1. Organizing Meetings

3. 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?
...

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

5. before a meeting
meeting room
venue/location

6. microphone, agenda, name-card

7. speakers
refreshments

8. 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

9. 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

10. 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

11. 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?

12. 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

13. 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.

14. 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.

15. during a meeting
taking minutes

16. 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

17. after a meeting
minutes

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

19. 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

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

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

22. Thank you!