商务英语-Unit-5-business-meeting.ppt

UnitOverviewBystudyingthisunit youareexpectedto learnaboutthekeyfactorsthatleadtoproductivebusinessmeetings understandabusinessmeetinginvitationletter knowaboutthepreparationworkofbusinessmeetingsanddiscusssomeworkindetail writeminutesatbusinessmeetings Unit5BusinessMeeting Unit5BusinessMeeting Unit5BusinessMeeting Task2 Task1 Unit5BusinessMeeting Task1LookatthepictureonPage71 Tickthepeopleandthingsyoucanfind 1 laptop 2 presenter 3 marker 4 minutes 5 writtenmaterial 6 whiteboard 7 participant s 8 chairperson Unit5BusinessMeeting Task2Thefollowingarefivetypesofmeetingrooms Discusswithyourclassmatesthespecialfunctionofeachtype A Thiskindofmeetingroomischosenwhenthespeakerneedstouseaprojectorandalaptop andtheparticipantsneedtohavediscussioningroups B Thiskindofmeetingroomiscommonlyusedtoholdinternationalornation widemeetingswherehigh levelpoliticaloreconomicheadsgathertodiscussimportantissues C Thisisameetingroomwithonlineconferencingequipment whichenablescompaniestokeepintouchwithemployees businesscontactsorclientsinotherplaceswithoutspendingtoomuchtimeormoneyontraveling D Thistypeofmeetingroomcanonlyholdafewpeople Itisusedfortheroutinemeetingsofsmalldepartmentsorprojectteams E Thiskindofmeetingroomissuitableforformallectures Rowsofconferencetableswithchairsfacingthestageinthefrontprovidewritingspaceforeachattendee StartingPoint Text UnderstandingtheText Activity1 DealingwithLanguage FocusingOnGrammar Setting Activity2 Unit5BusinessMeeting Unit5BusinessMeeting Setting NovaCosmeticsisplanningtoholdameetingconcerningitsChinamarketsales Theorganizationgroupshouldbeclearaboutthekeyfactorstoensurethemeeting ssuccess Unit5BusinessMeeting StartingPoint Task1Workinpairs Herearesomecharacteristicsofsuccessfulbusinessmeetings Firstrankthemintheorderofimportance Thencompareyourlistwithyourpartner sandexplainwhyyouranktheminthisway Awell designedagenda Clearobjectiveswhichareknowntoeveryone Respectforthetimeplanning Agoodchairwhoensureseverythingundercontrol Well preparedwrittenmaterials Unit5BusinessMeeting HowtoHoldProductiveBusinessMeetings Businessmeetingsareoneofthemostimportantwaysforparticipantstocommunicatewithinateamororganization Communicationisusuallyessentialifworkistobedoneeffectively Itallowsfortheexchangeofideasandinformation fortheagreementandsettingofgoals andenablesplanstobedevelopedinorderthatworkisnotduplicated missedordoneinefficiently So howcanyouholdfruitfulandsuccessfulbusinessmeetings Unit5BusinessMeeting Beforeameeting youshould Beprepared Meetingsarework justasinanyotherworkactivity Therefore themorepreparationyouhavedone thebettertheresultsyoucanexpect Setanagenda Alistofthetopicstobecoveredduringthecourseofameetingcanplayacriticalroleinitssuccess Itshowsparticipantswhattheyneedtoprepareforandwhatthegoalsofthemeetingare Unit5BusinessMeeting Duringameeting youshould Remembertimekeeping Inthesedaysoffasterandmoreflexiblebusinesspractices everyonealwayshasplentyofworkontheirto dolist Oftenemployeesarereluctanttotaketimeouttoattendameetingbecausetheyfeelitwillbeawasteoftime However ifthemeetingstartsandendsontimeandcoverstheitemsontheagenda peoplewillfeelthemeetingisaneffectiveuseoftime Maintainfocus Meetingscaneasilygoofftrackandendupwithoutachievinganygoals Boththechairpersonandtheparticipantsmustactivelyworktokeepmeetingsfocusedontheagenda Itisthejobofthechairpersontoensurethatameetingdoesnotdriftofftrack butallattendeesalsohaveresponsibilitytosticktothepointwhentheyarespeaking Unit5BusinessMeeting Afterthemeeting youshould Takeminutes Theminutestakershouldwriteuptheminutesandcirculatethemtoallparticipants