| Cristina: | Do we all agree? |
| All: | Yes. |
| Cristina: | We all agree the Haines Ltd proposal so we will go ahead with it. Firat, please draw up a schedule for thee building work and let us have it at the next meeting. OK, our last item today is about the company newsletter. I know you wanted to point our something, Andrian? |
| Andrian: | Let me start by saying the newsletter needs a lot of time and energy. The quality of the articles is no longer very good. Why dont we produce the newsletter every quarter, and not once a month? |
| Lena: | Im not in favour of that idea. Its very important to |
| Cristina: | Right. We cant reach an agreement today. Lets discuss the issue again at the next meeting. Andrian, please write a proposal with the pros and cons of a quarterly newsletter. That brings us to the end of the meeting. Any other business? |
| Lena: | Would it be possible to hold the Christmas party in the new canteen? |
| Cristina: | Good idea. Check the building schedule and report back next meeting. OK, the next meeting is here on the eleventh of September. |
Exercise 3. Action minutes give a short summary of what was discussed and who will do what at which time. Fill in the action minutes of the meeting above.
MINUTES OF TEAM MEETING.
Date: 4th September Present: Cristina, Firat, Lena, Andrian.
Time: 3.30pm Absent: Brigit
Venue: Main conference room Minute taker: (1)..
| Action steps | Who? | When? | |
| Point 1. Matters arising staff not happy about hot-desking | (2) | Lena | (3) |
| Point 2. Quotations for new canteen | (4) | (5) | Next meeting |
| Point 3. Changes to staff newsletter | Write a proposal of pros and cons of a quarterly newsletter | Andrian | (6) |
| Point 4. AOB- Chrisman party | (7) | (8) | (9) |
Next meeting: (10)
Venue: Main conference room
Unit 9
Exercise 4. Check your understanding. Sentences 1-8 report what somebody said. Sentences a)-h) are what the person said. In each group of four match the sentences with similar meanings.
| 1. | She disagreed with the idea. | a) | Lets discuss this issue at the next meeting | |
| 2. | She suggested discussing the issue at the following meeting. | b) | I can have the report ready by 8th of September. | |
| 3. | He recommended the Haines proposal. | c) | I believe the Haines proposal is the better one. | |
| 4. | She promised to finish the report by 8th of September. | d) | Im not in favour of that idea. | |
| 5. | She wondered if the Christmas party could be held in the canteen. | e) | The company newsletter needs a lot of time and energy. | |
| 6. | She warned that we had a problem with the atmosphere at work. | f) | We all agree with the Haines proposal. | |
| 7. | He pointed out how much work went into the company newsletter. | g) | The atmosphere at work is bad and getting worse. | |
| 8. | We approved the Haines proposal. | h) | Would it be possible to hold the Christmas party in the new canteen. |
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Exercise 5. Now read the full minutes from the meeting between Cristina, Firat, Lena and Andrian.
Minutes of meeting 4th September.
Venue: Main conference room
Present: Cristina (chair), Firat, Lena and Andrian.
Apologies for absence: Birgit
1. Matters arising from the previous meeting.
Hot-desking.
Lena reported that the staff were still not happy about this and warned that the atmosphere in the office was bad and was getting worse. Firat agreed with this. Lena agreed to write a report and promised to have it ready for 8th September.
2. New quotations for building new canteen.
Firat presented quotations from Turnbull Construction Ltd and Haines Ltd. Everybody agreed that the Haines proposal was better. Firat agreed to draw up a schedule for the building work and bring it to the next meeting.
3. Changes to staff newsletter.
Andrian pointed out that a lot of work was needed for the staff newsletter and that the quality was decreasing. He suggested producing the newsletter every quarter. Lena disagreed with the idea. Andrian agreed to write a proposal of the pros and cons of a quarterly newsletter.
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4. AOB
Christmas party
Lena wandered if the Christmas party could be held in the canteen. She agreed to check the schedule and to report back at the next meeting.
Next Meeting: September 11th in the main conference room.
WRITING.
Exercise 6. Work with a partner. Look at the notes from the follow-up meeting with Firat, Lena and Andrian and write up full minutes.
AGENDA
DATE 11 September
TIME 15.30
VENUE Main conference room
1. Matters arising
2. Lena to present report on hot-desking and make a proposal
3. Firat to present schedule for canteen building work
4. Andrian to make proposal for quarterly newsletter
Team to approve.
5. Lena to report on Christmas party.
Notes: 2. Hot-desking very unpopular. Staff demotivated.
Not necessary. Problem can be solved by smaller desks for everyone. Some extra cost involved.
