Unit 5 Business Meetings Essay

Submitted By Eddy-Cooper
Words: 3803
Pages: 16

Learning Objectives
 Chairing a meeting
 Asking for and giving opinions or suggestions
 Agreeing or disagreeing
 Writing a meeting agendas and taking minutes

◆ Warm-up Practice
◆ Listening Task
◆ Speaking Task
◆ Reading Task
◆ Writing Task
◆ Follow-up Practice

We need to discuss some questions about what we are going to learn in this unit. Sure, that’ll help us understand better about what we are asked to do.

1. Business Meetings
To make a good meeting which brings people together, facilitates decision making, and assists people in taking responsibility, an agenda comes first. An agenda helps structure the meeting and keep track of what is being discussed. After a meeting, minutes, which are the agreed record of discussion and decision made, are usually required to record permanently the proceedings of a meeting, as well as to provide a basis for action.

2.Read the following tips for meetings
Tips for Successful Meetings
a) Know the goal of the meeting.
b) Pick an appropriate time.
c) Set an agenda.
d) Review the agenda before starting the meeting.
e) Set a time limit for the meeting so people can plan accordingly.
f) Stay focused on one topic, so that there are no side conversations. g) Record resolution on any items discussed
h) Solicit comments from all members.
i) At the end of the meeting, summarize the decisions that have been made.
j) End the meeting on time. Never let a meeting run long. Again, stick to your original plan.

3. Discuss the following questions:
1) Which do you think are the five most important tips? Why?
2) Which of the tips do you disagree with? Why?
3) Can you add more tips as advice for holding meetings?
4) Why do we have meetings?
5) Discuss in pairs or groups whether you like meetings. Why or why not?

Ten Secrets of Super Successful
Meeting Planners


Planning and organizing
Taking care of details
Practicing smart marketing
Being a team player
Knowing how to manage time
Negotiating skillfully
Applying a positive attitude
Evaluating results
Being a perpetual learner
Keeping a sense of humor

1. Decide whether you really need to call a meeting. Can the issue be resolved by an individual or a conference call?
2. Determine who needs to attend. Try keeping the number of attendees small, as large meetings get unwieldy. Suggest that people attend only the parts of the meeting that involve them. This way you can keep the discussion more focused.
3. Set definite starting and stopping times.
4. Prepare an agenda. Explain the goal of the meeting; if there are many goals, decide which ones command priority, and make this clear.
5. Circulate the agenda in advance to allow attendees to prepare.
6. Assemble visual aids such as charts, handouts or slides.

7. Start off the meeting with straightforward, easily resolved issues before heading into thornier ones. 8. Allocate a specific amount of time for each issue. Move through issues, allowing for discussion but discouraging digression or repetition. Use a timer to help monitor the time. 9.Postpone discussion until the end of the meeting if debate on an issue runs overtime. Make sure to cover the other issues on the agenda. 10.Follow up: Circulate copies of the minutes after the meeting to remind everyone of conclusions and action plans.

11. Schedule a meeting before lunch, at the end of the day, or immediately before another one to prevent it from becoming too long. 12.Keeping the meeting positive. Try having a 5-minute recognition period where people are given a chance to show recognition to co-workers who have done a good job or worked extra hard on a project.
13. Stand-up meetings. If you are meeting to discuss just a few items or issues, have a stand-up meeting! Participants are more likely to keep on task and reach a consensus on their feet than in a