meetings 2

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MEETINGS


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Tentative plan1. Session 1

1. Types of meetings,2. Arranging to meet,3. Planning a meeting

2. Session 21. Opening a meeting2. Introducing yourself at a meeting

3. Moving through thz agenda and summarising discussion3. Session 31. Keeping the discussion on track2. Coping with strong disagreement3. Dealing fairly with difficult issues

4. Session 41. Ending a meeting2. Writing the minutes3. A formal board meeting


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Types of meetings

Some corporate cultures rely less on meetings.

Topo managers make decsions withoutconsulting other members of staff. What is itlike in your place of work? Do all workers havea say in the way the place is run?

Culture Question 1


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Type of Meeting Description

Annual general meeting (AGM)

Progres meeting

Board meeting 1

Team meeting

Brainstorming meeting

Staff appraisal meeting

Training meeting


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Board meeting

Type of Meeting Description

Annual general meeting (AGM)

Progress meeting

1

Team meeting

Brainstorming meeting

Staff appraisal meeting

Training meeting


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1. Types of meeting1. This is a meeting for company directors and top

managers to discuss strategy and make decisionsregarding the direction of a company

2. This meeting is held once a year to give ail membersor shareholders information about the progress of thecompany in the past, present and future.

3. This meeting is to help employees to do their jobbetter by teaching them new techniques or givingthem new information

4. This meeting gives individual staff the opportunity todiscuss their work with their managers, and managerscan give feedback to staff on their job performance


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Types of meeting

5. This meeting is to generate new or fresh ideason a specific topic

6. This meeting is for people who work in the same

department or section. The purpose of themeeting is to inform people of newdevelopments and discuss the present situation.

7. This meeting is to help make sure that a projectis on schedule. h is also an opportunity to getfeedback on how things are going and toexchange ideas.


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2. Match the pairs to make sentencesabout types of meetings

1 I'm just calling about organizing2 1s it possible to discuss the

new logo3 1 was ringing to try and fix up

the next4 1 was thinking of setting up a

meeting to5 We need to decide on the date6 Do you think we could fix a

date for your

7 I'd like to organize a training

a. day on the new software.b. progress meeting.c. of the annual general

meeting.d. annual appraisal?e. at our next team meeting?f. brainstorm ideas for the

website.

g. a videoconference


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3- Prepositions. Fill in the gaps with the correct prepositions:

1. When can we fix ___ the meeting2. Ill put you ___ now.3. We need to decide ___ the date.4. Can we discuss that ___ the next meeting?5. I'm organizing a videoconference ___ the board.

6. I'm just calling ___ your appraisal next week.7. I was thinking ___ setting up a team meeting.8. I want to arrange a meeting ___ . members of

the production team


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Over to you

1. Prepare answrs to the following questions:a. How often do you go to meetings in English?b. What types of meetings do you go to in English and

in your own language?2. Now interview your classmate about the

meetings they attend. Make a note of theiranswers and report back your findings.

3. Imagine your are a traier for a managementcompany. Prepare a short presentation on thedifferent types of meetings. Give yourpresentation. How did it go?


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Arranging to meet

In some cultures punctuality is very important,but in others being late for an appointment isnot a big problem. In fact, in some culturesthere are even acceptable degrees of lateness,

so always ask for a mobile number! Whatwould you say if somebody arrived15/30/45/60 minutes late

Culture Question 2


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Setting up a meeting Read the conversation below, in which Jenny

Tidman tries to arrange a progress meetingwith Paul Hoffman and the design team.Then decide which spaces (1-7) the questions

below (a-g) fit into. Write the correct numbernext to each question


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JENNY : Paul, have you got a minute?PAUL : Yeah, sure.JENNY : __(1)__ We really need to check that everything is still ontarget.PAUL : Sorry, that's not going be possible. I'm at the Frankfurt BookFair for three days and then I was going to take a couple of days'leave.JENNY : Oh, OK. __(2)__ PAUL : Yeah, OK. __(3)__ JENNY : Sorry, I'm out of the office on Monday.PAUL : __(4)__ I'm free all day.JENNY : Great. __(5)__

PAUL : That's fine. __(6)__ JENNY : Yeah, that's perfect. __(7)__ PAUL : I think a couple of hours should be enough.JENNY : OK, sounds good. I'll send you a formal invitation in a bit.PAUL : Thanks Jenny.


