I don’t know how to chair a meeting. 3 страница

 

REFRESH YOUR GRAMMAR.

 

                                                                        Unit 10

 

REPORTED QUESTIONS.

 

We use indirect questions when you want to be polite (e.g., when you don’t know someone), when you ask for information in a polite way.

There are different ways of starting indirect questions:

1. Can/could you tell me….?

2. Do you know…?

3. I’d like to know ….

Rule 1. In indirect questions use the word order of the positive statements.

Rule 2. In indirect questions we do not use «do», «does» and «did» after

the wh-word.

Rule 3. In indirect questions, we use «if» or «whether + subject and the normal verb from the positive sentences.

 

	Direct questions	Indirect questions
1.	Where is the English class?	Can you tell me where the English class is.
2.	When are they coming back?	I’d like to now when they are coming back.
3.	Where has Nick gone?	Do you know where Nick has gone?
4.	Who is that man?	Can you tell me who that man is?
5.	Where does he live?	Do you know where he lives?
6.	How often do you go shopping?	Could you tell me how often you go shopping?
7.	Where did they go to their holiday?	I’d like to know where they went to their holiday.
8.	Is there a petrol station near here?	Could you tell me if there is a petrol station near here?
9.	Will he be at the party?	Do you know if he will be at the party?
10.	Has she seen that film?	Can you tell me whether she has seen that film?

 

Exercise 9. Choose the correct sentence.

 

1.	a)	Can you tell me what the time is?
	b)	Can you tell me what is the time?
2.	a)	Could you tell me how do I get to the bus station?
	b)	Could you tell me how I get to the bus station?
3.	a)	Could you tell me where is the post office?
	b)	Could you tell me where the post office is?
4.	a)	I’d like to know how often runs the airport bus.
	b)	I’d like to know how often the airport bus runs.
5.	a)	Do you know if the airport bus leaves from here?
	b)	Do you know if does the airport bus leave from here?

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6.	a)	Can you tell me if the bus has gone?
	b)	Can you tell me if has the bus gone?
7.	a)	Do you know where I get on the bus?
	b)	Do you know where do I get on the bus?
8.	a)	Can you tell me what music does she like listening?
	b)	Can you tell me what music she likes listening?

 

Exercise 10. Write the words in the correct order to make reported questions.

 

1.	would be – asked – My mother – I – home – when
2.	My friend – couldn’t come – why – to his party – asked – I
3.	had – to know – The officer – if – wanted – the keys – I
4.	how long – She – it – asked – had taken – to get there
5.	Maria – to know – if – liked – her hairstyle – we – wanted
6.	The salesman – whether – we – the car – or not – asked – wanted to buy

 

Exercise 11. Read the questions in the questionnaire and make them more polite.

 

Inforsystems	1.	How often do you use the town centre shops?
	2.	Which shops do you like most?
Our shopping habits	3.	How much do you spend in the town centre?
	4.	Do you use cash or credit cards?
	5.	Have you ever used the Internet for shopping?
	6.	Did you come by car or bus today?
	7.	Where did you park?
	8.	Will you continue to use the town centre for shopping?

 

1. Could you tell me how……………………………………………………….….

2. I’d like to know which………………………………………………….……….

3. Can you say how……………………………………………………….………..

4. I’d like to know if……………………………………………………………….

5. Could you tell me ……………………………………………………….………

6. I’d like to know ………………………………………………………….……...

7. Can you tell me …………………………………………………………….…...

8. Finally, I’d like to know ………………………………………………….…….

 

                                                                                         Unit 10

 

Exercise 12. Read the reporter’s questions and complete the text with reported questions

1. Are you going to leave the show?

2. Who caused the break-up?

3. Why can’t you sort out problems?

4. Are you unhappy because Annette gets more money than you?

5. Do you think Annette’s better singer than you?

6. What will you do next?

7. Have you thought about giving up singing?

 

That reporter was horrible. He wouldn’t go away. He asked so many questions. He asked me whether (1) _______________________________________ I was going to leave the show or not.

He wanted to know who (2) _______________________________________ and also why (3) ______________________________________________________

Obviously, I didn’t say anything. Then he asked me (4) ________________________

_______________________________________ because Annette got more money than me, and he was so rude – he asked (5) ________________________________. Imagine that! He wanted to know (6) ______________________________________ and then he asked (7) _______________________________________! At that point I told him I wasn’t going to answer any more questions and shut the door in his face.

 

Part 2. SETTING OBJECTIVES FOR MEETINGS.

OPENING THE  MEETING.