3. Put up temporary tent for canteen 1 November.
Problem small distance to walk in open. Clear out fittings of canteen 2 - 6 November. Building work 7-20 November. Open new canteen 25 November.
4. Quarterly newsletter pros - less time-consuming. More news to report so more interesting, less cost. Cons not so up-to-date. Proposal quarterly newsletter. Team approved this.
5. New canteen opens on 25 November. Enough buffer time if problems occur. Christmas party in new canteen.
Unit 9
Part 5. A MEMORANDUM (MEMO)
Exercise 1. Read the text to find out:
1. What we mean by memo?
2. What is included in a memo?
3. If there are different techniques in memo writing
4. Basic rules to be used in memo writing
A memorandum (or memo) is a very common form of business communication which is exchanged between members of the same organization. The memo usually focuses on one message or piece of information, and often requests actions to be taken. It may be sent to a single person or a group of people.
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There are many different techniques used in memo writing, but several basic rules should always be applied:
1. Since memos are a little less formal than business letters, it is best to use simple language and a neutral tone.
2. Keep your memo clear. Use short, simple sentences.
3. A memo should not be any longer than one page. Most people do not have time to read long memoes.
4. The opening and closing formula can be more direct and less formal than in a letter.
Memoes are usually for internal communication.
They should include the following headings: To/From/Subject/Date.
They should be short and include only relevant information.
Points should be arranged in logical order. In longer memoes, it is common to number points.
The tone of a memo may be formal, informal or neutral.
It is usual to end with your initials rather than a signature.
Exercise 2. Phamatec Pharmaceuticals is sending a delegation of executives to Japan for the first time to discuss an important contract, so the executives are going to attend a series of seminars given by Tomomi Moriwake, a Japanese consultant.
Read the memo from the Managing Director to Human Resources Manager and match the parts of the memo (1-6) with the descriptions (a-f).
PHARMATEC MEMORUNDUM
1. c DATE 9th June
2. .. TO Vincent Mills, Human Resources Manager
FROM Philip Groves, Managing Director
3. .. SUBJECT Seminars on Japanese culture and management
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Philip
4. .. The trip to Japan has been confirmed for the 15th of next month. Ive decided to go ahead with the seminars as we discussed.
5. .. Could you contact the consultant you mentioned and get back to me about the following:
a) the topics she covers;
b) short description of each topic;
c) whether you think we should use her services or look for someone else.
6. . We havent much time, so could you do this a.s.a.p. and also check the availability of the executives who will be involved in this training.
PG
a) The body of the memo
b) A short heading which tells you what the memo is about
c) When the memo is sent
d) The conclusion of the memo, which often recommends a course of action.
e) Name of the person to whom the memo is sent
f) A brief introduction to the memo giving the most important information.
Exercise 3. Read the following memo and answer the questions:
1. Who does it concern?
2. Who is it written by?
3. When was it written?
4. What is the subject of the memo?
5. What is the style of the memo?
6. What is the memo ended with?
MEMO
DATE 18 April
TO All department heads
FROM Patricia Marchand, General Manager
SUBJECT Visit of German agent
Please note that Katya Schmidt, our German agent, will be visiting the company on Friday, 26 April.
There will be a meeting on that day at 11.30 am in the Boardroom, which you should all attend.
Ms Schmidt will be presenting her marketing plan for expanding sales in the German market.
If you wish to join for lunch at a local restaurant, please let me know as soon as possible.
Unit 9
Exercise 4. A memo is an internal communication.
Look quickly at the following memo. What do you notice about the layout of the memo (compare it with the one given above)
MEMO
TO All staff
FROM The pay office
SUBJECT Delay in payment of salaries
We are sorry to inform you that there will be some delay in paying salaries this month. This is because of difficulties with the new computer system.
We will make every effort to solve the problem within the next two or three days and expect to be able to pay all salaries by the end of the month.
Thank you for your patience and understanding.
Exercise 5. Now read the memo above and answer the questions:
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1. Who sent it?
2. Who will read it?
3. What is the problem?
4. What is the background?
5. When will it be solved?
6. What do you think about the style of the memo? Is it more formal or informal?
Exercise 6. You work in the general administration office of a company.
Write a memo to all staff to explain a future problem. Use these notes and follow the model above for your memo.
Problem:
Canteen closed during August
Background:
Renovation work
Promise:
Work to finish by end of August
Thanks
Exercise 7. Lee Jones, the telecommunications manager at Allsop Trading, sent a memo making a recommendation.
The sections of the memo a-g) have been mixed.
Look at the framework below. Then order the sections of the memo appropriately by writing the letter for each section in the correct order.
