CATEGORIES:
BiologyChemistryConstructionCultureEcologyEconomyElectronicsFinanceGeographyHistoryInformaticsLawMathematicsMechanicsMedicineOtherPedagogyPhilosophyPhysicsPolicyPsychologySociologySportTourism
Leave/work -shadowingCan everyone please put forward their requests Action- for leave for the coming six months. Many thanks. everyone by end of Jill had an interesting account of her May Experience work ? shadowing Phil Mahew last Action- Phil month. Phil has agreed to another member to collect and of staff also work-shadowing him-if you are organize by mid- interested, please put your name forward. May. NEXT TEAM MEETING WIIL BE ON 28 DECEMBER 20XX ? GREEN HILL OFFICES AT 10 A.M. 5.Read the paragraphs about the types of minutes again and define the topic, the main idea and the supporting details for each paragraph. Unit 9
The following information may be useful in order to do the task in the right way: The word ?topic? means ?the subject of speech or writing?. A paragraph usually tells about one topic. The heading of a paragraph gives information about its topic. The main idea tells the main point, or idea about the topic. Sometimes one or two sentences of a paragraph tell the main idea. The supporting details give examples or more information about the main idea.
a)Paragraph a: topic ?????????????????????? main idea ???????????????????? supporting details ????????????????? b)Paragraph b: topic ????????????????????? main idea ???????????????????. supporting details ????????????????. c)Paragraph c: topic ??????????????????????. main idea ????????????????????.. supporting details ?????????????????..
6.Write a summary of each paragraph. Begin with a sentence about the topic or tittle. Remember this: A summary is a short statement of the main points and important details of reading material. A summary has some words from the reading and some not from the reading. A summary of a paragraph or short article has only a few sentences, it is much shorter than the original. A good summary tells the main idea and the important details in your own words.
Paragraph a ???????????????????????????????????????????????????????????.. ???????????????????????????????????????????????????????????? ???????????????????????????????????????????????????????????? ???????????????????????????????????????????????????????????? ???????????????????????????????????????????????????????????? ??????????????????????????????
Unit 9
?????????????????????????????????????????????????????????????????????????????????????????????????????? Paragraph b ????????????????????????????????? ?????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????? ???????????????????????????????????????????????????????????? Paragraph c ?????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????????....
SUPPLEMENTARY EXERCISES. (OPTIONAL) Part 4. AGENDA -- MEETING -- THE MINUTES
Exercise 1. Read the following agenda. Then read the conversation during the meeting and do the task given below. AGENDA
DATE 4 September TIME 3.30pm VENUE Main conference room
1. Matters arising 2. Firat to present new quotations for building new canteen 3. Andrian to propose changes to staff newsletter 4. AOB Unit 9
Exercise 2. Read the conversation and fill in the action minutes of the meeting.
Exercise 3. Action minutes give a short summary of what was discussed and who will do what at which time. Fill in the action minutes of the meeting above.
MINUTES OF TEAM MEETING. Date: 4th September Present: Cristina, Firat, Lena, Andrian. Time: 3.30pm Absent: Brigit Venue: Main conference room Minute taker: (1)??.. Unit 9
Next meeting: (10)
Venue: Main conference room
Exercise 4. Check your understanding. Sentences 1-8 report what somebody said. Sentences a)-h) are what the person said. In each group of four match the sentences with similar meanings.
Exercise 5. Now read the full minutes from the meeting between Cristina, Firat, Lena and Andrian. Minutes of meeting ? 4th September. Venue: Main conference room Present: Cristina (chair), Firat, Lena and Andrian. Apologies for absence: Birgit Unit 9
1. Matters arising from the previous meeting. Hot-desking. Lena reported that the staff were still not happy about this and warned that the atmosphere in the office was bad and was getting worse. Firat agreed with this. Lena agreed to write a report and promised to have it ready for 8th September. 2. New quotations for building new canteen. Firat presented quotations from Turnbull Construction Ltd and Haines Ltd. Everybody agreed that the Haines proposal was better. Firat agreed to draw up a schedule for the building work and bring it to the next meeting. 3. Changes to staff newsletter. Andrian pointed out that a lot of work was needed for the staff newsletter and that the quality was decreasing. He suggested producing the newsletter every quarter. Lena disagreed with the idea. Andrian agreed to write a proposal of the pros and cons of a quarterly newsletter. 4. AOB Christmas party Lena wandered if the Christmas party could be held in the canteen. She agreed to check the schedule and to report back at the next meeting.
