第5章组织与参加会议的技巧

1、Skills for Organizing & Attending meetingsDelivered by Shi HongSchool of Business, Jiangnan University How to organize and attend different meeting is an important skill for business people today. A meeting is to pool the participants wisdom and ideas, which functions in several ways like solving pr

2、oblems, making decisions, sharing information, and other kinds. Sometimes a meeting may have more than one function. Functions of The Meeting Solving problems Making Decisions Sharing informationGood preparation beforehandBe specific about the subjectUse visual aids when necessarySelect participants

3、 for the meeting Muti-functioningSense of responsibility for the decisionDo not rush to conclusion before it is fully discussedBe strategic-mindedA multi-functional meeting often combines two or more kinds of functions together, which expecially asks for a good control. It would be better for the me

4、eting leader to inform all participants of the combination at the start of the meeting, so as to make them mentally prepared for a subsequent change from one function to another. Classification of the meeting Formal Meeting Informal MeetingAlways have something your mindkeep the tone relaxedLimit th

5、e participantsKeep the meeting on the right trackFinish your IFM with appreciationBrainstorming_ gather more ideas, but takes more time No comments/criticism for any idea Set the time limit and the goal Encourage all the participants to make their contributions Designate people to take down ideasDis

6、cussion 66_ push members to think hard and to think fast for going through all problems Each discussing group has only 6member, and each group has only 6 mintues to go for a particular problem.Meeting PreparationsAgenda for the meeting1) Date and specific time for the meeting2) Meeting place3) The s

7、ubject4) Time required for the meeting5) Participants expected6) Background information7) Reason(s) for the meeting8) Goal(s) expected ParticipantMeeting place selectionFacilities preparationHow to be an effective organier for the meeting Careful check at the begining Skillful control during the mee

8、ting Control at the end_All is well that ends wellA successful meeting depends largely upon the cooperation from the participants, which involves three aspects: To do a good preparatory job beforehand Try to be a serisous listener To be a good cooperator Procedure Each Section is divided into groups

9、 of four. Each student within a group is given a different role (A,B,C,D). The students within a group may have the same role, but all roles must be played. Read the situation below. Prepare your role and then act it out with your group. Use the worksheet provided. The SituationSuper Sports Inc., a

10、small company，which manufactures T-shirts for sports events, is looking for a hotel in which to hold their annual convention. Consider the following: Seventy-five people will attend. The conference will last three days. The president will deliver her speech the first morning. Guest speakers will fol

11、low with open questions from the audience. Two workshops will be conducted simultaneously every afternoon. A panel discussion will take place on the last morning. On the last evening there will be a final address followed by cocktails. Role A: You are in charge of planning an annual conference out o

12、f town for your company. In order to guarantee the best facilities at the best price, you have invited representatives from three large hotels to discuss their offers before selecting the hotel to suit your companys needs. Read their brochures and consider the following information. Where is the hot

13、el situated? And What are the room like?What facilities are there to arrange a conference? Is conference equipment extra?What are the prices for conference rooms? How much does it cost to rent an auditorium会? What kind of recreational facilities are there? What is the nightlife like?Can you reserve

14、a nightclub for private use? Where can guests park their cars?When are the check-in and checkout times?Is there access to a photocopy machine?Are there any special services? Can the hotel arrange Spanish, French, and Japanese, Chinese interpreters and does it have AV(audiovisuals) equipment? Are the

15、re tours available?CITY HOTELRole B: You work in public relations for City Hotel and would like to get the convention contract of Super Sports Inc. Below is the brochure describing City Hotel. Read the brochure and prepare your sales pitch卖点City Hotel is situated in the heart of town. It is busy, wi

16、th an exciting nightlife. You can enjoy every moment at City Hotel, rain or shine. Transportation, boutiques, restaurants, movie cinemas, health clubs, bistros小餐馆/小酒吧, and much more are at your fingertips without your even having to step outside the hotel. Guests enjoy luxury suites with tasteful dc

17、or. Our executive suites include large working desks with computer, video recorders, and wet bars. At night, unwind放松 in comfortable chairs in front of large picture windows capturing breathtaking views of the citys nightlife. During the day enjoy, for a minimum fee, a tour of the city in one of the

18、 famous limousines provided by the hotel. The in-house discothque夜总会迪斯科舞厅 is available for private use. Conference Room prices: $450 per day. $250 if at least half the group stays at the hotel. Fully equipped audiovisual rooms ideal for workshops: $150 per day. Free of charge: a conference organizer

19、 and secretary on the premises提前预约. Photocopy machines available on the premises: 50 cents per copy. Interpreting facilities can be arranged with a language institute语音室. The price is approximately $400 per day. Other conference equipment includes electric typewriters, IBM and Macintosh computers, m

20、icrophones, and a lectern诵经台，桌面倾斜的讲台. Elegant dining room and cozy 舒适的/安逸的caf for business talk. Three bars to choose from, depending on your mood. Room prices: $85 per day, double occupancy. MADISION INNRole C: You work in public relations for Madison Inn and would like to get the convention contra

21、ct of Super Sports Inc. Below is the brochure describing Madision Inn. Read the Brochure and prepare your sales pitch. Located close to the airport, our site is ideal for your company convention. Weve got everything you need:Large airy 通风的conference rooms which can be easily partitioned分割 off for sm

22、all workshops. $200 per day. Members need not be guest at the Inn.All AV equipment included: flip翻动纸张 charts图架, overhead projectors投影仪, slide projectors幻灯机, tape recorders, microphones, lecterns and videotape recorders. For a minimal fee, state-of-the-art computers, secretarial services, and an expe

23、rienced conference organizer are available. Courier service for photocopies is just 10 cents a copy for same-day service. We offer, for every 20 guests who stay at the Inn, a free tour of the city during the day. Nightclub tours are available to the heart of the city. Arrangements can be made for la

24、rge groups. Other amenities环境 include a large indoor swimming pool, sauna, whirlpool, and exercise rooms in a wonderfully exotic异国情调的 dcor装饰/布置 designed especially for your relaxation. Try our gourmet美食/烹饪 cooking. Visit our dining room or the vegetarian素食 bar in our Oriental Room. We have discrete分

25、散的 lounges in the lobby plus a brand-new nonsmoking lounge. We have large air-conditioned rooms with color TV.Rooms: &50 per day. Mountain Air ResortRole D: You work in public relations for Mountain Air Resort and would like to get the convention contract of Super Sports Inc. Below is the brochure d

26、escribing Mountain Air Resort. Read the brochure and prepare your sales pitch. Mountain Air ResortMountain Air Resort is situated directly on beautiful and peaceful Indian Lake. It has everything you need for a successful conference. You have a large conference room. The price is $300 per day and includes all services,