Meetings: From Agenda to Oral Presentations

Бурхливий розвиток міжнародних політичних та економічних відносин, формування консолідованого світового ринку товарів, послуг, капіталів та робочої сили за останні десятиріччя викликали інтерес до широкого спектру проблем ефективного ведення міжнародного бізнесу. У цьому об’єктивному, однак, водночас вкрай складному й багатоаспектному процесі особливе місце посідає проблема досконалим володінням діловою англійською мовою.

Одним із завдань дисципліни Business English є ознайомлення студентів з психологічними, моральними та комунікативними чинниками ділових відносин, а також з алгоритмами проведення ділових зустрічей, переговорів, видами та методами розв'язання конфліктних ситуацій, формування вміння аргументовано викласти думку та своє бачення проблеми як в письмовій, так і в усній формі.

Запропонований методичний посібник має на меті показати студентам порядок перебігу ділових конференцій, продемонструвати ведення ділових переговорів, навчити влаштовувати та обговорювати виступи-презентації. Типи завдань представлені вправами на розуміння змісту прочитаного, вибір правильної відповіді з кількох можливих, впорядкування окремих фрагментів в цілий текст, переклад з української на англійську мову, аналіз змісту діалогів та імітацій бізнес-ситуацій.

Кожен розділ містить вправи на набуття та закріплення необхідних практичних навиків для участі у зборах, ведення переговорів та підготовки презентації. До окремих вправ наявні ключі. Посібник містить опорні лексичні кліше, стандартні фрази та звороти для складання оголошень про збори, ведення протоколів, переговорів, презентацій і обговорень ділових проектів, англо-український словник та ін. В секціях Business Mix and Idiom запропоновані діалоги та вправи для засвоєння фразеологічних зворотів, що дають змогу ознайомитись із діловим сленгом, незнання якого дуже часто створює труднощі під час спілкування.

Посібник рекомендується для тих, хто вже володіє базовими знаннями з англійської мови та прагне вдосконалювати їх у сферах бізнесу та комерційної діяльності. Посібник може привернути особливу увагу спеціалістів в галузі міжнародного бізнесу, а також всіх, хто вивчає ділову англійську мову.

UNIT 1

MEETINGS

1. Types of meetings

Starting up

A What makes effective meetings? Choose the most important factors from this list.

good oraganization enthusiasm of the members suitable location

well-planned agenda teamwork effective chairperson

B What other factors are important for effective meetings?

C Consider the factors below and place them in order of priority for making the meeting effective. Explain your reasons.

1. Being punctual

2 Participants’ being prepared and notified in advance

3 A clearly set objective

4 All participants’ awareness of their responsibilities

5 Strict addressing the issues stated on the agenda

6 Documenting the meeting

7 Dress code

Reading

Meetings: Formal and Informal

a) Scan the paragraph below and highlight the following:

-the purpose of formal and informal meeting

- the primary difference between formal and informal meetings

-the frequency at which the meetings are held

Most organizations have both formal and informal meetings. A formal meeting is one in which the entire membership meets to hear reports of officers, boards, and committees, and to propose business, discuss it, and vote on it. An informal meeting is one in which a small group of the organization meets, in either committee meetings or small boards, to help the organization carry out its goals.

Meeting procedures vary according to the meeting type. The primary role of the chairman in a meeting is to head the meeting and regulate the discusions that such a meeting is engaged in. He will therefore be farmiliar with the agenda and all substantive topics in the meeting. In formal meetings, the members usually follow strict parliamentary procedures, which means that the chairman stands while presiding and while stating a motion and taking the vote. He or she does not participate in the debate unless he or she leaves the chair. Members must rise and be recognized in order to obtain the floor, make motions, and debate. Debate is restricted to ten minutes each time a member speaks unless there is a rule to the contrary, and each member may speak twice to a motion. Formal meetings range from annual meetings and regular periodic meetings to conventions and mass meetings, plus less-common types such as adjourned (continued), executive, and special meetings and sessions.

In informal meetings, the person presiding is usually seated and takes an active role in making motions, discussing them, and voting on all issues. There are usually no limits on debate, and members can discuss an issue without a formal motion. The two most common types of informal meetings are board and committee meetings.

b) Have you ever heard about electronic meetings. Why/why not may they eventually replace traditional meetings?

