unit 8 organizing meetings 制作单位：应用外语系公共英语教研室 [email protected]

Unit 8 Organizing Meetings

制作单位：应用外语系公共英语教研室

[email protected]

mailto:[email protected]

2010-2-3 Advanced Career English 2

Unit 8 Organizing Meetings

Getting Things Ready1

Things to Do2

Things to Write3

Career Skill Description


Section 1 Getting Things Ready

1

• Make meeting arrangements

• Prepare for meeting materials

• Write notices for meetings

In this unit, you will learn to:

2

3

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Section 2 Things to Do

Things to Do

Activity Two

Listen and Write Read and Think

Activity One

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Related Information



How to Organize Meetings?

Meetings can be the most dreaded part of business, yet they are essential to good communication. Make them a positive part of your business operation by organizing them well. To organize a meeting:

1. Decide exactly who should attend the meeting.

2. Schedule a time for the meeting with the persons attending, making it clear what the meeting is about and how long it will take.

Related Information:

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3. Schedule a place for the meeting that is conducive to discussion and does not allow interruptions. 4. Plan an agenda with a time schedule for addressing each issue. 5. Distribute the agenda well in advance of the meeting, asking for any modifications or additions. 6. Once the meeting starts there should be one person in charge who manages the meeting and facilitates discussion. 7. The meeting leader should stimulate and clarify communication, summarizing points made. 8. Consensus should be encouraged, but don't make that the endpoint.

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9. If more information is needed for making decisions, schedule another meeting with homework assignments. 10. At the end of the meeting clarify what has transpired and what the next steps are. 11. Distribute a summary of decisions reached at the meeting, including the date and time of any future meetings.

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take into account take into account

decide on decide on

contribute contribute

positive positive

effective effective

crucial crucial

additional additional

connection connection

practical practical


outcomeoutcome

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Activity One Listen and Write


Section Two Things to Do

11

22

What steps can be taken to plan a meeting ?

What is an agenda?

Read and Think

Read and Think

How will you organize a meeting?

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Read and Think

Organizing a meeting can be quite a challenge and good meeting planning is a necessary procedure for any effective business meeting. Here are the key considerations and practical tips to guide you through the meeting organization process. The first and foremost question to ask before you start planning any meeting is “What are the desired outcomes from that meeting and what is the purpose?” Clarify the answers and write them down.

Organizing a Meeting


Read and Think

The next important question of meeting planning and organization is “Who are the right people to be at the meeting?” You are supposed to fix on the number of the attendees and invite additional persons who could provide some helpful expertise, insights, or firsthand facts relevant for the meeting purposes. Who will chair the meeting is also crucial to the success of the meeting. An effective chairperson keeps the meeting on track, maintains a positive atmosphere, ensures that nobody hijacks or damages the meeting, and helps all participants contribute most effectively.


Read and Think The next meeting planning step is to decide on the time and place. Of course, you want to schedule time when all the participants, or at least the majority, are available. As for meeting location, successful conferences depend very strongly on the venues you choose. Take into account the amount of participants, the subject and goal of the conference. It is also wise that you plan informal moments, in which people can relax a bit. Having a clear agenda serves a number of purposes, both before and during the meeting. The agenda tells participants what to do at what time and allows everyone to prepare beforehand. It is a necessary tool for keeping the meeting focused and productive.


Read and Think

The last consideration is accommodation and transportation. Before the meeting, an invitation or notice should inform the attendants where to stay and how to reach the hotel and the venue, and whether accommodation and transportation are covered by the organizer or the participant. (326 words)

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Read and Think

What are the differences between a meeting, a conference and a convention? Generally speaking, meetings, conferences, and conventions are all events where people get together to consider a particular topic; usually the difference is one of scale. Meetings tend to involve just a few people, and often they're held in-house (within an organization). Conferences and conventions involve more people; conferences can be in-house but more often they're events that involve people from different businesses. Conventions are usually large gatherings of people from many different businesses.

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Task 1 Problem-solving


Read and Think

Also, meetings can be formal or informal, but conferences and conventions are usually formal, and have a programme of activities planned.

