САНКТ-ПЕТЕРБУРГСКИЙ ФИЛИАЛ НАЦИОНАЛЬНОГО ИССЛЕДОВАТЕЛЬСКОГО УНИВЕРСИТЕТА «ВЫСШАЯ ШКОЛА ЭКОНОМИКИ» Кафедра иностранных языков С. В. Кравченко HOW TO MANAGE MEETINGS MORE EFFICIENTLY (английский для профессиональных целей: Business English) Учебное пособие Санкт-Петербург 2014 УДК 802.0 ББК 81.2Англ К 77 Рекомендовано к печати Учебно-методическим советом НИУ ВШЭ — Санкт-Петербург Ре ц е н з е н т ы : старший преподаватель кафедры иностранных языков НИУ ВШЭ — Санкт-Петербург Е. О. Кузнецова доцент кафедры англ. яз. СПБГУП, к. п. н. Н. А. Осипенкова Кравченко, С. В. How to Manage Meetings more Efficiently К 77 (английский для профессиональных целей: Business English) : учеб. пособие [Текст] / С.В. Кравченко; Санкт-Петербургский филиал Нац. исслед. ун-та «Высшая школа экономики». — СПб.: Отдел оперативной полиграфии НИУ ВШЭ — Санкт-Петербург, 2014. — 56 стр. — 50 экз. Настоящее учебное пособие предназначено для студентов, изучающих аспект «Деловой английский язык». Цель данного методического пособия заключается в обработке необходимой информации по теме: «How to manage meetings more efficiently», демонстрации функционального языка, а также закреплении теоретического материала посредством построения ситуативных моделей и ролевых ситуаций в рамках заданной темы. УДК 802.0 ББК 81.2Англ © Кравченко С.В., 2014 © Оформление. Отдел оперативной полиграфии НИУ ВШЭ — Санкт-Петербург, 2014 Contents Part I. Types of meetings............................................................. 4 Part II. Advantages and disadvantages of meeting...... 9 Part III. Chairing a meeting......................................................14 Part IV. Participating in a meeting........................................20 1. Agreeing and disagreeing............................................................21 2. Interrupting and preventing interruptions....................................23 3. Checking understanding.............................................................25 4. Giving and asking for an opinion................................................26 Part V. Diplomatic language....................................................29 Part VI. Self-check exercises...................................................36 Part VII. Phrase Bank....................................................................39 Part VIII. Case Study Bank...........................................................43 References.......................................................................................55 Part I. Types of meetings Picture 1 Picture 2 Picture 3 Picture 4 Task 1 Work in pairs Look at the cartoons and discuss the following questions: •• What seems to be happening at each cartoon? •• Which of these meetings do you think are the most productive? •• Which of them remind you of the meetings you have attended to? Task 2 Ask your partner whether he/she has ever attended a meeting. Ask for any details (what type / when / where / other details. Was it successful?). 4 Part I. Types of meetings Task 2 Business people spend quite a lot of time in meetings, and meetings come in all shapes and sizes, ranging from formal committee meeting to informal one-to-one meetings. Here are some types: •• chat (informal discussion) with colleagues at the coffee machine; •• brainstorming among colleagues: where as many ideas as possible are produced quickly, to be evaluated later; •• product meeting / team meeting of employees involved in a particular activity; •• department / departmental meeting; •• meeting with supplies, for example to discuss a contract; •• board meeting: an official, formal meeting of a company’s directors; •• annual general meeting / AGM (BrE); •• annual meeting (AmE): where share holders discuss the company’s annual report; •• EGM: extraordinary general meeting: a shareholders’ meeting to discuss an important issue such as a proposed merger. Which type of meeting would you be most likely to hear each of these things? a) — I’m pleased to announce another good year for shareholders of this company. c) b) — I know this sounds crazy, but how about giving away 100,000 free samples? — Things in the sales department are getting out of control. We should all start making a real effort. d) — So, you think you can provide 10,000 a month at a unit cost $ 6.90? — Have you heard? Suzanne is being fired: apparently her sales figures aren’t good enough. f) That’s a deal, then. Looking forward to working with you. I’m sure you won’t be disappointed. e) 5 Кравченко С. В. How to Manage Meetings more Efficiently Vocabulary Task 1 Definitions Whether you are holding a meeting or attending a meeting, it is important that you understand key English phrases and expressions related to meetings. Match the words in the box with the definitions below: agenda proposal chairperson item any other business (AOB) vote participants apologies minutes action plan AGM attender 1. A list of objectives to cover in a meeting. 