Unit13Staging a Meeting 课件《商务英语实训教程》同步教学

商务英语实训教程Unit13StagingaMeetingTrainingObjectives01TrainingPortfolio02TrainingAssessment03目录CONTENTSKeystoExercises04TrainingObjectiveslearnaboutthepreparationworkofbusinessmeetingsanddiscusssomeworkindetail;01getfamiliarwiththebasicvocabularyrelatedtobusinessmeetings;02learnhowtowriteEmailInvitationLetter.03Bytheendofthisunit,youareexpectedto:TrainingPortfolioPart1StartingupPart2ListeninginPart3LanguagefocusPart4SpeakingoutPart6Follow-upreadingPart5Writing1.Discussthefollowingquestionswithyourpartner.1)Whyisitimportantforacompanytohaveregularmeetings?2)Doyouthinkmeetingsawasteoftime?3)Couldsomemeetingsbereplacedbyotherformsofcommunication?Whyorwhynot?2.Workinpairs.Herearesomecharacteristicsofsuccessfulbusinessmeetings.Firstrankthemintheorderofimportance.Thencompareyourlistwithyourpartner’sandexplainwhyyouranktheminthisway.●Awell-designedagenda●Clearobjectiveswhichareknowntoeveryone●Respectforthetimeplanning●Agoodchairwhoensureseverythingundercontrol●Well-preparedwrittenmaterialsbeforethemeeting,ifnecessary.●Makesurethatthelaptoporanyothercomputerdevicesareprovidedwithsubstantialpower.Section1:TodiscussPart1StartingupPart1StartingupSection2:ToreadDirections:Readthefollowingpassageandthenreporttheideathatyouremembertoyourclassmatesandtellwhatimpressesyoumost.HowtoPrepareforaBusinessMeetingAwellrunmeetingcanbeusedtoeffectivelytrainemployees,closeanimportantsale,setbusinessgoalsandkeepmajorprojectsontherighttrack.Asuccessfulmeetingstartswellbeforeeveryoneisgatheredinaconferenceroom.Thepersonrunningthemeetingneedstomakearrangements,gathermaterials,sendoutinvitationsandcoordinatetheactivities.Participantsneedtobepreparedtohandleanyrequiredtasks,providefeedback,makepresentationsorbrainstormideas.Doingthegroundworkaheadoftimewillkeepthemeetingrunningsmoothlyandhelpyoumeetyourgoals.1.Determineifyouarerunningthemeetingorexpectedtoparticipateinanyfashion.Ifyouareinchargeofarrangements,bereadytocoordinatescheduling,materialsandthepacingofthemeeting.2.Setagoalforthemeeting.Decideifyouaretryingtomakeasale,bringaninvestoronboard,trainemployeesaboutcompanypoliciesorbrainstormnewproductideas.3.Setanagendaforthemeeting.Giveparticipantsaheadsupifthemeetingisexpectedtobeparticularlylong.Allowtimeforbathroomorrefreshmentbreaks.Prepareascheduleiftherewillbemultiplespeakersorpresenters.Part1StartingupSection2:Toread4.Makearrangementsforameetingroom,conferencecalloronlinemeeting.Bookatimethatworksforallkeyparticipants.Calloremailthegrouptomakesurethatthechosentimeworksforeveryone.5.Sendouttimeandlocationdetailstoallparticipants.Ifyouaredealingwithemployees,letthemknowifattendanceismandatoryoroptional.Emailconferencecall-innumbersandcodesifyouarearrangingaphonemeeting.6.Prepareforanyneededequipment.Forexample,ifyouaregoingtohaveacomputerpresentation,besurethattheconferenceroomhasascreenandprojector.Knowhowtohookyourlaptopuptotheprojectorsothatyoudon'thavetowastevaluablemeetingtimedealingwithtechnicaldetails.7.Takeyourpresentationforatestdrivebeforeyoudoitinfrontofclients.Makesureyoursalesorinvestmentpitchisprofessional,conciseandinteresting.Endlesschartsprojectedonascreendon'tmakeforcompellingmeetings.Understandyouraudience,howyoucanmeettheirneedsandwhatgoalsyouwanttoreach.8.Gathermaterials.Printoffhandouts.Makesurethereareenoughchairsforeveryone.Preparerefreshmentsormakecateringarrangementsifnecessary.9.Remindparticipants24hoursahead,oronthemorningof,theactualmeeting.Aimtostartthemeetingpromptlyatthegiventime.()Part2ListeninginTask1Listentothefollowingpassageandfillintheblanks:Invitedecision-makers.