We may also find the differences in their Chinese translations:

meeting: 会议 conference: 协商会；讨论会convention: 大会


Read and Think

1. This passage is about how to write an agenda. ( )

2. Planning is necessary for a successful meeting. ( )

3. It’s not necessary to consider who are the right people to be at the meeting. ( )

4. Who will chair the meeting is important to the success of the meeting. ( )

5. When choosing the venue the meeting organizer has to take several factors into account. ( )

6. Having an effective agenda means the success of the meeting. ( )

F

T

T

F

T

Fnext

Task 2 Write T/F (True or False) for each of the following statements.


Read and Think

Task 3 Give brief answers to the following questions.

1. What’s the most important thing to do when planning a meeting?

Find out what outcomes are desired and what purpose to achieve.

2. What kind of additional people can be invited to the meeting?

Those who could provide some helpful expertise, insights, or firsthand facts relevant for the meeting purposes.

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Read and Think

3. In what way can an effective chairperson help in a meeting?

An effective chairperson keeps the meeting on track, maintains a positive atmosphere, ensures that nobody hijacks or damages the meeting, and helps all participants contribute most effectively.

4. What should be considered when deciding on the time

and place for a meeting?

You should take into account the amount of participants, the subject and goal of the conference. It is also wise to plan informal moments, in which people can relax a bit.

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Read and Think

5. What’s the use of an agenda for a meeting?

The agenda tells participants what to do at what time and allows everyone to prepare beforehand. It is a necessary tool for keeping the meeting focused and productive.

6. If you are in charge of a meeting, how will you organize it?

Open.

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Read and Think

Task 4 Match A with B. A B1. 会议策划 a. business meeting 2. 业务会议 b. organization process 3. 必要的步骤 c. meeting planning 4. 组织会议 d. objective of the meeting 5. 额外人员 e. subject of the meeting 6. 积极的氛围 f. chair a meeting 7. 主持会议 g. additional persons 8. 会议目标 h. organize a meeting 9. 组织过程 i. a positive atmosphere 10. 会议主题 j. a necessary procedure

1-c

2-a

3-j

4-h

5-g

6-i

7-f

8-d

9-b

10-enext


Read and Think

Task 5 Fill in the blanks with the right words or phrases. Change the form where necessary.

1. The agreements will be __________ from December.

2. Your invention is clever, but not ____________.

3. Some good books can __________ you through your whole life.

4. Glass can easily be shaped into any __________ forms.

crucial practical effective productive desire choose guide maintain depend on ensure

effective

practical

guide

desired


Read and Think

5. They can __________ freely from a wide range of courses.

6. Temperature is a __________ factor in successful fruit storage.

7. The two countries ______________ friendly relations for many years.

8. This medicine will __________ you a good night's sleep.

9. She is a __________ writer and has written many successful novels.

10. Whether the game will be played __________ the weather.

choose

curtail

have maintained

ensure

productive

depends on

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Section 3 Things to Write

Things to Write

Activity Two: Applied Writing

Meeting Notice Filling in blanks

Activity One: Task-based Writing

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writemeetingnotice

writemeetingnotice

Task 1 Study the following tips for writing.

Task 2 Study the following language for writing.

Task 3 Study the following model for witing.

Task 4 Supply missing wors in the meeting notice.

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Activity One: Task-based Writing



A meeting notice is an announcement or notification for a meeting. It usually gives written or printed information before the meeting is going to happen and is sent to those whom you wish would attend the meeting. Very often meeting notices are also put in public places or on websites. A meeting notice should include:

• Name of meeting• Date, beginning time, and ending time• Location of meeting – name of hotel or building and street address• Audience• Professional credit ( 专业信誉 )

Task 1 Study the following tips for writing.

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• Topics• Agenda, speaker names and titles• Registration fee• Program sponsors ( 赞助人 )• Overnight accommodations – Hotel, cost, reservation number, directions

• deadline• address, telephone, fax, email, and Web• Contact information• Foreign language translation, if necessary

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Words and phrases:

be invited for this occasion

受邀参加 look forward to…

期待着…a party in honor of…

为向…表示敬意而举办的宴会

Task 2 Study the following language for writing.

