文秘专业英语课件Unit 7.ppt

1、文秘专业英语,Arranging a Meeting and Convention,Unit 7,Study Objectives,掌握秘书筹备和策划会议的基本流程 了解用英语主持各种公司会议常用语 掌握英文会议通知及会议记录的写法 掌握商务场合送礼的礼仪,Effective Meeting Preparation Tips,Preparing related documents, ensuring accuracy of those materials. Judging whether the potential benefits worth the cost of the meeting

2、or not analyze the cost from the point of view of how much each person in attendance makes per hour, in addition to what is not getting done by the meeting attendees because they are in the meeting. Choosing a right time for all of the needed people available for this meeting (including decision mak

3、ers). Allot the attendees some time to prepare and get psychologically ready. Arranging the meeting place and make the best physical layout of the room for the meeting.,Effective Meeting Preparation Tips,Notifying all the people the time and place of presence. Meeting arrangements need to be made, n

4、ame cards (tent cards) refreshments, pens and paper, audio visual equipment, etc. Allocating roles (Who is to prepare the agenda? Who is the host/ recorder/ backup, etc.).,Contents,Dialogues,ABC company is going to have a board meeting on Wednesday September 17th at the Supreme Hotel, Susan is talki

5、ng with Mr. Henry Stevenson about the arrangement for the conference.,H: Mr. Henry Stevenson S: Susan Brown H: Susan, have you got everything ready for ? S: Yes, Mr. Stevenson. The meeting will start at 9 a.m. H: All right. Have you told Mr. Smith to prepare for ?,Part 1,Part 2,Part 3,Part 4,Part 5,

6、the board meeting1,1. 理事会会议,the opening address2,2. 开幕词,Dialogues,S: Yes, I have informed him. H: Whats the next item? S: Well listen to your report on the overall plan of the year. H: Then remember to leave some time for discussion. Its very important. S: I see. Well have the discussion the whole a

7、fternoon. Is that OK? H: Thats fine. After the discussion well talk about the problems arising from the weak market recently. S: Is an hour or so enough for that?,Part 1,Part 2,Part 3,Part 4,Part 5,Dialogues,H: Yes, I think so. S: What else do you think we should discuss at the meeting? H: No, no mo

8、re. S: Then Im going to get the schedule ready. H: Have you finished the schedule for the celebrations, Susan? S: Yes. Ive already finished it. Do you want to read it now? H: Right.,Part 1,Part 2,Part 3,Part 4,Part 5,Dialogues,(Susan shows the schedule to Henry) H: Let me see. On Wednesday, Septembe

9、r 17th, the Supreme Hotel. An introduction by. S: Ah, I am afraid Mr. Smith cant come back for the opening address. He phoned me a moment ago. Who do you think can take the place? H: You may arrange for Sally, Sally Turner, to deliver the speech . S: All right. Any other opinions?,Part 1,Part 2,Part

10、 3,Part 4,Part 5,Dialogues,H: Well, about , wed better make it sumptuous. S: Anything else? H: No, no more. You have done a good job. S: Thanks.,Part 1,Part 2,Part 3,Part 4,Part 5,the buffet dinner4,4. 答谢宴会; 自助餐,Ill bear it in mind.3,3. 我会记住的,Dialogues,S: Susan Brown L: Louise Gu L: Is the room read

11、y for the meeting, Susan? S: Yes, Ive put and some spare copies of the agenda on the table, and paper and pencils. L: Thank you very much. S: Youre welcome. What are you doing now?,Part 1,Part 2,Part 3,Part 4,Part 5,The meeting recorder Louise and the secretary Susan are talking about the preparatio

12、ns for the meeting.,the Minute Book1,1. 会议记录本,Dialogues,L: Oh, Im just getting my notebook ready for the meeting. S: Can I see how you do it? L: Yes, there you are. This is the heading. Modern Office Limited. Then underneath that. held in office at 2:30 p.m. on Tuesday, 1st July 2008. Then underneat

13、h that. present, Mr. Smith, Managing Director, . S: And youve left a space underneath to fill in the names of the managers. L: Yes, thats right. Then the first item is always Apologies for Absence.,Part 1,Part 2,Part 3,Part 4,Part 5,Minutes of Meeting of Branch Managers2,2. 各部门经理会议记录,Managing Direct

