1. Unit 4
At a Meeting

2. Learning Objectives
1. understand the basic vocabulary related to meetings
2. identify and understand basic aspects of meeting planning
chair a meeting
ask for and give opinions
agree and disagree with an idea
make suggestions

3. Basics of Meetings
Business people spend quite a lot of time on meetings, and meetings come in all shapes and sizes, ranging from formal committee meeting to informal one-to-one meetings.
There are several reasons why meetings are held:
I. Reaching decisions in a meeting means that all the participants can feel more committed to the decision.

4. II. Information is available to more people.
III. Different and unexpected ideas can be contributed.
IV. Meetings can lead to more imaginative and informed decisions----often more courageous decisions than one person might feel brave enough to make.

5. Some of the drawbacks of meetings are:
I. More time is required than if one person makes the decisions.
II. There’s more talk (and is sometimes irrelevant and repetitive).
III. There’s more group pressure.

6. Part I Warm-up Brainstorm the information concerning a meeting.
What do we call it? a conference
Who participates? chairperson
What do we do? negotiate
What’s the atmosphere like? positive
What will be the result? fruitful
a meeting, a discussion, a get-together
chairman/chairwoman, delegate, colleague
brainstorm, discuss, decide, propose, exchange ideas, recommend, postpone
friendly, collaborative, participative, cooperative, negative, unfriendly, hostile, competitive, uncooperative
a useful, productive, helpful, positive, stimulating, interesting, efficient, useless, fruitless, unproductive, pointless, boring, a waste of time

7. Part II Listening Practice
Task 1
Here are nine different tasks for a business meeting. First complete the tasks with what you hear. Then decide to which column each task belongs and fill out the chart. The first one has been done for you.
list
(1) Distribute the _____ of action points.
(2) Distribute the ______ of a meeting.
(3) Circulate the ______ of a meeting.
(4) Make a(n.) _______.
(5) ______ information and feedback.
(6) Decide on the _____ of a meeting.
(7) ____ the minutes of a meeting.
(8) ________ seating.
(9) _____ participants and confirm attendance.
agenda
minutes
decision
Collect
topic
Write
Arrange
Invite
Before a meeting
(2) (6) (8) (9)
During a meeting
(4) (5) (7)
After a meeting (1)
(3)

8. Part II Listening Practice
Task 2
1. You will hear some business people talking about things that can go wrong at meetings. Complete the sentences and tick three items that you consider the top causes of meeting ineffectiveness and then state your reasons.
purpose
(1) Sometimes the participants don’t know the _________ of the meeting.
(2) People often start to ______ and then they get angry with each other.
(3) Lots of meetings I go to have no ___________.
(4) What often happens is that the ___________just rushes through the agenda, in order to finish the meeting on time.
(5) Well, often some members are ______, so we have to sit there ________ until everyone arrives so that the meeting can get started.
(6) The meeting finishes late because __________ time is allowed for discussion.
(7) Yes, but not all the items on the agenda are __________.
(8) I’ve been to so many meetings that end without any __________ being made.
(9) No one is asked to __________ and keep the minutes of the meeting.
(10) The chairperson doesn’t control the __________ and everyone talks at once.
argue
written agenda
chairperson
late
waiting
write
dealt with
decision
take notes
discussion

9. Part II Listening Practice
Task 2
2. Having meetings with people from other countries can be very difficult, if you don’t understand the way they think. You will hear an experienced businessman telling his impressions about different culture groups. Take notes when you listen and then decide whether the statements are true(T) or false(F).
____ (1) Trust is the most important thing for Koreans.
____ (2) If you speak their language, your Japanese clients will be pleased.
____ (3) French businessmen seldom offer any opinions unless they are sure about what they want to say.
____ (4) British people will keep quiet when there is a business problem.
____ (5) French people will offer you a business opportunity more quickly than the Spanish. T T
Korean F F
improve the situation by saving sth. amusing. T

10. Part III Language Focus A
Chairing a meeting
Opening the meeting
Good morning, everyone. Shall we start?
If everyone has a copy of the agenda, let me first explain the purpose of the meeting.
This morning we’re going to discuss four problems.
First of all, I’d like to introduce two colleagues from our Shanghai office.

11. Part III Language Focus A
Chairing a meeting
During the meeting
Well/Right, let’s look at the first point.
Let’s turn to the second problem.
Shall we move on to the next item on the agenda?
First, I’d like Mr. Mitchell to briefly report the sales of beer in the last few months.
What do you think about this proposal?
Anything to add, Steve?
Well, thank you, Peter. I think that’s clear now.
Could we have some other opinions?