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party dress 礼服garden party 游园会personal notepaper 个人信笺make sure that… 确定…specific requirements 特殊需求hear from you 等你的回音at your earliest convenience 早日R.S.V.P. 请回复

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Sentence patterns:

May I have the honour of your companry at dinner?

Request the pleasure of…

The reception will be held in…, on…

I hope you are not too busy to come.

The favor of a reply is requested.

Please confirm your participation at your earliest convenience.

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January 10, 2009

Morse NunesSecretary(559) [email protected]

Vineyard pest management focus of UC field day Aug. 25

University of California Cooperative Extension viticulture ( 葡萄种植 ) advisors will outline vineyard pest management techniques ( 葡萄园害虫管理技术 ) at a field ( 现场 ) day from 9 to 12 noon Aug. 25 at the Butterfly Hill Winery, 307 Dry Creek Road in Mariposa.

Task 3 Study the following model for witing.



Topics to be covered include: • Review of grape variety trials at the Kearney Ag Center by John Smith, UCCE farm advisor in Kings County • Raisin ( 葡萄干 ) marketing outlook by Maria Green, UC Cooperative Extension farm advisor in Stanislaus County • A review of viticulture research by Mark Jones, horticulture ( 园艺 ) specialist at UC Davis

The meeting in intended for grape farmers, pest control advisors, and agriculture students Topics



To register, send a check for $10 per person payable to “UC Regents” to John Doe, UC Cooperative Extension, 1720 S. Maple Ave., Fresno, CA 93710.

All cost, including accomodation and transportation will be covered by participants.

For more information or to register, contact Sandy Arnett, (559) 244-0574, or [email protected].

We’re looking forward to sharing a great field day with you!

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Binhai Vocational College Alumni Annual Meeting Notice

Dear alumni,

Binhai Vocational College (BVC) alumni association ( 校友会 ) will hold an annual meeting between 18:00pm and 22:00pm on 1) _____________ at Southern China Daily News Building. All BVC alumni and their family members are 2) ________________________________.

Task 4 Supply the missing words in the following meeting notice.

open

welcome/invited/expected to come



The meeting will 3) ____________ with a potluck ( 聚餐 ) supper at 18:00pm. Everybody brings a dish to come about 10 minutes earlier. Drink is provided. This is 4) ______________ _ to meet old and new alumni and friends. After supper we will listen to last year’s report, elect new board and chair, discuss the new bylaw ( 规章 ) and future activities, to be followed by a singing and dancing party.5) ___________________________ please call Luo Xiaoqing at 020-8799-0000 or 13922222222.Southern China Daily News Building is located 1122 Guangzhou Blvd, Guangzhou.

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start/begin

a good time/chance

For more details/information



Activitiy 2 Applied Writing/Translating

Task 1 Look at the words.

annual 年度的on time 准时prepare 准备request 要求title 以…为标题

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NOTICEVisiting economist J.M. Collins from Stanford University of the USA will give a lecture 1) _____________ The Evolving E-business Worldwide in the 8th hall of Global Building at 2:00 p.m. on Friday, Jan.28, 2009. All the staff members should be there 2) ____________. And if possible, questions about e-commerce practices had better be 3) _____________ before the lecture starts.

Department of Human ResourcesJan.25, 2000

Task 2 Fill in the blanks in the following notice with the words above. Change the form when necessary.

Titled

on time

prepared



MEETING NOTICE

Jan.25, 2009

All staff members are 4) ____________ 　 to meet in the 3rd Meeting Hall in Office Building at 8:00 a.m. on Monday, Jan. 26, 2009 to attend the 5) __________ sales conference. Please arrive on time. Proposals about online sales practices had better be prepared before the meeting starts.

Sales Department

requested

annual

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unit 8 organizing meetings 制作单位：应用外语系公共英语教研室 [email protected]

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