Themosteffectivemeetingsinvolve1)_______toensuredecisionscanbemadeimmediately.Ifakeydecision-makeris2)_______,askasubordinatetoattend.Ideally,thispersonwillbeabletospeakfortheir3)_____,and--attheveryleast--takenotesandreportback.Schedulestrategically.

Ifyouwanteachmeeting4)_____tobefullyengaged,avoidMondaymornings,wheneveryoneis5)_____e-mail.AlsoavoidFridayafternoons,whenemployeesarebusy6)______theweekandlookingforwardtotheweekend.Schedulemeetingsonadayandtimewhenparticipantsaremostlikelyto7)_____.Setatimelimitand8)______it.

Meetingsthatdragonforhourscauseattendeestolosepatienceandfocus.9)______areshort,andtimeisvaluable.Themost10)______meetingsstartontimeandendontime.

KeysPart2ListeninginTask2Listentotheconversation.Decidewhetherthestatementsaretrue(T)orfalse(F)accordingtowhatyouhear.1.TherearealotofVIPstointroduceduringtheopening,anditshouldtakeatleastanhour.2.Beforethecommitteereports,theminutesoftheoldbusinessneedtobereviewed.3.Theideaofafive-minutereportfollowedbyathree-minuteQ&Asoundsgoodforthecontrolofmeeting.KeysPart3Languagefocus01MeetingArrangement1.Pleaseensurethatthoseyouintendtobepresentareproperlyinformed.2.Allthenecessarydocumentsrelevanttothemeetingshouldbeavailable.3.Istheroomreadyforthemeeting?4.Woulditbeconvenientforyoutomeetusthisafternoon?5.WewillarrangethemeetingonTuesdayafternoon.6.Themeetingwillbeheldinyouroffice.7.Themeetingisscheduledat10o'clockthismorning.8.Remembertotaketheminutesthisafternoon.Part3Languagefocus02MeetingPreparation1.WouldyouliketocopytheEXfilesandpassmethecopy?2.Setuptheoverheadprojectorinthemeetingroom3.Istheconferenceroomavailabletodayat4:00pm?Part3Languagefocus02MeetingCancel1.Thismeetingiscalledoff.2.I'vetoldalldepartmentsofthecancellation3.Wearegoingtohavetocanceltomorrow'smeeting.4.Didn'tyouhearthatthemeetingwascanceled?5.Let'scancelthismeeting.I'llemaileveryoneifsomethingnewcomes.6.I'mreallysorryaboutcancellingthemeetingatthelastminute.7.ThemeetingiscancelledbecausetheA/Vequipmenthasbeendamaged.Part4SpeakingoutSection1:SampledialoguesDialogue1Situation:TheofficemanagerisaskinghisassistantCynthiatosendmemorandumstoallthedepartmentheadsofthecompany.Manager:Cynthia,pleasesendamemorandumtoalldepartmentmanagersinformingmonthlymeetingwouldbeheldonMay20thinthesecondconferenceroom.Cynthia:Allright.DoIneedtoenclosetheagenda?Manager:Ofcourse.Theitemsintheagendashouldincludethegeneralmanagerapprovaloflastmeeting'sminutes,departmentreports,andnewbusiness.Cynthia:OK,sir.Isitnecessarytoputtheitemofnextmeetingalso?Manager:Yes,it'sagoodidea.Couldyougetitreadybeforelunch?Cynthia:Noproblem.I'llhaveittypeduprightaway.Manager:Verygood.Iappreciateyourattitudetowardswork.Cynthia:Thankyou,sir.Part4SpeakingoutDialogue2Situation:TheofficemanagerischeckingwithhisassistantCynthiaaboutthemeetingarrangements