Next Meeting: September 11th in the main conference room.
WRITING. Exercise 6. Work with a partner. Look at the notes from the follow-up meeting with Firat, Lena and Andrian and write up full minutes.
AGENDA
DATE 11 September TIME 15.30 VENUE Main conference room
1. Matters arising 2. Lena to present report on hot-desking and make a proposal 3. Firat to present schedule for canteen building work 4. Andrian to make proposal for quarterly newsletter Team to approve. 5. Lena to report on Christmas party.
Unit 9
Notes: 2. Hot-desking very unpopular. Staff demotivated. Not necessary. Problem can be solved by smaller desks for everyone. Some extra cost involved. 3. Put up temporary tent for canteen 1 November. Problem ? small distance to walk in open. Clear out fittings of canteen 2 - 6 November. Building work 7-20 November. Open new canteen 25 November. 4. Quarterly newsletter ? pros - less time-consuming. More news to report so more interesting, less cost. Cons ? not so up-to-date. Proposal ? quarterly newsletter. Team approved this. 5. New canteen opens on 25 November. Enough buffer time if problems occur. Christmas party in new canteen. ??????????????????????????????????. The end of supplementary part. Part 5. A MEMORANDUM (MEMO)
Exercise 1. Read the text to find out: 1. What we mean by ?memo?? 2. What is included in a memo? 3. If there are different techniques in memo writing 4. Basic rules to be used in memo writing
A memorandum (or memo) is a very common form of business communication which is exchanged between members of the same organization. The memo usually focuses on one message or piece of information, and often requests actions to be taken. It may be sent to a single person or a group of people. There are many different techniques used in memo writing, but several basic rules should always be applied: 1. Since memos are a little less formal than business letters, it is best to use simple language and a neutral tone. 2. Keep your memo clear. Use short, simple sentences. 3. A memo should not be any longer than one page. Most people do not have time to read long memoes. 4. The opening and closing formula can be more direct and less formal than in a letter. Memoes are usually for internal communication. They should include the following headings: To/From/Subject/Date. They should be short and include only relevant information. Points should be arranged in logical order. In longer memoes, it is common to number points. The tone of a memo may be formal, informal or neutral. It is usual to end with your initials rather than a signature. Unit 9
Exercise 2. Phamatec Pharmaceuticals is sending a delegation of executives to Japan for the first time to discuss an important contract, so the executives are going to attend a series of seminars given by Tomomi Moriwake, a Japanese consultant. Read the memo from the Managing Director to Human Resources Manager and match the parts of the memo (1-6) with the descriptions (a-f).
PHARMATEC MEMORUNDUM
1. ?c?DATE 9th June 2. ??..TO Vincent Mills, Human Resources Manager FROM Philip Groves, Managing Director 3. ??..SUBJECT Seminars on Japanese culture and management
Philip 4. ??..The trip to Japan has been confirmed for the 15th of next month. I?ve decided to go ahead with the seminars as we discussed. 5. ??..Could you contact the consultant you mentioned and get back to me about the following: a) the topics she covers; b) short description of each topic; c) whether you think we should use her services or look for someone else. 6. ??.We haven?t much time, so could you do this a.s.a.p. and also check the availability of the executives who will be involved in this training. PG
a) The ?body? of the memo b) A short heading which tells you what the memo is about c) When the memo is sent d) The conclusion of the memo, which often recommends a course of action. e) Name of the person to whom the memo is sent f) A brief introduction to the memo giving the most important information.
Exercise 3. Read the following memo and answer the questions: 1. Who does it concern? 2. Who is it written by? 3. When was it written? 4. What is the subject of the memo? 5. What is the style of the memo? 6. What is the memo ended with?
