businessmeeting商务会议.ppt

Unit7BusinessMeeting Objective Learntheskillsofconductingofameetingineachstep includingbeginningameeting duringameetingandconcludingameeting Knowhowtoprepareabusinessmeetingeitherasanorganizerorparticipant IGeneralIntroduction FourTypesofBusinessMeetings 一 行政型会议 AdministrativeMeeting 它是商界的各个单位所召开的工作性 执行性的会议 例如 行政会 executivesession 董事会 boardmeeting 等等 二 业务型会议 business operationmeeting 它是商界的有关单位所召开的专业性 技术性会议 例如 展览会 exhibition 供货会 supplymeeting 等等 三 群体型会议 它是商界各单位内部的群众团体或群众组织所召开的非行政性 非业务性的会议 旨在争取群体权利 反映群体意愿 例如 职代会 团代会 等等 四 社交型会议 它是商界各单位以扩大本单位的交际面为目的而举行的会议 例如 茶话会 联欢会 等等 IGeneralIntroduction Allbusinesseshavemeetingstoshareinformation Someareinformal aroundthe break tableManyareformal ameetingiscalled peoplegatheratanappointedspot thereisaleader minutesarewritten andtherearerulesfordiscussion Thelargerthegroup themoreformalthemeetingstructureis IGeneralIntroduction MeetingForms 圆桌会议round tableconference视频会议videoconference电话会议teleconference IIVideoClip Discussion Whatisabusinessmeeting IIITerms AgendaAmendmentsMotionSecondamotionAdjournParliamentaryProcedure 议会程序修正附议 补充意见动议 议案休会议事日程 IIITerms RefertoacommitteeRisingvoteVoicevoteSecretballotRollcall 提交给委员会 起立表决 点名 不记名投票 口头表决 IVHowtoHoldaBusinessMeeting Section1DefinitionAmeetingisagroupofpeoplewhoaregatheredforasharedpurpose A Thekeytoagoodmeetingisplanning B Plannedmeetingshavevaluetoallmembers C Themainreasonsmeetingsareheldareto 1 Carryouttheaffairsofanorganization 2 Presentinformation 3 Solicitdifferentopinionsandworkoutthedifferences 4 Getagreementongoals 5 Briefmembersbeforeactionistaken 6 Organizemembersintoworkgroups committees 1 Determinetheoverallpurposeofthemeeting 2 Identifybusinesstobeactedon a sometopicdetailforeachheadingb Includeamountoftimeeachtopicisexpectedtolast3 Setadateandtimeforthemeeting Stepstoplanningameetinginclude 4 Selectaconvenientlocationwithappropriateequipment 5 Assignresponsibilitiestodifferentmembers 6 Developanagenda orderofbusiness andsendittoallmembers 7 Planforfollow throughandassessmentafterwards Stepstoplanningameetinginclude Agenda theplanthatliststheeventsoritemsinameeting 1 Commonitemstoinclude a Calltoorder b Minutesfromthelastmeetingheld c Officerreports d Specialreports e Committeereports f Unfinishedbusiness g Newbusiness h Adjournment 2 Whentheagendaishandedouttoallmembers itshouldincludea Meetingstarttime b Meetingendtimec Location Section2Parliamentaryprocedure Acertainsetof rules knownasparliamentarylaworRobert sRulesofOrderthatisusedtomaintainorderinameeting Themainpurposesofparliamentarylawareto Focusononeitematatime Extendcourtesytoeveryone alloweveryonetospeak Observetheruleofthemajority Ensuretherightsoftheminority CommonVotingMethods Voicevote saying Aye or No Raisingvote standingorshowofhandsSecretballot writtenballotRollcall secretarypollsmembers Mainmotion usedtoobtaingroupapprovalforanewprojectorsomeothercourseofaction Imovethat arethethreewordsusedtobeginamainmotionWheneverpossible include Who WhenWhat Where3 Shouldalwaysbestatedintheaffirmativeform proposingsometypeofaction 