Read for More Information

Ex. 22. a) Read the text aloud.

2. Look up the words you do not know in the dictionary.

3. Write out from the text the sentences containing the passive voice. Explain the use of the forms.

4. Form verbs from the following nouns:

rule place matter value notice advance position

head bridge report function change date

e) Write a short text explaining why meetings are held and how to make them effective.

Holding and Reporting Meetings A. Holding Meetings

The term "meeting" is used so widely nowadays that it has come to mean almost all things to all people. There are meetings which are formally con­ducted and governed by rules of procedure, Articles of Association etc. At the same time there are easy, informal lypes of meetings.

Meetings take place within a diversity of organisations and they are used for many different purposes. For many years they have been employed as a means of negotiating business mailers, making decisions - usually binding upon those participating in the meeting - spreading information or as a

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Unit5

1. Business Communication

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means of resolving a particular problem. Through meetings people are able to make suggestions, voice criticism and express opinion.

If meetings are poorly organised, those attending meetings are likely to become disappointed about the value or effectiveness of meetings. So notic­es of meetings must be dispatched in advance. Agendas must be prepared. They are not allowed to be too long. Careful thought must be given to the position oi'an item of business on an agenda. An important problem is tack­led first while participants are fresh. Besides, much depends upon the qual­ities of the person who presides — chairman, head of the delegation, busi­nessman conducting negotiations. The person will need to be a leader, persuader and diplomat. Не/She must know how to "break the ice", to cre­ate the businesslike atmosphere, to make people reach compromises, lo build bridges between partners, to avoid deadlocks.

B. How to Report я Meeting

Minutes are a written report on the discussions and the decisions that have been taken at a meeting. Producing the minutes of a meeting is a very demanding and important task. Why minutes are so important is not diffi­cult to appreciate. They incorporate a number of important functions. First of all, minutes provide a source of reference. Rules of organisations are made and modified, procedures and altitudes are developed, arrangements are made but sometimes are not fulfilled. Then half-forgotten changes or ar­rangements, recorded in the minutes, may become crucial at a future date. Minutes of the previous meeting are usually read before the meeting deals with the agenda,

Ex. 23. a) Rend the te\t aloud.