职业英语unit8OrganizingMeetings.ppt

Organizing Meetings,Reading and Writing,Unit 8,Unit 8 Organizing Meetings,More Things to Do,4,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,Section 1 Getting Things Ready,procedure n. 步骤，程序 effective ifektiv adj. 有效的; 生效的 clarify klrifai vt. 澄清 critical kritikl adj.关键性的, 危急的 expertise n. 专家意见，专门技术 insight insait n. 洞察力, 深刻的见解 firsthand f:sthnd a./adv. 第一手的地 majority n. 大多数 venue venju: n. 会场, 场所,Section 1 Getting Things Ready,conference knfrns n. 会议; 商谈 productive prdktiv adj. 富有成效的; 多产的 accommodation ,kmdein n. 膳宿；住处 transportation ,trnsp:tein n. 运输; 运输工具 first and foremost 首要的 fix on把集中在上; 确定, 选定 keep sth. on track沿着轨道前进 take into account 考虑,Activity 2: Read the passage in Section 2 and complete the following paragraph.,Section 1 Getting Things Ready,Organizing a meeting can be quite a _. The first and foremost question to ask is “What are the desired outcomes from that meeting and what is the _?” The next important question of meeting planning and _is “Who are the right people to be at the meeting?” Who will chair the meeting is also crucial to the success of the meeting. Another meeting planning step is to decide on the time and place. _ also serves a number of purposes and is a necessary tool for keeping the meeting focused and productive. The last consideration is _ and transportation.,challenge,porpose,organization,Agenda,accomadation,Section 2 Things to Do,Activity One,Section 2 Things to Do,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:,Section 2 Things to Do,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.,Section 2 Things to Do,8. Consensus should be encouraged, but dont make that the endpoint. 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.,take into account,decide on,contribute,positive,effective,crucial,additional,connection,practical,Section 2 Things to Do,outcome,Activity One Listen and Write,Section 2 Things to Do,1,2,What steps can be taken to plan a meeting ?,What is an agenda?,Read and Think,How will you organize a meeting?,3,Activity Two Read and Think,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.,translation,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 theyre held in-house (within an organization). Conferences and conventions involve more people; conferences can be in-house but more often theyre events that involve people from different,Task 1 Problem-solving,Read and Think,businesses. Conventions are usually large gatherings of people from many different businesses. 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. Its not necessary to consider who are the right people to be at the meeting. ( ),F,T,F,Task 2 Write T/F (True or False) for each of the following statements.,Read and Think,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. ( ),T,T,F,Read and Think,Task 3 Give brief answers to the following questions. 1. Whats 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.,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.,Read and Think,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.,Read and Think,5. Whats 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.,Read and Think,A B 1. 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-e,Task 4 Match A with B.,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.,choose,critical,have maintained,Read and Think,8. This medicine will _ you a good nights sleep. 9. She is a _ writer and has written many successful novels. 10. Whether the game will be played _ the weather.,ensure,productive,depends on,Section 3 Things to Write,Activity One: Task-based Writing,Section 3 Things to Write,write meeting notice,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.,Activity One: Task-based Writing,Section 3 Things to Write,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,Task 1 Study the following tips for writing.,Section 3 Things to Write, Professional credit (专业信誉) 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,Section 3 Things to Write,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.,Section 3 Things to Write,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,Section 3 Things to Write,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.,Section 3 Things to Write,January 10, 2009 Morse Nunes Secretary (559) 222-5999 Vineyard pest management focus of UC field day Aug. 25 University of California Cooperative Extension viticulture (葡萄种植) advisors will outline vineyard,Task 3 Study the following model for witing.,Section 3 Things to Write,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. 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,Section 3 Things to Write, 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.,Section 3 Things to Write,All cost, including accomodation and transportation will be covered by participants. For more information or to register, contact Sandy Arnett, (559) 244-0574, or . Were looking forward to sharing a great field day with you!,Section 3 Things to Write,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,Section 3 Things to Write,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 years report, elect new board and chair, discuss the new bylaw (规章) and future activities, to be followed by a singing and dancing party.,start/begin,a good time/chance,Section 3 Things to Write,5) _ please call Luo Xiaoqing at 020-8799-0000 or Southern China Daily News Building is located 1122 Guangzhou Blvd, Guangzhou.,For more details/information,Section 3 Things to Write,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,Section 3 Things to Write,NOTICE Visiting 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 Resources Jan.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,Section 3 Things to Write,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,Section 4 More Things to Do,Activity One:,How to Take Minutes So, you have just been 1) _ secretary for a meeting? How do you complete the most important part of your job, the writing of the minutes? They are a 2) _ of what was decided and proposed (提议). This passage will teach you how to take, prepare and present minutes.,Section 4 More Things to Do,depend on approve elect participate so as to detail advisable make sure record fresh weak,elected,record,Task 1 Read the passage and fill in the blanks with appropriate words from the box below.,Section 4 More Things to Do,Bring a notebook or laptop (膝上电脑) with you. 3) _ that it is something you are comfortable working with. Also, it is 4) _ that you have a good pen or pencil. Consider learning shorthand (速记). Write down any points of order (规则), points of information. Write things as they happen. Dont be afraid to interrupt (打断) and ask for a clarification (澄清). But dont give yourself too much work by putting too much 5) _ in the minutes.,advisable,Make sure,detail,Section 4 More Things to Do,Note who made motions, seconded (赞成) motions and whether or not they passed or failed. Also, write down who has to do what. Have people write down their motions. This will save you the trouble of having to phrase (措辞) things 6) _ meet others ideas. Remember, even though you are taking notes, you may still 7) _ in the debates (辩论). Make sure you have everything you need after the meeting: Who sent regrets? Who was there? All the reports. Location of the meeting.,participate,so as to,Section 4 More Things to Do,Type up your minutes as soon as possible after the meeting. Its best to do this while the events are still 8) _ in your mind. Its also important that meeting participants get a copy of their action items as soon as possible after the meeting. Once you have typed them, send them out to members. But remember, until they are 9) _ by the organization, they are only draft (草稿) minutes, subject to (服从于) change at any time.,fresh,approved,Section 4 More Things to Do,Remember, minutes are very important. They are saved and might be referred to for many years to come. If it is a legal (法律的) matter, someones reputation (名誉) may 10) _ it. Keep these minutes filed in a safe place.,depend on,Section 4 More Things to Do,Task 2 Choose the answer that best completes each sentence. 1. The challenge in declining an invitation lies in _. A) how to keep away from the invitation B) how to maintain the relationship C) how to understand it D) how to accept it,Section 4 More Things to Do,2. The following things are recommended for taking minutes except _. A) a notebook B) a computer C) a pen or pencil D) a recorder,Section 4 More Things to Do,3. In taking minutes it is important that _. A) you write down every detail B) you keep interrupting for clarification C) you write down your opinions D) you record things as they happen,Section 4 More Things to Do,4. The word “mot