6. Before a meeting a manager should write a memo informing about the staff about the main points of the meeting. Read the information about what a memorandum is.
A memorandum (memo) is from the Latin verbal phrase memorandum est, the gerundive form of the verb memoro, "to mention, call to mind, recount, relate", which means "It must be remembered (that)...". It is therefore a note, document or other communication that helps the memory by recording events or observations on a topic, such as may be used in a business office. The plural form of the Latin noun memorandum so derived is properly memoranda, but if the word is deemed to have become a word of the English language, the plural memorandums, abbreviated to memos, may be used.
7. Here are some rules of things to do before a meeting. Read the rules and the memo below. Tick the rules that the memo follows.
S
end
an agenda several days before.
M
ake
sure everyone knows the time and date of the meeting.
S
ay
where it will be, and how to get there.
M
ake
it clear why you are having the meeting.
M
ake
sure everyone knows who will be there.
A
ppoint
a chairperson and note taker.
I
f
necessary, ask people to prepare to talk about a particular point.
M ake sure people know what will happen next.
Memo
To: Project team
From: Paul Heaton
Date: 24th June
Subject: Meeting
Dear all
This e-mail is to remind you about the meeting at 10.00 on Friday, 28th June. The purpose of the meeting is to discuss the next stage of the Randall project.
I attach an agenda with the main points for discussion. If you have other points you want to discuss, please let me know. I also attach a list of participants, so you know who will be at the meeting.
The chair person will be Suzanna Novotna. We need someone to take the minutes so there is a record of what we talked about. Michael, can you do this, please? You will receive the minutes as soon as possible after the meeting, together with a list of action points and responsibilities.
I look forward to seeing you all.
With best wishes,
Paul.
8. Match the words and phrases from the e-mail (1-7) with the definitions (a-g).
purpose a notes of what is said at the meeting
agenda b the people who take part in a meeting
main points c a list of what will happen at a meeting
participants d he things to do after a meeting
chairperson e person who keeps control of a meeting
minutes f the reason for or aim of having a meeting
action points g the most important things to talk about
9. Write a memo to tell the class about the meeting. Include the following information:
When and where will the meeting be?
Who will be the participants?
What are the main points?
Who will be the chairperson?
Who will take the minutes?
Who will speak about particular points?
What will happen after the meeting?
9. Translate the following sentences. What are the words in bold?
1. The manager must find the right people to take on each specific task of the project.
2. To run a company well requires both skills of seeing detail and skills of seeing the whole.
3. The manager must learn to delegate both work and responsibility.
4. Our purpose is to attempt to give an answer to the unsolved problem outlined at the outset.
5. It is the job of the managing director to keep the lines of communication open.
11. Enumerate the manager's responsibilities.
The responsibility of a manager is to.....
The manager's job is to....
12. What are the secrets of a successful and competent manager? Use the key words and phrases.
The successful manager should be flexible enough to let his original design go.
He/She should be intelligent enough to surround him/herself with competent people.
He/she should be....
strong enough
independent enough
skeptical enough
confident enough
brave enough
good humored enough
In order to be a good manager one should be.....
13. What positions are held by these people (Production Manager, Finance manager, Marketing Manager, Chief Accountant)?
He/She is the one to secure funds for business operations.
He/She is the one to maintain the financial records of a company.
He/She the one to do market research.
He/She the one to introduce innovations as quickly as possible.
14. Discussion. What qualities should a person possess to be successful and occupy an important position in business?
III. STAFFING
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