DISCUSS: Importance of meetings today Types of meetings Reasons for holding meetings Drawbacks of meetings Size and duration of meetings Chairperson Read handout to learn more!

verb + meeting How many can you think of? call arrange schedule hold cancel postpone (put off) reschedule attend moderate chair +a meeting

People involved the chairperson chairman, chairwoman, chair (n., v.) Jim will chair (v.) the meeting next week. And who is chair (n.) today? the participants the secretary (?)

Chairing a meeting What is the chairperson is in charge of? Read pg 5 and complete: ________ the meeting: introducing the objectives, agenda, participants, procedure, timing and output ___________________: interrupting & encouraging the speakers ___________ (time & agenda) ____________ (what has been said or agreed) _________ (defining action points and closing)

Chairing a meeting What is the chairperson is in charge of? Read pg 5 and complete: Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output ___________________: interrupting & encouraging the speakers ___________ (time & agenda) ____________ (what has been said or agreed) _________ (defining action points and closing)

Chairing a meeting What is the chairperson is in charge of? Read pg 5 and complete: Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output Facilitating and moderating: interrupting & encouraging the speakers ___________ (time & agenda) ____________ (what has been said or agreed) _________ (defining action points and closing)

Chairing a meeting What is the chairperson is in charge of? Read pg 5 and complete: Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output Facilitating and moderating: interrupting & encouraging the speakers Controlling (time & agenda) ____________ (what has been said or agreed) _________ (defining action points and closing)

Chairing a meeting What is the chairperson is in charge of? Read pg 5 and complete: Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output Facilitating and moderating: interrupting & encouraging the speakers Controlling (time & agenda) Summarising (what has been said or agreed) _________ (defining action points and closing)

Chairing a meeting The chairperson is in charge of: Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output Facilitating and moderating: interrupting & encouraging the speakers Controlling (time & agenda) Summarising (what has been said or agreed) Concluding (defining action points and closing)

Participants (Attendees) Participants take ______ in the discussion giving and seeking ________ agreeing / disagreeing ____ colleagues _i__________ speakers __________ on reports / policies / rules __________ solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking ________ agreeing / disagreeing ____ colleagues _i__________ speakers __________ on reports / policies / rules __________ solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking opinions agreeing / disagreeing ____ colleagues _i__________ speakers __________ on reports / policies / rules __________ solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking opinions agreeing / disagreeing with colleagues _i__________ speakers __________ on reports / policies / rules __________ solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking opinions agreeing / disagreeing with colleagues interrupting speakers __________ on reports / policies / rules __________ solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking opinions agreeing / disagreeing with colleagues interrupting speakers commenting on reports / policies / rules __________ solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking opinions agreeing / disagreeing with colleagues interrupting speakers commenting on reports / policies / rules suggesting/proposing solutions _______ mini-presentations

Participants (Attendees) Participants take part in the discussion giving and seeking opinions agreeing / disagreeing with colleagues interrupting speakers commenting on reports / policies / rules suggesting/proposing solutions giving mini-presentations

Meetings (do’s and don’t’s) - chair and participants 1 Call a meeting if you are clear about its purpose. 2 Circulate a memo several days in advance. 3 Hold a meeting on a Friday afternoon. 4 Sneak in if you are late. 5 Hold a meeting in the morning. 6 Come unprepared. 7 Invite the whole department (as many people as possible). 8 Circulate the minutes after the meeting. 9 Circulate the minutes before the next meeting. 10 Draw out quieter members of the group.

Meetings: do’s (+) and don’t’s (-) chair (C) and participants (P) 1 Call a meeting if you are clear about its purpose. +, C 2 Circulate a memo several days in advance. +, C 3 Hold a meeting on a Friday afternoon. -, C 4 Sneak in if you are late. -, P 5 Hold a meeting in the morning. +, C 6 Come unprepared.-, C & P 7 Invite the whole department (as many people as possible). -, C 8 Circulate the minutes after the meeting. +, C 9 Circulate the minutes before the next meeting. +, C 10 Draw out quieter members of the group. +, C

Meetings: do’s (+) and don’t’s (-) - chair (C) and participants (P) 11 Make a constructive contribution to the discussion. (Do not speak if there is nothing new to say) 12 Call a meeting on a routine basis. 13 Single out individuals for personal criticism. 14 Arrive late. 15 Be afraid to say “I don’t know”. 16 Save critical comments for a private occasion. 17 Dominate the meeting. 18 Apologise and find a seat quickly and quietly (if late).

Meetings: do’s (+) and don’t’s (-) - chair (C) and participants (P) 11 Make a constructive contribution to the +, P discussion. (Do not speak if there is nothing new to say) 12 Call a meeting on a routine basis. -, C 13 Single out individuals for personal criticism. -, C 14 Arrive late. -, C & P 15 Be afraid to say “I don’t know”. -, C & P 16 Save critical comments for a private occasion.+,C&P 17 Dominate the meeting. -, C & P 18 Apologise and find a seat quickly and +, P quietly (if late).