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a Could we try to arrange a progress meetingsometime next week?

b How long do you think we'll need? ___ c What about the following week then? ___ d Shall we meet here in the design office as

usual? ___ e How about Monday morning? ___ f How about after lunch say two o'clock? ___

g Sometime on Tuesday then? ___


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Match the beginnings and endings to makequestions about arranging meeting

1 Could we schedule2 Could we find3 Is there any chance4 Can we arrange to5 What about a6 Can you organize aconference7 What date do8 How about meeting

a. meet sometime?b. in my office ?c. a time to meet?

d. of scheduling a meetingnext week?

e. you have in mind?f. a meeting sometime next

month?g. meeting next Monday?h. call next month?


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Make sentences to say you can/can't attendmeetings. The first one is done for you

1 can / I / make / date. / Yes, / that Yes, I can makethat date, 2 on / I'm / Yes, / free / date. / that3 at / for / nine / Tuesday / o'clock / fine / is / me.4 I / week. / can't / the / Sorry, / meeting / make / next5 afraid / I'm / not, / I'm / on / away / a / trip. /

business6 o'clock / at / sounds / Wednesday / 15th / 11 / the /

good.7 sure, / Yes / about / Tuesday / how / Monday / 9th? /

or / 8th8 I'm / Yes, / happy / morning. / next / with / Monday9 another / I / I'm / appointment / have / afraid / then.

10 Yes, / that / me. / date / for / works


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3- Planning a meeting

In some cultures it is normal practice to planeverything in great detail and not leaveanything to chance. In others, people arehappy with just an outline plan of action andprefer to work freely within that framework,

responding flexibly to changing circumstances.What is it like where you are? And what sortof planner are you?

Culture Question 2


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Skills work

1. Read this introduction to a session onplanning meetings, and fill in the gaps withwords from the box. Each word only be usedonce:

as on to to of of


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OK, so let's move 1 ___ planning meetings. This isone 2 ___ myobsessions, as you will find out! Allmeetings should be planned very carefully.Meetings cost money! They cost a lot 3 ___money! If you have a short meeting: lasting onehour with, say, ten people, it could cost as much4 ___ 1000. So it's crucial to make sure that themeetings we organize achieve what we intendand that they're cost-effective. Now before I starttalking myself, I'd like you all 5 ___ brainstorm in

pairs. Write down what you think are the keythings you need 6 ___ plan. OK, so if you'd like tobegin


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People usually plan all or many of the following.Which five are the most important:

1. Type of meeting: face-to-face, video- or telephoneconference2. Formal or informal meeting3. Aims and objectives

4. Number of participants5. Date and time6. Length7. Venue

8. Facilities and equipment9. Paperwork (invitation, agenda10. Meetings checklist11. Avoiding problems

Which of the points are most important? Give reasons for your choice


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Which of the points are most important? Give reasons for your choice.


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Over to you

1. When was the last time you planned ameeting? How did it go? What did you do?Was there anything you could have donebetter?

2. What sort of problems migt arise as a resultof over-planning?


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Case study

Think of a real or imaginary meeting you arearranging. Write the details of the meeting in atable. Use some of the following ideas if you wish:

Type of meeting: brainstorming, progress,project, appraisal, training

Venue: your office, company seminar room,meeting room in hotel, training centre

Subject: salaries and expenses, company logo,move to new office accommodation

Participants: fellow colleagues, externalcontacts,


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Then work with a partner and answer thefollowing questions about the meeting:

Is the meeting really necessary or could everything bedone by email, phone or videoconference?

Would it be better if mini-groups met to discussspecific points before the meeting?

What do you want to achieve in the meeting? Is it a formal or informal meeting? Who are the most important attendees in order to

achieve the aims of the meeting? Have you chosen the best date and time? Is the venue appropriate? What facilities and equipment are needed?

meetings 2

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