Unit 9
| a) | I have compared the cost of mobile phone calls from these countries using three different service providers: Orange, O2 and Vodafone. My findings are as follows: 1) Vodafone compares well with other providers on overall cost. 2) Vodafone is the cheapest for calls and text messages from Australia. 3) If we subscribe to Vodafones international traveller service, we can obtain further discounts on calls from Spain and the USA. The cost of this service is $3.50 per phone call month. |
| b) | These findings show that Vodafone offers the best deal overall. |
| c) | You asked me to look at international mobile phone costs and make a recommendation. |
| d) | I recommend that we choose Vodafone as our service provider. |
| e) | The reason is that we need to reduce the cost of international mobile phone calls from Australia, Spain and the USA. |
| f) | To: Tom Barnes From: Lee Jones Subject: Recommendation for mobile phone provider. |
| g) | Im attaching the figures for you to study. |
FRAMEWORK.
| 1. Headings | 2. Start with a reference to the market | 3. State your conclusion at the start: it saves the reader time | |||
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| 4. State your reasons | 5. Give the details | 6. Repeat the recommendations | 7. Refer to any attachments | ||
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UNIT 10.
Part 1. MAKING MEETINGS EFFECTIVE.
Exercise 1. Read the following comments on business meetings. What do you think about these viewpoints? Put your own viewpoint to the others in the group.
You may want to use some of the following language:
a) I agree that d) Im not sure
b) Dont you think ? e) Wouldnt you agree that ?
c) Its obvious that f) We all know that
1. Two or more people getting together for a specific business purpose
extracted from The Gover Handbok of Management
2. The fewer the merrier
extracted from How to Run a Successful Meeting in Half the Time
3. Most meetings are a waste of time.
4. Every meting should have a purpose and this person is information-giving or discussion or decision-making.
Exercise 2. What makes a good meeting? Suggest what you think are the characteristics of a successful meeting
1. .
2. .
3. .
4. .
5. .
6. .
7. .
Now, compare your answers with the ones given below. Do you find them important, necessary, or possible?
a) good preparation
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b) good chairing
c) not many people
d) all views presented
e) polite discussion
f) consensus of opinion
g) clear objective(s)
h) good planning of resources and equipment
i) social elements if the meeting is with people from outside the company
j) refreshments as appropriate
Unit 10
READING.
Text 1. Allen Case, an engineer, is talking about the characteristics of successful business meetings. He makes five of the eight points below.
Read the conversation and identify the correct order of these points:
1. There is a written agenda.
2. Clear objectives known to everyone.
3. Respect for the time available/time-planning
4. Good chair effective control.
5. Emotions are kept under control.
6. Good preparation.
7. Everyone gets to say what they need to say.
Question: What do you see as the most important characteristics of a successful meeting?
I think its important that everyone is well prepared. Certainly everyone should prepare for the meeting which is possible in all cases except emergency meetings where theres no time for much preparation.
A second point is that in every case people should understand the objectives of the meeting. Also, the role of the chair is important. The chair should do a good job, keep control and keep the meeting focused on the objectives. That means the meeting reaches its aims.
Question: And what about the timing of the meeting?
I agree the meeting should keep to the timing start and finish on time. Thats also important.
Text 2.
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 specialised consultants, who give advice on how to make meetings more effective.
Here are some ideas for making a successful meeting.
Which do you consider crazy (c) or good (g) for using?
1. singing at meetings;
2. dressing in strange clothes at the meetings;
3. clear aim;
4. active listening to other peoples ideas;
5. be always prepared for the meeting;
6. attach a time limit to each point;
7. having private discussions during the meeting;
Unit 10
8. long speaking;
9. giving everyone a chance to put forward their views;
10. using strict rules to keep order.
Now read the suggestions made by a consultant about meetings.
Which of the ideas above are discussed in the text?
If a meeting is to be productive, it should have a clear and stated purpose that all the participants know and understand. You should appoint a chairperson who manages and controls the meeting.
You must write an agenda, or list of items to be discussed and sent it to all the people concerned. They should prepare for the meeting and come to it with ideas to contribute.
You have to attach a time limit to each point, otherwise there is a risk that some of the items will not be dealt with at all.
You ought to limit the meeting to 90 minutes. If not, you have to schedule breaks into the agenda.
You dont need to invite all the important staff members to every meeting. But you should send other senior staff members the minutes or summary of what was discussed.
The minutes should include a clear summary of the important points you dont have to include everything that was said at the meeting. However, you need to include actions decided upon at the meeting. Lastly, the minutes should be sent within twenty-four hours. It is essential to keep the meetings results and future actions clear in everyones mind.
VOCABULARY.
