Business-meeting

BusinessMeetingMainPoints1.Types&Purposes2.Procedure3.UsefulExpressions4.TipstoOrganizethePerfectBusinessMeeting1.Types&PurposeInformation-givingProblem-solvingBrainstormingDecision-makingProfitsExecutionAdministrationMutualunderstandingProductdevelopmentetc.2.ProcedureSPreparationOpeningDuringthemeetingClosingWritingMinutesoftheMeeting2.1Preparation+Invitation(e-mailorphonecall)e.g.E-mailSubject：SalesMeetingBeijing11July2007；Reason:Weneedtofinalizethenextproductlaunch.Suggestion:WeshouldhaveameetingbeforetheShanghaifairinJuly.HowaboutJune21?Options:Ifthedatementionedisn’tpossibleforyou,pleasesuggestanalternativeinthatweek.e.g.Thankyoufortheemail.I’llgotoyourofficetodiscusstheissueat3o’clockonJune21st.Thankfortheinvitation,butI’mafraidIwon’tbeinonFriday.HowevermycolleagueLiwillstandinforme.Phonecall:considerate&politee.g.Couldwescheduleatimetomeetnextweek?Howabout14:00afterlunch?SeeyouonMondayat7.Sure,noproblem.ShallwesayThursdayatten?I’mafraidIhaveanotherappointmentthen.Right,sowe’llmeetFridayatten,then,atyouroffice.2.2OpeningStartingWelcomingIntroducingStatingpurpose/aims/objectivesSettingtheagendaTimingDefiningroles+Right,let’sbegin.(Starting)+It’sapleasuretowelcome…(Welcoming)+I’dliketointroduce…(Introducing)+Therearethreeitemsontheagenda.(Settingtheagenda)+Mary,couldyoutaketheminute?(Definingroles)+Kelvin,Iwonderedifyou’dliketotellussomethingabout…?(Definingroles)+Thepurposeofthismeetingisto…(Statingpurpose/aims/objectives)+Iwouldliketofinishby10o’clock.(Timing)+Meetinginsideacompanye.g.CanIhaveyourattention?I'dliketogetthingsunderway.OK,everybody,weseemtobecomplete.Canwegetstarted?+Meetingwithclientse.g.OK,ifyoulike,wecanstartnow.+Internationalmeetinge.g.Sincethemajorityoftherequirednumberispresent,themeetingisformallydeclaredtobeconvened.Settheobjectivee.g.Thepurposeistomakeageneralreviewofouractivitiesduringthispastyear,andtoproposenewplansforactivitiesduringthecomingyear.Timinge.g.We’vescheduledoneandahalfhoursforthemeeting.Endat__________.Let’skeepontrack!__________________________________Topic2:Presenter:__________________________________Topic1:Presenter:OpeningremarksTimeResponsibleItemMeetingAgendaStartingat______inBoardRoomEndat__________.Let’skeepontrack!__________________________________Topic2:Presenter:__________________________________Topic1:Presenter:OpeningremarksTimeResponsibleItemMeetingAgendaStartingat______inBoardRoomAGENDABoltonEnterprisesMarketingCommitteeMeetingtobeheldintheCommitteeRoomatHeadOfficeWednesday,8December200510:00am-12:30pmChairperson:SueSilverton1.Apologies:MikeSmith2.ConfirmationofAgenda(5mins)3.ConfirmationofMinutesof25October2005(5mins)4.BusinessArisingfromMinutesof25October2005(10mins)4.1PlanforlaunchofSDline(Sue)5.Agendaitems5.1Marketingbudgetfor2006(30mins)(Mary)5.2Recognitionofachievementsinsales(15mins)(Richard)5.3Marketsurveydata(15mins)John)6.Reports(30mins)6.1Sales(Edward)6.2Newproductdevelopment(Harry)6.3Marketresearch(Zhou)6.4Promotion(Richard)7.AnyotherBusiness(15mins)8.ForwardAgenda(10mins)9.NextMeeting2.3DuringtheMeetingA.AgreeingB.Gettingtheparticipants’attentionC.CommentingD.DisagreeingE.GivingopinionsF.RequestinginformationG.ClarifyingH.AskingforopinionsTypicalExampleMr.Yang:NowI‘dliketogetthingsunderway(gettheparticipants'attention).Themaintopicontoday’sagendaisthedevelopmentofaU.S.salesstrategyforthenewproduct.I'dliketohearanyandallofyourideas.Mr.William,couldyoustarttheballrolling?(askforopinions)Mr.William:Yes.IthinkoneofthemaincausesofthepoorU.S.salesoftheoriginalproductwasouradvertisingstrategy.(giveopinions)Inmyopinion,weshouldputthenewproductintomarketassoonaspossible.Mr.Smith:Ican'tagreewithyou(disagree),becauseweusedthesameagencyforboththeJapaneseandU.Scampaigns,andthecampaignswereverysimilar,buttheresponsewas40%higherinJapan(clarify,requestinformation).Mr.William:I'lltellyouwhatIthinkthetroubleis.Theyusedvisualsandmusictoconveyanoverallimage,butdidnotsaymuchabouttheproduct.Japaneseareaccustomedtothistypeofadvertising,butAmericanstendtowantmoreinformationfromads.(giveopinion,comment)Mr.Smith:Well,Itsoundsreasonable.Iunderstandyourpointofview.(agree)Mr.William:AndIthinkthehistoricalandculturalbasisforthisdifferenceinadvertisingisthat...Mr.Yang:CanIjustcomeinhere?Thisisinteresting,butlet'sgetbacktothemainissue.Mr.Yang:Right,thatjustaboutcoversit.Let‘sadjournthemeeting.2.4ClosingaMeetingSummarizing:e.g.·Theopinionspresentedsofarmaybesummarizedasfollows:…·Inconclusion,ladiesandgentlemen,Iwouldpointoutthat,althoughwehavemadegratifyingprogress,manystillremainstobedone.·ThismeetinghasbeenanimportantonebutIamsurethatyouallrecognizethatourrealworkhasjustbegun.·AsChairman,Iwouldliketothankyouforattendingandtocongratulateyouonthefactthatwehavecompletedalloftheitemsonouragenda.·Thankyouallforattending/coming.·Let'scallitaday.MinutesProFormaTopic/Title:Purposeofthemeeting:Date/time/location:Present:Apologies:Discussionitemsanddecisions/action(who/what/when)Keypointsofdiscussion3.UsefulExpressionsRunningaMeetingThefollow