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Chairing the meeting

1. Chairman is essential for business meetings. Look at the cartoons. Discuss with your partner the role of a chairperson at a meeting.

 

2. Fill in the gaps with the correct words from the box.

 

consultant allocated the time timekeeper agenda tactfully digression resolved organizer circulating venue take the minutes timetable early

 

Robert Fris is a management …..1…..who specializes in meeting skills:

“A good chairperson has to be a good …..2….. . What they do before the meeting is as important as the meeting itself. They should make sure the …..3….. is complete by asking those involved what should be on it and then …..4…..it to everyone concerned.

They should check the …..5….. , making sure the room will be free, without interruptions, until the end of the meeting”.

The chairperson should be a good …..6….. . He should start a meeting on time without waiting for latecomers. He should appoint a minute-taker to …..7….. , making sure that opinions and action points (where participants agree to do something) is noted. He should make sure each point on the agenda is …..8…..it deserves and should keep to the …..9….. . When the time allocated to one point is up, the chair should make sure that discussion moves on to the next point, even if the issue has not been completely …..10….. . The chair should make sure that each participant has the chance to make his point, and should deal …..11…..with disagreements, making sure that each side feels their point of view has been noted. They should also try to avoid …..12….. , where people get off the point. Finally, they should ensure the meeting finishes on time, or …..13….. .

 

 

1. Listen to a recording of a meeting at Hilo Vo., a small subsidiary of a multinational company. The meeting is to discuss the decline in profits. Listen once. Say which of the following are given as reasons for the fall.

· Prices are too high.

· The company has wasted money on research and development.

· Sales are down.

· The sales budget is too low.

· No one likes the Chief Sales Executive.

· The products are old.

 

2. Listen again, paying attention to the role of the chair in the discussion. Tick (v) which of the following functions the chair performs at this meeting.

Thanks people for coming Prevents interruptions
Starts the meeting on time Makes people stick to the subject
States the objective Gives a personal opinion
Refers to the agenda Summarizes
Changes the agenda Asks for comments
Talks about a previous meeting Decides when to have a break
Introduces the first speaker Closes the meeting

 

Take an interview from a person who is an expert in chairing different meetings. Discuss the personal traits the chairperson should possess as well as the tasks he has to perform during the meeting. Don’t forget about tips. Use Do and Don’t advice.



Do

· Personally welcome new people

· Actively listen to others

· Support the facilitator in moving the agenda ahead

· Recommend ways to resolve differences

· Participate in discussions

· Encourage new people to speak and volunteer

· Help set up and clean up the room

· Be positive and upbeat throughout the meeting

· Tell a joke or add a light comment to ease the tension in a difficult discussion.

Don't

· Dominate the discussion

· Bring up tangents

· Dwell on past problems

· Insist that people support your ideas.

 

Exercise 1


Date: 2016-01-14; view: 1452


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Reading comprehension | Business Meetings in English
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