Introduction to Business English - Day 10

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Day 9 is the midterm

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Introduction to Business English - Day 10

  1. 1. Introduction to Business English Meetings – Part 1
  2. 2. Ethical Question <ul><li>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. </li></ul><ul><li>The company has hired a new salesman (Mike) to come in and work with you, Steve, and the other salespeople. </li></ul><ul><li>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. </li></ul>
  3. 3. <ul><li>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. </li></ul><ul><li>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. </li></ul><ul><li>Steve says this is ok because of all the work he has done at work and that he has been the longest. </li></ul><ul><li>What should you do?? </li></ul>
  4. 4. Meetings <ul><li>What is a meeting? </li></ul><ul><ul><li>Two or more people talking at a specific time about a business issue </li></ul></ul><ul><ul><li>Pointless? </li></ul></ul><ul><ul><li>Fewer the better! </li></ul></ul>
  5. 5. Meetings <ul><li>Listen… </li></ul><ul><li>What makes a great meeting? </li></ul><ul><ul><li>Good Preparation </li></ul></ul><ul><ul><li>Clear objectives – known to everyone </li></ul></ul><ul><ul><li>Good chair – effective control </li></ul></ul><ul><ul><li>Reaching objectives </li></ul></ul><ul><ul><li>Respect for the time available/time planning </li></ul></ul>
  6. 6. More on Successful Meetings <ul><li>Written Agendas </li></ul><ul><ul><li>Covering all the main points. </li></ul></ul><ul><ul><li>Time for each item. </li></ul></ul><ul><ul><li>Available time for questions after the meeting. </li></ul></ul><ul><ul><li>Assignments (if applicable) </li></ul></ul><ul><li>Everyone gets to say what is needed </li></ul><ul><li>Emotions are kept under control. </li></ul>
  7. 7. Chairing a meeting <ul><li>Being the chair (or chair person) of a meeting requires a lot of responsibility. </li></ul><ul><ul><li>Master of Ceremony (MC, 音乐 ) </li></ul></ul><ul><ul><li>Judge </li></ul></ul><ul><ul><li>Negotiator </li></ul></ul><ul><ul><li>Taskmaster </li></ul></ul><ul><ul><li>Manager </li></ul></ul>
  8. 8. Tasks <ul><li>MC </li></ul><ul><ul><li>Welcome everybody to the meeting </li></ul></ul><ul><ul><li>Thanks people for coming to the meeting </li></ul></ul><ul><ul><li>Introduce the speakers </li></ul></ul><ul><li>Judge </li></ul><ul><ul><li>Prevent interruptions </li></ul></ul><ul><ul><li>Make people stick to the subject </li></ul></ul><ul><ul><li>Summarizes </li></ul></ul><ul><ul><li>Defines the actions that need to be taken. </li></ul></ul><ul><li>Negotiator </li></ul><ul><ul><li>Decides on break times </li></ul></ul><ul><ul><li>Helps people work together before emotions come into the conversation </li></ul></ul>
  9. 9. Tasks <ul><li>Taskmaster </li></ul><ul><ul><li>Start the meeting on time </li></ul></ul><ul><ul><li>Refers to the Agenda </li></ul></ul><ul><ul><li>Define time limits for speakers </li></ul></ul><ul><li>Manager </li></ul><ul><ul><li>Talks about the previous meeting </li></ul></ul><ul><ul><li>Asks for comments </li></ul></ul><ul><ul><li>Relays Decisions into writing. </li></ul></ul><ul><ul><li>Ensure there is a conclusion to each agenda item. </li></ul></ul><ul><ul><li>Closes the meeting </li></ul></ul>
  10. 10. Chairing a meeting <ul><li>Listen… </li></ul><ul><li>Why did the company lose money </li></ul><ul><ul><li>Sales are down </li></ul></ul><ul><ul><li>Budget is static </li></ul></ul><ul><ul><li>Products are older </li></ul></ul><ul><li>What were some of the things the Chair had to do in that meeting? </li></ul>
  11. 11. Practice <ul><li>Practice the two situations </li></ul><ul><li>Each person Introduces the Agenda to another. </li></ul>
  12. 12. How Do I Start a Meeting? <ul><li>Before we begin we need a few items: </li></ul><ul><ul><li>Purpose for the meeting </li></ul></ul><ul><ul><li>Objectives for the meeting </li></ul></ul><ul><ul><li>People included in the meeting </li></ul></ul><ul><ul><li>Items needed for the meeting </li></ul></ul><ul><ul><ul><li>Graphs and Charts </li></ul></ul></ul><ul><ul><ul><li>Agenda sheet </li></ul></ul></ul><ul><ul><ul><li>PowerPoint or other items </li></ul></ul></ul><ul><ul><ul><li>Room to do the meeting </li></ul></ul></ul>
  13. 13. Purpose of the Meeting <ul><li>Why do we need a meeting? </li></ul><ul><ul><li>Is it necessary? </li></ul></ul><ul><ul><li>If so, why? </li></ul></ul><ul><ul><li>What should the objective focus on? </li></ul></ul><ul><li>Define the main points needed for discussion. </li></ul><ul><ul><li>What needs to be accomplished and what needs to be discussed in more detail </li></ul></ul><ul><ul><li>Who will be in charge of follow-up and doing the work. </li></ul></ul><ul><li>Make sure you have clear points for the meeting! </li></ul>
  14. 14. Objective <ul><li>Make sure your objective is detail in what you want to get out of the meeting </li></ul>A clear and precise objective will make for a better meeting!
  15. 15. People in the meeting <ul><li>You </li></ul><ul><li>A person for minutes (secretary, you or colleague) </li></ul><ul><li>Decision makers </li></ul><ul><li>Staff that are intimate with the issue </li></ul><ul><li>Staff that can assign or be assigned for future work on an issue (if necessary) </li></ul><ul><li>Any other staff you deem needed for observation and opinion. </li></ul>
  16. 16. Items for the Meeting <ul><li>Room </li></ul><ul><ul><li>Big enough for the group </li></ul></ul><ul><ul><li>Good A/C or heat </li></ul></ul><ul><ul><li>Equipment for presenting </li></ul></ul><ul><ul><li>Food or Drink (if needed) </li></ul></ul><ul><ul><li>Quiet </li></ul></ul><ul><li>Computers </li></ul><ul><li>Copies of the agenda sheet for everyone. </li></ul>

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