Text 7. Meetings

Every person in business spends much time taking part in meetings of one kind or another. All the meetings differ in character and type of business discussed. According to their character meetings can be divided into formal, very formal and informal.

Formal meetings are management meetings, meetings of committees of various kinds, advisory groups' meetings. Very formal meetings are government assemblies, meetings of local authorities and meetings of shareholders of companies.

Informal meetings are meetings gathering small groups.

According to the type of business discussed meetings can be classified in several groups: executive, decision-making, discussion and advice, problem-solving, information-given, negotiation.

At executive meetings their participants are not only discussing and deciding matters but also dealing with implementing decisions. A board of directors is an example of an executive committee.

When collective decisions are being made at the meeting we can talk about decision-making meeting.

Its decisions are absolute and binding for fulfillment.

At discussion and advice meetings members can only discuss the matter and give a piece of advice to other people or bodies. The members have no decision-making powers. Joint consultation meetings are within this category.

Special meetings may be held for solving one specific problem only, they are called problem-solving.

Meetings held for the purpose of providing information are often called "briefings". Briefings are usually given to the press.

When representatives of two different companies, organizations meet with the purpose to discuss future cooperation, details of delivery of goods or different arrangements it is called "negotiation". Sometimes arrangement on the matter can be reached only after a series of negotiation. But all the agreement of negotiation reached by groups of people from different organizations then should be ratified by the bodies that they represent.

EXERCISES

Exercise 1. Translate into Russian

To take part in a meeting; to differ in character; according to; local authorities; shareholders; to gather; to be classified in; to deal with; a Board of Directors; decision-making power; problem-solving meetings; to be binding for fulfillment; to give a piece of advice; to provide information; future cooperation; the delivery of goods; to be reached; a series of negotiations; to be ratified.

Exercise 2. Translate into Еnglish

Собираться; Совет Директором; предоставлять информацию; собра­ние с целью принятия какого-либо решения; давать совет; быть обязатель­ным для выполнения; быть утвержденным на собрании; собрание с це­лью урегулирования какой-либо проблемы; будущее сотрудничество; быть классифицированным; местные власти; принимать участие в собрании; в соответствии с; различаться по характеру; поставка товара; быть достиг­нутым; иметь дело с; ряд переговоров, акционеры.

Exercise 3. Answer the questions

1. Why do we have to spend much time taking part in meetings?

2. Why do all the meetings differ in character?

3. What groups can all the meetings he divided into according to their character?

4. What are formal meetings?

5. What groups can all the meetings he divided according to the type of business discussed?

6. What do participants deal with at executive meetings?

7. What can we say about decisions taken at decision-making meetings?

8. What category do joint consultation meetings belong to?

9. When do we hold special meetings?

10. What kind of meeting do we hold to get additional information on the matter?

11. What kind of meeting do we hold to discuss future cooperation?

12. Who deals with ratification of agreements reached at negotiations?

Exercise 4. Answer the additional questions

1. What's the difference between a meeting and negotiation?

2. What's the English for "пятиминутка"?

3. What documents should be produced after every meeting?

Exercise 5. Fill in the blanks

ONE MAN'S MEAT IS ANOTHER MAN'S POISON

There are many different sorts of business meeting, and how the participants behave varies from country to country. In France meetings are generally used for briefing and coordination rather than discussing … and making decisions. They follow a detailed …, and comments are well thought out rather than spontaneous. The same is true at formal meetings in Germany, where you … be well prepared if you wish to express an opinion.

In the UK, on the other hand, participants often arrive at meetings unprepared, and papers distributed beforehand will not be read. This does not prevent anyone from expressing an … or putting forward a …. Everyone is expected to contribute their … .

Meetings in Italy seem to be the most informal in Europe. They don't usually follow an agenda and … often come and go as they please. In fact, sometimes Italian meetings are more like a social gathering, used to reinforce a sense of togetherness.

It's very different in Spain, where meetings do little to create a team spirit. The Spanish prefer to be independent and make decisions on their own. Meetings are often a … of time because it is impossible to get everyone to … .

Exercise 6. Fill in the blanks with the correct phrases and sentences from the list below

1. Can we get back to the main point?

2. Shall we get started?

3. Shall we move on?

4. We need to discuss...

5. ... I didn't follow what you said.

6. What do you mean by...?

7. Let's turn to...

8. Are we all agreed?

1. Right, everyone's here. …………………………… ?

2. A: Our training budget is less than 5% of the extra 2.5% VAT that comes on top of the original 15% on the 18,300 brochures at J2.47. B: I'm sorry, ………………………………………. .

3. It seems then that a price rise of 5.4% is the best solution. ……………………………………? Good.

4. A: By the way, I saw Pete in the pub the other day. He moved house last weekend. Did you know? He told me .................................. B: …………………………………………………………………..?