Unit 9
MEMO
DATE 18 April TO All department heads FROM Patricia Marchand, General Manager SUBJECT Visit of German agent
Please note that Katya Schmidt, our German agent, will be visiting the company on Friday, 26 April. There will be a meeting on that day at 11.30 am in the Boardroom, which you should all attend. Ms Schmidt will be presenting her marketing plan for expanding sales in the German market. If you wish to join for lunch at a local restaurant, please let me know as soon as possible. Exercise 4. A memo is an internal communication. Read the memo below and answer the following questions: 1. Who sent it? 2. Who will read it? 3. What is the problem? 4. What is the background? 5. When will it be solved? 6. What is the style of the memo? Is it more formal or informal?
MEMO
TO All staff FROM The pay office SUBJECT Delay in payment of salaries
We are sorry to inform you that there will be some delay in paying salaries this month. This is because of difficulties with the new computer system. We will make every effort to solve the problem within the next two or three days and expect to be able to pay all salaries by the end of the month.
Thank you for your patience and understanding.
Exercise 7. Lee Jones, the telecommunications manager at Allsop Trading, sent a memo making a recommendation. The sections of the memo a-g) have been mixed. Look at the framework below. Then order the sections of the memo appropriately by writing the letter for each section in the correct order.
Unit 9
FRAMEWORK.
UNIT 10. Part 1. MAKING MEETINGS EFFECTIVE.
I.Read the text and define whether the author is for or against meetings?
What?s a meeting? In the ideal world, a meeting is a chance for people with shared or developing interests in a common theme to come together to further develop those interests.Bythe end of the meeting, something should have changed ? participants may have agreed on something new, discovered something new or changed their thinking about something. Whatever the purpose of the meeting, it should result in some change, whether immediate or as a result of the meeting. A good meeting is action focused. It?s not simply a talking shop, but a productive mechanism for making things happen. Just as the best production line streams out high-quality goods as efficiently and effectively as possible, so the best meeting generates focused actions as efficiently and effectively as possible.
Effectively ? doing the right things Efficiently - doing things right
It has been estimated that11 million meetings take place in the USA Every day and that most professionals attend nearby 62 meetings per month. Research suggests that more than 50 per cent of this meeting time is wasted time. If each meeting is just one hour long, this means that people are spending 31 hours every month in unproductive meetings. Most people meeting regularly say they daydream (91 per cent), miss meetings (96 per cent), or miss parts of meetings (95 per cent). Many (73 per cent) say that they bring other work to meetingsand 39 per cent say that they have fallen asleep during meetings. Whether or not it is reasonable to extrapolate these figures for other nations based on their relative population size, you can see that meetings have received a bad press over years and quite deservedly so. Bad meetings lack purpose and focus and are badly chaired; the agenda is unclear or absent, dominant people use the meeting as a platform for their own political or personal interests and others feel that they have no choice. Meanwhile, business is all about conversations. Whether you are in manufacturing, a service industry, farming, a local or national governmentdepartments, working as a sole trader or are the chief executive officer of a global company, we all ultimately do business by talking to each other. We can hold our conversations one to one or in groups, in small, formal or informal gatherings, in major conferences or through social media. We cannot avoid meetings! (from ?Successful meetings? by David Cotton) Unit 10
Exercise 1. Discussing the reading. Talk about your answers to the following questions? a) What?s your idea about meetings? Are they necessary and important or simply a waste of time? b) What is the purpose of a meeting? c) What should a meeting result in? d) Can you think of any alternatives to meetings?
Exercise 2. Read the text again and answer the questions: 1) What makes a good meeting? 2) What makes a bad meeting? Write down your answers in a table given below:
Good meetings Bad meetings 1??????????.. ??????????? 2 ??????????.. ??????????? 3??????????.. ???????????. 4??????????.. ???????????. 5??????????. ??????????... ???????????? ???????????. ???????????. ???????????etc.
Text II. Read the following text through quickly to find the answers to the following questions. Remember you do not need to understand every word in order to answer the questions. 1. What is the text about? 2. Which is the best title for this test? Write it down in the place: ?Title: ?.? a) Reasons to hold a meeting. b) Reasons not to hold a meeting. c) The purpose of holding regular meetings? d) Making meetings effective. 3. How many reasons not to hold a meeting are mentioned? Name them in order of appearance.
Title : ?????????????????????????