 

Exercise 1. Every meeting, whether it is for just two people or for ten or fifty people, it has to have a clear purpose.

Below are two examples of purposes or reasons, for holding meetings.

What others can you think of?

 

a) give or share information

b) present a proposal for discussion

c) ………………………………….

d) ………………………………… 

e) …………………………………..

f) …………………………………..

g) …………………………………..

 

Exercise 2. Read the following extract and answer the questions:

1. What kind of meeting is the text about?

2. What structure does the text describe?

3. What key point is made about communication?

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The reason for having a meeting is to make a decision. Information may be given in a presentation followed by questions or discussion, but it is to get a consensus that the meeting has been arranged in the first place. Achieving this in the most time – and cost – effective manner possible is a goal that everyone attending (the meeting) must share.

Maron Haynes (1988) maintains that decision-making meetings need to follow a specific structure. The rational decision process includes the following steps:

Ø study/discuss/analyse the situation

Ø define the problem

Ø set an objective

Ø state imperatives and desirables

Ø generate alternatives

Ø establish evaluation criteria

Ø choosing among alternatives.

One other aspect of decision-making is the necessity for participants in the meeting to be aware of one another’s needs and perceptions. If these are not effectively communicated, if there is an insufficient degree of understanding of one another’s requirements, then an acceptable conclusion is likely to be reached. There are four essential elements in decision-making: awareness, understanding, empathy and perception.

It is only when we accept that communications are a two-way process that any form of communication, including decision-making, will become genuinely successful and effective.

Decision-making is not always an identifiable activity. Frequently the discussion can evolve into a consensus which can be recognised and verbalised by the leader without the need to «put things to the vote».

(from Bernice Hurst «The handbook of Communication Skills»)

 

Exercise 3. Read the text again. Do you agree with:

a) the first sentence? Give reasons for your answer.

b) Haynes’s suggestions for the steps involved in decision-making?

c) the view that communication must be a two-way process?

d) what the writer says about consensus in the final paragraph?

 

Exercise 4. Find words or phrases in the text which mean the same as the following:

 

a) common agreements
b) economical use of resources
c) aim
d) fix a goal
e) what one must have
f) what one would like to have

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g) consider other options
h) way of seeing things
i) seeing things as others see them
j) develop
k) express through speaking

 

TRANSLATION SKILLS

Exercise 5. Your manager asks you to do the translation of the text above in writing.

Your translation should be as close to the original text as possible.

 

 

                       Unit 10

 

IT’S INTERESTING TO KNOW

 

Cultures differ according to the ways in which they reach decisions. In some cultures, decisions are made by individuals with responsibility; another cultures, decisions are reached by the consensus of everybody involved.

 

	Individual cultures	Group cultures
Company Organization	Decisions are taken by senior managers	Managers seek consensus from everyone involved.
Time	The decision-making process is short.	Decision-making takes a long time because everyone has to be consulted.
Implementation	It may take longer to implement decisions because of resistance to the idea.	Decisions, once taken, are stable and can be implemented without delay.
Problem-solving	Employees follow the lead of their managers.	Employees are encouraged to express their opinions and come up with new ideas.

 

BRAINSTORMING MEETINGS.

 

Brainstorming is a useful way of generating creative ideas in meetings.

 

Task 1. What is the best way to generate as many ideas as possible? Discuss the following point and tick the ones you agree with. Change any others so that you can agree with them.

1. A group of people is more creative than an individual working alone.

2. People think more creatively in a relaxed atmosphere.

3. It isn’t necessary to have a leader at a brainstorming meeting.

4. Everyone should feel that their opinions are valued.

5. Criticism kills creativity.

6. Discuss each idea as it comes up.

7. Write all ideas on a board or flipchart.

8. Don’t bother to write down stupid things.

9. Continue the session until there are no more ideas.

 

Task 2. Decide which tips below are good advice and which ones you disagree with. Compare your answers with a partner.

1. Explain the purpose of the meeting clearly.

2. Ask each person to speak in turn, starting with the most senior.

3. Announce the time limit for the meeting.

4. Avoid criticizing or judging ideas during the session.

5. Encourage ideas, however unusual they may be.

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6. Don’t interrupt when people are offering suggestions.