.Manager:Themeetingisscheduledfor1:00tomorrowafternoon.Haveyoumadeallthenecessaryarrangements,Cynthia?Cynthia:Yes,sir.We'lluseconferenceroom201forthemeeting.Manager:That'sfine.Themeetingisveryimportant.Wherewilltheguestsbereceivedbeforethemeetingbegins?Cynthia:Inthemainhalldownstairs.It'sspaciousthere.Manager:We'llhaveseveralforeigngueststoattendthemeeting.Cynthia:I'vearrangedaninterpretertobepresent.ButitissaidtheseforeignerscanspeakalittleChinese.Manager:Allright.I'lltrytospeakslowly.Howwouldyouseatourguests?Cynthia:We’vepreparednamecardstobeputontheconferencetableforgueststositby.Whenwouldyoulikerefreshmentsserved,sir?Manager:Well,aftermyreport,there'llbeanintervalforrestandrefreshments.Part4SpeakingoutSection2:CreateyourownCommunicativeTask1:Directions：Makeadialoguebasedonthegivensituationandactitout.Situation:SupposeStudentAistheofficedirectorJohn,StudentBisthesecretaryStella.Youaretalkingaboutthemeetingpreparationscheduledfor2:30thisafternoon.Part4SpeakingoutCommunicativeTask2:Directions：Makeadialoguebasedonthefollowingsituation.Situation:SupposeStudentAisthemanagerBrian,StudentBisthesecretaryJulie.YouaretalkingabouttheagendaforadistributormeetingnextThursday.Part5WritingSection1TipsforwritinganinvitationemailoSticktothepointandkeeptheemailconcise;oMaintainastrictlyprofessionaltoneforallofficialcommunication;oGivecompletedetails,includingthedate,timeandvenueforthemeeting;oDoublecheckallthefactstomakesuretherearenomistakes;oAskforconfirmationsaheadofthemeetingsoyoucanorganizeeverything;oInvitequestionsandqueriesbeforesigningoff;oIfpossible,useanofficialemailtemplatefortheinvitations.KeysPart5WritingSection2InvitationEmailTemplateDear[Nameofinvitee],Itiswithgreatpleasurethatweinviteyoutoour(Nameofmeeting)meetingfor(Purposeofmeeting),hostedby(Yourcompany’sname).Thevenueforthemeetingis(Venue),anditissettobeheldon(Date)at(Time).Wehaveinvitedallour(Valuedclients/dealers/vendors),andwouldlovetohaveyouthereaswe(Agendaofmeeting).Kindlyacknowledgereceiptofthisemailandreplybacktoconfirmyourspot.Ifyouhaveanyquestionsorconcerns,pleasefeelfreetocontactusregardingthemaswell.Lookingforwardtoyourreply,Sincerely,Signature(YourName)(YourDesignation)(CompanyName)Part5WritingSection3CreatingyourownSetting:EmailInvitationLetterSender：Thomas_jiang@Recipient：John_smith@Date：Oct.20th,2018Subject：AsincereinvitationtoparticipateinChinesemarketingconferenceofhealthcareproductsPart6Follow-upreadingPassage1Readanddecidewhetherthestatementsfollowingthepassagearetrue(T)orfalse(F).HOWTOARRANGEASUCCESSFULBUSINESSMEETINGThebusinessworldseemstospinonanaxisofmeetings--butnotallmeetingsareproductive.Investtimeinplanningaproductivesessiontomakesureyourmeetingsgetthejobdone.Givecarefulthoughttowhatyouneedtoaccomplishandwhoshouldparticipate.DetermineObjectiveandAudienceSetanobjectiveforthemeeting,andmakeitbriefandclearlystated.Forexample,createashortlistofbulletpointsdescribingspecificgoals.Thegoalofyourmeetingmightbetocommunicateimportantinformation,makedecisions,resolveproblemsorassignactions.Aconciseandto-the-pointobjectivehelpsthemeetingorganizerdeterminewhoshouldparticipateinthemeeting.Buildoutalistofinviteesbyaligningeachgoalwithteammemberswhosepresencewillmakeitpossibletoactuallymeetthegoal.Part6Follow-upreadingSettheAgendaSetthemeeting’sagendabasedoneachgoalintheobjective.Ifagoalistocommunicatethestartofaproject,setanagendaitemthatidentifieswhowillpresentthatinformationandhowtheinformationwillbeshared,suchasbyPowerPointpresentation.Ifthegoalistoassignactions,setanagendaitemthatdescribeshowassignmentswillbemade.Everygoalshouldhaveoneormoreagendaitemsaligneddirectlywithit.SelecttheDateandTimeSelectameetingdateandtimebasedontheavailabilityofthemeetingleaderandthemostcriticalinvitees.Thelargerthelistofinvitees,theharderitistofindadayandtimewheneveryoneisavailable.Acceptatimethatfitsasmanyschedulesaspossible.Beforesettingthetime,givethoughttotimezones.IfsomeinviteeswillparticipatebyphoneortheInternet,considertheirworkinghoursaswellasyourown.A1p.m.meetinginEasternStandardTimeisalunch-hourmeetinginCentralStandardTime.Thatsamemeetingisat2a.m.inTokyo.Part6Follow-upreadingChoosetheLocationFindaconferenceroomthatwillmakeitpossibletoachieveallagendaitems.Choosearoomlargeorsmallenoughtocomfortablyfitthenumberofpeopleexpectedtoattend.Aroomthatseats40isapoorchoiceforameetingwith10people.Likewise,youdon’twantacrowdsqueezinginsotightit’snecessarytobringinextrachairs.ArrangeforMaterialsandIncidentalsIfpresentationsareexpected,makesurethattheroomisequippedwithaprojector.Ifnot,makearrangementstobringaprojectorwithyou--alsomakesureyouhavesomethingtoprojectonto,suchasascreenorawhitewall.Don’tforgettoconsidertheavailabilityofotherincidentals,suchaswhiteboardswithdryerasemarkers,flipchartsandspeakerphonesforoff-siteparticipants.Formulti-hourmeetings,arrangeforfoodandbeveragessoparticipantsstayfocusedonthetopicratherthantheirstomachs.NotifyInviteesNotifyinviteesofthemeetingobjectives,date,timeandlocationwellenoughinadvancesotheycanprepareproperly.Inmostcases,atleastaweek’snoticeispreferable.Usetheworkplace’scalendarsoftwaretosendameetingappointmenttoallinvitees.Manyprogramswillalertinviteesafewminutesorafewdaysbeforethemeeting,orcustomizethealertstoyourneeds.Part6Follow-upreading(1)Advancedandcarefulplanningisneededtoholdaproductivemeeting.(2)Whenyoudecideonthemeetingtimeanddate,youaresupposedtomakesureifeveryoneisavailable.(3)Alargeroomof90seatsisagoodchoiceforameetingwith20peoplebecauseitisquitespacious.(4)Aweek’snoticetoinviteesofthemeetingisproperforthemtopreparewell.KeysPart6Follow-upreadingPassage2