Participantsshouldreadtheminutescarefullysothattheywillbeabletoaffirmorcorrectwhathasbeenrecordedandtakeactionsaccordinglybeforethenextmeeting Unit5BusinessMeeting UnderstandingtheText Task2Completethepassagethatsummarizesthetext Toholdsuccessfulbusinessmeetings afewthingsshouldbetakencareof Beforeameeting 1 canensurethebetterresults Andtheorganizercanshowtheparticipantsthelistoftopicstobecoveredby2 Duringameeting usuallytwothingsmaylargelyaffectthemeetingprocess Firstly theparticipantswon tfeelthemeetingisawasteoftimeiftheyhavegood3 Secondly everyoneshould4 bystickingtothepoint Afterameeting the5 shouldbecirculatedtoalltheparticipantsforaffirmation beingprepared settinganagenda timekeeping maintainfocus minutes Unit5BusinessMeeting Task3Answerthequestionswiththeinformationyoufindinthetext 1 What sthetextabout Itisaboutthetipsonhowtoholdsuccessfulbusinessmeetings 2 Whyaremeetingslikeanyotherworkactivity Meetingsarelikeotherworkactivitiesbecausethemorepreparationyouhavedone thebetterresultsyoucanexpect 3 Whatdoesagendamean Itmeans alistofthetopicstobecoveredduringthecourseofameeting 4 Whatneedstobedonetokeepmeetingsfocused Thechairpersonneedstoensurethatameetingdoesnotdriftofftrack andallattendeesshouldmaketheirspeechesstickingtothepoint 5 What sthefunctionofmeetingminutes Byreadingtheminutes attendeeswillbeabletoaffirmorcorrectwhathasbeenrecordedandtakeactionsaccordingly UnderstandingtheText Unit5BusinessMeeting 1 InordertopreparefortheChinamarketsalesmeeting theNovaCosmetics employeesarebeingtrainedinhowtoholdeffectivebusinessmeetings Workinpairs Onegivessuggestionsbasedonwhatyouhavejustlearnt andtheothermakescorrectionsifyoudon tagree Unit5BusinessMeeting DealingwithLanguage Task4Findwordsorphrasesinthetextwhichmatchthefollowingmeanings 1 theactofgivingortakingonethinginreturnforanother2 totalkaboutotherbusinessnotlistedontheagendatospreadinformation thoughtsorfeelingsothatitissatisfactorilyreceivedorunderstood4 aim target5 notinaproductivemanner6 topasssomethingfrompersontopersonorplacetoplace7 tostartdoingsomething8 usingthetimewithoutanywaste exchange go driftofftrack communicate goal inefficiently circulate takeaction effectiveuseoftime DealingwithLanguage Task4Findwordsorphrasesinthetextwhichmatchthefollowingmeanings DealingwithLanguage Unit5BusinessMeeting Task5CompletetheconversationwiththecorrectformofthewordsandphrasesinTask4 DealingwithLanguage A Didyouseethenoticethatisbeing1 intheoffice B Doyoumeantheoneaboutthemeetingtomorrow Yeah Isawit A I mstillnotsureofwhatthemeetingisabout B Um we resupposedtobrainstormideasforbettersalesstrategies A Again Ihatethosemeetings Poorsalesanalysis ineffective2 ofideasanddiscussions everybodytalks shouts complainsandsome3 Itlastsforever Doyourememberasinglemeetingthathasreachedits4 It sso5 thatIfeelit sjustawasteoftime A Atleastpeopleare6 andwedidputtogethersomeusefulproposalslastseason B Sowhat Beautifulplansbutnobody7 A Comeon Jack youshouldbepositive Afterall ourpowerfulnewheadwillchairthemeetingtomorrow Ibelievethatitwillbea n 8 circulated exchange go driftofftrack goal s inefficient communicating takesaction effectiveuseoftime Unit5BusinessMeeting Task6Translatethesentences Keywordsandphrasesareinbrackets DealingwithLanguage Itiscriticalforthesuccessofameetingthattheorganizersandthekeyleaderssetclearandrealisticgoals 关键的 目标 会议组织者和主要领导应设定清晰而切实可行的目标 这对于会议的成功至关重要 Nowadayssecretariesusuallycirculatetheminutesofmeetingsandreportsviae mail 传阅 会议记录 如今秘书一般都使用电子邮件传阅会议记录和报告 Thejobofthesecuritypersonnelisensuringthatconsumersaresafewhentheareinthebar 安保人员 职责 保证 保安人员的职责是保证客人在酒吧场所内的人身安全 