14、ors3,3. 总经理,in the Chair4,4. (开会时)担任主席,如:The meeting was held with Jennifer in the chair. 开 会时珍妮弗担任主席,Dialogues,S: What comes next? L: The next item is always Minutes of Last Meeting. As soon as the minutes of the last meeting have been read,I can write S: Signed? L: Yes, when the minutes have been

15、confirmed, the chairman signs them. S: Anything else? L: Well, I cant write any more now.,Part 1,Part 2,Part 3,Part 4,Part 5,“The minutes of the last meeting were read, confirmed and signed5”.,5. “上次会议的记录已宣读确认并签署”,Dialogues,S: Do you have to write down every word that everyone says? L: . Thats very

16、difficult and hardly ever necessary. I just make a note of the topics that are discussed and the result of the discussions. S: The result of the discussions? L: When a topic has been discussed for some time,Part 1,Part 2,Part 3,Part 4,Part 5,Good gracious, no!6,6. 天啊,哪能呢!(表示惊讶),someone usually propo

17、ses that some action should be taken7.,7. 通常就会有人提出某种建议,Dialogues,S: Then what happens? L: Then the chairman asks whether the members agree to the proposal. And if they do agree, I write down or S: Is there a difference? L: Not really. “Resolved” is a special . When a proposal has been agreed by the

18、committee, it is called a “resolution”. Look, Susan heres a copy of the minutes of the last meeting, and here are my notes.,Part 1,Part 2,Part 3,Part 4,Part 5,“It was agreed that.”8,8. “会议同意”,“It was resolved that.”9.,9. “会议决议”,committee word10,10. 公文用语,Dialogues,S: Let me see what you wrote in your

19、 notes, “Proposal that the office would be closed on 25 December. Agreed.” L: Yes, and here it is in the minutes, “It was resolved that the office would be closed on 25 December.” Oh, theres Henry. I think he must be ready to start the meeting. Yes, Henry. Im coming right away.,Part 1,Part 2,Part 3,

20、Part 4,Part 5,Dialogues,Part 1,Part 2,Part 3,Part 4,Part 5,Dialogues,annual meeting 年会 audio visual equipment音响器材 AV equipment视听设备 broadband Internet access 宽带上网接口 closed circuit TV 闭路电视 commendation meeting 表彰会 emergency meeting 紧急会议 enlarged meeting 扩大会议 general meeting of shareholders股东大会 headset

21、s 耳机 laser beam pointer 激光指示灯 LCD projectors 电子液晶显示投影屏幕 lighting equipment 灯光设备 multimicrophone system 多元麦克风系统,Part 1,Part 2,Part 3,Part 4,Part 5,Dialogues,multi-size screen 多尺寸屏幕overhead projector 高射投影 panel meeting 小组讨论会periodic meeting 定期会议 photocopying equipment 复印设备plenary meeting 全体会议 preparat

22、ory meeting预备会议press conference 记者招待会 regular meeting例会 simultaneous 同声传译设备 slide projector 幻灯设备 sound and light projection room 影音监控室 summing-up meeting总结会 teleconferences 可视会议设备 VCR2. 通知的主题;3. 时间;4. 地点和所要通知的事件,Part 1,Part 2,Part 3,Part 4,Part 5,Sample Writing,Sample,Part 1,Part 2,Part 3,Part 4,Par

23、t 5,Notification of Board Meeting A Board meeting will take place in the Board Room on March 12, at 9 a.m. It is anticipated that the meeting will continue for at least two days, and the Directors coming from out-of-town should inform the secretary if they need hotel accommodations booked for them.

