discuss: importance of meetings today types of meetings reasons for holding meetings drawbacks of...
TRANSCRIPT
DISCUSS:
• Importance of meetings today
• Types of meetings
• Reasons for holding meetings
• Drawbacks of meetings
• Size and duration of meetings
• Chairperson
Read handout to learn more!
verb + meetingHow many can you think of?
• call• arrange• schedule• hold• cancel• postpone (put off)• reschedule• attend• moderate • chair
+ a meeting
People involved
• the chairperson
chairman, chairwoman, chair (n., v.)
Jim will chair (v.) the meeting next week.
And who is chair (n.) today?
• the participants
• the secretary (?)
Chairing a meeting
What is the chairperson is in charge of?Read pg 5 and complete:
• ________ the meeting: introducing the objectives, agenda, participants, procedure, timing and output
• ___________________: interrupting & encouraging the speakers
• ___________ (time & agenda)• ____________ (what has been said or agreed)• _________ (defining action points and closing)
Chairing a meeting
What is the chairperson is in charge of?Read pg 5 and complete:
• Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output
• ___________________: interrupting & encouraging the speakers
• ___________ (time & agenda)• ____________ (what has been said or agreed)• _________ (defining action points and closing)
Chairing a meeting
What is the chairperson is in charge of?Read pg 5 and complete:
• Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output
• Facilitating and moderating: interrupting & encouraging the speakers
• ___________ (time & agenda)• ____________ (what has been said or agreed)• _________ (defining action points and closing)
Chairing a meeting
What is the chairperson is in charge of?Read pg 5 and complete:
• Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output
• Facilitating and moderating: interrupting & encouraging the speakers
• Controlling (time & agenda)• ____________ (what has been said or agreed)• _________ (defining action points and closing)
Chairing a meeting
What is the chairperson is in charge of?Read pg 5 and complete:
• Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output
• Facilitating and moderating: interrupting & encouraging the speakers
• Controlling (time & agenda)• Summarising (what has been said or agreed)• _________ (defining action points and closing)
Chairing a meeting
The chairperson is in charge of:
• Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output
• Facilitating and moderating: interrupting & encouraging the speakers
• Controlling (time & agenda)• Summarising (what has been said or agreed)• Concluding (defining action points and closing)
Participants(Attendees)
• Participants take ______ in the discussion
giving and seeking ________
agreeing / disagreeing ____ colleagues
_i__________ speakers
__________ on reports / policies / rules
__________ solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking ________
agreeing / disagreeing ____ colleagues
_i__________ speakers
__________ on reports / policies / rules
__________ solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking opinions
agreeing / disagreeing ____ colleagues
_i__________ speakers
__________ on reports / policies / rules
__________ solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking opinions
agreeing / disagreeing with colleagues
_i__________ speakers
__________ on reports / policies / rules
__________ solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking opinions
agreeing / disagreeing with colleagues
interrupting speakers
__________ on reports / policies / rules
__________ solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking opinions
agreeing / disagreeing with colleagues
interrupting speakers
commenting on reports / policies / rules
__________ solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking opinions
agreeing / disagreeing with colleagues
interrupting speakers
commenting on reports / policies / rules
suggesting/proposing solutions
_______ mini-presentations
Participants(Attendees)
• Participants take part in the discussion
giving and seeking opinions
agreeing / disagreeing with colleagues
interrupting speakers
commenting on reports / policies / rules
suggesting/proposing solutions
giving mini-presentations
Meetings (do’s and don’t’s) -chair and participants
1 Call a meeting if you are clear about its purpose.
2 Circulate a memo several days in advance.
3 Hold a meeting on a Friday afternoon.
4 Sneak in if you are late.
5 Hold a meeting in the morning.
6 Come unprepared.
7 Invite the whole department (as many people as possible).
8 Circulate the minutes after the meeting.
9 Circulate the minutes before the next meeting.
10 Draw out quieter members of the group.
Meetings: do’s (+) and don’t’s (-)chair (C) and participants (P)
1 Call a meeting if you are clear about its purpose. +, C
2 Circulate a memo several days in advance. +, C
3 Hold a meeting on a Friday afternoon. -, C
4 Sneak in if you are late. -, P
5 Hold a meeting in the morning. +, C
6 Come unprepared. - , C & P
7 Invite the whole department (as many people as possible). - , C
8 Circulate the minutes after the meeting. +, C
9 Circulate the minutes before the next meeting. +, C
10 Draw out quieter members of the group. +, C
Meetings: do’s (+) and don’t’s (-) -chair (C) and participants (P)
11 Make a constructive contribution to the
discussion. (Do not speak if there is nothing new to say)
12 Call a meeting on a routine basis.
13 Single out individuals for personal criticism.
14 Arrive late.
15 Be afraid to say “I don’t know”.
16 Save critical comments for a private occasion.
17 Dominate the meeting.
18 Apologise and find a seat quickly and
quietly (if late).
Meetings: do’s (+) and don’t’s (-) -chair (C) and participants (P)
11 Make a constructive contribution to the +, P
discussion. (Do not speak if there is nothing new to say)
12 Call a meeting on a routine basis. - , C
13 Single out individuals for personal criticism. - , C
14 Arrive late. -, C & P
15 Be afraid to say “I don’t know”. -, C & P
16 Save critical comments for a private occasion.+,C&P
17 Dominate the meeting. - , C & P
18 Apologise and find a seat quickly and +, P
quietly (if late).