7. Make sure everyone keeps to the point.

8. Don’t spend time on details.

 

Exercise 6. Read the first part of an authentic brainstorming meeting between three members of the Marketing Department at Business Solutions Limited. Then answer these questions:

 

1. What is the purpose of the meeting?

2. What types of promotion are mentioned by participants?

 

Paul:	OK, thanks for coming along this morning. As I said in my e-mail, the purpose of the meeting this morning is for us to brainstorm ideas, promotional activities that we are going to carry out to make sure that the launch of the Business Solutions website is a success from the start. I’m going to open up to you to come up with the ideas you’ve formulated over the past couple of weeks. Anything goes, we’ve got no budget at the moment but you know, fire away.
Stephanie:	Oh great. No budget constraints.
Courtney:	That’s great. Television and radio.
Stephanie:	Well, it’s starting big.
Paul:	Excellent.
Courtney:	Well, we haven’t got a budget, but I think we could reach a wide audience, something like that, and … we could focus on some of the big sort of business financial network television if we want to reach a global market, if that’s what we’re working to do and extending to all areas I think.
Stephanie:	Yeah, that’s been quite successful for some of the banks and stuff.
Paul:	That’s right, but definitely focused on advertising.
Courtney:	Focused on specific networks that would reach, that you know… Businessmen are watching network television.
Stephanie:	Well, I’ve been working more on cheaper solutions than that just in case there are budget problems. I thought we could do some effective online promotion, which is actually very cheap, and I think we should aim to do anyway. Direct mailing but also register the site effectively with search engines so anybody who goes onto the Internet and is looking for business solutions would come up with our website.
Courtney:	Yeah, we should definitely do some of that.
Paul:	Absolutely, yes.
Courtney:	What about press advertising, traditional newspapers, business magazines, journals?
Paul:	Yes.
Courtney:	Yes, great, I mean we’ve done that very effectively in the past.

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Paul:	Yes, we’ve had some very good response rates to for the ads we’ve placed before.
Stephanie:	Yes, and that could be something we could do, not just once but a kind of campaign over a period of time.
Courtney:	Yes, build it up.
Paul:	Yep, use a campaign, OK.

 

Exercise 7. Read the second part of the meeting answer these questions:

1. What other ideas for promoting the website are mentioned by participants?

2. When is the next meeting? What information will the participants get then?

 

Stephanie:	And then, going back to cheaper solutions, we could use the contact base we’ve got, the market research we’ve bee doing for this new website. We’ve got some very good contacts where I think we could send out glossy brochures, maybe a CD demonstration, CD ROM demonstration of the site to human resource managers, training managers.
Courtney:	Yes, that’s a good idea.
Paul:	Great.
Stephanie:	As we’ve already got contacts with lots of those and I’m sure we should.
Courtney:	…exploit them.
Stephanie:	Yeah, we could build that up.
Paul:	Yes.
Stephanie:	And direct mail them.
Paul:	With information packs or…?
Stephanie:	Yeah, we could do a big either CD ROM walk-through as part of a glossy brochure pack. That might be one way and... or information brochure if we didn’t have so much money.
Courtney:	Yeah, would it be worth it sponsoring some kind of event, I don’t know?
Stephanie:	Oh, yeah.
Courtney:	You know, inviting the real movers and shakers of art, you know, are target customers, the ones we can count.
Stephanie:	It would be great to do a presentation maybe on a boat going up the river or something. That would get the press in.
Paul:	Yes.
Courtney:	Yes.
Paul:	That’s a good idea, Courtney, excellent. OK, What are the other areas of press advertising could we do, do you think, I mean, you know, we’ve done bill board advertising before but …
Stephanie:	Bill boards, what about that?
Courtney:	I don’t know.
Stephanie:	I hadn’t thought of that for this but…
Courtney:	I don’t know what the costs are related to that, I think we would have to look at that. Underground, airports, maybe some of them.

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Paul:	Yep, OK, well, I’m going to wrap the meeting up now. We’ve come up with some really good ideas, we’ve got TV, radio advertising, obviously that’s going to be dependent on the budget we’ve actually set at the end of the day. Online promotion which is cheaper but obviously we’ve got certainly have some degree of online promotion. Press advertising, business journals, billboards, maybe depending on the budget again. The contacts with human resources departments, definitely, I mean that’s an area that we’ve really got to explore and certainly a sponsorship of a major event to tie into the launch would be a great idea.
Courtney:	OK, so when will we meet next?
Paul:	I think we’re scheduled for three week’s time.
Stephanie:	Yes, that’s right.
Paul:	By which time we’ll have more of an idea of the sort of budget that we’re working with
Stephanie:	Shall we cost some of these things and see … So that we can..?
Courtney:	I’ve got some research I can look at.
Stephanie:	OK, then we’ll bring that to the next meeting.
Paul:	Great.
Stephanie:	Great.
Courtney:	OK.
Stephanie:	OK, thanks.