现在我们该把注意力集中到议事日程中的主要项目上来了 focus agenda Nowitistimewefocusedonthemajorpointsoftheagenda 我们应紧扣主要问题 请不要跑题谈论私事 stickto driftofftrack Let ssticktothemainproblem Pleasedon tdriftofftrackandtalkaboutpersonalmatters Unit5BusinessMeeting FocusingonGrammar MoreExamplesThemoreyoulearn themoreyouwillearn Themoreyouknow themoreyouwillrealizehowlittleyouknow Themoreairthereisinsidethetyre thegreaterpressurethereisinit Themorelearnedamanis themoremodestheusuallyis Themoresheflattersme thelessIlikeher Thesmallerthehouseis thelesswillitcostustoheat Unit5BusinessMeeting FocusingonGrammar Task7Rewritethesentencesbyusing themore themore structure Readmorebooks andyouwillgetmoreknowledge Themorebooksyouread themoreknowledgeyouwillget Ifthereisagreaterpopulationinalocality therewillbeagreaterneedforwater transportationanddisposalofrefuse Thegreaterthepopulationthereisinalocality thegreatertheneedtherewillbeforwater transportationanddisposalofrefuse Paulgetsbetterandbetteratdivingafterhepracticesmore ThemorePaulpracticesdiving thebetterhegetsatit Itwillbelesslikelythatheisabletoanswerthequestionswhentheygetmoredifficult Themoredifficultthequestionsget thelesslikelyheisabletoanswerthem MylifebecamemoreandmorepeacefulasImovedfurtherandfurtherawayfromthecitycenter ThefartherawayfromthecitycenterImoved themorepeacefulmylifebecame Unit5BusinessMeeting FocusingonGrammar MoreExamplesItiseasiersaidthandone Itisnousedaydreamingwithoutworkinghard Itisbaddrinkingatmidnight Itisimpossibletocoverallknowledge Itisbettertodiewithhonorthanliveininfamy 宁为玉碎 不为瓦全 Unit5BusinessMeeting FocusingonGrammar Task8Dothematchworktoformcompletesentences TranslatethemintoChinesethen 1 上山容易下山难 2 覆水难收 3 众口难调 4 授人以鱼不如授人以渔 5 浑水好摸鱼 Unit5BusinessMeeting Task9Rewritethesentencesbyusing it astheformalsubject FocusingonGrammar Tofinishthetaskinsuchashorttimeisimpossible It simpossibletofinishthetaskinsuchashorttime Tohaveabreakforayearaftergraduationfromhighschoolisquitecommonthesedaysforyoungpeopleinmanycountries Itisquitecommonthesedaysforyoungpeopleinmanycountriestohaveabreakforayearaftergraduationfromhighschool TheProjectManageremphasizesthatmaintainingeffectivecommunicationiscriticalforherteam TheProjectManageremphasizesthatitiscriticalforherteamtomaintaineffectivecommunication Jane thefounderofourorganization cannotmanagetoattendtheannualmeeting Itisreallyapity ItisreallyapitythatJane thefounderofourorganization cannotmanagetoattendtheannualmeeting Makingcoldcallscouldbeveryembarrassingandinefficient Itcouldbeveryembarrassingandinefficientmakingcoldcalls Unit5BusinessMeeting 2 Toensuremeetingsrunasscheduled interruptioncontrolisnecessaryforthechairperson Discussingroupsandfindthebestwaytohandleinterruption Youmaywanttodiscussfromthefollowingaspects Task3 Task4 Task5 Text Task2 Task1 Setting Activity3 Activity4 Unit5BusinessMeeting Unit5BusinessMeeting Task1Workinpairs Discusswhatshouldbeincludedinabusinessmeetinginvitationletterore mail Listthekeyitems nameofthemeeting purposeortopicofthemeeting time placeandparticipantsofthemeeting registration necessarymaterialpreparedforthemeeting Unit5BusinessMeeting Setting DavidWang theorganizerofNovaCosmeticsChinamarketsalesmeeting sentoutaninvitatione mailtoWilliamThoreau Unit5BusinessMeeting AnInvitationE mail From david wang To william thoreau Sent April20 2014 4 53pmSubject Invitation NovaCosmeticsChinaMarketSalesMeeting DearMr Thoreau WearehappytoinviteyoutoourChinaMarketSalesMeetingtobeheldnextmonthinGuangzhou May22 2014 Pleasefindattachedtheprogramgivingdetails Thisincludesthescheduleoftheplannedevents dresscode location andNovaCosmeticsReceptionDeskphonenumbers