Attending a meeting

However informal the meeting, it always pays to prepare a few key points in note form to put across or discuss. If you`re unprepared, you will not be able to concentrate on what your colleagues are saying and others are less likely to listen to you because you will either waffle or sound hesitant.

Lesson 9. Business Meetings.

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Don`t memorise notes or read them out like a sermon. This inhibites your natural gestures: the eye contact and body language that is essential to effective communication.

If you cannot answer a question, don`t be afraid to say, “I don`t know but I`ll find out and get back to you by …” (give a definite date).

Phrase your criticisms and proposals positively. Seek to offer solutions rather than to complain.

Arrive early and sit close to the chairperson to ensure that you aren`t ignored. If you`re late, apologise and find a seat quickly and quietly. Don`t try to sneak in as if you`re invisible.

6. Read the text and complete the following chart:

	Dos	DON`Ts
chairperson	1.have a clear purpose 2. 3. 4. 5. 6.	1.go on for more than an hour 2. 3. 4.
participants	1. 2. 3. 4.	1. 2. 3.sneak in if you`re late

Lesson 9. Business Meetings.

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7. Here are some “rules” of things to do before a meeting. Read the rules and the e-mail below. Tick(<) the rules that the e-mail follows.

1. send an agenda several days before.

2. make sure everyone knows the time and date of the meeting.

3. say where it will be, and how to get there.

4. make it clear why you are having the meeting.

5. make sure everyone knows who will be there.

6. appoint a chairperson and note taker.

7. if necessary, ask people to prepare to talk about a particular point.

8. make sure people know what will happen next.

Memo

To: Project team From: Paul Heaton Date: 24^th June Subject: Meeting Dear all This e-mail is to remind you about the meeting at 10.00 on Friday, 28^th June. The purpose of the meeting is to discuss the next stage of the Randall project. I attach an agenda with the main points for discussion. If you have any other points you want to discuss, please let me know. I also attach a list of participants, so you know who will be at the meeting. The chairperson will be Suzanna Novotna. We need someone to take the minutes so there is a record of what we talked about. Michael, can you do this, please? You will receive the minutes as soon as possible after the meeting, together with a list of action points and responsibilities. I look forward to seeing you all. With best wishes Paul

Date: 2015-12-11; view: 1565

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