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1、高效率的会议高效率的会议MEETINGS开会开会MEETING会议会议The Average U.S.Executive Spends No Less Than 21 Weeks A Year In Meetings&Considers 30%Of This Time Utterly Wasted美国的行政人员平均每年花在会议上的美国的行政人员平均每年花在会议上的时间不少于时间不少于21个星期个星期而且有而且有30%的会议时间被完全浪费了的会议时间被完全浪费了MEETING会议会议EXERCISE 练习练习If meeting takes so much time,why do organiz
2、ations continue to hold meetings everyday?如果会议要花这么多时间，那么公司为什么还要每天开会呢？List the type of meetings regularly held in the Company写出公司通常召开的会议的形式TYPES OF MEETING会议的形式会议的形式Information信息信息Participation参与参与Decision决定决定INFORMATIVE 提供信息式提供信息式One way 单向的Limited participation(for clarification only)参加者有限(只限澄清)Dec
3、ision already taken 已经做了决定Ready for implementation 准备实施Can be a large audience 听众很多Can be formal 正式TYPES OF MEETING会议的形式会议的形式PARTICIPATIVE参与式参与式Encourage more ideas&suggestions希望得到更多的想法和建议More like brain-storm更象是“头脑风暴”Seek consensus&agreement寻求统一和一致Usually in a smaller group经常是小规模的Less formal不太正式TYP
4、ES OF MEETING会议的形式会议的形式DECISION做决定式做决定式Seeking approval or endorsement寻求批准或支持Limited discussion unless audience disagrees讨论较少，除非听众有异议Can be formal if involving Top Management如果高级管理人员参加则比较正式TYPES OF MEETING会议的形式会议的形式Organizing&Facilitating a Meeting组织并主持会议组织并主持会议MEETINGS会议会议ALL MEETINGS MUST BE PLANN
5、ED所有会议都必须经过事先准备所有会议都必须经过事先准备Extract from Sales Directors Message销售总监语录销售总监语录“IF YOU FAIL TO PLAN,YOU HAVE ALREADY PLANNED TO FAIL”“如果没有准备，就等于准备如果没有准备，就等于准备失败失败”FACILITATION主持会议主持会议 Facilitation skills are utilized when presentations become interactive meetings.The facilitator sets the agenda,coaches
6、 participants,and guides the pacing.Usually he is the Chairman of the meeting 主持的技巧通常运用在交互式的会议中，主持人要为会议设定议程，引导参加人员，控制会议节奏。通常主持人是会议的主席。3 KEYS TO SUCCESS成功的成功的3要诀要诀Preparation(Planning)准备(计划)Implementation实施Action Plan行动计划PREPARATION-PLANNING准备准备-计划计划Short Planning Phase简短的计划阶段 Implementation实施Short p
7、lanning phase,long implementation phase计划阶段较短，实施阶段较长High defect ratio计划不足的比例很高 Planning计划Long planning phase,short implementation phase计划阶段较长，实施阶段较短Low defect ratio计划不足的比例较低 Long Planning Phase较长的计划阶段PREPARATION-5 Ws准备的准备的5Ws1WHY-Objective of meeting.为什么为什么-会议的目的会议的目的Clear objectives justify reason
8、for meeting清楚的目的是开会充分的理由Prevents unnecessary meetings which waste time可以防止召开不必要的浪费时间的会议OBJECTIVE OF MEETINGA sales manager came into a meeting and announced the following objectives:销售经理来参加会议并宣布了以下的目的销售经理来参加会议并宣布了以下的目的The objective of this meeting is to get everyone of you work with ENTHUSIASM.这次会议的
9、目的是希望你们每个人都热情地工作这次会议的目的是希望你们每个人都热情地工作If this does not work,I shall have to sack everyone of you with ENTHUSIASM如果这没有作用的话，我就会很热情如果这没有作用的话，我就会很热情地解雇你们每个人地解雇你们每个人PREPARATION-5 Ws准备的准备的5Ws2Who-Participants谁谁-参加者参加者Only people who can add value need to attend只有那些能给会议增加价值的人才能参加会议Unnecessary participants w
10、aste resources I.e.time,space,additional discussions etc.不必要的人参加会议会浪费资源如：时间，空间，多余的讨论等。PREPARATION-5 Ws准备的准备的5Ws 3What-Subject of discussion I.e.Agenda.什么-讨论的主题，如：议程An Agenda is a road map for the meeting journey会议议程是会议的“路线图”Sending the agenda in advance can also allow for pre-planning by participant
11、s事先把议程发出能使参加者有准备It allows for a more productive meeting也能使会议更有成效It substantiates the Objectives能再次说明你的目的PREPARATION-5 Ws准备的准备的5Ws4Where-Venue哪里哪里-地点地点Meeting place need to be big enough for comfort开会的场地应尽可能大以使参加者觉得舒服Noise,light,Furniture,equipment and basic utilities are often overlooked elements音响，