2. Unspecified item on agenda. 3. The person who leads or presides at a meeting. 4. A written record of everything said at a meeting; 5. Someone who is at an event such as a meeting or a course (2). 6. The expression of an opinion in a group by voice or hand etc. 7. Item on agenda announcing people who are absent. 10. What needs to be done after the meeting and who is responsible for performing. 11. One topic on the list. 12. Annual (yearly) general meeting. Task 2 Practicing Complete the sentences with the words from the box: 1. Daniel was a regular __________at the departmental meetings over the whole year. 2. There is a ____________to appoint a new vice chairperson for the AGM. 3. As____________, it is my pleasure to introduce you to Mr. Allan Davis. 4. Can I have a show of hands of all of those who were ____________ in last year’s conference? 5. Before we begin with today’s meeting, let’s quickly review ______ from last month. 6 Part I. Types of meetings 6. The last item on the agenda is______________. 7. Please forward the _______________to anyone who is speaking at the meeting. 8. Everyone is present today, so we can skip the _______________. Task 3 Expansion of the words Complete the table Noun Verb Adjectives propose participant — attender — attendee n/a circulate apologetic preside chairperson n/a meet n/a responsible appoint Task 4 Collocations Make collocations with nouns circulate attend appoint vote on second take send make move on to a proposal a meeting the minutes the item a proposal your apologies the agenda a chairperson a proposal 7 Кравченко С. В. How to Manage Meetings more Efficiently Task 5 Match the beginnings and the endings of the sentences: 1. The meeting will take the agenda for tomorrow’s meeting? 2. We always have the apologies. 3. Paolo is ill and sends his the final item of the meeting. 4. Did you circulate other business? 5. How many people will be attending the minutes? 6. Let’s move on to AGM in June. 7. Is there any the meeting? 8. Next time, can I ask you to take place in the conference room. 9. Who hasn’t made second the offer. 10. I am in favour of this proposal , so I any proposals yet? Task 6 How well have you memorised the collocations. Check yourself and complete the sentences with the words below: 1. Can you circulate the _____________a few days before so everyone has time to prepare. 2. I think that everyone will be __________. No one has excused themselves yet. 3. Philip, can you take the __________ and send them out after the meeting? 4. The next _________on the agenda concerns the launch of the new collection. 5. I won’t be able to attend so I must send my ________________. 6. If there is no other _________, then we’ll stop here. 7. It will take ___________ on 10 June in the conference room. 8. John is ___________the meeting and I am taking the minutes. 9. All the shareholders are invited to the ____________. Part II. Advantages and disadvantages of meeting Vocabulary Task 1 Collocations Work with a partner. Complete and discuss the statements below: make find waste discuss exchange criticize chat Meetings are: a) an ideal opportunity to ____________ points of view. b) the best place to ____________ key decisions. c) a safe environment in which to ____________ important issues. d) a rare chance to ____________ with people from other departments. e) the only way to ____________ out what’s really going on. f) an open invitation to ____________ each other. g) the perfect excuse to ____________ an entire morning. Which is closer to the kind of meetings you have attended to? To what extent do you agree or disagree with the statements? Task 2 Which disadvantage has been mentioned in Task 1? Look at the cartoons below. What kinds of problems are represented there? Picture 1 Picture 2 9 Кравченко С. В. How to Manage Meetings more Efficiently Picture 4 Picture 3 What other difficulties can cause inefficiency of meetings? Task 2 Reading for main ideas People tend to complain about meetings. Most frequently mentioned points are as follows: a) there’s no fixed agenda b) meetings are boring c) preparation is lacking d) only the boss’s opinions count e) it’s all about status f) the follow-up is never clear g) the venues are inappropriate h) meetings go on too long i) no decisions are made j) interruption is a problem Read participants’ ideas below and match them to the above-mentioned problems: Maria Lopez (Mexico City) — It’s a joke really, this idea that everyone’s opinion is valued. I 