In the next couple of weeks you will be dealing with business meetings, covering subjects such as mergers, take-overs, changing company names, etc. These meetings are called decision-making meetings. Other types of meeting are: information giving meeting, spontaneous/emergency meeting, routine meeting, internal meeting and customer/client/supplier meeting.
The general structure of business meetings consists of four stages which can be given the acronym DESC. The DESC stages of a meeting are:
D Describe situation E Express feelings S Suggest solutions C Conclude with a decision
The DESC structure can be worked out as follows:
study/discuss/analyse the situation define the problem set an objective state imperatives and desirables generate alternatives establish evaluation criteria evaluate alternatives choose among alternatives
This structure will be the backbone of the meetings you will be simulating in this course.
The goal or objective of decision-making meetings is to get a consensus on one or more subjects in a time- and cost-effective manner. In the simulations and role plays you will be performing you will have to get a consensus on matters such as take-overs and company name changes. For the role-play you will have to assume the role of chairperson or participant. Both roles are very important: you cant meet without participants nor can you do without a chair. The discussion would be unproductive and useless, and it would go on endlessly. Therefore, have a good look at the various roles of the chair and the participants and read the corresponding phrases carefully to improve your contribution to the meetings. Moreover, dont forget to check the vocabulary section of this handout. The words and phrases will be a great help when preparing for your meetings.
In this syllabus you will find information on meetings, note taking and minutes, the roles of the chair and the participant, a language checklist for both roles as well as specific vocabulary used during meetings. The appendix offers a grammar section with specific grammar used for writing minutes as well as a number of exercises related to this subject.
2. Making your Meetings more Productive
Meetings are a prime tool for problem solving, developing ideas through giving and getting feedback, identifying opportunities, and deciding how to maximise the company's results. Whether you're meeting virtually or in person, much of the oral communication you'll do in the workplace will take place in small-group meetings. Your ability to contribute to the group and the organisation as a whole will depend on how well you have mastered oral communication skills. As more and more companies increase their use of teams to solve problems and work collaboratively on projects, chances are that the number of meetings you'll attend will also increase. Already, more than 25 million meetings take place every day in the world of business.
Unfortunately, however, many meetings are unproductive for everyone involved. In a recent research study, senior and middle managers reported that only 56 percent of their meetings were actually productive and that 25 percent of the meetings they attended could have been handled by a phone call or a memo. Given these demoralising statistics, no wonder companies today are focusing on making their meetings more productive. The three most frequently reported problems with meetings are getting off the subject, not having an agenda, and meeting for too long.
Arranging the Meeting The key to productive meetings is careful planning of purpose, participants, agenda, and location. You want to bring the right people together in the right place for just enough time to accomplish your goals. So before you call a meeting, satisfy yourself that one is truly needed. Perhaps your purpose doesn't require the interaction of a group, or maybe you could communicate more effectively in a memo or through individual conversations.
In general, the purpose of a meeting is either informational or decision making, although many meetings combine both purposes. An informational meeting is called so that the participants can share information and, possibly, co-ordinate actions. This type of meeting may involve individual briefings by each participant or a speech by the leader followed by questions from the attendees. Decision-making meetings are mainly concerned with persuasion, analysis, and problem solving. They often include a brainstorming session that is followed by a debate on the alternatives. These meetings tend to be somewhat less pre- dictable than informational meetings. When planning a decision-making meeting, remember that your purpose is to develop a course of action that the group can support. Therefore, each participant must be aware of the nature of the problem and the criteria for its solution.
Setting and Following the Agenda Although the nature of a meeting may sometimes prevent you from developing a fixed agenda, at least prepare a list of matters to be discussed. Distribute the agenda to the par- ticipants several days before the meeting so they will know what to expect and can come prepared to respond to the issues at hand.
Agendas include the names of the participants and the time, place, and order of business. Some executives argue that the most important items should be scheduled first, but others favour an arrangement that provides warm-up time to accommodate latecomers. Regardless of the order of business, make sure the agenda is specific. For example, the phrase "development budget" doesn't tell very much, whereas the longer explanation "to discuss the proposed reduction of the 2002-2003 development budget in light of our new product postponement" helps all committee members prepare in advance with facts and figures.
Agendas also help you start and end your meetings on time. Starting and ending on time sends a signal of good organisation and allows attendees to meet other commitments. Another important use of the agenda is to move the meeting forward. This means you have to stick to it. People often get off track, either by design or because of distractions. When they do, a good agenda and an effective leader will bring them back in line. In short, a productive agenda should answer these key questions: What do we need to do in this meeting to accomplish our goals? What conversations will be of greatest importance to all the participants? What information must be available in order to have these conversations?
3. The items on the agenda
1. Welcome 2. Confirmation of the Agenda 3. Minutes Meeting .. (date) 4. Announcements 5. Mail Received 6. The main items on the agenda, e.g. merger, take over, new company name, etc. Usually a number of these items appear on the agenda. 7. Any Other Business (AOB) 8. (Unscheduled Questions) 9. Date Next Meeting 10. End of Meeting
4. Note taking/ Minutes
Whether you are attending a meeting or conducting a telephone conversation, in each of these situations you may want to take notes as a way of remembering the most important information. Your notes form the basis to the minutes of a meeting and the minutes are a record of the main points which have emerged during the discussion and the decisions taken. Therefore your notes will have to be fairly detailed. Write clearly, but your notes do not have to be in sentence form; short phrases and even single words are sometimes enough. Use abbreviations if they will help and always re-read your notes immediately after the meeting.
