Organizing Meetings

Have you ever organized a meeting? Have you ever attended a meeting? class meetings association meetings ... Have you ever organized a meeting? ... How to organize a meeting? ...

How to organize a meeting before a meeting: time, venue, agenda... during a meeting: presentation, taking minutes... after a meeting: minutes...

before a meeting meeting room venue/location

microphone, agenda, name-card

speakers refreshments

A: Is the room ready for the , Cathy? Background: There is a business conference in the afternoon. Cathy Lee, the secretary, is preparing for the conference. Mr. Smith, the boss, is asking the secretary about the preparation. A: Is the room ready for the , Cathy? B: Yes, Mr. Smith. The room has been cleaned and all the chairs are in the position. A: How about the and ? B: I also have got them for the meeting. A: Good. Have you prepared some paper and pencils for the ? conference microphone speakers participants

B: Yes, paper and pencils have been laid by their on the conference table for each attendee. I've also put the minutes-book and some paper copies of the the table. A: Thank you. I've come to tell you that you'll have to take the this afternoon? B: Should I write down every word that everyone says. A: No, you needn't. That's very difficult and hardly ever necessary. You just make a note of the topics that are discussed and the result of the discussion. B: And should I the minutes from the notes? A: Yes, of course. name-card agenda minutes type out

before a meeting purpose time — when will a meeting start location/venue — where will a meeting be held participants — who will be attending the meeting assistant/receptionist — help find materials needed equipments — such as microphone, speaker... name-card — cards of names placed on the table refreshments — coffee, donuts, fruit, juice, cookies... confirmation — confirm everything is ready for a meeting agenda — prepared and distributed in advance

purpose aim objective purpose Why does the organizer scheduling this meeting? aim objective purpose What does the organizer want to accomplish or gain? What information will be exchanged or decisions made?

agenda title (e.g., evaluation review meeting), time — make sure every attendee knows it date — available on the day venue — clean and comfortable items discussed — names of persons responsible for covering each item participants — not allowed to be absent

performance Task: Your hotel manager receives quite a few complaints about the attitude and professionalism of the reception staff. He will hold an informal meeting to discuss the possible reasons and make suggestions to resolve the problem. As the secratary of the general manager, you are going to develop an agenda for this meeting.

An agenda is crucial to meeting success in three ways: 1) it clarifies the objectives so people understand the meeting purpose and tasks; 2) distributing the agenda prior to the meeting helps participants plan and prepare to make an effective contribution; 3) during the meeting, the agenda provides direction and focus for the discussion.

during a meeting taking minutes

during a meeting time － start on time, end early facilitator/presider － who will give the presentation presentation — What to say at the beginning and also at the end of a meeting? taking minutes — meeting record

after a meeting minutes

after a meeting organized or typed minutes － should be handed in assignments － check the minutes by every participants

minutes sample title: minutes of investing abroad meeting date: Oct. 21, 2012 time: 9:00 am venue: conference room presiding: Joe Black present: Richard Steward, Daniel Smith... absent: Geoge Brown brainstorming:Richard Steward presented... Daniel Smith gave details... Michael Wang argued that... decision: the committee concluded that... name of person taking minutes: Emmy Lee

perfomance Task: You're to organize a meeting of introducing a new product at Victoria Hotel. Speaking out the list of your arrangements.

Home work role play: You're the sales manager in a toy company. Hold a meeting to discuss Christmas promoting.

Thank you!