1) ________ to say, how much can you disagree with the boss? After all, she’s the boss! 10 Part II. Advantages and disadvantages of meeting Poul Erik Jensen (Denmark) — You often get several people all talking at the same time. So no one’s really listening to anyone else. They’re just planning what they’re going to say next. It’s the survival of the loudest. Natalia Romanova (St.Petersburg) — They’re usually badly-organised. Nobody sticks to the point. People get sidetracked all the time. It takes time to get down to business. As they say: ‘if you fail to plan, you plan to fail. John McNab (Brighton) — Nobody comes to the meeting properly prepared. If you want a copy of the report, they don’t have it with them. Need to see the figures? They’ll get back to you. it’s hopeless! Philipp Jersoir (Paris) — You often leave a meeting not really knowing what you’re supposed to do next, what the action plan is. I usually 3) ________ phoning people afterwards to find out what we actually agreed. Lurdos Kastanatos (Barcelona) — You know even before who’s going to argue with who. The facts don’t seem to matter. It’s all about scoring points, looking better than your colleagues and impressing the boss. Panaiotis Sandiotis (Athens) — The same two or three people always 4) ________ to dominate. The rest of us just switch off — doodle, daydreaming, count the minutes. I sometimes play computer games on my laptop with the sound off. 11 Кравченко С. В. How to Manage Meetings more Efficiently Adrian Pall (Sydney) I 5) ________ to stop them overrunning. We sometimes 6) ________ holding meetings with chairs. That speeds things up a lot! I’ve 6) ________ showing the red cards who won’ t shut up, like in football. Not popular! (Modified from Clarke, S. (2007). In Company, p.135) Grammar Reporting verbs Complete the thoughts with the following verbs: seem try try end up avoid mean Look at the reporting verbs, which verb patterns follow the reporting verb verb+ to infinitive verb + gerund _____________ _____________ verb + preposition + gerund verb+ infinitive or gerund _____________ _____________ Grammar box 1 1. verb+ to infinitive offer, promise, threaten, refuse, agree, persuade 2. verb + gerund suggest, deny, admit, recommend, mention 3. verb + preposition + gerund insist on, apologize for, thank for, end up, 4. verb+ infinitive or gerund regret, remember, forget, stop, try Exercise 1 Complete the sentences using the ideas from above-written paragraphs: 1. Adrian Pall offers… 2. Natalia Romanova recommends… 3. Maria Lopez means… 4. John McNab insists on… 12 Part II. Advantages and disadvantages of meeting 5. Panaiotis Sandiotis suggests… 6. Lurdos Kastanatos admits… Grammar box 2 (Adapted from Jackson, A. (1995) Intermediate Grammar Worksheets. Phoenix ELT, p.56) 1. Adrian Pall tried (show) the red cards to speed up the meeting. 2. The chairperson stopped the meeting (greet) a guest speaker. 3. Susan forgot (get) the report with the latest market research analysis with her. 4. I must remember (circulate) the agenda to other participants before the meeting. 5. Do you remember (lead) a meeting for the first time? 6. “Stop (argue)! Let everyone express his/her own opinion!” Part III. Chairing a meeting Reading Task 1 Read the text and match each paragraph to the heading How to Chair a Meeting a) set goals and objectives b) encourage everyone to talk c) summarise the decisions made and the issues addressed d) be a good time-manager e) explain your agenda in advance and distribute source documents f) identify the manner of holding a meeting g) provide with clear follow-ups h) avoid conflicts i) break the ice You don't have to be on a stage to be a public speaker. Your platform may be a meeting room. How you present yourself when chairing a meeting determines whether or not you are perceived as a leader. Here are some tips to keep in mind when it's your turn to take charge. 1. ___________________________________________________ Know why you are holding the meeting. What outcomes are you trying to achieve? This will keep you focused and purposeful. 2. ___________________________________________________ Clarify your role as chair. How do the participants perceive you? Did you call the meeting? Do participants report to you? If you're the boss, people may be scared to speak their minds .If you're not the boss, what do people expect from you as the chair? 3. ___________________________________________________ Set a positive tone early in the meeting. Greet people before you sit down. Break the ice with some light humor to relax the group. People are 14 Part III. Chairing a meeting often tentative and guarded during the first few minutes. Provide coffee if appropriate. People bond around food and drink. 