Unit5BusinessMeeting Youwillalsofindenclosedcopiesoftheelectronicbusinesscardsofalltheattendees Agreementhasbeengivenforthesetobecirculatedonthestrictunderstandingthattheyareonlyusedforone to onecommunicationandwillnotbeusedformasscommunicationorforanyotherpurpose Ifyouneedapick upservice pleaselookformembersofourstaffholdingsignswiththeNovaCosmeticslogoattheairport TheywillarrangeataxioracartotakeyoutotheWhiteSwanHotel Unit5BusinessMeeting Uponarrivalatthehotel pleasecheckinattheReceptionDesk Ourstaffwillbehappytohelpyouregisterandassistyouwithanyquestions WearesurethemeetinginGuangzhouwillbeproductiveandwillgeneratealotofnewbusinessforyouandourgroup WelookforwardtoseeingyounextmonthandwishyouawonderfultriptoChina Bestregards DavidWangGeneralManager NovaCosmeticsGuangzhouRSVP Reply ifyouplease ItistheacronymoftheFrenchsentence R pondezs ilvouspla t Unit5BusinessMeeting Task2Havingreceivedtheinvitationletter WilliamThoreaustartstoprepareforthemeeting ThefollowingaresomenotesthatWilliamhasmadeforhimself Completethenoteswiththeinformationyoufindinthetext May21 2014 program electronicbusinesscards WhiteSwanHotel Pick upservice Unit5BusinessMeeting Task3Matchtheunderlinedpartsofthesentenceswiththeirdefinitions Thisincludesthe1 scheduleoftheplannedevents Youwillalsofind2 enclosedcopiesoftheelectronicbusinesscardsofallthe3 attendees Ifyouneeda4 pick upservice pleaselookformembersofourstaff please5 checkinattheReceptionDesk andwill6 generatealotofnewbusiness Definitionsa peoplewhoarepresentatameeting gathering ceremony etc aplanforperformingworkorachievinganobjective specifyingtheorderandtimeforeachparttheworkthatincludesreceivingvisitorsorguestsattheairportorstationandthenarrangetransportationtobringthemtothehoteld tobringintobeingorgiverisetosomethinge tobeinsertedintothesameenvelopeorpackage orattachedtoaletterore mailf toregisterasaguestatahotel asapassengeratanairportorasanattendeeatameeting b e a c f d Unit5BusinessMeeting Task4CompletethepassagewiththecorrectformofthewordsandphrasesinTask3 WearegoingtoholdtheChinaMarketSalesMeetingonMay22with1 invitedfromallpartsofChina Invitatione mailshavebeendeliveredwithdetailsand2 ofthemeeting andalso 3 arecopiesoftheelectronicbusinesscardsofalltheattendees Weprovidea n 4 attheairportandonarrival participantsareexpectedto5 attheNovaCosmeticsReceptionDesk Wesincerelyhopethatourmeetingthisyearwill6 agreatnumberofnewbusinessandendupaproductiveone attendees schedule enclosed pick upservice checkin generate Unit5BusinessMeeting Task5Translatethesentences Keywordsandphrasesareinbrackets Agreementhasbeengivenforthesetobecirculatedonthestrictunderstandingthattheyareonlyusedforone to onecommunicationandwillnotbeusedformasscommunicationorforanyotherpurpose 单独沟通 挪作他用 各方一致同意 参会人员的电子名片仅供单独沟通之用 不得对外传播或挪作他用 Ourstaffwillbehappytohelpyouregisterandassistyouwithanyquestions 登记 协助 我们的工作人员将会帮您登记 并协助您解决其他任何问题 您能在日程计划中把我们的会面安排在下星期二的下午吗 schedule arrange CouldyouarrangeourmeetingonnextTuesdayafternooninyourschedule 随信附上5 000元的支票一张 enclose Enclosedisacheckfor5 000yuan 2014年的这场年会引发了一场非常热烈的争论 annualmeeting generate The2014AnnualMeetinghasgeneratedaheateddiscussion Unit5BusinessMeeting 3 Anappropriateopeningandendingareofparticularimportanceinforwardinginvitatione mailsorletters Thefollowingaresomeopeningsandendingsofinvitatione mailsandletters Canyouaddmore Unit5BusinessMeeting 4 ThefollowingarethenamecardsofWilliamThoreauandDavidWang Workinpairs Role playaconversationbetweenWilliamThoreauandDavidWangastheyfirstmeet WilliamThoreauGlobalSales MarketingDirector8thFloor RoomC8212NovaBuilding HankowRoad TsimShaSui HongKong