(2015-04-21) 會展英文(二) 第07講 
by 王瓊玉
2015-04-21 08:25:18, 回應(0), 人氣(674)
2015-04-21 08:25:18, 回應(0), 人氣(674)Planning the Meeting
Preparing the pre-meeting paper
The agenda
The agenda is the backbone of a meeting and it is vital to have one.
If a meeting is pre-planned, the agenda is perhaps the most important item to consider.
Arrange Time and Place
The time, place, duration, heating, seating, lighting and refreshments make differences, positively or negatively, to how well people perform at meetings.
Timing the meeting
When should the meeting be?
How long should it take?
What time of day is best?
What date?
Ideally, the meeting date would be set far enough in advance for everyone to be able to do the necessary preparation, but soon enough that the subject matter is dealt with promptly.
What time?
The time of day when a meeting is held can have an effect on its dynamics.
Room size?
The room should be big enough for the number of attendees to feel comfortable.
Sitting around a table squashed knee to knee and elbow to elbow is not conductive to get the best performance from people.
Lighting?
Adequate light for working without being dazzled?
The suitability of the lighting:
Involve audio-visual aids?
Do the lights need to be on or off during the presentation?
Heating and ventilation
Heating ventilation and air-conditioning are relevant to people at workplace.
Tables and chairs
Chairs need to strike the balance.
Do not too comfortable that people might will fall into dozing off.
Chairs with arms are more comfortable to set in for any length of time.
Layout
Choose proper table seating layout to make every attendee feels equal among each other.
The Nuts and Bolts of Meeting
An agenda is a must avoiding to have an inefficient meeting result.
Agenda
Backbone of a meeting
Gives the meeting structure and strength
A meeting is less likely to achieve its outcome
A control which establishes the parameters of the meeting, assigns tasks, establishes order and sequence, provides guideline for timing.
The amount of information included in an agenda should be fuided by the needs of the attendees of meeting.
Their need to know should be the paramount consideration of the person preparing the agenda.
Function of an agenda
1. setting clear objectives
Focus the content of meeting
2. Pre-meeting information
point out purpose of meeting and expectation of attendee's contribution
3. Inclusion of all relevant items
Participants may suggest to add subject(s) which accidentally omitted.
4. Structure
Gives items to be ordered by priority or by subject.
5. Timing
Control the timing of meeting by attaching time guidelines to agenda items.