12、灯光，家具，设备和一些基本用品是经常被忽略的因素Travelling time of participants参加者的旅行时间PREPARATION-5 Ws准备的准备的5Ws5When-Date,time&Duration 什么时候什么时候-日期，时间和持续时间日期，时间和持续时间Depending on type of meeting and length,this issue is important取决于会议的方式和长度，这一条非常重要Opportunity cost I.e.meeting vs selling机会的代价如：开会和销售Its also good to give par
13、ticipants sufficient notice for early preparation这也有另一个好处是能及早给参加者通知以使他们能提早准备Expected length of meeting预期会议的长度PREPARATION-5 Ws准备的准备的5WsWHY-Objective of meeting.为什么为什么-会议的目的会议的目的Who-Participants谁谁-参加者参加者What-Subject of discussion I.e.Agenda.什么-讨论的主题如会议议程Where-Venue哪里哪里-地点地点When-Date,time&duration什么时候什
14、么时候-日期，时间日期，时间&会议持续时间会议持续时间EXERCISE ON 5 Ws5Ws的练习的练习Each group will select a typical meeting held in your Company and complete the 5Ws.每组选一种你公司的典型的会议形式完成5WsThe group must be ready to justify the details presented每组都应做细节方面的准备EXAMPLES举例举例OBJECTIVES(WHY)目的(为什么)Brief auxiliary sales force on MACH III la
15、unch给销售员作锋速3上市的简介PARTICIPANTS(who)参加者(谁)All auxiliary sales force所有直销员AGENDA(what)会议议程会议议程(什么什么)Launch presentation 上市介绍Pricing,Promotion&POS support价格，促销和POS支持Distribution objectives&Allocation铺市目标和分配Merchandising guidelines陈列助销原则Administration requirements行政工作要求EXAMPLES举例举例VENUE(WHERE)地点(哪里)Head O
16、ffice总部会议室DATE,TIME&DURARION(WHEN)日期，时间和会议持续时间(什么时候)Friday 2nd April from 9.00 a.m.to 12.00 p.m.4月2日星期5，从早晨9点到晚上12点EXAMPLES举例举例IMPLEMENTATION实施实施Punctuality especially SELF.准时，特别是自己要准时Stay with the agenda as much as possible尽量按照会议议程进行For interactive meetings,allow fair air time for each participant.
17、Acknowledge inputs positively对交互式的会议，给每人同样的时间来思考，鼓励他们的积极的参与No“Side Show”.不要开小差IMPLEMENTATION实施实施Appoint minutes writer-not You.指定作会议记录的人-不是你自己Summarize key issues discussed总结讨论的要点Develop action plans&name in the box.作出行动计划和负责人 IMPLEMENTATION实施实施Summarize key issues discussed总结讨论的要点总结讨论的要点To keep the
18、 meeting focussed on the objectives围绕会议目的来进行讨论Ensure that the points discussed are understood by all participants 确保每个参加者都了解讨论的要点Highlight the name in the box for follow up action重点突出来追踪行动计划的负责人Excellent when the meeting is long with many issues discussed.如果会议很长而且讨论了很多问题，这样做就很有必要It also helps the mi
19、nutes writer也能使作会议记录的人更清楚MORE TIPS小窍门小窍门Do not punish the majority who are on time because of a few late comers.Start on time&try to finish as planned.不要因为少数人迟到就惩罚大多数人。准时开始，准时结束No smoking in the meeting room.别在会议室里吸烟Avoid food on the table except water.Provide for breaks if meeting is long.除了喝水外，别吃东
20、西。如果会议较长，就安排休息时间Review minutes of last meeting if there is one.如果有上次的会议记录就作一个回顾MORE TIPS小窍门小窍门Assign tasks before meeting so that YOU dont have to do all the work.在会议开始前就分配任务，你不用自己把工作全部做完Use tech.equipment&transparencies if appropriate&avoid too many numbers or words on charts.在适当的时候使用一些技术设备和胶片。不要把太
21、多的数字和文字防在表上A FINAL WORD最后Ensure MINUTES are out within 48 hours.确保会议记录在48小时内做出来EXERCISE ON MEETING-5会议练习会议练习-5 You have attended many CYCLE MEETINGS你已经参加了很多次周会了Based on what you have learnt,identify what is wrong and make your recommendations to improve their effectiveness根据你所学的，找出哪些地方做得不好并就他们在哪些地方需
22、要提高效率提出你的建议EXERCISES-6练习练习-6You have to CHAIR the next Cycle Meeting下一次的周会的主持人是你What type of meeting is it?这次会议的形式是什么？Prepare an agenda准备会议议程Who should write the minutes?谁来作会议记录？ACTION PLAN行动计划行动计划List down what you intend to do after this course when you return to your base.写下你在学了这个课程回到你的地区后要做的事情Provide sufficient details so that your project can be followed up by your superior and/or the Sales Training Dept.提供充足的细节以便你的主管和/或销售培训部能跟踪