PPT 2 - Opening a MeetingLook at the steps below in opening a meeting. Which order would you expect them to take place?a) 6 Agreeing the timing of the meetingb) 5 Allocating or confirming the participants’ responsibilitiesc) 4 Outlining the agendad) 1 Welcoming the participantse) 3 Stating the purpose of the meetingf) 2 Introducing the participants (where necessary)Go through the language focuses. Give examples where they would be used.PPT 3 Language Focus - Opening a MeetingStartingLet’s get down to busin essWe’d better start.OK, shall we make a start?Right, let’s beginWelcomingWe’re very pleased to welcome…It’s a pleasure to welcomeI’d (particularly) like to welcome…I’d like to start by welcoming…IntroducingI’d like to introduce.I don’t think you’ve met…Can I introduce…?PPT 4 Language Focus - Opening a MeetingStating purpose / Objectives / AimsWe’re here today to…Our aim is to…I’ve called this meeting in order to…The purpose of this meeting is to…By the end of this meeting, we need…Setting the agendaAs you’ll see form the agenda…Have you all seen a copy of the agenda?I suggest we take this item first / next / lastThere are three items on the agendaIs there any other business?PPT 5 Language Focus - Opening a MeetingTimingThis should take about two hoursThe meeting is due to finish at…We’re short of time, so can I ask you to be brief?I’d like to keep each item to ten minutes, otherwise we’ll never get through.I would like to aim for a three o’clock finish.I would like to finish by four o’clockPPT 6 Language Focus - Opening a MeetingDefining roles…, could you take the minutes?… has kindly agreed to give us a report on…… is going to take us through……, I wondered if you’d like to tell us something about…?First itemSo, the first item on the agenda is.…, would you like to start?PPT 7 - Practice the following informal meeting:Start the meetingWelcome the participantsState the objectives – To decide on a new appraisal systemSuggest the procedure – go round the table to get ideas, and then discussFinish by 4pmAsk someone to beginPPT 8 Practice the following Formal meeting:Start the meetingWelcome the participantsState the objectives – To discuss a possible joint ventureAgenda has Seven pointsTiming – Approximately 30minutes per item with a 30 minute lunch breakIntroduce the first item – BackgroundPPT 9 - Meeting Practice – Pair WorkPractice opening each of the following different meetingsWhile one of you opens the meeting the other person should observe and help with any language points and give feedback.Then change rolesPPT 10 - Meeting 1:Type of meeting: Formal, internal meeting in a large organization.8-10 participantsNot all the participants know each otherObjectivesTo look at working practices within the organizationTo discuss how these can be improvedPPT 11 - Meeting 2:Small, informal monthly meeting between people from different parts of the same organization.4-6 participantsAll the participants know each other.ObjectivesTo e xchange information about the last month’s activitiesTo preview the next month’s activities.PPT 12 - Meeting 3:Formal, client-supplier meeting held at client’s offices.4-6 participants (2 or 3 from each company)This is the first time the two sides have metObjectivesTo look at client’s needsTo discuss possible ways of working togetherPPT 13 - Meeting 4:Informal meeting between representatives of different organizations 12-15 participantsPart of a regular series of meetings – most participants have met before.ObjectivesTo discuss new European directives for cross-border tradingPPT 14 - Meeting Practice – Group WorkGive the students the handout to help them organize the meeting.Slide 1You are a new project team who all work for a European- based international manufacturing company.Your objective is to upgrade the information systems throughout the organization.This is the first meeting and has been arranged to agree a clear project definition and to fix dates for future project planning meetings.PPT 15 - Slide 2The following job roles are in the meeting:A)Project LeaderB)Hardware EngineerC)Software EngineerD)Information ManagerThe project leader (a) knows everyone elseHowever the other people have never met each otherStudent Handout for Group MeetingMemorandumFrom: Project LeaderTo: Hardware Engineer, Software Engineer, and Information ManagerSubject: I.T. Project – European Task ForceI am looking forward to our first meeting next Friday at 14:00. I have put together a provisional agenda for the meeting so that you know what to expect.AGENDA1.Project Objectives2.Projects Definition3.Major Roles4.Schedule for planning meetingsI would expect this first meeting to last around two hours. Please let me know if you will be arriving in time for lunch.。
