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Professional English

Professional English. Meetings. Introduction. A meeting is a planned assembly, or An arranged gathering of people for a certain purpose. In organizational setting. Meetings are a primary process for organizational life For many people, attending meetings is what they do most of the time.

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Professional English

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  1. Professional English Meetings

  2. Introduction • A meeting is a planned assembly, or • An arranged gathering of people for a certain purpose

  3. In organizational setting • Meetings are a primary process for organizational life • For many people, attending meetings is what they do most of the time

  4. Importance • It will depend on your meeting skills to be recognized for your contributions.

  5. Types of Meetings • information-sharing • problem-solving • decision-making • planning • feedback: reacting / evaluating • combination

  6. Informal Meeting

  7. Formal Meetings

  8. Names of Meetings • Annual General Meeting (AGM)/(EGM) • Board Meetings • Senior Management Meetings • Staff Meetings • etc.

  9. Documents for Meetings • Notice • Agenda • Minutes

  10. Notice • a notice is to let people know the purpose, date, time and location of a meeting. • A notice can be: memo; letter; poster; email

  11. Agenda • An agendais adetailed plan of the items to be discussed at a meeting, given before the meeting starts (sometimes at the same time of the notice of the meeting)

  12. Agenda Format • Agenda formats vary widely depending on the complexity of the meeting and the technology to be used

  13. Basic elements of an agenda: • date, time, and place • purpose of the meeting • topics to be addressed • participants

  14. A formal agenda should have: • the word Agenda • the name of the organization/ group/ or person calling for the meeting • the date and time of the meeting • the venue • Apologies

  15. cont'd • Minutes of the Last Meeting • Matters Arising • Meeting Topics: list • Any Other Business (AOCB) • Date and time of next meeting

  16. Agenda sample • Agenda sample from Microsoft

  17. Minutes • A written report of a meeting that identifies who was present, summarizes discussions, records specific decisions and action points. Minutes are also known as protocols or informally notes.

  18. Minutes are sometimes important legal documents. • Minutes are not meant to be a verbatim! • Minutes follow the format of the agenda used for the meeting

  19. Note: the trend nowadays is to use meeting minutes recording software: they record and prepare all minutes in real-time.

  20. Formal minutes should contain: • The title of the meeting. • The date and time of the meeting. • A list of all those present under the title present. • A list of all those absent but who have sent their apologies, this list should come under the title apologies.

  21. cont'd • Confirmation that the previous meeting's minutes have been agreed. • Any amendments arising from the previous meeting's minutes should be written down. • Any matters arising from the previous minutes. • Items should be listed in order as taken in the meeting.

  22. cont'd • The date of the next meeting. • Headings can be in a numerical system of the report format.

  23. Minutes sample Minutes sample from Microsoft

  24. Thank you

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