商务英语Unit3Atthemeeting省公开课金奖全国赛课一等奖微课获奖课件

商务英语作者：阮绩智责任编辑：张琛出版日期：年12月IDPN:308--58课件章数：121/40UNIT

3LearningObjectives

Organizeandconductmeetings；Askforandgiveopinionsorsuggestions；

Agreeanddisagree；Writemeetingagendasandtakeminutes.AttheMeeting2/403.1StartingUp

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

3/403.1.2Workinpairstodiscussaboutthekeyfactorsofaneffectivemeetingbyusingthefollowingchecklisttohelpyou.

PlanningtheMeeting

Identifythepurposeofthemeeting.Prepareanagenda.Decidewhoshouldattendthemeeting.Determinethelogisticsofthemeeting-timing,location,room,seatingarrangementandequipmentneeded.

Assignsomeonethetaskoftakingnotesduringthemeeting.ConductingtheMeetingEncouragepunctualitybybeginningandendingthemeetingontime.Begineachmeetingbystatingthepurposeandreviewingtheagenda.

Establishgroundrulesthatpermittheorderlytransactionofbusiness.

Controlthediscussiontoensurethatitisrelevant,thatafewmembersdonotmonopolizethediscussion,andthatallmembershaveanopportunitytobeheard.Attheendofthemeeting,summarizewhatwasdecided,identifythenextsteps,andexplaineachmember’sresponsibilities.FollowingUptheMeeting

Followupwithamemooremailsummarizingthemajorpointsofthemeetings.Forformalmeetings,prepareanddistributeminutes.

Encouragepunctualitybybeginningandendingthemeetingontime.BusinessMeetings4/403.1.3Discussthefollowingquestionsinpairsorsmallgroups.

1)Whydowehavetohavemeetings?2)Whichfactorsabovedoyouthinkarethemostimportant?Why?3)Canyouaddmoretipsasadviceforholdingeffectivemeetings?4)Isitnecessarytokeeptrackoftheprocessofmeetings?Whyorwhynot?5)Discusswhetheryoulikemeetings.Whyorwhynot?5/40

TipsforSuccessfulMeetingsa)Knowthegoalofthemeeting.b)Pickanappropriatetime.c)Setanagenda.d)Reviewtheagendabeforestartingthemeeting.e)Setatimelimitforthemeetingsopeoplecanplanaccordingly.f)Stayfocusedononetopic,sothattherearenosideconversations.g)Recordresolutiononanyitemsdiscussedh)Solicitcommentsfromallmembers.i)Attheendofthemeeting,summarizethedecisionsthathavebeenmade.j)Endthemeetingontime.Neverletameetingrunlong.Again,sticktoyouroriginalplan.Readthefollowingtipsformeetings6/40PlanningandorganizingTakingcareofdetailsPracticingsmartmarketingBeingateamplayerKnowinghowtomanagetimeNegotiatingskillfullyApplyingapositiveattitudeEvaluatingresultsBeingaperpetuallearnerKeepingasenseofhumorTenSecretsofSuperSuccessfulMeetingPlanners

7/401.Decidewhetheryoureallyneedtocallameeting.Cantheissueberesolvedbyanindividualoraconferencecall?

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

3.Setdefinitestartingandstoppingtimes.

4.

Prepareanagenda.Explainthegoalofthemeeting;iftherearemanygoals,decidewhichonescommandpriority,andmakethisclear.

5.Circulatetheagendainadvancetoallowattendeestoprepare.

6.Assemblevisualaidssuchascharts,handoutsorslides.

TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS

8/407.

Startoffthemeetingwithstraightforward,easilyresolvedissuesbeforeheadingintothornierones.

8.Allocateaspecificamountoftimeforeachissue.Movethroughissues,allowingfordiscussionbutdiscouragingdigressionorrepetition.Useatimertohelpmonitorthetime.

