分歧，) could we move on to the next point?8)

66、 So weve all agreed to _(在下個(gè)星期三的會議上再進(jìn)一步討論新產(chǎn)品開發(fā)的細(xì)節(jié)問題。如果今天沒有別的事情要談，我們就到此結(jié)束。) Since we do not seem to be able to resolve this difference now discuss the details concerning the new product development at our next meeting next Wednesday. If theres nothing else to discuss today, we shall call it a day. 3.8.4 Put the following Chinese in the brackets into English. 3.8.5 Role Play In groups of five or six, hold a number of short meetings on the topics below or other topics of your own choice. Take it in