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E N G L I S H
F O R
B U S I N E S S
C O M M U N I C A T I O N
For the undergraduates
(part 2)
A modular course on
Meetings
Negotiations
P ersonal development
, 201 3
English for Business Communication for the undergraduates (part 2). . : .. .: - , 2013.
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English for Business Communication for the undergraduates (part2). 8 . , 2 .
: Longman English Language and Culture, Macmillan English Dictionary for Advanced Learners (International Student Edition), Longman Pronunciation Dictionary, : http://lingvopro.abbyyonline.com/ru, http://www.multitran.ru, http://www.merriam-webster.com, www.collinsdictionary.com, http://oxforddictionaries.com, http://dictionary.cambridge.org
: www.fonetiks.org (online pronunciation guides), www.shiporsheep.com (English language pronunciation practice with minimal pairs), www.howjsay.com (a free online Talking Dictionary of English Pronunciation).
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INTRODUCTION TO THE COURSE.
AIMS of the COURSE.
The course is intended as an opportunity for intermediate-level students to develop confidence and fluency in five key communication contexts: socializing, telephoning, presenting information, participating in meetings and handling negotiations. The course has twin aims: improving communication techniques and developing and consolidating the target language appropriate to the above communication context.
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A further key aim is the development of effective learning strategies for both language and communication skills. The teachers role in this is critical. It is important that certain principles are upheld, such as the need for preparation of communication tasks, the importance of practice, and the need for linking the teaching objectives with perceived professional needs.
The students should be encouraged to reflect on their own performance, to identify ways in which it can be improved, and to monitor both the accuracy of their language and the effectiveness of their communication skills.
The course is primarily geared towards improving speaking skills, though reading and writing tasks are also included. Part of the method for development of fluency and confidence in speaking is the importance of involving students in as much discussion as possible. As a skills-driven course this is especially suitable, as students are encouraged to make their own suggestions based on their own experience, however limited. Classes should be geared towards as much participation as possible. Everyone has experience of all five of the skills areas treated in the course, whether in English or their own language.
Reading texts.
Throughout the book certain principles relating to efficient reading techniques should be upheld. It is not necessary to understand every word. The objective is to understand the main ideas. Detailed reading or studying of texts is neither desirable nor is it required.
The tasks accompanying reading texts mainly relate to the identification of key points and are designed to stimulate students thoughts and ideas on the topics included.
CONTENTS
M O D U L E 4.MEETINGS.
Unit 9. Organizing a meeting
Types of meeting
The language of meetings
Agendas memos minutes
Memos
Unit 10. Making meetings effective
Successful meetings
Setting objectives
Opening the meeting
Unit 11. The function of a chairperson
The role of the chairperson
Difficult situations at the meeting
Discussion techniques
Ending the meeting
M O D U L E 5. NEGOTIATIONS.
Unit 12. Know what you want.
Types of negotiation.
Negotiation strategies.
Preparing for a negotiation: negotiating scenario and negotiating styles.
Making an opening statement.
Unit 13. Getting what you want.
Key principles of negotiating.
Probing, proposals and counter-proposals, trade-offs.
Bidding, bargaining and making concessions.
Types of negotiator.
Unit 14. Not getting what you dont want.
Dealing with difficulties confrontations.
Confrontational negotiating tactics.
Conflicts.
Negotiating with powerful people.
Negotiation and Diplomacy.
Reaching agreement.
Ending the negotiation.
M O D U L E 4.MEETINGS.
Unit 9. Organizing a meeting
Types of meeting
The language of meetings
Agenda
Agendas, memos, minutes
Memo
Unit 10. Making meetings effective
Setting objectives for Meetings.
Opening the meeting
Unit 11. The function of a chairperson
The role of the chairperson
Difficult situations at the meeting
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Discussion techniques
Ending the meeting
Practice File
Skills Checklist
UNIT 9.
ORGANIZING A MEETING
THERE ARE THREE THINGS YOU CAN PREDICT IN LIFE:
TAX, DEATH AND MORE MEETINGS.
Michael Moore,
American film-maker and social critic
Meeting (n) 1. an occasion when people gather to discuss things and make decisions
to attend a meeting
to hold a meeting
to be in/at a meeting
2. the meeting (formal) all the people who attend a meeting
3. an occasion when two people meet unexpectedly or as planned
4. a competition between two teams or players
5. a meeting of minds- a situation in which people have the same opinions or ideas.