9.Postponediscussionuntiltheendofthemeetingifdebateonanissuerunsovertime.Makesuretocovertheotherissuesontheagenda.

10.Followup:Circulatecopiesoftheminutesafterthemeetingtoremindeveryoneofconclusionsandactionplans.

TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS

9/4011.Scheduleameetingbeforelunch,attheendoftheday,orimmediatelybeforeanotheronetopreventitfrombecomingtoolong.12.Keepingthemeetingpositive.Tryhavinga5-minuterecognitionperiodwherepeoplearegivenachancetoshowrecognitiontoco-workerswhohavedoneagoodjoborworkedextrahardonaproject.13.Stand-upmeetings.Ifyouaremeetingtodiscussjustafewitemsorissues,haveastand-upmeeting!Participantsaremorelikelytokeepontaskandreachaconsensusontheirfeetthaninacomfortablechair.TIPSFORLEADINGEFFECTIVEBUSINESSMEETINGS

10/40Inthispartyouwilllistentothreepassagesaboutjobinterviews.Trytofinishtheexerciseswhilelistening.

Areyouready?3.2ListeningTask

11/401)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.

12/40Dependingon_________,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-datebetterplanningsectionsshareideasteamspiritconsensusproblemsolvingDifferentsituationsproblemtransactedleadershipstyleconferencesgeneralstaffmeetingsmeetingstogiveinstructions13/403.2.3

Listentotheopeningofameetingandcompletethefollowingnotes:

1)Thepurposeofthemeeting:________________________________________2)Thefirstissue:________________________________________3)Thesecondissue:________________________________________4)Meetingtime:________________________________________5)Thetimeforfreediscussion:________________________________________MeetingOpeningDiscussthetwomostimportantissuesTherenovationofourlaboratorySelectionofthedesignteamforthePWCprojectTwohoursAftereveryonehasgiventheiropinion14/40Inthispartyouaregoingtoreadtwodialoguesandthenyouwillbeaskedtoanswersomequestionsaboutwhatyouhaveread.Pleasereadlouder!SpeakingTask15/401)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.16/40

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.17/40ReadingTaskInthispartyouaregoingtoreadapassageandthenyouwillbeaskedtoanswersomequestionsaboutwhatyouhaveread.18/403.4ReadingTaskPre-readingquestionsforpairwork1)Whatmakesyoumostfrustratedaboutmeetings?2)Whendoyouthinkameetingisnecessary?Wasthelastmeetingyouattendednecessary?Whyorwhynot?3)Aremeetingsalwayssuccessful?Ifnot,whathindersusfromreachingourobjectiveinameeting?4)Howcanwesolveaproblemthroughameeting?5)Isitnecessarytokeeptrackoftheprocessofmeetings?Whyorwhynot?19/40Answerthefollowingquestions:

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.20/40WritingTaskInthispartyouaregoingtolearnhowtowritemeetingagendasandminutes.21/403.5WritingTaskStructure&ContentsofanAgenda●welcomeanyspecialvisitors●apologiesforabsence●specialevent●confirmationofminutesofthepreviousmeeting●businessarisingoutofminutes●correspondencesentandreceived●reports●adjournedbusiness●generalbusiness●anyotherbusiness●closeofmeeting22/40AGENDABoltonEnterprisesMarketingCommitteeMeetingtobeheldintheCommitteeRoomatHeadOfficeWednesday,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

23/40MinuteTaking—BeforetheMeeting

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

24/40MinuteTaking—DuringtheMeeting

●Passaroundanattendancesheet.●Getalistofcommitteemembersandmakesureyouknowwhoiswho.●Notethetimethemeetingbegins.●Don'ttrytowritedowneverysinglecomment--justthemainideas.●Writedownmotions,whomadethem,andtheresultsofvotes,ifany;noneedtowritedownwhosecondedamotion.●Makenoteofanymotionstobevotedonatfuturemeetings.●Notetheendingtimeofthemeeting.25/40