A procedure for note taking and summarising is as follows: 1. Formulate an appropriate subject heading for the minutes; 2. Study the information you have gathered and identify how many topics the meeting covered; 3. Give accurate subheadings for each of the topics; 4. For each topic, identify the main points made; 5. Summarise your information by asking yourself for each detail: - Is this relevant? - Is this piece of information essential in understanding the line of argument?
5. Writing minutes
Minutes should include:
the date, time and place of the meeting; the names of those present and their occupations; items arranged chronologically; clear and complete information; the past tense; passive constructions (see appendix); reported speech (no direct speech!!, see appendix).
6. Format of the Minutes
1. The heading gives the name of the committee or body with the date of the meeting, together with the place and time.
Example: Minutes of the Branch Committee Meeting held in the Board Room at 6.30 p.m. on 10 February 201
2. The Names of the attendees in alphabetical order, with the name of the chairman first.
Example: Present: Mrs M. Jones - Chairperson Mr G. Anderson - Supply Manager of AVANS Ms C. de Vries - Managing Director AVANS Etc.
3. Items on the agenda should include essential points discussed at the meeting: (see p. 5 for the exact items on the agenda)
4. Body of the meeting This is the detailed record of the important decisions. Generally the order should be the same as that laid down in the agenda.
5. The time at which the meeting ended is often recorded after the last item of business.
Example: Mrs Jones closed the meeting at 15.12 p.m. Or: There being no further business the meeting ended at . Or: As there was no other business Mrs Jones thanked everyone for their attendance and closed the meeting at .
6. Signature: Minutes should be signed by both the secretary and the chairperson.
Example: Secretary Chair(person)
Mr D. Note Mrs M. Jones
7. Example of Minutes
Minutes of a Meeting of Heads of Department Held in the Board Room at 2 p.m. on 4 February 201
Present: Dr H. Lowery - Chairman Mr W. Aldred - Head Art Department Mrs G. Andrews - Head Modern Languages Department Mrs L.A. Brazier - Head Maths Department Mr H. Cooper - Head Science Department Mr W. Godfrey - Secretary
Apologies: No apologies for absence were received.
Agenda: 1. Welcome 2. Confirmation of the Agenda 3. Minutes of the meeting of 5 January 201 4. Announcements 5. Mail Received: request for use of the college swimming pool 6. Course in Motor Engineering 7. Any Other Business 8. Date Next Meeting 9. End of Meeting
objective: a. reach an agreement on extension swimming pool facilities for Camford High School b. decide on a course in Motor Engineering
1. Welcome The chairman opened the meeting and welcomed everybody present.
2. Confirmation of the Agenda The chairman confirmed the agenda for this meeting and did not have any items to add.
3. Minutes of the meeting of 5 January 201 The minutes of the last meeting were read and approved, and signed by the chairman.
4. Announcements The chairman announced the construction of an extension to the existing building at the current location and expressed the hope that the extension would put an end to the problems related to the lack of space for lecturers and students. Many of the participants supported him and expressed their wish that the number of computer rooms would also increase.
5. Mail Received The chairman reported that he had received a request from the Camford High School for use of the college swimming pool on an additional half day a week as from the beginning of next term. As this matter required a speedy response, it was discussed. To grant the request would involve some rearrangement of departmental time-tables and some objections were raised as the extra half day would involve appointing extra staff and people wondered who would be financially responsible. Mr. Jukes explained that a new financial contract could be drawn up and be sent to the high school representative for approval. Another point of discussion was whether this extra half-day would not interfere with the college swimming team activities, but as the team trained early in the morning, interference was not expected. Mrs Andrews proposed to grant permission provided the financial contract was agreed on by Camford High School and Mrs Brazier seconded. It was AGREED that existing swimming facilities granted to the Camford High School be extended to include Tuesday mornings as from the beginning of the next term. Mr. Godfrey would take care of the arrangements.
6. Course in Motor Engineering Mr Cooper reported that he had been in touch with the local Trades Council and the local branch of the Employers' Federation and that both welcomed the proposal to offer a course in motor engineering and would give it full support. There was discussion on workshop accommodation for the course, during which Mr Aldred offered to give up one of his drawing offices in the workshop block in exchange for a classroom in the college main building. Mr Cooper said he could provide the classroom and proposed, and Mr Aldred seconded, and it was AGREED that the new course should be offered when the college reopened after the summer vacation. However, proposals for the new course curriculum and staff should be handed in before April 1 st . Mr Cooper promised to deal with this matter and send proposals to all staff members.
7. Any Other Business The secretary reported that arrangements were well in hand for the forthcoming staff dinner arranged for 24 April; Mr Cooper informed the attendees that the schools science team, consisting of four 3 rd
year engineering students, had won the annual interregional college science award for its innovating changes on the shopping cart; Mrs Andrews informed the meeting of a debating match with Johnston College to be held in March. Further details would be given at the next meeting. The head of the Art Department commented on the renovation project at his department. After some drawbacks the renovation proceeded as planned and he expected the project to be finished on time for the student graduation ball at the end of May.
8. Date of the Next Meeting The next meeting will be held in the Board Room at 2.00 pm. on 5 March 201...
9. End of Meeting There being no further business the meeting ended at 3.30 pm.