A. Word combinations with meeting.
| to arrange | a meeting | organize a meeting |
| to set up | ||
| to fix | ||
| to run | a meeting | be in charge of a meting |
| to chair | ||
| to attend | a meeting | go to a meeting |
| to miss | not to go to a meeting | |
| to postpone | a meeting | change a meeting to a later time |
| to put back |
Part 1. TYPES OF MEETING
Meetings come in all shapes and sizes. Here are some of them:
1. chat (informal discussion) with colleagues at the coffee machine;
2. brainstorming among colleagues: where as many ideas as possible are produced quickly, to be evaluated later;
3. project meeting/team meeting of employees involved in a particular activity;
4. department/departmental meeting;
5. meting with suppliers, for example to negotiate prices for an order;
6. meeting with a customer, for example to discuss a contract;
7. board meeting: an official, formal meeting of a companys directors;
Unit 9
8. AGM: annual general meeting (BrE); annual meeting (AmE) where shareholders discuss the companys annual report;
9. EDM: extraordinary general meeting a shareholders meeting to discuss important issues such as a proposed merger.
Part 2. THE LANGUAGE OF MEETINGS
Exercise 1. Words we need to discuss Meetings. Read the words and their definitions. (If necessary, do the translation).
| 1. | agenda | a list of topics to be discussed |
| 2. | chair | the person in charge of a meeting |
| 3. | propose | to make a suggestion formally |
| 4. | attend | to go to a meeting |
| 5. | item | one topic on the list |
| 6. | vote | a method of making a decision |
| 7. | to sent your apologies | to say that you cannot go to a meeting |
| 8. | AOB (any other business) | the last topic on the list |
| 9. | participants | the people at a meeting |
| 10. | second | to officially support a proposal made by a person in a meeting |
| 11. | minutes | an official record of what was said or decided |
| 12. | action points | what needs to be done after the meeting and by whom |
Exercise 2. Complete the sentences below with an appropriate verb from the box. (If necessary use a dictionary to find out the meaning of the verbs)
| propose | agree | come | recap |
| give | add | recommending | explain |
| moving away | moving on | see | tell |
| advise | schedule | proceed | comment |
| losing | review |
1. If I can just ______________, the main points so far have been the following:...
2. Correct me if Im wrong but are you ______________ that we ______________?
3. Could you ______________ that in a little more detail please?
4. Perhaps I can ask you all to ______________ me your thoughts on that.
5. Can I just ______________ something to the point thats just been made?
6. Im afraid that we appear to be ______________ from the main issue.
7. I dont really ______________ with that last point.
Unit 9
8. Before we go on to the next point, I think we should ______________ the main ideas that have come to so far.
9. I ______________ that we adjourn the meeting for today.
10. I think weve said enough on that point. ______________ to the next item on the agenda.
11. Im afraid that is not the way I ______________ It at all.
12. Can you ______________ us exactly what that would involve?
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13. Well, if no one has anything else to add then I think we can ______________ directly to.
14. Would anyone else like to ______________ on that?
15. I think were ______________ track of the main problem here.
16. If I could just ______________ in here for one minute.
17. In other words youd ______________ us to accept the offer.
18. Why dont we ______________ the next meeting fir two weeks time?
Exercise 3. Decide what sentences from B are used to do each of the following things:
1. change to a new subject of discussion
2. show a difference of opinion
3. ask for further information
4. summarase what has been said
5. focus the attention f the meeting
6. paraphrase what someone has said
7. get people to contribute
8. interrupt a speaker
9. make a suggestion
Exercise 4. How was the meeting?
Some colleagues are discussing a meeting they have just come out of.
Read the conversation and do the tasks given below.
| Anil: | I thought it was very productive. |
| Juliet: | Well, I thought it was a complete waste of time. I didnt hear anything I didnt already know. |
| Barbara: | I agree with Anil. I felt we had some very useful discussion, and that we reached an agreement that was good for both sides. We certainly covered a lot of ground. It was incredible the number of things we got through. |
| Juliet: | But there were too many digressions. John was rambling and kept wandering off the point. He just uses meetings as a chance to show off. Just like a lot of men: he just wanted to show how poweful he is and what a good talker he is. |
| Anil: | But to be fair, the chair really kept things moving: she encouraged people o be brief and to stick to the point and we achieved a lot in a short time. Anyway, I learned a lot and I think they listened to what we had to say. |
Unit 9
Exercise 5. Read the conversation again, then do guesswork.
guess translation
translation with a dictionary
1. productive
2. a waste o time
3. useful discussions
4. a lot of ground
5. to get through
6. many digressions
7. ramble
8. wander off the point
9. to show off
10. to be fair
11. to keep things moving
12. to stick to the point
Exercise 6. Replace the numbered expressions with the appropriate forms of the verbs from A (page 7). In some cases more than one verb is possible.
