Keep and send minutes

Meeting Management Key - Stand PAT

Read the text and discuss it.

Text 1.

UNIT 3

BUSINESS MEETINGS

Active vocabulary:

1.project meeting	запланована зустріч
2. team meeting of employees	командні збори працівників
3.department meeting	збори відділу
4. board meeting	засідання правління
5.annual meeting	щорічні загальні збори
6. business meeting	робоча нарада
7. make a suggestion	зробити пропозицію
8.brainstorming	мозкова атака
9.express an opinion	виражати думку
10.in conclusion	на закінчення
11.arrange a meeting	призначити зустріч
12. bring forward a meeting	перенести зустріч
13.put back/postpone a meeting	відкласти зустріч
14. cancel a meeting	відмінити зустріч
15. run a meeting/chair a meeting	проводити засідання
16. waste of time	витрата часу
17. agenda	порядок денний
18.move to a new point	перейти до нового пункту
19.pros & cons	за і проти
20.minutes	протокол
21.allocate the time	розподіляти час
22. timeframe	часові межі
23.sum up the arguments	підвести підсумок
24.to focus on	зосередитися на
25.approve the changes	ухвалити зміни

Meetings have become the focus of adult interactions and communication within organizations. Many businessmen use a "PAT" approach to run successful meetings. A meeting has to have: a P urpose, an A genda, and a T imeframe.

You should be able to define the purpose of the meeting in one or two sentences at most. "This meeting is to plan the new marketing campaign" or "This meeting is to review new shipping policy for handling returns". That way everyone knows why they are there, what needs to be done, and how to know if they are successful.

Set an agenda. List the items you are going to review/discuss/inspect. It’s good to assign a time limit to each agenda item and identify the person responsible to speak or moderate the discussion.

Set a timeframe; at the very least set a start and end time. It’s also advisable to set duration for each item in the agenda. These should total to the overall meeting timeframe.

Here are some tips for running a business meeting:

1) Don't wait

Meetings need to start on time. Don't wait for stragglers to show up. When someone arrives late, don't go back and review what has already been covered. That just wastes the time of the people who showed up on time for the meeting.

If the meeting organizer/sponsor doesn't show up on time, consider the meeting cancelled and go back to work. How long to wait for the organizer to show up varies among companies, but don’t wait any longer than five minutes.

Someone, other than the meeting organizer, should keep minutes of the meeting. How detailed these are depends on the nature of what is being discussed and the skill of the available note taker. If you set an agenda in the first place, as you should have, the note taker can use that as an outline. The minutes should record who attended, what was discussed, any agreements that were reached, and any action items that were assigned.

Soon after the meeting, usually within 24 hours, the minutes of the meeting should be distributed to all who attended, any invitees who did not attend, and anyone else effected by the discussion. Email is a great vehicle for distributing them. Distributing the minutes informs those not at the meeting of the progress that was made and reminds everyone of their action items.

Дата добавления: 2014-12-26