24、Agenda 1. Call to order by Chairman, Mr. Jackson 2. Reading of the Minutes of the Previous Meeting 3. Matters arising from the Minutes of the last meeting,Sample Writing,Sample,Part 1,Part 2,Part 3,Part 4,Part 5,4. Issues for discussion: (1) budget for moving to the new office (2) advertising strate

25、gies for new products (3) in-company promotion 5. Any other Business 6. Date of Next Meeting 7. Adjournment,Exercises,Listen to the following passage carefully and fill in the blanks according to what you hear.,You should know what ends you want to achieve in a meeting before it starts and prepares

26、for it by reading any papers 1 beforehand, and carefully thinking about what you want to say. This may sound rather boring, but 2 is the key to successful meeting.,Part 1,Part 2,Part 3,Part 4,Part 5,circulated,_,solid preparation,_,Exercises,Part 1,Part 2,Part 3,Part 4,Part 5,The most important issu

27、es are not always given the most time 3 meetings. People are often unwilling to discuss important budgetary matters because they do not fully understand them, but everyone becomes an expert when it comes to discussing the color of the new curtains, or what type of coffee to buy! The discussion of su

28、ch 4 as these, therefore, should be saved until the end of the meeting. During the meeting 5 the agenda so as to avoid the common problem of repetition. At the same time you ought to be sensitive to other peoples ideas and feelings. And never 6 .,in the general running of,_,trivial matters,_,it is e

29、ssential to stick to,_,lose your temper,_,Exercises,Imagine you are a secretary. You are informing a member of the board, Mr. Brown, to attend an important conference. Try to start your conversation with the sentence below: You: Mr. Brown, have you received the notice that we are going to hold a boa

30、rd meeting on Wednesday, November 28th? .,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,3. Interpret the following Chinese expressions and complete the dialogue.,S: Mr. Henry, 1 (我们计划在下午三点钟开会). H: Good. 2 (你都安排好了吗)? S: Yes. Well use the conference room on the second floor for the meeting. Its spaciou

31、s there. H: Thats right. The meeting is very important. Did I mention that well have several foreign guests to attend the meeting? S: Yes, and Ive arranged for an interpreter to be present. But 3 (不过我听说这些外 宾都会讲英语).,Part 1,Part 2,Part 3,Part 4,Part 5,The meeting is scheduled from 3:00 this afternoon,

32、_.,Have you made the necessary arrangements,_?,it is said these foreigners could understand English,_.,Exercises,3. Interpret the following Chinese expressions and complete the dialogue.,H: Really? Ill also try to speak slowly. 4 (你怎么安排来宾就座呢), Susan? S: Weve prepared name cards to be put on the conf

33、erence table 5 (让来宾按此就座). 6 (您希望在什么时候供应点心), Mr. Smith? H: Well, 7 (就在我做完报告后的休息时间供应点心吧). B: All right, I see.,Part 1,Part 2,Part 3,Part 4,Part 5,after my report, therell be an interval for rest and refreshments,_.,for guests to sit by,_.,How would you arrange the guests seats,_?,What time would you l

34、ike refreshments served,_?,Exercises,4. Practical Writing.,Task 1: Imagine you are the secretary of David Green, president of the 2008 CAAL (China Association of Applied Linguistics Conference Program). Write a short passage to introduce the conference under the title of “Welcome to the 2008 CAAL Co

35、nference in Guangzhou.,Part 1,Part 2,Part 3,Part 4,Part 5,Task 2: You are Susan Lee, a secretary of ABC company. Please write a Notice of The Year-end Sales Meeting. (Time: 10:00 a.m.-14:00 p.m. on 17th Dec., 2008: Place: the Head Office.,Exercises,5. Reading Activity.,A meeting objective must be cl

36、ear, precise, and potentially attainable within the scope of a meeting. Establish the Agenda (1) the objective of the meeting (2) where and when the meeting will take place (3) who should attend the meeting (4) what will be discussed, by whom, and for how long,Part 1,Part 2,Part 3,Part 4,Part 5,Exer

37、cises,5. Reading Activity.,Keep Track Keep minutes of the meeting, or appoint an attendee to do so. Minutes do not need to be a word-for-word record of the meeting (other than in a legal environment) where this function is fulfilled by a stenographer). (1) In relation to the meeting, minutes record

38、and archive: topics discussed opinions offered decisions made (2) In relation to each topic, meeting minutes identify: the person who spoke the outline of his or her contribution the various responses to the presented material the actions decided, the person responsible, and the deadline for complet

39、ion,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,5. Reading Activity.,Implement the Agenda Review the agenda at the beginning of each meeting. Restate the objective, list the topics, and the presenters, and ask that the presenters confine their remarks to the allotted time. Some ground rules will he

40、lp the meeting to run smoothly, and ensure that the objective is accomplished (1) One issue at a time (2) One person should speak at a time (3) Stick to the subject (4) Track topic time (5) No private discussions (6) Speak up say it now, not later,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,5. Read