●Typeuptheminutesassoonaspossibleafterthemeeting,whileeverythingisstillfreshinyourmind.●Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.●Includethetimethemeetingbeganandended.●Proofreadtheminutesbeforesubmittingthem.MinuteTaking—AftertheMeeting26/40MINUTESBOLTONENTERPRISESSAFTYCOMMITTEE6DECEMBERPresentK.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-controlteamtrainingwillbemadeinthebudget.MovedDAdams,secondedMWangDAdamswillpresentadetailedtrainingplanandrecommendedbudgetallocationtothenextmeeting.Thecommitteenotedthereportontrainingforemergency-controlteammembers.Itwasagreedthatabudgetallocationwouldbemadeforthisactivityinthebudget.4NextmeetingThenextmeetingwillbeheldonWednesday,18Januaryintheconferenceroom.27/40DraftanagendaandtheminutesbasedontheinformationofConversationOneorTwoinSpeakingTask.Youmayusetheminutesproformashownbelowfortakingminutes.Afteryouhavefinished,workinpairsorgroupstodiscussyourwork.PleasecheckyourminuteswithChecklistprovidedbelow.

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WritingPractice28/40JobAdvertisement(1)

WritingPracticeTopic/TitlePurposeofthemeetingDate/time/locationPresentApologiesDiscussionitemsanddecisions/action(who/what/when)KeypointsofdiscussionMinutesProForma29/40ChecklistJobAdvertisement(1)

WritingPracticeMinuteTakerCompletethischecklistafterameetingtoidentifyanygaps.IHAVE:TICKIFCOMPLETEDpositionedmyselfsothatIcanhearallparticipants________________writtenclearlyandsuccinctly________________usedtactindescribingpersonalopinions________________TICKIFCOMPLETEDreferredtoagendawhenkeepingminutes______________notedname,place,timeanddateofmeeting______________recordedattendance______________recordedapologies______________recordedconfirmationofminutes______________takennotesonkeypointsofdiscussion______________accuratelyrecordedmotions_____________checkedwiththechairpersonforexactwording_____________listednamesofmoverandseconderofmotions_____________recordedalldecisions______________preparedanactionlist______________distributedtheminutes______________30/403.8Follow-upPractice

Yes,let’sdoit!Wewillpracticewhatwehavelearntinthisunit.31/401)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.

32/403.8.2

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.

33/40-Topic1

Howtoholdasuccessfulmeeting?Hints:

Beforethemeeting

Duringthemeeting

Afterthemeeting3.8.3OralPresentationGiveashortpresentationononeofthefollowingtopicsforatleast4minutes.Topic2

DescribeanimportantmeetingyouhaveattendedHints:

Whenandwhydidyouattendthemeeting?

Whatwasthemeetingabout?

Wasthemeetingwellorganized?Inwhatway?

Didyouenjoythemeeting?Why?34/403.8.4PutthefollowingChineseinthebracketsintoEnglish.

poolalltheparticipants’ideasandsuggestionsforacommonpurpose,whichmayfunctioninseveralwayslikesolvingproblems,makingdecisions,sharinginformationandotherkinds.Then,onthebasisofsuchunderstanding,theparticipantshouldthinkabouttherelevantpointstobepreparedandbroughtupatthemeeting.Sometimes,hemayneedtodosomeresearchworktoconfirmhisopinionsforthecomingmeeting.oneshouldexerciseagoodcontroloverthemeeting,whichcoversdifferentstagesatameeting:controlattheverybeginning,controlduringthemeetingandcontrolattheend.Ameetingissupposedto(为了一个共同目标而把与会者想法和提议集中起来。会议功效有以下几个方面：解决问题、做出决定、分享信息及其它功效。)Agoodpreparatoryjob,firstofall,referstoagoodunderstandingofthesubjectandthegoaloftheagenda.(在此基础上，与会者应考虑所应做准备工作。有时候，与会者还需要做一些调查研究，以确保其在未来会议