Electronic Meetings

Many organizations today have officers and members scattered across the globe and choose to conduct meetings via the telephone, e-mail, or videoconferencing. Remember that the reason organizations have meetings is so that members can hear about issues, respond to what others are saying, and give suggestions to evaluate them all at the same time. Telephone and video conferencing meetings allow members the means to accomplish these goals. If members want to hold telephone or video conferencing meetings, the bylaws must include a special provision. Members should adopt rules of order concerning basic parliamentary procedure about how to obtain the floor, make motions, and handle the debate in telephone and video conferencing meetings

c) The paragraph below gives you a somewhat ironical view of the meeting .Read it and find the instances of the author’s attitude to the meeting as a time consuming and useless gathering.

Nine out of ten businessmen believe half the time they spend in meetings to be wasted. A typical meeting usually goes according to the same boring pattern. Even the set-up has its amusing side as there are many people sitting at either side of a table and they are often more serious than the issues at stake. One makes a point and the other responds. Some people get off the point too much and the chairman asks them to hold to the items listed on the agenda. The agenda is a list of points that have to be dealt with and its purpose is to speed up the meeting and keep everyone to the point. As the meeting progresses, some of the stronger statements are watered down and gradually many other points fall by the wayside. The end often comes suddenly and it is sometimes difficult to understand why the chairman says that the meeting has covered a lot of ground. The chairman recaps the main points and the secretary takes minutes. The meeting wraps up and people shake hands.

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Exercise 1. Answer the following questions.

1. What is the pattern of a typical meeting?

2. What is the difference between formal and informal meetings?

3. What types of formal meetings do you know?

4. What types of informal meeting do you know?

5. What must the members of informal meetings do?

6. How long does debate take in the formal meetings?

7. What is the purpose of the electronic meetings?

8. What are the ways of conducting the electronic meetings?

9. What should members do in order to hold telephone or video meetings?

Exercise 2. Find words in the texts which mean the following.

1 make an official note of something in the record of the meeting_________________

2 the way that something is organized or arranged_____________________________

3 begin to talk about other things rather than the subject you are supposed to be discussing_______________________________________________________

4 a list of the subjects to be discussed at a meeting_____________________________

5 repeat the main points of something that has just been said___________________

6 make a statement, report etc less forceful by changing it or removing parts that may offend people _________________________________________________________

7 begin speaking at an important public meeting_______________________________

8 fail in what you are trying to do, or get neglected and forgotten about_____________

9 the written rules for conduct of a corporation, association, partnership or any organization.______________________________________________________

10 put forward a proposal at a meeting_____________________________________

11 be in charge of a formal event, organization, ceremony etc.____________________

Exercise 3. Match the columns to form collocations.

1) Fall by a) minutes

2) Take b) a lot of ground

3) Handle c) to the point

4) Keep somebody d) the debate

5) Cover e) the point

6) Make f) the wayside

Exercise 4. Translate the following sentences from Ukrainian into English using active vocabulary.

A)

1. Обов'язком секретаря є уважно і ретельно  вести протокол зборів відповідно до вимог, затверджених у регламенті.

2. Збори відбуваються за тією самою рутинною схемою. На початку обирається головуючий зборів і секретар та затверджується порядок денний.

3. Головуючий пообіцяв не піднімати питання оподаткування на зборах і висунув пропозицію перенести збори на наступний місяць.

4. Кожен бажаючий отримав слово, всі питання були обговорені, незважаючи на те, що час, відведений на дебати, був обмежений до години.

5. На останніх зборах компанії вдалося обговорити чимало питань, що знаходились на порядку денному.

6. Обговорення питання екологічної кризи в регіоні зупинилося на півдорозі, оскільки учасникам зборів не вдалося знайти вирішення цієї проблеми.

7. Після проведення голосування були затверджені нові правила щодо членства в раді директорів компанії.