Exercise 1. Give the Russian equivalents:
| 1. | to be productive | |
| 2. | a clear and stated purpose | |
| 3. | to appoint a chairperson | |
| 4. | to write an agenda | |
| 5. | all the people concerned | |
| 6. | to attach a time limit | |
| 7. | to schedule breaks | |
| 8. | the minutes | |
| 9. | to include actions | |
| 10. | to keep the meetings results and future actions |
Unit 10
Exercise 2. Match each item in the box to its definition below. Then translate the words into Russian.
the minutes, staff, chairperson, agenda, summary, actions, schedule, breaks, contribute, appoint
| 1. | to choose someone to do a particular job | |
| 2. | to plan for something to happen at a particular time | |
| 3. | a list of things that people will discuss at a meeting | |
| 4. | the people who work for a particular company, organization or institution | |
| 5. | an official written report of what is discussed or decided at a formal meeting | |
| 6. | a short period of time when you stop what you are doing | |
| 7. | the person who is in charge of a meeting or a committee | |
| 8. | to be a part of a group or an activity and help it to be successful | |
| 9. | a short account of something that gives only the most important information and not all the details | |
| 10. | something that you do (that seems unusual to other people) |
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WRITING.
Exercise 3. You are going to participate in the discussion on Effective meetings.
To make the discussion more effective write down six questions of different types (general or closed, special or open, tail-question, alternative) and be prepared to present your questions to the others.
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| 2. |
| 3. |
| 4. |
| 5. |
| 6. |
IMPROVING YOUR SKILLS
Unit 10
Exercise 4. Which of the following do you agree with? Why?
1. The best number for a meeting is six people or fewer.
2. Never have food or drink during a meeting.
3. Always start and finish a meeting on time.
4. You sit round a table when you have a meeting.
5. A meeting must always have a leader.
6. At a formal meeting each person should speak in turn.
Exercise 5. Why are meetings sometimes either a) successful, or b) unsuccessful?
Discuss the reasons and note your ideas.
For example:
| Good meetings | Bad meetings |
| Clear objectives | Chairperson talks too much |
Exercise 6. Freestyle is a sports equipment company. It has developed a new product, a pair of swimming goggles which adapt to each persons face and eyesight. The Marketing Department held a meeting to discuss the launch of the product.
Read the information about the meeting. Then answer these questions.
1. What are the two aims of the meeting?
2. Which months for the launch do the participants discuss?
3. What agreement do they reach about the launch time?
4. Which types of shops does Julia want to target?
5. What phrase does Katharina use to say I am for March?
6. What phrase does Inge use to say What do you think about it?
7. What phase does Katharina use to say Wait a minute?
8. What phase does Inge use to say Lets discuss it again?
9. What phrase does Inge use to say Lets turn to the question of marketing?
| Inge: | Right, can we start, please? The main aim of the meeting is to decide the date of the launch. After that, well talk about our marketing strategy and decide which sales outlets we should target. OK, when are we going to launch the goggles? Katharina, what do you think? Should it be early next year or should we wait until the summer? |
| Katharina: | Im in favour of February or March. Theres a gap in the market for our products. Why wait any longer? The goggles are technically advanced lets just cash in on that. |
Unit 10
| Inge: | Thanks, Katharina. Lets hear a few more views. Kenneth, whats your opinion? |
| Kenneth: | I dont know about February. Its a bit early in this year. I suggest we launch in May or June. People go on holiday then. Its a peak period for buying goggles. |
| Inge: | Thanks, Kenneth. Nadia, whats your view? You are a keen swimmer, I know. |
| Nadia: | In my opinion, Februarys the best time. We could promote them in swimming pools and opticians. The price should be high. Id say, at least $50. |
| Katharina: | Hold on a minute. I thought we were talking about the launch date, not about promotion or price. |
| Inge: | Youre right, Katharina. Lets get back to the point. I think on balance we agree we prefer the earlier date. Lets move on now to marketing. Julia, which outlets do you think we should target? |
| Julia: | I think we should start with the specialist stores. Thats where most swimmers buy their goggles. |
| Inge: | What do you mean by specialist stores, Julia? Are you thinking of sports goods outlets, you know, stores which only sell sports equipment? |
| Julia: | Exactly. They should be our main target. |
VOCABULARY.
Exercise 7. Think of the synonyms for the following words (for answers use the text above)
| 1. | to be for something | |
| 2. | Whats your opinion? | |
| 3. | wait a minute | |
| 4. | come back to the question | |
| 5. | to turn to the question | |
| 6. | shops | |
| 7. | I think |
WRITING.
Exercise 8. Write a short report summarising the points discussed and agreed during the meeting.