4. ___________________________________________________ Provide a written agenda on a handout or flip chart. The agenda keeps the meeting on track. Let the group know the time frame and guidelines for working together. “We have only forty minutes today. I will update you on the customer service situation, and then I’d like us to brainstorm some solutions to the challenges we face.” 5. ___________________________________________________ Start on time. Don’t wait for stragglers. If you begin and end on time, you’ll condition people to be prompt. 6. ___________________________________________________ Create interest with an enticing title. Instead of a management topic about “Business Etiquette” title it “What’s Rudeness Costing You?” Appoint a person to take minutes so that you can later review discussions that took place and the decisions that were made. Manage the group dynamics. Don’t let one person dominate. Ask for other opinions. If some people are silent, draw them out by asking for their thoughts. 7. ___________________________________________________ Handle conflicts impartially. Encourage cooperation by clarifying what people have said and then asking the participants to propose solutions. Heated arguments may require a timeout in which group members take a short break and return when they’ve cooled off. Assign a timekeeper if time is a major constraint. 8. ___________________________________________________ Give a short summary or recap before going on to the next area. Be sure people understand what the group has agreed to. 9. ___________________________________________________ End with an action step... Meetings fail because people aren’t held accountable. Summarize the action steps the group members are to take and attach a time frame to each action. The only way to get commitment is to assign a deadline. 15 Кравченко С. В. How to Manage Meetings more Efficiently By following these tips you’ll run more effective meetings and gain respect as a confident leader. (Adapted from www.business-english.com) Task 2 Read the text again and complete the following chart DOS DON’Ts ………………………………………… …………………………………………. What are the roles of a chairman? COMMUNICATION SKILLS Chairing a meeting effectively, efficiently, with purpose and respect for others, requires a careful approach to preparation, a particular set of skills in conducting meetings and a professional attitude to ensuring effective follow-through. Some people have the appropriate skills, whilst others will need to work hard to develop the role of Chair. Everyone, no matter how experienced, can always improve his or her effectiveness. Task 1 Read the following mini-situations and brainstorm with any phrases appropriated. Discuss your ideas with your partner and choose the best alternative. a) The chair asks a participant to start the discussion. b) The chair checks if everyone has been circulated the agenda. c) The chair explains the purpose of the meeting. d) The chair explains the format of the meeting. e) The chair asks for suggestions /ideas /opinions. f) The chair keeps everyone on topic. g) The chair opens the meeting. h) The chair builds consensus. i) The chair calls for a vote. j) The chair suggests moving on to the next point on the agenda. / The chair introduces the next item on the agenda. k) The chair checks if there is any other business. 16 Part III. Chairing a meeting l) The chair brings the meeting to a close. m) The chair thanks for being resourceful. n) The chair gives apologies of someone who is absent. o) The chair reads the minutes from the previous meeting. Task 2 Match the following phrases to the situations above: 1. I’ve arranged this meeting to… 2. Would you like to get the ball rolling? 3. If there are no further developments, I’d like to move on to today’s topic… 4. To begin with, I’d like to quickly go through the minutes of our last meeting… 5. Is there Any Other Business? 6. Have you all received a copy of agenda? 7. I have received apologies for absence from… 8. If we are here, let’s get down to business… 9. Can we have a show of hands? 10. What are your views on this? 11. Thanks for your contributions… 12. We are going to start by… 13. Can I suggest a compromise… 14. I don’t thing it is relevant here. 15. I think we should leave this for now. ab- cd- ef- gh- Ij- kl- mn- o- Task 3 Rearrange the lines a started. You’ve all had the agenda so you know that I called b this meeting to talk about the proposed changes to our staffing c the changes. So, Sally, if you’ like to get the ball d you for your reactions and how you think it will effect your f departments. I suggest that we take a quick coffee g Is everybody 17