ENGLISH FOR MEETING

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ENGLISH FOR MEETING by Mind Map: ENGLISH FOR MEETING

1. 1. What makes a good meeting?

1.1. PREPARATION-A CHECKLIST Time and place = When and where? People = Who will attend? Roles = Will people have time to prepare input? Purpose = What is the agenda? Type of meeting = Purpose meeting: briefing? brainstorming? Facilities = Do we have a room with equipment? Communication = What documentation is required?

1.2. EXECUTION-A CHECKLIST Meeting consist of a chairperson and participants

1.3. EFFECTIVE CHAIRING Invites opinions, build to decision, reaches objective.

1.4. EFFECTIVE PARTICIPATING Presents opinions, respects other views, understand the result.

2. 2. Meetings: key terms

2.1. THE PROCESS

2.2. COMMUNICATION: VERBS AND NOUNS To discuss = A discussion To purpose = A proposal To summarize = A summary

2.3. ARRANGEMENTS: VERBS + A 'MEETING' to organize to schedule to rearrange to reschedule to cancel

3. 3. Opening a meeting

3.1. Starting, Welcoming and introducing, apologies for absence, Defining the objective, Introducing the agenda, The minutes, Process and roles, Length of meeting, Let's begin

4. 4. Giving and responding to opinions

4.1. Asking for opinions

4.1.1. what do you think?

4.2. Involving people

4.2.1. can we hear what Jeremy has to say?

4.3. Recommending

4.3.1. i think we should...

4.4. Comments to support and focus

4.4.1. that's a great idea!

4.5. DISAGREEMENT - DIPLOMATIC LANGUAGE expressing opinion- a scale

5. 5. Controlling

5.1. ACTIVE LISTENING: RESPONDING TO MOTIVATE

5.2. ACTIVE LISTENING: REFORMULATING TO CLARIFY

5.3. MOVING OFF THE POINT

5.4. KEEPING TO THE AGENDA

5.5. REFERRING FORWARD

5.6. REFERRING BACK

5.7. POSTPONING

5.8. LENGTH OF MEETING

5.9. CONFIRMING A DECISION

5.10. CLOSING AND MOVING ON

6. 6. Interruptions

6.1. CHAIR - INTERRUPTING

6.2. CHAIR - SHOPPING AN INTERRUPTION

6.3. PARTICIPANTS - INTERRUPTING

6.4. PARTICIPANTS - STOPPING AN INTERRUPT

6.5. WHY DID YOU INTERRUPT?

6.6. REFERRING TO OTHER OPINIONS

6.7. CHANGING THE FOCUS OF THE DISCUSSION

6.8. COMMENTING ON AN INTERRUPTION

6.9. CHAIR - EXPLOITING AN INTERRUPTION

7. 7. Asking question

7.1. Check question - we want to make sure people understand

7.2. Development question - we want more information

7.3. You need clarification

7.4. You need to hear a second time

7.5. You are listening

7.6. Open question

7.7. Closed question

7.8. Leading question

7.9. Factual question

8. 8. Making decisions

8.1. More discussion, Referring to time, Closing the discussion, Focusing, Establishing consensus, Voting, Confirming, Deferring, Moving on

9. 9.Closing a meeting

9.1. Completing the agenda - Summarizing - Delaying decisions - Everything is clear - Final question - Confirm new responsibilities - Next meeting - Closing the meeting

10. 10. Problem - solving meetings

10.1. WHAT IS THE PROBLEM? we need to look at the question of...

10.2. CAUSE the problem was caused by...

10.3. SOLVING PROBLEMS - ACTION PLAN VERBS to change-to develop-to adjust- to improve-to increase

10.4. FUTURE PROBLEMS I don't anticipate any problems with

11. 11. Vocabulary building

11.1. A. Suggestion

11.2. B. Decision

11.3. C. Plan

11.4. D. Objective

11.5. E. Agenda

11.6. F. Opinion

12. 12. Meeting at a glance

12.1. INTRODUCTION - THE CHAIR OK, shall we start?

12.2. THE DISCUSSION

12.3. ENDING - THE CHAIR

13. 13. Cross - cultural tips

13.1. PREPARATION are happy with telephone meetings in preference to personal contact.

13.2. STRUCTURE regard small talk as essential to establish the required personal relationship.

13.3. ROLES see the chair as controller and decision maker rather than facilitator.

13.4. LANGUAGE AND COMMUNICATION find idiomatic language difficult. Keep it short and simple.

13.5. TIME respect punctuality

13.6. DECISION-MAKING prefer logic to imagination

13.7. NON-VERBAL ASPECTS expect a formal dress code

14. 14. Golden rules

14.1. CHAIRING

14.1.1. DO -plan the meeting thoroughly: agenda-format-people-minutes - begin by reviewing objectives

14.1.2. DON'T forget the environment you may need name cards.

14.2. PARTICIPATING

14.2.1. DO need the agenda before and bring supporting documentation

14.2.2. DON'T leave meetings to make 'important' phone calls.