ChinaTel 852 2100 Fax 852 2100 Mobile 852 6688 E mail william thoreau NovaCosmetics NovaCosmeticsGuangzhou DavidWangGeneralManager C 2Building LinheWestRoad Guangzhou ChinaTel 020 8518 Fax 020 8518 Mobile 1358871 E mail david wang Unit5BusinessMeeting Setting Aftersendingouttheinvitatione mail DavidWangcomestotalktoHelen hissecretary aboutthepreparationworkforChinaMarketSalesMeeting Task1Listentotheconversation Completethememoaccordingtowhatyouhear 7 at3pm Southeast David fallinsales Unit5BusinessMeeting Task2Listentotheconversation Decidewhetherthestatementsaretrue T orfalse F accordingtowhatyouhear T T T T T F F Workinpairs Findthemistakesinthefalsestatementsandcorrectthem Unit5BusinessMeeting Setting Helenisalsoresponsiblefortakingthemeetingminutes Hereareafewtipsforhertofollow Task3Listentothetipsfortakingminutesatmeetings Choosetheanswertoeachquestionaccordingtowhatyouhear A B A Unit5BusinessMeeting Task3Listentothetipsfortakingminutesatmeetings Choosetheanswertoeachquestionaccordingtowhatyouhear D C Unit5BusinessMeeting 5 Doyouthinkthereareothertipsfortakingminutesatmeetings Discusswithyourpartner Beforethemeeting ifnecessary preparesomedevicesforrecording Makesurethatthelaptoporanyothercomputerdevicesareprovidedwithsubstantialpower Afterthemeeting whenyouareworkingontheminutes doaskpeopleconcernedforclarificationifthereisanythingunclear Unit5BusinessMeeting Setting ChinaMarketSalesMeetingisabouttostartsoon Itwillhave56attendees with9VIPsand3keynotespeakers Nowthepreparatorytasksarebeingreviewedtoensureitssmoothimplementation Task1Formagroupof6or8 andchooseonestudentasthechairman telephonenumberofguests weather anydelayorcanceloftheflight customsprocedure welcomeflowers moneyexchange anyspecialrequirementsofrooms culturedifference personalpreference positionoftheguest beveragesupply decorationslikeflowers postersandballoons anytaboosbecauseofreligiousbelief personalpreferences anyotherguestsorcompanions Unit5BusinessMeeting Task3Duringthediscussion notedownyourdecisionsinthefollowingtable Unit5BusinessMeeting Task1Workinpairs Discussthefollowingquestions Whatsortofinformationshouldbeincludedinbusinessmeetingminutes nameorpurposeofthemeeting nameoftheorganization meetinglocation timeofthemeeting namesandtitlesoftheparticipants namesandtitlesoftheabsentees subjectscoveredandnotesondiscussion decisionsmadeandactionstobetakenbeforethenextmeeting nameandtitleoftheminuteskeeper2 Whatdoyouthinkarethecharacteristicsofmeetingminutes 1 berankedinaclearorder 2 beconcise 3 coverallthekeypointsmentionedduringthemeeting Unit5BusinessMeeting Task2Thefollowingisaformatforbusinessminutes FillinitbasedonyourmeetinginCommunicationProject Minutes Date Present Apologiesforabsence Topicsdiscussedanddecisionsmade 1 Pick upService 2 Reception 3 Souvenir 4 ConferenceRoom 5 Dining Respectfullysubmitted Unit5BusinessMeeting MeetingEtiquette Bepunctualanddressappropriately Turnoffyourcellphones ortransferittothemute Followtheseatingpattern Ifyouareunsure ask Listenwhenothersaretalking Don tinterrupt Holdquestionsandcommentsuntiltheendofthemeetingorotherspecifiedtime Unit5BusinessMeeting Unit5BusinessMeeting David Morning Helen Helen Goodmorning David David Helen haveyoufinishedthenoticeaboutthemeeting Helen Yes sir David Good Couldyougivemethemainpoints please Helen Sure Themeetingwillbeheldat3pmonMay22 inConferenceRoom7 David Whowillbethechair Helen RoyYang David Ah good Royisveryeffective Nolooseendsandalwaysrunstotime Thatmeetingwillbeinasafepairofhands Helen Yes David What sontheagenda then Helen Thefirstpointistofigureoutthereasonsforthefallinsalesofours