REVISE NOW Using your notes and the Reader draft a mind map about meetings Include as many key concepts and relevant vocabulary as possible TIME: 5 min Exchange it with your colleague Can you improve it? DO! → HW: RB, p 6

Reading: Meetings Are a Matter of Precious Time handout

Meetings are a Matter of Precious Time The New York Times (Jan 18, 09) RB, p 12

IF READING IS DIFFICULT:  read the text to understand it in Croatian  look up the words you don’t understand  (retell the text in Croatian)  (translate the whole text into Croatian sentence by sentence)  identify collocations  identify key business terms in each sentence  find definitions for business terms  make a list of collocations for each text you read  make a list of phrasal verbs(e.g. run into = meet) and prepositional phrases (e.g. by heart )  do vocabulary tasks before or after the text

Read & underline words & expressions you don’t understand in pg 1

Pg. 1 - Rephrase / explain  We are discussing an employee productivity initiative. What is being discussed?  A self-appointed parliamentarian interjects a long story. Who? What is this person like?  The woman calls it quits. What happens?

Pg. 2  Which is better distress or stress?  What should the leader assign? Pre-meeting preparation tasks.  Translate to English: u pravilu baviti se problemima

Pg. 3 Time is money but we don’t value our time properly.  Compare time & money using the following terms  Time or money? Valuable resource Move between accounts Use on demand, save Perishable Replenishable Steal, waste Come up short Can’t earn extra

Pg. 3 In theory, we like to convert time to money, and the reverse.  Compare time & money using the following terms  Time or money? Valuable resourceT Move between accountsM Use on demand, save, get moreM PerishableT Not replenishableT Steal, wasteT Come up shortT Can’t earn extraT

Pg. 4  When we choose where to invest our time, as opposed to where to invest money, we are more likely to neglect what else we could have done with it. Can you replace the part in italics by two words?  Blaming everyone, including ourselves. Three words?  Consequences?

Pg. 4  When we choose where to invest our time, as opposed to where to invest money, we are more likely to neglect what else we could have done with it. Can you replace the part in italics by two words? = opportunity costs  Blaming everyone, including ourselves. Three words? = diffusion of responsibility  Consequences?

Read to the end –phrases to help you understand  The other way around  Full payment  Not involved, not interested  Nevertheless, however  To change into sth., to transform  Spread, dispersion  Interrupt with, throw in  Making fortunate discoveries by chance

 The other way around → reverse  Full payment  Not involved, not interested  Nevertheless, however  To change into sth., to transform  Spread, dispersion  Interrupt with, throw in  Making fortunate discoveries by chance →→

 The other way around → reverse  Full payment → payoff  Not involved, not interested  Nevertheless, however  To change into sth., to transform  Spread, dispersion  Interrupt with, throw in  Making fortunate discoveries by chance

 The other way around → reverse  Full payment → payoff  Not involved, not interested → disengaged  Nevertheless, however  To change into sth., to transform  Spread, dispersion  Interrupt with, throw in  Making fortunate discoveries by chance →→

 The other way around → reverse  Full payment → payoff  Not involved, not interested → disengaged  Nevertheless, however → nonetheless  To change into sth., to transform  Spread, dispersion  Interrupt with, throw in  Making fortunate discoveries by chance →→

 The other way around → reverse  Full payment → payoff  Not involved, not interested → disengaged  Nevertheless, however → nonetheless  To change into sth., to transform → convert  Spread, dispersion  Interrupt with, throw in  Making fortunate discoveries by chance

 The other way around → reverse  Full payment → payoff  Not involved, not interested → disengaged  Nevertheless, however → nonetheless  To change into sth., to transform → convert  Spread, dispersion → diffusion  Interrupt with, throw in  Making fortunate discoveries by chance

 The other way around → reverse  Full payment → payoff  Not involved, not interested → disengaged  Nevertheless, however → nonetheless  To change into sth., to transform → convert  Spread, dispersion → diffusion  Interrupt with, throw in → interject  Making fortunate discoveries by chance

 The other way around → reverse  Full payment → payoff  Not involved, not interested → disengaged  Nevertheless, however → nonetheless  To change into sth., to transform → convert  Spread, dispersion → diffusion  Interrupt with, throw in → interject  Making fortunate discoveries by chance → serendipitous

Meaning from context? spills over self-conscious peppered with chime in replenishable disengaged participant the reverse nonetheless assign / give credit fatal flaws serendipitous payoff float incentive system convert self-appointed interject assign blame perishable good diffusion of responsibility half-baked tangible goals tangible progress opportunity cost (in)effective meeting ANYTHING TO ADD?

Could you complete the phrase? Adjective + noun ...participant ...flaws ...good ...goals,...progress ...cost ... solutions

Try again...  disengaged...  fatal...  perishable...  tangible..., tangible...  opportunity...  half-baked...

Verb + noun  set objectives  assign tasks  perform below their capacity  value time  convert time to money  move between accounts  take responsibility/blame  assign responsibility/ blame  call the meeting  voice dissatisfaction

Complete the phrase... ... objectives ... tasks ....below their capacity ... time ... time to money ... between accounts ... responsibility ... the meeting ... dissatisfaction

Try again...  set...  assign...  perform...  value...  convert...  move...  take...  assign...  call...  voice...

Position the following headings in the text  Main reason for unproductive meetings  Chairperson’s responsibility  How to make meetings more effective  Participants’ part of the guilt

Headings (position in the text)  Participants’ responsibility (pg.1)  Chairperson’s responsibility (pg.2)  Reason for unproductive meetings (pgs. 3, 4)  How to make meetings more effective (pgs.5,6)

Optional : Read the text and write one paragraph on the topic below Meetings: Time vs. Money According to professor Robert S. Hamada (The New York Times of 18 January 2009),...