4 Allmainmotionsneedasecondbeforetheycanbevotedupon Isecondthemotion 5 Afteranitemismovedandseconded thereistimeforadiscussionofthemotion AllpersonswishingtospeakmustberecognizedbythechairpersonThepersonintroducingthemotionspeaksfirst Allmembershavetherighttospeakaboutthemotion Noonecanspeakasecondtimeuntilallwhowanttospeakhavespokenafirsttime Speakerscanonlyspeakaboutthemotionthatisbeingdiscussed Amendmentsareusedtochangeorimproveamotion Threewaystoamendamotionincludebyadditionbysubstitutionbystrikingout Imovetoamendthemotionby Afteranamendmenthasbeenoffered itrequiresasecond Delayingactiononthemotionunderconsideration Topostponedefinitely postponetoaspecifictime Imovetopostponethemotionuntilthenextmeeting 2 Torefertoacommittee referstoacommitteeforfurtherstudy Imovetoreferthistoacommitteetoclarify MotiontoAdjourn Amotiontoadjournisusedwhenitistimetocloseameeting Imovetoadjournthismeeting Itmustbeseconded Section3StepstoCarryThroughaMainMotion A Obtainthefloor STATINGTHEMAINMOTION1 Membershouldrise2 Addressthechair3 WaituntilthechairrecognizesthememberB Statingthemotion 1 Alwaysstartwiththephrase IMOVETHAT 2 Wheneverpossible includethefollowingcomponents Who What Where When3 Shouldalwaysbestatedintheaffirmativeform Proposingsometypeofaction C ChairpersonshallASKFORASECOND1 Thememberproposingthemotionmaynotsecondit 2 Ifthereisnotasecond thechairwillannouncethat Themotionislostforwantofasecond D Ifseconded thechairpersonshallRESTATETHEMOTIONANDDECLARETHEMOTIONOPENFORDISCUSSION Ithasbeenproperlymovedandsecondedthat Thefloorisnowopenfordiscussion Section3StepstoCarryThroughaMainMotion E DISCUSSION 1 Thememberproposingthemotionshallhavetherighttodiscussitfirst 2 Thechairpersonshouldprovideeverymemberwiththeopportunitytodiscussthemotion 3 Thechairpersonshouldattempttoalternatethediscussionbetweeneachsideoftheissue F ChairpersonshallCALLFORACLOSETOTHEDISCUSSION Areyoureadyforthequestion or Isthereanyfurtherdiscussion Section3StepstoCarryThroughaMainMotion G ChairpersonshallRESTATETHEMOTIONANDCALLFORTHEVOTE 1 Allthoseinfavorofthemotionthat sayAYE AllthoseopposedsayNo or2 Themotionbeforethegroupisthat AllthoseinfavorsayAYE allthoseopposedsayNo H ANNOUNCETHEVOTE TheAyeshaveit andthemotionpasses or2 TheNo shaveit andthemotionislost Section3StepstoCarryThroughaMainMotion VRoleofeachmemberinameeting Chairperson Plansthemeetingaheadoftime Makestheagendaanddistributesittoparticipants Beginsthemeeting Keepsorder Makessureallparticipantscanspeaktotheissues Remindsmembersoftheimportantfacts Guidesthegroupinproblemsolvinganddecisionmaking Remainsimpartial Closesthemeeting Secretary Takesaccurateminutes Preparesminutesforapproval OtherMembers Knowwhatthemeetingisabout Dobackgroundpreparationinordertodiscussissues Activelyparticipate giveone sviews informationinanorderlymanner Takenotesoninformationpertainingtothemselves Arepolitewhenexpressingdisagreement VIWatch Learn VIIRolePlay Holdamanagermeetingwithgroupmembers items ShouldwegiveGloriaapayraise ShouldwegiveMikeapromotion Thankyouforyourattention