Introduction to Business English

Meetings – Part 1

Ethical Question You have been working at the company

with a man named Steve. Steve has been at the company for 25 years as a salesman for the company.

The company has hired a new salesman (Mike) to come in and work with you, Steve, and the other salespeople.

Mike is very good at selling to people and was able to sell a large sum of product to a company that Steve has been trying to sell to for 5 years.

While Mike goes to lunch, Steve starts to talk about how angry he is about how Mike got the sale after all the work he did in the past.

During lunch, Mike’s phone rings. Steve takes it. The call is about finalizing a sale. Steve gives him the information and asks that they put his name on the sale instead of Mike.

Steve says this is ok because of all the work he has done at work and that he has been the longest.

What should you do??

Meetings What is a meeting?

Two or more people talking at a specific time about a business issue

Pointless?

Fewer the better!

Meetings Listen… What makes a great meeting?

Good Preparation Clear objectives – known to everyone Good chair – effective control Reaching objectives Respect for the time available/time planning

More on Successful Meetings Written Agendas

Covering all the main points. Time for each item. Available time for questions after the meeting. Assignments (if applicable)

Everyone gets to say what is needed Emotions are kept under control.

Chairing a meeting Being the chair (or chair person) of a meeting

requires a lot of responsibility. Master of Ceremony (MC,音乐 ) Judge Negotiator Taskmaster Manager

Tasks MC

Welcome everybody to the meeting Thanks people for coming to the meeting Introduce the speakers

Judge Prevent interruptions Make people stick to the subject Summarizes Defines the actions that need to be taken.

Negotiator Decides on break times Helps people work together before emotions come into

the conversation

Tasks Taskmaster

Start the meeting on time Refers to the Agenda Define time limits for speakers

Manager Talks about the previous meeting Asks for comments Relays Decisions into writing. Ensure there is a conclusion to each agenda

item. Closes the meeting

Chairing a meeting Listen… Why did the company lose money

Sales are down Budget is static Products are older

What were some of the things the Chair had to do in that meeting?

Practice Practice the

two situations

Each personIntroducesthe Agendato another.

How Do I Start a Meeting? Before we begin we need a few items:

Purpose for the meeting Objectives for the meeting People included in the meeting Items needed for the meeting

Graphs and Charts Agenda sheet PowerPoint or other items Room to do the meeting

Purpose of the Meeting Why do we need a meeting?

Is it necessary? If so, why? What should the objective focus on?

Define the main points needed for discussion. What needs to be accomplished and what needs

to be discussed in more detail Who will be in charge of follow-up and doing the

work. Make sure you have clear points for the

meeting!

Objective

Make sure your objective is detail in what you want to get out of the meeting

A clear and precise objective will make for a better meeting!

People in the meeting You A person for minutes (secretary, you or

colleague) Decision makers Staff that are intimate with the issue Staff that can assign or be assigned for future

work on an issue (if necessary) Any other staff you deem needed for

observation and opinion.

Items for the Meeting Room

Big enough for the group Good A/C or heat Equipment for presenting Food or Drink (if needed) Quiet

Computers Copies of the agenda sheet for everyone.