5. OK. We all agree on that item. ……………………………. ?

6. Right, then, we can offer a commission of 12%. ……………………………….the next item on the agenda.

7. There are three items on the agenda. Firstly, ……………………………………………………the problem of late payments.

8. A: There are some unusual things happening in the Finance Department. B: …………………………………………………….unusual?

Exercise 7. Read the following and complete the passage.

It is generally agreed that successful meetings make successful companies. However, many professionals complain that meetings are often unproductive and too long. Discussions are regularly dominated by participants with large egos and hours of talking ends without any clear result. Consequently, many companies get help from specialized consultants who give advice on how to make meetings more effective. The following passage is the example of such advice.

If a meeting is to be productive it should have ¹ …………… that all the participants know and understand. You should appoint a ² …………….. who manages and controls the meeting. You must write an ³ ……………, or list of items to be discussed and send it ⁴ …………….. They should ⁵ ………………… and come to it with ideas to contribute. You have to ⁶ ……………….. to each point, otherwise there is a risk that some of the items will not be dealt with at all.

You ought to ⁷……………………… If not you have to ⁸…………………….. into the agenda. You don't need to ⁹ ………………….. . But you should send other senior staff members ¹⁰ …………….., or summary of what was discussed. The minutes should include ¹¹ …………………… you don't have to ¹² ……………… . However, you need to include ¹³ ……………….. decided upon at the meeting. Lastly, the minutes should ¹⁴………………….. It is essential to keep the ¹⁵ ………………………clear in everyone's mind.

Exercise 8. Match the expressions a-j below to the following things 1- 10 that a chairperson should do.

1. open the meeting

2. keep things moving

3. keep an eye on time

4. make sure everyone stays focused

5. invite contributions

6. summarise regularly

7. seek clarification

8. summarise agreed action points

9. allocate action points and establish deadlines

10. close the meeting

a Has everyone got that?

b Shall we move on?

с As I see it, we seem to be saying …

d Could you let us have the exact figures for Friday?

e What exactly do you mean?

f So what we've finally decided on is …

g We'll have to move on I'm afraid.

h Thanks for coming everyone.

i What do you think of that, Mr … ?

j Thanks very much everyone, that was very useful.

Exercise 9. Match the expressions 1-12 below to the following things a-f that participants should do.

1. express agreement

2. express disagreement

3. make suggestions

4. summarise arguments

5. ask for clarification

6. present arguments

1. I'm convinced that ...

2. How about ...

3. I'm all in favour of that.

4. Why don't we ...

5. I'm afraid I don't accept that at all.

6. So what you are suggesting is ...

7. Could you explain that in more detail?

8. I'm sorry but I don't agree at all.

9. I quite agree.

10. The way I see it is ...

11. Am I right in thinking that...?

12. In other words you are saying ...

What other expressions do you know?

Exercise 10.

A. Read the text and make notes about the situation.

Your company is negotiating an alliance with a company which insists that employees only work 35 hours per week. If your company goes ahead with the alliance, the employees will not have to take a salary cut but they will not be allowed to work overtime. Ordinary workers, who often work overtime to earn extra money, will therefore lose some of their earning potential. Executives in the company who are not paid overtime will be less concerned about that, but the 35-hour week will have other consequences for them. If they don't have enough time to complete their projects, they will have to share power and control with new employees who will need to be brought in to meet work demands.

B. In groups, you will be given a role to play. Read the agenda and your role carefully. Then prepare how you will express your opinions and suggestions at the meeting. Be prepared to agree and disagree with the other participants.

AGENDA

1. The chairperson will bring everybody to date on the negotiations concerning the alliance. If it goes ahead we will be obliged to adopt their policy of working a 35 hour week. (5 mins.)

2. Each person will be invited to put forward his/ her views on this situation. (5 mins. per person)

3. A general discussion period will follow, where each member will put forward suggestions and recommendations to help reach a satisfactory compromise. Action points will be decided upon. (20 mins.)

4. The chairperson will appoint people to be responsible for the various action points. (5 mins.)

C. In groups, conduct the meeting. Every member should take notes in order to write a full report on the meeting later. Feel free to add other opinions and recommendations.

D. Using the notes you took at the meeting, write the minutes.

( Pay attention: minutes [plural] - an official written record of what is said and decided at a meeting.

Example: Will you take the minutes (=write them down)?

Has everyone seen the minutes of last month's meeting?)

Remember the minutes of a meeting should include:

1. a summary of the chairperson's introduction

2. a summary of the opinions and suggestions made by the participants

3. the action points that were decided upon

4. the people involved in carrying out the action points

5. the deadlines that were fixed

6. the date and time of the next meeting