Answerthequestions

thatimmediatelyfollowthepassage.BusinessMeetingThemeIdeasBusinessmeetingsneedtobeeffectiveinconveyinginformation,buttheycanalsousevariousthemestomakethemmoreexcitingandinterestingfortheattendees.Athemecansetthepropermoodorhelpattendeesbetterunderstandtheagenda.Somebusinessmeetingstakeplaceoff-site,suchassalespresentationsconductedbycompanieslocatedoutoftownorsimplylargermeetingsthatneedmoreroom.Whenchoosinganoff-sitemeetingvenue,askthecoordinatorforhisthoughtsonathemetohelpmakethemeetingmoreeffectiveandsuccessful.Thecoordinatorhasexperienceinsettingtheproperthemeforabusinessmeeting,andyoushouldusethatexperiencetoyouradvantage.Ifthemeetingisasalesmeetingthatneedshighenergytobeeffective,theoff-sitecoordinatormaychooseapartyatmosphere,includingballoonsandcakeandpossiblyevenpartyfavors.Ifthemeetingisacriticalbusinessmeeting,thethememightcenteronrelaxation,withdimlightingandneutralcolorsandrelaxingbeverages,suchastea.Creatingarelaxingatmosphereinanotherwiseintensebusinessmeetingcantaketheedgeoffandallowpeopletodiscussissuesinaprofessionalandcivilmanner.Part6Follow-upreadingSalesmeetingscanoffertheopportunityformotivationalthemes.Createasloganforyourmeetingandbuildyourthemeoffthatslogan.Forexample,theslogan"GoingforGold"wouldhavetheOlympicsasatheme.Getflagsfromdifferentcountriesandhangthemonthewalls.Ifyouwillofferincentivesforpeoplewhoreachvarioussalesgoals,buildatri-levelmedalstandandputthetopprizeonthegold-medalstand,secondprizeonthesilver-medalstandandthirdprizeonthebronze-medalstand.HavecompanyexecutivesdressupingearfromvariousOlympiccompetitions.Themoreyougetintoathemeandtrytosellittoyourmeetingparticipants,themoreeffectiveitwillbe.(From:)Part6Follow-upreading(1)Whatrolecanthethemeplayforabusinessmeeting?(2)Whomcanyougoforhelptochooseanoff-sitemeetingvenue?Andwhy?(3)Howdoyoucreatearelaxingatmosphereforasalesmeeting?KeysTrainingAssessmentSection1Self-studyDirections:Workinpairs.CompletetheconversationwiththehelpofChinesecluesinthebrackets.Tom:Morning,Linda.Linda:Goodmorning,Tom.Tom:Linda,1)_________________(拟好会议通知了吗？)Linda:Yes,sir.Tom:Fine.Couldyougivemethemainpoints,please?Linda:Sure.2）_____________________________(会议定于10月18号下午一点在213会议室举行).Tom:Whowillbethechair?Linda:ChristianGao.Tom:Ah,good.Christianisveryeffective:Nolooseendsandalwaysrunstotime.Thatmeetingwillbeinasafepairofhands!Linda:Yes.KeysSection1Self-studyTom:3）________________(那么，会议议程上有什么安排呢？)Linda:ThefirstpointistofigureoutthereasonsforthefallinsalesofourhealthcareproductsinSouthChina.Tom:Isee.4)_______________________(请告诉比尔准备一份销售数据，并事先将其发送给我和董事会)。Linda:Yes.I’vealreadyarrangedthat.Itwillbeonyourdesktomorrowmorning.Tom:Good.Thankyou.Linda:Then,secondly,wewilldiscussanddeterminemeasurestodealwiththeproblem.5)__________________________(我们要讨论并确定解决该问题的办法措施)。Tom:OK.ButdoremembertoincludeJunMaandLucyatthemeeting.Linda:Yes,certainly.Tom:Ithinkyou’dbetternotifyChristianGaooftheinformation,asheisthechairperson.6）_____________________(如果有任何问题，他可以直接找我)。KeysSection2:BECexamWRITINGDirections:YouhavetochangethedateofamarketingmeetingthatwasscheduledfornextFriday.Writeanemailtoallmembersofthemarketingteam:1)givingthenewdateofthemeeting2)explainingwhythedateofthemeetinghasbeenchanged3)providingdetailsofanadditionalpointfortheagenda

Write40-50words.

Section2:BECexamKeysTo:MarketingTeamCc:Subject:NewdateforFriday’smeeting

KeystoExercisesListeningInBacktotheexerciseTask1:1)stakeholders2)unavailable3)supervisor4)participant5)catchingupon6)wrappingup7)engage8)stickto9)Attentionspans10)productiveTask2:1.F2.T3.FSimulatedWritingBacktotheexerciseSampleofaBusinessMeetingInvitationEmailDearMr.Smith,ItiswithgreatpleasurethatweinviteyoutoattendthemeetingofmarketinginSouthChinahostedbyHealthcareProductCo.onOct.20,2018atPeaceHotel,Shanghai.Enclosedisthedetailedmeetingschedule,includingtheagenda,dresscode,meetinglocationandcontactnumberofourcompany.Youcanalsokindlyfindanelectronicbusinesscardforallparticipantsintheattachment.Thepartieshavereached