12. Part III Language Focus A
Chairing a meeting
I’m afraid we are getting away from the main subject. Can we get back to the point?
I’m sorry to interrupt you, but I’m afraid we are running out of time.
May I cut in here?
Sorry, I don’t quite follow you. Could you say that again, please?
What do you mean by flexible hours?
Do we all agree on this?
Has anyone got any objection to this proposal?

13. Part III Language Focus A
Chairing a meeting
Closing the meeting
OK. That just about covers everything.
I declared the meeting adjourned.
So, the next meeting wil be on Friday morning at 10:30.

14. Part III Language Focus A
Chairing a meeting
Asking for and giving opinions
What do you think of this?/What do you like about this? I think we need a change.
What's your opinion about this? In my opinion, the number of vehicles in big cities should be limited.
Do you think it's a good idea to invest in a fast food restaurant? I suppose so.
Have you got anything to say about this? I'd like to make one more point.

15. Part III Language Focus A
Follow-up Practice
I’m afraid we are getting away from the main subject. Can we get back to the point? I’m sorry to interrupt you, but I’m afraid we are running out of time.
May I cut in here?
Sorry, I don’t quite follow you. Could you say that again, please? What do you mean by flexible hours? Do we all agree on this?
Has anyone got any objection to this proposal?

16. Part III Language Focus A
Follow-up Practice
1. Listen to the following six short conversations and match them to the descriptions listed below. Write the number of the conversation on the line by the correct description. (Not all descriptions will be used.)
a. Propose an agenda for the meeting.
b. Greeting people as they arrive for the meeting.
c. Calling the meeting to order.
d. Discussing the topics
e. Talking with co-workers or the boss about the topics
which need to be discussedand who should be included
in this discussion and decision.
f. Calling people and inviting them to the meeting.
g. Closing the meeting.
h. Making decisions about the topics.
Conversation 1
Conversation 2
Conversation 3
Conversation 4
Conversation 5
Conversation 6 e c a b f h

17. Part III Language Focus A
2. Listen to two people planning a meeting and fill out the agenda.
AAA SPORTS COMPANY
Business Meeting Agenda
Date: 1) ______________________
Location: 2) ___________________
Hours: 3) ___________ to 12:00
1. Introductions of staff and clients (General Manager)
2. History of 4) ______________ (General Manager)
3. Presentation by 5) __________ Department
4. Presentation by 6) __________ Department
5. Questions/Answers
6. Adjournment
December 1st
401
10:00
the company
Design
Sales

18. Part IV Video 1 Why are we here?
P 48 Pre-viewing
1. Discuss in pairs. If you were General Manager of a company and were going to call a meeting since the sales have been dropping recently, what would you do before and during the meeting?

19. Part IV Video 1 Why are we here?
Pre-viewing
1. Discuss in pairs. If you were General Manager of a company and were going to call a meeting since the sales have been dropping recently, what would you do before and during the meeting?
1) Before the meeting, I would collect the statistics of the recent sales. The objectives of the meeting and the agenda should be set. Moreover, I would inform the participants of the date, place, time, agenda and objectives of the meeting and prepare all the files that need to be distributed to the attendees.
2) During the meeting, I would first present the purpose of the meeting .Besides, I would focus on the main issues and give every attendee a chance to contribute. A summary should also be made at the end of the meeting.

20. Part IV Video 1 Why are we here?
Viewing
Watch the video and decide whether the following statements are true(T)or false(F).
21% drop from July disaster
______ (1) Larry called the meeting to decide waht action to take about a small decrease in sales.
______ (2) The attendees have got an agenda before the meeting
______ (3) Sales in July dropped by 21%.
______ (4) Amy claimed that sales team should not be responsible for the sales drop.
______ (5) Richard was asked to give an analysis of the poor sales performance. F F
Do you know why we are here? He just popped in and
told me there would be a meeting at 3. F
from T F
Gregory

21. Part IV Video 1 Why are we here?
Post-viewing
Work in groups. What does the chairperson do badly?
Does the chairperson
1) prepare well for the meeting?
2) explain the purpose of the meeting?
3) present an agenda?
4) listen to the others?
5) prearrange relevant reports?
6) try to encourage all members to give their opinions?

22. Part V Language Focus B Agreeing and disagreeing
Agreeing or half-agreeing
Yes, I quite agree.
I guess you're right.
I can't agree more.
I agree. But we also need to consider the size of the order.
You could/may be right, but I still feel that work experience is more important.
Yes, I suppose so, but the result is not good enough.
That's a good idea.
OK, that sounds good.
That's a good idea, but I'm afraid we don't have enough money.
Well, I'm not too sure about that.

