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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