《商务沟通技巧（英文版课件）》由会员分享，可在线阅读，更多相关《商务沟通技巧（英文版课件）（56页珍藏版）》请在金锄头文库上搜索。
1、The ninth class Outcome 3 April 12nd, 20064、3、6 Format and Structure of a Formal Meeting1、Arrange a groupObviously, you cant take part in a meeting or discussion without other people! As a general rule a group of 5- 6 is probably a good size .This is enough people so that a range of opinions is expr
2、essed, and small enough for everyone to be able to contribute. Work with people with whom you feel comfortable. This will make it easier to talk and respond. 2、Decide on a topicYouve picked your group, and now you should agree with the others what you are going to talk about. After youve chosen a to
3、pic, everyone needs to prepare for the meeting. Ideally, everyone will have something different to talk about, so its a good idea to decide whos going to discuss what. For example, if you were holding a meeting to discuss the purchase of new IT equipment for your company, roles could be allocated li
4、ke this:Person 1 should find out about the cost of IT equipment from suppliers X and Y.Person 2 should find out about the cost of IT equipment from suppliers A and B.Person 3 should undertake to find out what software will be required, and what this will cost.Person 4 should look into the staff trai
5、ning that will be required after purchase of this equipment.Person 5 should look into the benefits of networking all of the IT products together.3、Decide what youre going to say Everyone should spend some time thinking about what s/he wants to say. Its a good idea to write some notes so that you rem
6、ember what you want to say. These dont have to be word-processed, or prepared professionally, as they are only for your use. 4、Prepare the venue Decide where youre going to have the meeting and arrange the furniture so that everyone can see everyone else. If youre holding a meeting with a chairperso
7、n, s/he will normally sit alone at the head of the table. Others sit around the table, so that everyone can see everyone else.5、Hold the meeting or discussion Hold the meeting. Your lecturer may give you a time limit. Even if not, its often a good idea to agree a time before you start. Heres what no
8、rmally happens in a meeting:The chair opens the meeting, by welcoming everyone.The chair asks for apologies (i.e. messages of apology from people unable to attend. These are often delivered by those who are in attendance).The chair then asks everyone if they received the minutes of the last meeting.
9、The chair asks if there are matters arising from the minutes. Those in attendance should raise any matters arising at this stage.The chair then moves through each of the agenda items. Those in attendance will be allowed to contribute at this point. Contributions are usually offered through the chair
10、. This means that comments and reactions are addressed to the chairperson.As people talk, others react. There may be proposals made. A proposal is a suggestion by one person on a course of action. Usually, a proposal requires to be seconded. This means it needs to be supported by a second person. If
11、 a proposal is seconded, then the chairperson invites a vote on the proposal. The chair does not vote, unless the voting is tied, in which case he or she can use a casting vote to reach a decision.After the main agenda items, the chair asks for any other business. This is a chance for those in atten
12、dance to raise relevant topics not included on the agenda.Finally, a date and time is set for the next meeting.6、Having your sayYou must contribute to the meeting or discussion. You should give your opinions or ideas, and react to what others say. Remember to make your points calmly and confidently,
13、 and make sure you give all the information required, making your points in the proper order. You should adopt a tone which is appropriate for the meeting. Be aware of your non-verbal communication as well. 7、Responding to othersQuestion people if youre not sure what theyre saying, and answer questi
14、ons when you are asked. Taking part in meetings requires you to both provide information and to request information. By doing so, you will help everyone else, and you will help the meeting to meet its purpose.Summary: Format and structure of a meetingYou need a group of others to have a meeting.You
15、need a topic or purpose.You need to plan your contribution.You need to identify and prepare a venue. Think about the layout of the room.Meetings follow strict conventions.You should offer your contribution and react to others.4、3、7 Writing Paperwork to Support MeetingsFormal meetings require some pa
16、perwork to help them to work smoothly. There are three important types of paperwork. A notice of meeting and an agenda are usually sent out in advance. Minutes are sent out after the meeting.1、Notice of meetingA notice of meeting is simply a notice sent out in advance to the people who are invited to the meeting.A notice of meeting can tak
