(2015-04-21) 會展英文(二) 第06講 
by 王瓊玉
2015-04-21 07:51:04, 回應(0), 人氣(617)
2015-04-21 07:51:04, 回應(0), 人氣(617)Planning the Meeting
Bad meeting results:
No decision made, everyone talks about something different makes meeting ratty and result-less, passiveness. An agenda beforehand is needed.
All meetings need to be planned:
15 minutes effective meeting increases efficiency.
Person calls the meeting is responsible for ensuring quality of meeting.
Points of a disaster meeting:
1. Attendees:
50% of people needed were either not invited or haven't tuned up.
2. Agenda:
The agenda is not clear, or familiarize themselves with essential documents beforehand.
3. Ambiance:
The room is small, hot and stuffy.
Chairs are hard and jammed close together.
4. Constant interruptions
Four essential of good planning can be done in 15 minutes to ensure a successful meeting.
Simple four stages approach to planning successful meeting:
1. Know your objective
2. Decide who should be there
3. Prepare an agenda.
4. Arrange the time and place.
Know your objective
Meetings can be divided into two types, depending on the objective:
1. Meetings concerned with the giving and receiving of information:
a. provides information about a product or service
b. presents an idea or report
c. exchanges information
d. encourages creativity
e. consults a group about something.
f. infom a group about a decision
Meetings can be divided into two types, depending on the objective:
2. Meetings concerned with decision-making, where an outcome is required:
a. problem solving
b. negotiating
c. making decisions
Decide who should be there
Invite who really need to attend the meeting:
a. They may have information to communicate
b. They may need to be given information
c. They may be an expert in a particular subject for discussion
d. They may have executive responsibility for an area under discussion.
e. They will be annoyed if they are not invited.
Preparing the pre-meeting paper
Notice of meeting
A pre-meeting notice would remind attendees to have preparation beforehand, and give less excuses for getting wrong date, time, place, etc.
The notice should include:
a. The purpose of the meeting
b. The topics to be covered (with an attached agenda or a note asking for items to go on the agenda)
c. The date, time and place
d. The probable duration
e. A list of participants