23. Part V Language Focus B Agreeing and disagreeing Disagreeing
(I'm afraid) I can't agree with/accept that.
To be honest, I don't like the idea.
Do you realling think so?
Yes, but I don't you think the situation is getting worse?

24. Part V Language Focus B Making suggestions
What if we increase the bonus?
How about advertising on TV?
Shall we start now?
Why not move to the next point?
I think you should bring your notebook with you.
Why don' you give a brief introduction about this survey?
I suggest you cut your report in half.

25. Part V Language Focus B Accepting or rejecting
OK, I accept your proposal
That's a deal!
Good, I can accept that.
I'm sorry I can't accept that.
No, that won't work for us.
I'm afraid we can't agree with that.

26. Part V Language Focus B
Follow-up Practice
A typical formal business meeting can be divided into five parts as shown in the outline below.
1. Get Started
Let's get started. First of all, I'd like to ...
We're here todya to discuss...
2. Review past business
First, let's go over the report from the last meeting ...

27. Part V Language Focus B 3. Begin the meeting
Have you received a copy of today's agenda?
Let's start with ...
4. Disucss items
How do you feel about ...?
In my opinion, ...
5. Finish the meeting
Before we close, let me just summarize the main points ...
It looks as if we've covered the main items.
Is there any other business?

28. Part V Language Focus B
Role-play in small groups according to the situation below, referring to the above outline.
You are now in a staff meeting at a real estate development company. You are discussing whether to construct a shopping mall in the center of the city.
1. 6 students in a group
2. one chairperson in each group
3. The chairperson decides the agenda
4. role-play the meeting according to the situation, referring to the outline

29. Part V Language Focus B Related information:
project assessment report, market research, location, size of the mall
current business situation
neighborhood environment
profitability
size of area residents
parking lot
competitiors (other shopping mals or big department stores)
investment risk
funding
construction

30. Part VI Video 2 What can we do?
Vocabulary (P 52)
motivate: v. (尤指情绪)激发，激励，驱使
e.g. As a team leader, you should learn to motivate your members to work hard and efficiently.
motivation: n. 动机，动力
bonus: n. an additional payment to employees 奖金
quota: n.the limited number or quantity of something which is officially allowed 定量;定额;配额
e.g. If the salesperson fails to achieve the monthly sales quota, he or she will not get a bonus.

31. Part VI Video 2 What can we do?
propose: v.
1) suggest (a plan/an idea ...) for people to think about and decide upon 建议，提议
e.g. I’d like to propose that students (should) be allowed more time for independent study.
2) propose a toast to ... 为...祝酒
e.g. Let's propose a toast to our lasting friendship and cooperation.
3) propose to sb. 向...求婚
e.g. How can a man propose to his girlfriend?
proposal: n.

32. Part VI Video 2 What can we do?
Follow-up Practice
1. Select five most important tips for a successful meeting.
*Set the objecives of the meeting *Record any issues discussed.
*Set an agenda *Give every participant a chance
to contribute
*Have the participans informed of *Invite comments from all participants
the date, place, time, agenda
and objectives of the meeting.
*Review the agenda before the *Summarize the decisions that have
meeting been made at the end of the meeting.
*Avoid side conversations *Avoid running the meeting too long.
End the meeting on time.

33. Part VI Video 2 What can we do?
Viewing
1. Watch the video and make brief notes. Choose the correct answers to the three quesitons below.
(1) What problems are the managers discussing?
a. Training.
b. Poor sales.
c. Productivity
(2) What is the main reason for the problem?
a. Competition
b. High price.
c. Low motivation.
(3) How do the managers propose to solve the problem?
a. Hire more salespeople.
b. Lower sales quotas for bonuses.
c. Lower the price. b c b

34. Part VI Video 2 What can we do?
Post-viewing
Work in small groups. Read the given situations and hold a meeting in your group to solve the problem. Remember your meeting should be held according to the following problem-solving meeting procedures. After the meeting, a member of each group is chosen to make a presentation about the solution to the problem.
(1) The chairperson provides the background.
(2) The chairperson defines the problem to be discussed.
(3) Participants and the chairperson provide their solutions.
(4) The chairperson and participants comment on the solutions.
(5) The chairperson chooses the proper solutions.
(6) The chairperson allocates tasks.

35. Part VI Video 2 What can we do?
Post-viewing
As the economy is recovering, your company has recently been flooded with orders. Everybody is kept really busy, and some of the staff in the company have felt great stress. The efficiency has therefore decreased. How can your colleagues and you solve the problem?