During the Meeting
A. Agreeing B. Getting the participants（参与者）’ attention C. Commenting D. Disagreeing E. Giving opinions F. Requesting information （请求信息） G. Clarifying （澄清） H. Asking for opinions
• Phone call: considerate（体贴的，周到的） & polite e.g. Could we schedule（安排） a time to meet next week?
询问对方是否有意开会
How about sometime after lunch?
建议会议时间
See you on Monday at 7.
Typical Example
• Mr. Yang: Now I‘d like to get things under way(get the participants’ attention). The main topic on today’s agenda is the development of a U.S. sales strategy for the new EBP. （今天会议的主题是新开发产品EBP在美国的销售策略。） I‘d like to hear any and all of your ideas. Mr. Wallace, could you start the ball rolling（开始发言）? (ask for opinions) • Mr. Wallace: Yes. I think one of the main causes of the poor U.S. sales of the original EBP was our advertising strategy.(give opinions) In my opinion, we should put the new product into market as soon as possible.
确认开会日期和时间
Sure, no problem. Shall we say Thursday at ten? I’m afraid I have another appointment then. Right, so we’ll meet Friday at ten, then, at your office.
• Meeting with clients e.g. OK, if you like, we can start now. • International meeting e.g. Since the majority（大部分） of the required number is present, the meeting is formally declared（宣布） to be convened（召开）.
• Meeting inside a company e.g. Can I have your attention? I‘d like to get things under way （正式开始）. OK, everybody, we seem to be complete（完整的）. Can we get started?
Meeting Agenda Starting at ______ in Board Room Item Opening remarks Topic 1 : _________________ Presenter: _________________ Topic 2: _________________ Presenter: _________________ End at __________. Let’s keep on track! Responsible Time
Lesson 9 Business Meetings
商务会议
How do you usually hold a meeting?
Main Points
• • • • 1. Types & Purposes 类型和目的 2. Procedure 步骤 3. Useful Expressions 表达 4. Tips to Organize the Perfect Business Meeting 建议
Opening
• • • • • • • Starting 开头 Welcoming 欢迎 Introducing 介绍 Stating purpose/aims/objectives 说明意图 Setting the agenda 确定议程 Timing 定时 Defining roles 选定角色
e.g. Thank you for the email. I’ll go to your office to discuss the issue at 3 o’clock on June 21st. Thank for the invitation, but I’m afraid I won’t be in on Friday. However my colleague（同事） Li will stand in for me.
• Invitation (e-mail or phone call) e.g. E-mail Subject：Sales Meeting Beijing 11 July 2007； Reason: We need to finalize the next product launch （产品发布）. Suggestion: We should have a meeting before the Shanghai fair（交易会） in July. How about June 21? Options: If the date mentioned isn’t possible for you, please suggest an alternative（替代选择） in that week.
• Mr. Wallace: And I think the historical（历史的） and cultural（文化） basis for this difference in advertising is that... • Mr. Yang: Can I just come in here?（我能插句话吗） This is interesting, but let's get back to the main issue. • Mr. Yang: Right, that just about covers it. Let‘s adjourn （休会） the meeting.
so the participants can well prepare for the meeting beforehand
Make it clear when and where the meeting will be held. Give notice to the participants by memo, phone or letter.
• • • • • •
Right, let’s begin. (Starting) It’s a pleasure to welcome…(Welcoming) I’d like to introduce… (Introducing) There are three items on the agenda. (Setting the agenda) Mary, could you take the minute? (Defining roles) Kelvin, I wondered if you’d like to tell us something about…? (Defining roles) • The purpose of this meeting is to…(Stating purpose / aims / objectives ) • I would like to finish by 10 o’clock. (Timing)
1. Types & Purpose
• • • • Information-giving 信息给予 Problem-solving 解决问题 Brainstorming 头脑风暴 Decision-making 决策 Profits 盈利 Execution 执行 Administration 管理 Mutual understanding Product development etc.
2. Procedure
• • • • • Preparation 准备ቤተ መጻሕፍቲ ባይዱOpening 开场 During the meeting 会议 Closing 结尾 Writing Minutes of the Meeting 会议记录
Preparation
Make it clear what the theme of the meeting is.
• Set the objective （目标） e.g. The purpose of this plenary session（全体大会） is to make a general review（总复习） of our activities during this past year, and to propose（提出） new plans for activities during the coming year. • Timing e.g. We’ve scheduled（计划） one and a half hours for the meeting.
• Mr. Ivans: I can‘t agree with you (disagree), because we used the same agency for both the Japanese and U.S campaigns（活动）, and the campaigns were very similar, but the response was 40% higher in Japan (clarify, request information). • Mr. Wallace: I‘ll tell you what I think the trouble is. They used visuals and music to convey an overall image, but did not say much about the product. Japanese are accustomed to （习惯于） this type of advertising, but Americans tend to want more information from ads. (give opinion, comment) • Mr. Ivans: Well, It sounds reasonable. I understand your point of view. (agree)