Let?s think about some good reasons not to hold a meeting and get these out of the way, so that we look positively at good reasons to meet and how those reasons can be translated into productive effort. Actually it doesn?t matter on which day of the week the meeting is held. The regular monthly, weekly or daily meeting suffers from the very reason it was initiated ? its regularity. The first time a team decides to meet regularly, there is relative Unit 10
enthusiasm. People see the point. It?s a chance to get together as a team, talk about things of mutual interest and share information which may be useful to others. It doesn?t take long for meeting to turn stale and for people to start attending out of a sense of duty or fear of reprisals. People go over the same old ground, jokes are repeated and the same people use it as a platform for their own intentions whether or not these are relevant to the subject of the meeting. Regular meetings tend to reflect short-term thinking. The danger in focusing on the short-term is that you miss longer term trends and read too much into glitches or exceptional situations. It?s important, of course, to rectify immediate problems, but it?s more important to assess how an organization is performing over a long period. The sole purpose of the ?blame fest? seems to be to point fingers at any hint of underperformance. If you think in the short term, you?re more likely to find fault with individuals based on a single error or on a single week in which they appeared to underperform. The blame fest is a power play for the person who runs the meeting and is desperately embarrassing for participants who may wonder. ?Will it be my turn this time?? While teams often perform well for limited periods under pressure, they do not perform well out of fear, and blame fests simply make people frightened. Perhaps meetings are not a great forum for information sharing. We have excellent electronic tools for just this. Often, organizations hold meetings to share information because they think their employees do not read important e-mailed information. If a piece of information is relevant to someone?s job and they either do not read or do not act on it, then that becomes a management issue rather than a reason to hold meetings. One example of useful information-sharing software is Lotus Notes, which is designed to allow teams to share information using ?databases? which are really information-sharing. In organizations where Notes is well used, teams are kept completely up to date on everything their members are doing. They do not need to meet to share this knowledge ? they already have it, whether they are working in the same location or are geographically spread.
Exercise 1.Read the text carefully, looking up anything you do not understand. Use a dictionary to find out the meaning of every unknown word. My list of unknown words. translation 1)?????????????????????. 2)?????????????????????.. 3) ?????????????????????. 4)?????????????????????.. 5)?????????????????????. 6)?????????????????????.. 7) ?????????????????????. 8)?????????????????????.. 9)????????????????????????? Unit 10
10)????????????????????????? 11)????????????????????????? 12)????????????????????????? 13)????????????????????????? 14)????????????????????????? 15)?????????????????????????. 16)?????????????????????????.. 17)?????????????????????????.. 18)?????????????????????????.. 19)?????????????????????????.. 20)?????????????????????????.. 21)?????????????????????????? 22) ?????????????????????????. 23) ?????????????????????????. 24 ?????????????????????????.. 25)?????????????????????????. . Check your vocabulary Exercise 2. Translate the following words and word combination into the Russian language. 1) good reasons ??????????????????????. 2) hold a meeting ??????????????????????? 3) to get something out of the way ????????????????. 4) productive effort ?????????????????????.. 5) it doesn?t matter ??????????????????????? 6) to initiate ?????????????????????????. 7) get together ????????????????????????.. 8) see the point ????????????????????????? 9) mutual interest ????????????????????????. 10)share information ??????????????????????.. 11) to take long ????????????????????????? 12) to turn stale ?????????????????????????. 13) to attend out of a sense of duty ?????????????????.. 14) fear of reprisals ???????????????????????. 15) to go over the same ground ??????????????????. 16) intentions ?????????????????????????.. 17) reflect short term thinking ??????????????????. 18) to miss new trends ?????????????????????? 19) to assess ??????????????????????????.. 20) the sole purpose ???????????????????????.. 21) the blame fest ???????????????????????? 22) to point fingers at somebody ?????????????????? 23) to find fault ????????????????????????.. Unit 10
24) underperform ???????????????????????.. . ? 25) run a meeting???????????????????????.. 26) to make people frightened ??????????????????? 27) information sharing ?????????????????????.. 28) information-sharing software ?????????????????? 29) to share the knowledge ????????????????????. 30) teams are kept up to day ?????????????????????. ????????????????????. Exercise 3. Check your understanding. Answer the following questions: 1. Why should we talk about reasons for not holding a meeting? 2. Is it important to choose the right date or day for a meeting? 3. What does the regular monthly, weekly or daily meeting suffer from? 4. When does a team express the enthusiasm? 5. What are the reasons for the team?s enthusiasm? 6. Is it good to hold regular meetings? Why? Why not? 7. What happens with people regularly attending meetings for long? 8. What do we mean by ?short-term? thinking?? 9. What do regular meetings tend to reflect? 10. What is the danger in focusing on the short term? 11. Which is more important for a company: to assess its performance over a shorter or longer period? 12. What does ?blame fest? mean? 13. What is the purpose of the ?blame fest?? 14. How do blame fests make people feel? 15. Why do people think that meetings are not a great forum for information sharing? 16. What do you know about Lotus Notes? 17. What are the bad reasons to hold a meeting?
