《 Professional English for Secretaries 》 Unit 5 Meeting Arrangements Task 2 Meeting Notice 1

Handling a Meeting Notice through Microsoft Outlook Reference: 1. address book / attendant 1. set up their ______ which includes the address of each ______of all the meetings

Reference: 2. Plan a Meeting / Actions menu 2. select the_______ function from the___________ Handling a Meeting Notice through Microsoft Outlook

Reference: 3. attend the meeting 3. select those users who will__________ Handling a Meeting Notice through Microsoft Outlook

Reference: 4. pick a time /free 4. The Resources option in Outlook can help the secretaries_________ for the meeting when everyone attending is_________. Handling a Meeting Notice through Microsoft Outlook

Reference: 5. the description of the meeting /the Location/ time and Date / send the entire file 5. Copy and paste____ from Excel, enter____, _____of the meeting, and then_______. Handling a Meeting Notice through Microsoft Outlook

Format of a Meeting Notice Reference: 1. Recipients of the notice 2. Day of the week, date and time of the meeting. 3. Location of the meeting 4. subjects to be considered

Reference: 5. Name and telephone number of a person who may be contacted Format of a Meeting Notice

1.Attendants 2.Day and time 3.Location 4.Materials 5.Means of contact 6.Subject 7.Presentation arrangements 8.Procedures of asking for leave Find some useful phrases and structures from page 80 to page 82

Attendants This notice announces a forthcoming meeting of the purchasing department. Useful phrases and structures Day and time The manager is going to convene an emergency meeting at 4:00 p.m., July 7… Location …in the meeting room of the Purchasing Department

Materials 1. Electronic comments should be submitted to the department secretary no later than May 11 th. 2. Written proposals may be made to the contact person on or before October Background material will be available to you no later than 2 business days before the meeting. Means of contact 1. Please call for up-to-date information on this meeting. 2. You should always check the company’s OA system to learn about possible modifications before coming to the meeting. Useful phrases and structures

Subject 1. …to discuss the following items ： … 2. The discussion of the meeting will focus on several areas of interest which include:… 3. Participants may present data, information, or views, within limited time during the meeting. Presentation arrangements Those desiring to make oral presentations should notify the contact person and submit a brief statement. Useful phrases and structures

Procedures of asking for leave In the event that you will be unable to attend this meeting, you are supposed to submit two or more proposals relating to the above two items with your autograph to Linda Wang before July Useful phrases and structures

Write a meeting notice according to the following Chinese hint 假设你是一家外贸公司的品质管理部秘书，部门经 理想召集本部门的经理助理以及所有的质量工程师 和质量检验员开一个会议，讨论制定公司年度质量 计划，并搜集分析最新的国内外相关行业技术信息 及国家相关政策等。请你经过各方面协调安排会议 时间地点并发送会议通知。 -Writer of the notice_________ -person who initiate the meeting_________ -attendants _________ -subject _________ -time and place _________

Step 3 / Practice 1: “Complete the Task” exercises /task-analysis （ Scene 1 ） 通知作者：外贸公司品质管理部秘书 会议发起人：部门经理 参会者： 1. 经理助理 2. 质量工程师 3. 质量检验员 会议主题： 1. 制定公司年度质量计划 2. 分析国内外相关行业技术信息 3. 分析国家相关政策 会议时间、地点：秘书统筹安排

Step 3 / Practice 2: “Complete the Task” exercises /reference (Scene 1) MEETING NOTICE To: assistant managers, all of the quality engineers and quality inspectors of the Quality Management Department From: Lizzy Chen, the secretary Date: May 10 th, 2009 Time: 2:30 p.m.-3:30 p.m. The manager of our department will be holding a meeting at the No. 3 meeting room on the fifth floor. The agenda of this meeting are expected to include the following topics:

Step 3 / Practice 2: “Complete the Task” exercises /reference (Scene 1) 1 ． Discuss and make a plan of the Company’s annual Quality Plan. 2 ． Collect and analyze the latest technical information of the industry both home and abroad. 3 ． Collect and analyze relevant national policies. Please get ready with the relevant materials and arrive on time.

谢谢！ Thank you! 18