41、ing Activity.,Assign Actions For each topic discussed (1) define an action (2) assign responsibility for follow-up (3) estimate time for completion (4) request feedback on the actions outcome Distribute the Minutes It is vital to share the meeting information with all the participants. When the meet

42、ing is over, send the minutes to all the attendees, as well as to those whose day-to-day activities are affected by the decisions made.,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,5. Reading Activity.,The meeting minutes should include: (1) date and time of meeting (2) list of attendees (3) brief s

43、ynopsis of each topic discussion (4) list of actions decided upon (5) list of those responsible for taking action (6) deadlines for actions (7) proposed date and time of next meeting The minutes should be archived for future reference.,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,1. Establishing an

44、agenda of a meeting should include and and 2. In relation to the meeting, minutes record and archive and 3. In relation to each topic, meeting minutes identify, the person who spoke, the outline of his or her contribution, the presented material, the person responsible, and the deadline for completi

45、on.,Please fill in the blanks according to what you have learnt from the passages.,Part 1,Part 2,Part 3,Part 4,Part 5,the objective of the meeting,_,the various responses to,_,where and when the meeting will take place,_,who should attend the meeting,_,what will be discussed,_,by whom,_,for how long

46、,_.,opinions offered,_,topics discussed,_,decisions made,_.,the actions decided,_,Exercises,5. Reading Activity.,4. Review the agenda at the beginning of each meeting. and the presenters, and ask that the presenters confine their remarks to the allotted time. 5. It is vital to share the meeting info

47、rmation with all the participants. When the meeting is over, as well as to those whose day-to-day activities are affected by the decisions made.,Please fill in the blanks according to what you have learnt from the passages.,Part 1,Part 2,Part 3,Part 4,Part 5,Restate the objective,_,list the topics,_

48、,send the minutes to all the attendees,_,Social Etiquette,The role of giving and receiving gifts in business relationships varies widely around the world. In Japan, gifts play a significant role in building a business relationship. In most Western countries, giving gifts is more of a polite gesture

49、than something that is expected. The custom in countries of the Middle East and throughout Latin America is to exchange small gifts as a sign of friendship on the occasion of the second meeting. In these countries, the first visit is typically the time for introductions and getting to know one anoth

50、er. Bringing a gift to the second meeting shows that you think its important to acknowledge the relationship officially as you continue to do business together.,Part 1,Part 2,Part 3,Part 4,Part 5,Giving Business Gifts,Social Etiquette,According to Japanese tradition, the proper gift reflects the giv

51、ers friendship, appreciation, and respect. When a colleague gives you a gift, you are expected to reciprocate at some time in the future with a gift of similar value. This indicates that you appreciate the gift you received and you feel the same level of commitment to the relationship.,Part 1,Part 2

52、,Part 3,Part 4,Part 5,Giving Business Gifts,Social Etiquette,When you exchange gifts with a Japanese business associate, here are a few things to keep in mind. (1) Give a gift that is related to your recipients profession or hobby. (2) Do not give money. (3) Wrap the gift and transport it in a small

53、 shopping bag. (4) Tell your colleague in advance that you have a gift to present. (5) Give gifts in private, at the end of a visit. (6) Present the gift with both hands. (7) Dont expect the receiver to open the gift in front of you.,Part 1,Part 2,Part 3,Part 4,Part 5,Giving Business Gifts,Social Et

54、iquette,Although gifts play an important role in business around the world, you run the risk of offending a colleague if you present an inappropriate gift. In many cases, a poor gift choice is worse than not offering a gift at all. Every culture has specific items that are considered taboo or bad lu

55、ck. Many of these traditions arent followed as much these days by the younger generations or within more modern and global companies. However, its a good idea to be somewhat conservative when youre deciding on a gift, particularly if the recipient is an older executive.,Part 1,Part 2,Part 3,Part 4,P

56、art 5,Gift Taboos,Social Etiquette,Here are some gifts that you should avoid in certain parts of the world: (1) Europe: Red roses symbolize a romantic relationship in many parts of Europe. An arrangement containing13 flowers is considered bad luck in Germany and Switzerland. In addition, the preference is for flower arrangemen