Exercise 4. Read the following characteristics for a good (successful) meeting. Do you find them important, necessary, possible or unhelpless? 1. good preparation 2. good chairing 3. not many people 4. all views presented 5. polite discussion 6. consensus of opinion 7. clear objectives 8. good planning of resources and equipment 9. social elements if the meeting is with people from outside the company 10. refreshments as appropriate
Unit 10
Text 1. Allen Case, an engineer, is talking about the characteristics of successful business meetings. He makes five of the eight points below. Read the conversation and identify the correct order of these points: 1. There is a written agenda. 2. Clear objectives ? known to everyone. 3. Respect for the time available/time-planning 4. Good chair ? effective control. 5. Emotions are kept under control. 6. Good preparation. 7. Everyone gets to say what they need to say.
Question: ?What do you see as the most important characteristics of a successful meeting?? I think it?s important that everyone is well prepared. Certainly everyone should prepare for the meeting ? which is possible in all cases except emergency meetings where there?s no time for much preparation. A second point is that in every case people should understand the objectives of the meeting. Also, the role of the chair is important. The chair should do a good job, keep control and keep the meeting focused on the objectives. That means the meeting reaches its aims. Question: ?And what about the timing of the meeting?? I agree the meeting should keep to the timing ? start and finish on time. That?s also important.
Text 2. Read the text and think about three questions based on the text. Write down your questions and be ready to discuss them with your partners in the classroom.
1)??????????????????????????. 2) ??????????????????????????.. 3) ??????????????????????????.
It is generally agreed that successful meetings make successful companies. However, many professionals complain that meetings are often unproductive and too long. Discussions are regularly dominated by participants with large egos and hours of talking ends without any clear result. Consequently, many companies get help from specialised consultants, who give advice on how to make meetings more effective. Here are some ideas for making a successful meeting. Which do you consider crazy (c) or good (g) for using? 1. singing at meetings; 2. dressing in strange clothes at the meetings; 3. clear aim; Unit 10
4. active listening to other people?s ideas; 5. be always prepared for the meeting; 6. attach a time limit to each point; 7. having private discussions during the meeting; 8. long speaking; 9. giving everyone a chance to put forward their views; 10. using strict rules to keep order. Now read the suggestions made by a consultant about meetings. Which of the ideas above are discussed in the text?
If a meeting is to be productive, it should have a clear and stated purpose that all the participants know and understand. You should appoint a chairperson who manages and controls the meeting. You must write an agenda, or list of items to be discussed and sent it to all the people concerned. They should prepare for the meeting and come to it with ideas to contribute. You have to attach a time limit to each point, otherwise there is a risk that some of the items will not be dealt with at all. You ought to limit the meeting to 90 minutes. If not, you have to schedule breaks into the agenda. You don?t need to invite all the important staff members to every meeting. But you should send other senior staff members the minutes or summary of what was discussed. The minutes should include a clear summary of the important points ? you don?t have to include everything that was said at the meeting. However, you need to include actions decided upon at the meeting. Lastly, the minutes should be sent within twenty-four hours. It is essential to keep the meeting?s results and future actions clear in everyone?s mind.
VOCABULARY. Exercise 1. Give the Russian equivalents:
Unit 10
Exercise 2. Match each item in the box to its definition below. Then translate the words into Russian.
the minutes, staff, chairperson, agenda, summary, actions, schedule, breaks, contribute, appoint
WRITING.
Exercise 3. You are going to participate in the discussion on ?Effective meetings.? To make the discussion more effective write down six questions of different types (general or closed, special or open, tail-question, alternative) and be prepared to present your questions to the others.
Date: 2016-06-12; view: 8424
|