 

Exercise 8. An HR director introduces a meeting with other members of the HR team about a new performance – related pay system for the company. Read for the answer to the question:

What is the purpose of this morning’s meeting?

 

Director:	Right, can we start?... Good morning, everyone. Thanks for coming to this meeting. Do you all know Harriet Blofeld, my new personal assistant?
Harriet:	Hello, everyone.
Director:	Harriet will take the minutes of the meeting, if you all agree.
Director:	Well – let me explain the background. As you know, we have created a new management model with a flatter hierarchy. Staff work in small project teams which are highly customer-focused. With no managerial positions, that means there are fewer prospects for promotion. We need to motivate staff by offering a different kind of reward. We’ve already decided to set up a performance – related pay system in which staff receive higher pay for achieving their targets. The question is: which method should we choose? Specifically, we’ve got three objectives: First, to examine the different reward schemes, to see how each one would work and to give you a chance to ask questions.

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	Second, to decide on the most effective scheme for the company. And third, to prepare a proposal for the Board. Now we have to finish by 12 o’clock today, so the purpose of this morning’s meeting is simply to look at the different options. We’ll leave the decision till the next morning.
	Right. Now Joanna has done some research into performance-related reward scheme. Joanna, would you like to start by explaining the different opinions…?

 

Exercise 9. Read the following five steps that leaders typically take when opening a meeting. Read the previous text again. Write the phrases HR director uses to introduce each step.

Steps:

1. Interrupt social conversation and signal the start of the meeting.

2. Greet and welcome participants, introduce new participants.

3. Explain the background to the meeting.

4. State the purpose of the meeting.

5. Ask for contributions or hand over to the first speaker.

 

Phrase

Step 1 …………………………………………………………………………………..

Step 2 …………………………………………………………………………………..

Step 3 …………………………………………………………………………………..

Step 4 …………………………………………………………………………………..

Step 5 …………………………………………………………………………………..

 

Exercise 10. Look at some alternative language you can use to open a meeting. Match the phrases a)-e) with steps 1-5 above.

 

a)	John, could you start by reminding us what the three ideas were?
b)	Good morning, everybody. Thanks for coming along this morning.
c)	So the purpose of this meeting is to review the feedback.
d)	As you know, we’ve set up this team so that we can discuss ways of increasing staff motivation. At our first meeting last month, we came up with three new ideas, and we agreed we would all try to get some feedback from our colleagues.
e)	Let’s make a start.

 

SPEAKING.

 

Task 1. Read the problem:

Your team has completed a highly successful project, and the company’s directors have decided to give a financial reward of $10,000 to be shared among you. You have to agree how you want to use the money.

                                                                                Unit 10

 

Step 1. Preparation

Read the problem again.

First of all, set some objectives so you can run an efficient meeting.

For example, you should decide on the following:

a) Time: You only have 15 minutes for this meeting.

b) Organisation: to give each person a chance to speak?

to encourage free discussion?

to keep it short by limiting discussion?

c) How to reach a decision: to have a consensus of percent…

(e.g. 100%, 80% etc.)

Step 2. Open the meeting

More preparation: plan how you will open the meeting to discuss the financial reward and what you will say to introduce each of the five steps given above in exercise 9.

Step 3. Demonstrate how you would open the meeting.

Step 4. Hold the meeting.

 

Choose a role. Read your role card and role-play the meeting.

 

Role A.

You want to spend the money on a special celebration. Suggest a dinner and night at an expensive hotel in (city of your choice). You want to invite wives/husbands/parents to the event.

 

Role B.

You are going to open the meeting. You think the money should be given in the form of shares in the company (stock option).

 

Role C.

You want to divide the cash among you so you can each spend it as you wish.

 

Role D.

You want to spend the money on a special training course that all of you would attend. It could be a course in marketing, negotiating or English.

 

Role E.

You want to spend the money on a trip. Your company’s head office is in New York and none of you has been there yet. Propose a visit.

 

 

UNIT 11.

THE  FUNCTION OF CHAIRPERSON

Part 1. THE ROLE OF THE CHAIRPERSON.

 

Task 1. What do you think the functions of the chairperson are during a meeting? What are the advantages and disadvantages of not having a chairperson in a meeting?

Step 1. Answer these questions in written form, emphasising your choice.

Step 2. Have a short meeting to discuss the main duties and responsibilities of a chairperson. You are all equally responsible for making sure that:

1) everyone has a chance to put their views;

2) no individual dominates;

3) everyone keeps to the point;

4) notes are taken.