B) Досвідчений керівник знає, що збори створюють організацію. З їх допомогою можна підтримувати зв'язки всередині компанії і проводити в життя прийняті рішення, звіряти ступінь наближення до цілей і руйнувати бар'єри між відділами. Якщо ви не проводите збори у Вашій організації, то виникає проблема чуток, яка призводить до роз'єднаності і невпевненості співробітників у завтрашньому дні, а потім і до втрати керованості. Якісно організовані і проведені збори дозволяють: оперативно вирішити поточні проблеми, замотивувати персонал на виконання плану, зібрати думки і протестувати зміни,що заплановані і сформувати з колективу команду, просунути організацію вперед якнайшвидше і майже задарма

Exercise 5. Read the dialogue and underline the types of meetings. What is the purpose of each of them? Do you know any other types?

Susanna: All right, then. This meeting is over. We’ll meet again next week for a status update.

Juan: Hey, do you have a few minutes to talk about tomorrow’s teleconference?

Susanna: Sorry, I’ve got to run. I’m late for my department’s weekly brainstorming session. Can it wait?

Juan: Sure, how about a lunch meeting?

Susanna: I can’t. I’m holding personnel meetings over lunch all this week. It’s the only way I can fit them in.

Juan: Okay, how about at 3:00 this afternoon?

Susanna: Sorry, I have a standing meeting with the directors once a month at that time. Can you come by after the pitch meeting at 4:30?

Juan: I wish I could, but our department head has called an emergency meeting for this afternoon to do some damage control after the shareholder meeting debacle last week. Well, how about a dinner meeting?

Susanna: Only if we can have dinner at 9:30. I won’t be finished here until then.

Juan: Do you ever get a breather?

Susanna: A breather? I think I’m due for one...in 2030.

Exercise 6. Below you see the categorization of meeting types.

a) Match the meeting type with the basic purpose of the meeting.

1) Brainstorming Sessions (_____) a) to verify facts and script a reply

2) Status Updates (_____) b) to assess progress and assign new tasks

3) Damage Control (_____) c) to distribute annual reports to members

4) Personnel Meetings(_____) d) to hire someone, to determine if there are grounds for disciplinary actions or dismissal, to identify which divisions need more staff

5) Pitch Sessions (_____) e) to resolve a current or potential problem

6) Shareholder Meetings (_____) f) to impress the client and demonstrate that you've researched her/his needs

b) Read the full description of the meeting types and check if you have done the matching exercise correctly.

a) (_________________) When you're in the business of courting new clients, the colloquial term for a pitch session is a "dog and pony show." The purpose is to present enough razzle-dazzle that will not only impress the client but also demonstrate that you've researched her needs and are prepared to give her all your attention. Conversely, vendors use pitch sessions on company decision makers to convince them to carry their products.

b) (____________________)"Think tank" meetings bring participants together to explore the available options for resolving a current or potential problem. Everyone's ideas are heard, discussed, modified and debated, and the solution that the majority agrees is the most practical is the one that gets chosen.

c) (___________________) Personnel meetings take three forms. The first is an interview to hire someone and involves the applicant and two to four people familiar with the job requirements. The second is an administrative hearing for determining whether there are grounds for disciplinary actions or dismissal. This involves the employee, his union rep, and individuals who have knowledge of the case. The third is a staffing review to identify which divisions need more staff or can meet budget cuts through furloughs and attrition.

d) (___________________) Whether it's a political campaign in a tailspin or a baby food company that's been forced to recall a product because of contamination, it's critical that everyone be on the same page. Rather than risk the press hearing 50 different versions of what happened, the purpose of a damage control meeting is to verify the facts and script one reply that all participants will adhere to.

e) (___________________) Investors like to know that their money and their trust haven't been misplaced, especially in a shaky economy. A shareholder meeting is a large-scale forum in which annual reports are distributed to members, who have the opportunity to hear what the board has to say about the company's standing and future growth. If it's a brand new company in the works, the early meetings will involve its main players and focus on issues such as its structure and governing by-laws, financing, marketing, location, insurance, licensing, and scope of products and services.

f) (____________________) Managers and line supervisors often hold weekly or monthly staff meetings as a forum to assess each unit's progress and assign new tasks as well as identify declining sales or services issues before they escalate into major problems. These meetings usually follow a written agenda and participants are expected to be prepared.

 Business Mix

Slang and idioms