1、Business English GloriaGloria Know how to prepare a business meeting either as an organizer or participant.Business EnglishI General Introduction:Four Types of Business Meetings一、行政型会议行政型会议(Administrative Meeting)。它是商界的各个单位所召开的工作性、执行性的会议。例如，行政会(executive session)、董事会(board meeting)，等等。二、业务型会议业务型会议(b
2、usiness/operation meeting)。它是商界的有关单位所召开的专业性、技术性会议。例如，展览会(exhibition)、供货会(supply meeting)，等等。三、群体型会议群体型会议。它是商界各单位内部的群众团体或群众组织所召开的非行政性、非业务性的会议，旨在争取群体权利，反映群体意愿。例如，职代会、团代会，等等。四、社交型会议社交型会议。它是商界各单位以扩大本单位的交际面为目的而举行的会议。例如，茶话会、联欢会，等等。Business EnglishI General IntroductionAll businesses have meetings to share
3、 information.lSome are informal around the“break”tablelMany are formal a meeting is called,people gather at an appointed spot,there is a leader,minutes are written,and there are rules for discussion.lThe larger the group,the more formal the meeting structure is.Business EnglishI General Introduction
4、:Meeting Forms圆桌会议圆桌会议 round-table conference视频会议视频会议 video conference电话会议电话会议 teleconferenceBusiness EnglishII Video Clip&DiscussionWhat is a business meeting?Business EnglishIII TermsAgendaAmendmentsMotionSecond a motionAdjournParliamentary Procedure议会程序议会程序修正修正附议附议/补充意见补充意见动议动议/议案议案休会休会议事日程议事日程Bu
5、siness EnglishIII TermsRefer to a committeeRising voteVoice voteSecret ballotRoll call提交给委员会提交给委员会起立表决起立表决点名点名不记名投票不记名投票口头表决口头表决Business EnglishIV How to Hold a Business Meeting Section 1 DefinitionA meeting is a group of people who are gathered for a shared purpose.A.The key to a good meeting is pl
6、anning.B.Planned meetings have value to all members.C.The main reasons meetings are held are to:1.Carry out the affairs of an organization.2.Present information.3.Solicit different opinions and work out the differences.4.Get agreement on goals.5.Brief members before action is taken.6.Organize member
7、s into work groups(committees).Business English1.Determine the overall purpose of the meeting.2.Identify business to be acted on.a.some topic detail for each headingb.Include amount of time each topic is expected to last3.Set a date and time for the meeting.Steps to planning a meeting include:Busine
8、ss English4.Select a convenient location with appropriate equipment.5.Assign responsibilities to different members.6.Develop an agenda(order of business)and send it to all members.7.Plan for follow-through and assessment afterwards.Steps to planning a meeting include:Business EnglishAgenda:the plan
9、that lists the events or items in a meeting.1.Common items to include:a.Call to order.b.Minutes from the last meeting held.c.Officer reports.d.Special reports.e.Committee reports.f.Unfinished business.g.New business.h.Adjournment.2.When the agenda is handed out to all members,it should includea.Meet
10、ing start time.b.Meeting end time c.LocationBusiness English Section 2 Parliamentary procedure:A certain set of“rules”known as parliamentary law or Roberts Rules of Order that is used to maintain order in a meeting.The main purposes of parliamentary law are to:lFocus on one item at a time.lExtend co
11、urtesy to everyone(allow everyone to speak).lObserve the rule of the majority.lEnsure the rights of the minority.Business EnglishCommon Voting MethodsVoice vote saying“Aye”or“No”Raising vote standing or show of handsSecret ballot written ballotRoll call secretary polls membersBusiness EnglishMain mo
12、tion:used to obtain group approval for a new projector some other course of action“I move that”.are the three words used to begin a main motionWhenever possible,include:u Who Whenu What Where3.Should always be stated in the affirmative form(proposing some type of action).4.All main motions need a se
13、cond before they can be voted upon.(“I second the motion.”)Business English5.After an item is moved and seconded,there is time for a discussion of the motion.lAll persons wishing to speak must be recognized by the chairpersonl The person introducing the motion speaks first.lAll members have the righ
14、t to speak about the motion.lNo one can speak a second time until all who want to speak have spoken a first time.lSpeakers can only speak about the motion that is being discussed.Business EnglishAmendments are used to change or improve a motion.Three ways to amend a motion include by additionby subs
15、titutionby striking out“I move to amend the motion by.”After an amendment has been offered,it requires a second.Business EnglishDelaying action on the motion under considerationTo postpone definitely postpone to a specific time.(“I move to postpone the motion until the next meeting.”)2.To refer to a
16、 committee refers to a committee for further study.(“I move to refer this to a committee to clarify.”)Business EnglishMotion to AdjournA motion to adjourn is used when it is time to close a meeting.(“I move to adjourn this meeting.”)It must be seconded.Business English Section 3 Steps to Carry Throu
17、gh a Main MotionA.Obtain the floor/STATING THE MAIN MOTION1.Member should rise2.Address the chair 3.Wait until the chair recognizes the memberB.Stating the motion:1.Always start with the phrase:“I MOVE THAT.2.Whenever possible,include the following components:Who,What,Where,When3.Should always be st
18、ated in the affirmative form(Proposing some type of action)Business EnglishC.Chairperson shall ASK FOR A SECOND1.The member proposing the motion may not second it.2.If there is not a second,the chair will announce that“The motion is lost for want of a second.”D.If seconded,the chairperson shall REST
19、ATE THE MOTION AND DECLARE THE MOTION OPEN FOR DISCUSSION:It has been properly moved and seconded that.The floor is now open for discussion.”Section 3 Steps to Carry Through a Main MotionBusiness EnglishE.DISCUSSION:1.The member proposing the motion shall have the right to discuss it first.2.The cha
20、irperson should provide every member with the opportunity to discuss the motion.3.The chairperson should attempt to alternate the discussion between each side of the issue.F.Chairperson shall CALL FOR A CLOSE TO THE DISCUSSION:Are you ready for the question?or“Is there any further discussion?”Sectio
21、n 3 Steps to Carry Through a Main MotionBusiness EnglishG.Chairperson shall RESTATE THE MOTION AND CALL FOR THE VOTE:1.All those in favor of the motion that.say AYE.All those opposed say No.or2.The motion before the group is that.All those in favor say AYE,all those opposed say No”.H.ANNOUNCE THE VO
22、TE:The Ayes have it,and the motion passes.“or2.The Nos have it,and the motion is lost.Section 3 Steps to Carry Through a Main MotionBusiness EnglishV Role of each member in a meetingBusiness EnglishChairpersonPlans the meeting ahead of time.Makes the agenda and distributes it to participants.Begins
23、the meeting.Keeps order.Makes sure all participants can speak to the issues.Reminds members of the important facts.Guides the group in problem solving and decision making.Remains impartial.Closes the meeting.Business EnglishSecretaryTakes accurate minutes.Prepares minutes for approval.Business Engli
24、shOther MembersKnow what the meeting is about.Do background preparation in order to discuss issues.Actively participate give ones views/information in an orderly manner.Take notes on information pertaining to themselves.Are polite when expressing disagreement.Business EnglishVI Watch&LearnBusiness EnglishVII Role PlayHold a manager meeting with group members.items:Should we give Gloria a pay raise?Should we give Mike a promotion?
