business meeting 商务会议.ppt

1、Unit 7 Business Meeting,Objective,Learn the skills of conducting of a meeting in each step, including beginning a meeting, during a meeting and concluding a meeting.,Know how to prepare a business meeting either as an organizer or participant.,A,I General Introduction:Four Types of Business Meetings

2、,一、行政型会议 (Administrative Meeting) 。它是商界的各个单位所召开的工作性、执行性的会议。例如，行政会(executive session)、董事会(board meeting)，等等。 二、业务型会议(business/operation meeting)。它是商界的有关单位所召开的专业性、技术性会议。例如，展览会(exhibition)、供货会(supply meeting)，等等。 三、群体型会议。它是商界各单位内部的群众团体或群众组织所召开的非行政性、非业务性的会议，旨在争取群体权利，反映群体意愿。例如，职代会、团代会，等等。 四、社交型会议。它是商界各单位

3、以扩大本单位的交际面为目的而举行的会议。例如，茶话会、联欢会，等等。,A,I General Introduction,All businesses have meetings to share information. Some are informal around the “break” table Many are formal a meeting is called, people gather at an appointed spot, there is a leader, minutes are written, and there are rules for discussio

4、n. The larger the group, the more formal the meeting structure is.,A,I General Introduction: Meeting Forms,圆桌会议 round-table conference 视频会议 video conference 电话会议 teleconference,A,II Video Clip & Discussion,What is a business meeting?,A,III Terms,Agenda Amendments Motion Second a motion Adjourn Parli

5、amentary Procedure,议会程序 修正 附议/补充意见 动议/议案 休会 议事日程,A,III Terms,Refer to a committee Rising vote Voice vote Secret ballot Roll call,提交给委员会,起立表决,点名,不记名投票,口头表决,A,IV How to Hold a Business Meeting,Section 1 Definition A meeting is a group of people who are gathered for a shared purpose. A. The key to a go

6、od meeting is planning. B. Planned meetings have value to all members. C. The main reasons meetings are held are to: 1. Carry out the affairs of an organization. 2. Present information. 3. Solicit different opinions and work out the differences. 4. Get agreement on goals. 5. Brief members before act

7、ion is taken. 6. Organize members into work groups (committees).,A,1. Determine the overall purpose of the meeting. 2. Identify business to be acted on. a. some topic detail for each heading b. Include amount of time each topic is expected to last 3. Set a date and time for the meeting.,Steps to pla

8、nning a meeting include:,A,4. Select a convenient location with appropriate equipment. 5. Assign responsibilities to different members. 6. Develop an agenda (order of business) and send it to all members. 7. Plan for follow-through and assessment afterwards.,Steps to planning a meeting include:,A,Ag

9、enda: the plan that lists the events or items in a meeting.,1. Common items to include: a. Call to order. b. Minutes from the last meeting held. c. Officer reports. d. Special reports. e. Committee reports. f. Unfinished business. g. New business. h. Adjournment. 2. When the agenda is handed out to

10、all members, it should include a. Meeting start time. b. Meeting end time c. Location,A,Section 2 Parliamentary procedure:,A certain set of “rules” known as parliamentary law or Roberts Rules of Order that is used to maintain order in a meeting. The main purposes of parliamentary law are to: Focus o

11、n one item at a time. Extend courtesy to everyone (allow everyone to speak). Observe the rule of the majority. Ensure the rights of the minority.,A,Common Voting Methods,Voice vote saying “Aye” or “No” Raising vote standing or show of hands Secret ballot written ballot Roll call secretary polls memb

12、ers,A,Main motion: used to obtain group approval for a new projector some other course of action,“I move that”. are the three words used to begin a main motion Whenever possible, include: Who When What Where 3. Should always be stated in the affirmative form (proposing some type of action). 4. All m

13、ain motions need a second before they can be voted upon. (“I second the motion.”),A,5. After an item is moved and seconded, there is time for a discussion of the motion. All persons wishing to speak must be recognized by the chairperson The person introducing the motion speaks first. All members hav

14、e the right to speak about the motion. No one can speak a second time until all who want to speak have spoken a first time. Speakers can only speak about the motion that is being discussed.,A,Amendments are used to change or improve a motion.,Three ways to amend a motion include by addition by subst

15、itution by striking out “I move to amend the motion by . . . .” After an amendment has been offered, it requires a second.,A,Delaying action on the motion under consideration,To postpone definitely postpone to a specific time. (“I move to postpone the motion until the next meeting.”) 2. To refer to

16、a committee refers to a committee for further study. (“I move to refer this to a committee to clarify . . . .”),A,Motion to Adjourn,A motion to adjourn is used when it is time to close a meeting. (“I move to adjourn this meeting.”) It must be seconded.,A,Section 3 Steps to Carry Through a Main Motio

17、n,A. Obtain the floor / STATING THE MAIN MOTION 1. Member should rise 2. Address the chair 3. Wait until the chair recognizes the member B. Stating the motion: 1. Always start with the phrase: “I MOVE THAT. 2. Whenever possible, include the following components: Who, What, Where, When 3. Should alwa

18、ys be stated in the affirmative form (Proposing some type of action),A,C. Chairperson shall ASK FOR A SECOND 1. The member proposing the motion may not second it. 2. If there is not a second, the chair will announce that “The motion is lost for want of a second.” D. If seconded, the chairperson shal

19、l RESTATE THE MOTION AND DECLARE THE MOTION OPEN FOR DISCUSSION: It has been properly moved and seconded that . The floor is now open for discussion.”,Section 3 Steps to Carry Through a Main Motion,A,E. DISCUSSION: 1. The member proposing the motion shall have the right to discuss it first. 2. The c

20、hairperson should provide every member with the opportunity to discuss the motion. 3. The chairperson should attempt to alternate the discussion between each side of the issue. F. Chairperson shall CALL FOR A CLOSE TO THE DISCUSSION: Are you ready for the question ? or “ Is there any further discuss

21、ion ?”,Section 3 Steps to Carry Through a Main Motion,A,G. Chairperson shall RESTATE THE MOTION AND CALL FOR THE VOTE: 1. All those in favor of the motion that . say AYE. All those opposed say No. or 2. The motion before the group is that . All those in favor say AYE, all those opposed say No”. H. ANNOUNCE THE VOTE: The Ayes have it, and the motion passes.“ or 2. The Nos have it, and the motion is lost.,Section 3 Steps to Carry Through a Main Motion,A,V Role of each member in a meeting,A,Chairperson,Plans the meeting ahead of time. Makes the agenda and distributes it to participants. Begin