The meeting of the Tennis Club Committee was (1) organized for 1st March, but not everyone could (2) go to it, so it was (3 ) delayed until 31st March. One committee member said that this was too late, so eventually we (4) moved it to March 15. The chairperson (5) was in charge of it very efficiently, and we decided on some new membership rules. Only one committee member (6) did not go to the meeting.
| (1) | organized | |
| (2) | go | |
| (3) | delayed | |
| (4) | moved | |
| (5) | was in charge | |
| (6) | did not go |
Exercise 7. Mach up the phrases you might use in a meeting.
| 1. | I have received two | a) | a copy of the agenda? | |||
| 2. | Has everybody received | b) | the meeting. | |||
| 3. | If we cant agree, I think we should take | c) | apologies for absence. | |||
| 4. | Its getting late, so I propose we close. | d) | the agenda. | |||
| 5. | I think this would be a good time to break | e) | a vote. | |||
| 6. | We have lots to discuss, so lets stick to | f) | for lunch. | |||
Unit 9
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| 7. | Its half past nine, so Id better open | g) | side-tracked. | |
| 8. | Can we start by approving | h) | any other business. | |
| 9. | We seem to have reached | i) | handout. | |
| 10. | Thats interesting, but I think were getting | j) | the meeting. | |
| 11. | Ill just give out this | k) | a unanimous decision. | |
| 12. | Before we finish, we need to deal with | l) | the minutes of the last meeting? |
Part 3. AGENDAS
An agenda is a list of items (different things) to talk about at a meeting. Before the meeting someone sends out the agenda (sends copies to everyone attending).
Exercise 1. Read the following agenda analysing the structure and paying attention to the explanation of the words marked (*, **, ***)
AGENDA
STAFF MEETING
DATE 25 March 20__
TIME
VENUE* Meeting room 3
Apologies for absence
Minutes** of the last meeting
1. Car parking
2. Company restaurant
3. Holiday dates
4. AOB***
*venue (= the place where the meeting will be)
** an official written record of what is discussed or decided at a formal meeting
***any other business (other things that people want to talk about)
Exercise 2. Read the agenda below.
What would you like to tell your colleague about the coming meeting?
Unit 9
AGENDA
SENIOR MANAGERS MEETING
Subject: Changes in working practices
DATE 1 July
TIME 11.00am 12.30pm
VENUE Main Board Room, Head Office
1. Bonus scheme
2. Security
3. Open plan office
4. Hot-desking
Exercise 3. Read the agenda above again. Then read the conversation at the meeting and answer the questions below.
| Carl: | Can we move on to the third point on the agenda, the open-plan office? I know there are different opinions about this, so our main purpose will be to explore our views and see if we can reach agreement. Nancy, would you like to begin as I know youre in favour of the idea. |
| Nancy: | Its good for communication, people see each other at the office. Its, I think, good for team spirit too. I think, theres more interaction between people but whats important is productivity, people work harder when theyre on display. |
| Max: | I really cant agree with you there. I think that open plan offices there is the problem of privacy. |
| Carl: | OK, Max, thanks. Stefan, what do you think? |
| Stefan: | I agree with Max about privacy. What if you want to make a private phone call? |
| Carl: | We could use meeting rooms. |
| Stefan: | Meeting rooms? Yes, thats true I suppose, but |
| Max: | I dont think that works. |
| Carl: | Let Stefan finish please, Max. |
| Stefan: | Im just not happy about this proposal. I hope were not going to have a vote about this. I mean, I really think we need a report or some extra survey done on this. |
| Carl: | Youve got a point there. Do we agree? |
| Nancy: | Yes. |
| Stefan: | OK with me. |
| Carl: | Right, so Max, would you prepare a short report please? Ask staff how they feel about the open plan idea, and report back to me by, say, August 1st, OK? Now, can we go to the next item on the agenda? |
Unit 9
| Max: | I was shocked to see hot-desk there, I think this is totally ridiculous. This will really upset people. Its just wont work. |
| Carl: | How do you feel about this, Nancy? Carl: |
| Nancy: | Im pretty sure that hot-desking wont work unless we go open plan. I think one depends on the other. I dont think that hot-desking in closed offices works. But I think open plan without hot-desking is OK. |
| Stefan: | I dont understand your point. Can you explain it a bit more clearly? |
Exercise 4. Discuss these questions:
1. Do they follow the agenda of the meeting?
2. Which points are they discussing?
3. What decision have they reached?
4. What does hot-desking mean?
5. What does open-plan office mean?
6. What does closed office mean?
7. What are the advantages and disadvantages of the open plan office?
Exercise 5. Check your vocabulary. The following words are all used in the conversation above. Translate them into the Russian language
1. reach agreement
2. one depends on the other
3. the open plan office
4. to explore different views
5. to be in favour of something
6. team spirit
7. interaction between people
8. the problem with privacy
9. meeting rooms
10. to have a vote
11. to be totally ridiculous
12. hot-desking
13. to need some extra survey
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WRITING.
Exercise 6. Write an email to your colleague who is on sick leave summarising the points agreed during the meeting above.
Unit 9
SCAN READING.
Exercise 7. Read the article on the importance of agendas for effective meetings. What information can you find on an agenda?
People hold meetings in business all the time, but not every meeting is as effective as it could be. The basis of an effective meeting is an agenda. People dont always know what the meeting is about and an agenda helps you here.
An agenda tell you why you are having the meeting and gives it a clear structure. It should be circulated before the meeting so that everybody can plan and prepare. The agenda should state why the meeting is necessary, who will attend, when and where it is, and what will be discussed. Each item on the agenda is a task and should contain a verb which tells the participants what will happen. For example: Item 2: New advertising agency. This doesnt tell us very much. It is more effective to write: Item 2: Tony to present new advertising agency and costs. Team to approve new agency and costs.
After Apologies for absence, the agenda should start with routine items, such as Matters arising from the last meeting. Difficult items which need more discussion should be in the middle. Ideally, the items should be timed so that the meeting finishes on time with results. The agenda should finish with Any other business.
These are relevant issues which need to be discussed but perhaps are too recent to be included on the original agenda. After the meeting, the minute should be written and given to the participants. Action minutes give a short summary of what was discussed, and who will do what and which time.
Exercise 8. Read the article again and mark the statements T (true) or F (false):
1. The participants get the agenda when they arrive at the meeting.
2. The agenda tell you what the meeting is about.
3. You dont know who is attending the meeting when you look at the agenda.
4. The items on the agenda tell you what will happen in the meeting.
5. The agenda should start with difficult items.
6. You should make a written record of the meeting.
7. Action minutes dont tell you who is responsible for which task.
APOLOGIES AND MINUTES
If you cannot attend a meeting, you sent your apologies (a message to say you cannot attend). At the beginning of the meeting, someone reads out these messages.
The minutes of a meeting are written notes of what is said and decided in the meeting. During the meeting, someone takes the minutes (writes down what is said and decided). After the meeting, someone sends out the minutes. At the beginning of the next meeting people agree that the minutes are correct.
Unit 9
Remember the minutes of a meeting should include:
1. a summary of the chairmans 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.
Part 4. AGENDA -- MEETING -- THE MINUTES
Exercise 1. Read the following agenda.
Then read the conversation during the meeting and do the task given below.
AGENDA
DATE 4 September
TIME 3.30pm
VENUE Main conference room
1. Matters arising
2. Firat to present new quotations for building new canteen
3. Andrian to propose changes to staff newsletter
4. AOB
Exercise 2. Read the conversation and fill in the action minutes of the meeting.
| Cristina: | So, lets make a start. Thank you for coming. Present today are Lena, Firat and Andrian. Birgit cant come as she is in another meeting. Firat, I think its your turn to take the minutes. Right, item one on our agenda today. Lena, I think you want to start with Matters arising. |
| Lena: | The office staff is not happy about the hot desking we agreed last time. The work atmosphere is bad and getting worse. I think we should review the situation. |
| Cristina: | Any comments? |
| Firat: | Yes, I agree with Lena. |
| Cristina: | So, Lena, you will write a report to review the situation. How long do you need? |
| Lena: | I can have it ready by the eighth of September. |
| Cristina: | Good. Lets move on to the next item. Firat, are you ready to present? |
| Firat: | Yes, we had two quotations for building a new canteen one from Turnbull Construction Ltd, and one from Haines Ltd. Now let me show you the facts and figures. So, I believe the Haines Ltd proposal is better. |
Unit 9