REVISE NOW
• Using your notes and the Reader draft a mind map about meetings
• Include as many key concepts and relevant vocabulary as possible
• TIME: 5 min• Exchange it with your colleague• Can you improve it? DO!
→ HW: RB, p 6
Reading: Meetings Are a Matter of Precious Time
• handout
Meetings are a Matter of Precious Time
The New York Times (Jan 18, 09)RB, p 12
IF READING IS DIFFICULT:
read the text to understand it in Croatian look up the words you don’t understand
(retell the text in Croatian) (translate the whole text into Croatian sentence by
sentence) identify collocations identify key business terms in each sentence find definitions for business terms make a list of collocations for each text you read make a list of phrasal verbs(e.g. run into = meet) and prepositional phrases (e.g. by heart ) do vocabulary tasks before or after the text
Read & underline words & expressions you don’t understandin pg 1
Pg. 1 - Rephrase / explain We are discussing an employee
productivity initiative. What is being discussed?
A self-appointed parliamentarian interjects a long story. Who? What is this person like?
The woman calls it quits. What happens?
Pg. 2
Which is better distress or stress? What should the leader assign?
Pre-meeting preparation tasks. Translate to English:
u pravilu baviti se problemima
Pg. 3 Time is money but we don’t value our time properly.
Compare time & money using the following terms
Time or money? Valuable resource Move between accounts Use on demand, save Perishable Replenishable Steal, waste Come up short Can’t earn extra
Pg. 3 In theory, we like to convert time to money, and the reverse.
Compare time & money using the following terms
Time or money? Valuable resource T Move between accounts M Use on demand, save, get more M Perishable T Not replenishable T Steal, waste T Come up short T Can’t earn extra T
Pg. 4 When we choose where to invest our
time, as opposed to where to invest money, we are more likely to neglect what else we could have done with it. Can you replace the part in italics by two
words? Blaming everyone, including ourselves.
Three words? Consequences?
Pg. 4 When we choose where to invest our
time, as opposed to where to invest money, we are more likely to neglect what else we could have done with it. Can you replace the part in italics by two
words? = opportunity costs Blaming everyone, including ourselves.
Three words? = diffusion of responsibility Consequences?
Read to the end –phrases to help you understand
The other way around Full payment Not involved, not interested Nevertheless, however To change into sth., to transform Spread, dispersion Interrupt with, throw in Making fortunate discoveries by chance
The other way around → reverse Full payment Not involved, not interested Nevertheless, however To change into sth., to transform Spread, dispersion Interrupt with, throw in Making fortunate discoveries by chance
→→
The other way around → reverse Full payment → payoff Not involved, not interested Nevertheless, however To change into sth., to transform Spread, dispersion Interrupt with, throw in Making fortunate discoveries by chance
The other way around→ reverse Full payment → payoff Not involved, not interested → disengaged Nevertheless, however To change into sth., to transform Spread, dispersion Interrupt with, throw in Making fortunate discoveries by chance
→→
The other way around→ reverse Full payment → payoff Not involved, not interested→ disengaged Nevertheless, however →
nonetheless To change into sth., to transform Spread, dispersion Interrupt with, throw in Making fortunate discoveries by chance
→→
The other way around→ reverse Full payment → payoff Not involved, not interested→ disengaged Nevertheless, however → nonetheless To change into sth., to transform → convert Spread, dispersion Interrupt with, throw in Making fortunate discoveries by chance
The other way around→ reverse Full payment → payoff Not involved, not interested→ disengaged Nevertheless, however → nonetheless To change into sth., to transform→ convert Spread, dispersion → diffusion Interrupt with, throw in Making fortunate discoveries by chance
The other way around→ reverse Full payment → payoff Not involved, not interested→ disengaged Nevertheless, however → nonetheless To change into sth., to transform→ convert Spread, dispersion → diffusion Interrupt with, throw in → interject Making fortunate discoveries by chance
The other way around→ reverse Full payment → payoff Not involved, not interested→ disengaged Nevertheless, however → nonetheless To change into sth., to transform→ convert Spread, dispersion → diffusion Interrupt with, throw in → interject Making fortunate discoveries by chance
→ serendipitous
Meaning from context?
• spills over• self-conscious• peppered with• chime in• replenishable• disengaged participant• the reverse• nonetheless• assign / give credit• fatal flaws• serendipitous• payoff• float
• incentive system• convert• self-appointed• interject• assign blame• perishable good• diffusion of responsibility• half-baked• tangible goals• tangible progress• opportunity cost• (in)effective meeting• ANYTHING TO ADD?
Could you complete the phrase? Adjective + noun
... participant ... flaws ... good ... goals, ...progress ... cost ... solutions
Try again...
disengaged ... fatal ... perishable ... tangible ..., tangible ... opportunity ... half-baked ...
Verb + noun set objectives assign tasks perform below
their capacity value time convert time to
money move between
accounts
take responsibility/blame
assign responsibility/ blame
call the meeting voice dissatisfaction
Complete the phrase... ... objectives ... tasks ....below their
capacity ... time ... time to money ... between
accounts
... responsibility ... responsibility ... the meeting ... dissatisfaction
Try again... set ... assign ... perform ... value ... convert ... move ...
take ... assign ... call ... voice ...
Position the following headings in the text
Main reason for unproductive meetings
Chairperson’s responsibility How to make meetings more effective Participants’ part of the guilt
Headings (position in the text) Participants’ responsibility (pg.1)
Chairperson’s responsibility (pg.2)
Reason for unproductive meetings (pgs. 3, 4)
How to make meetings more effective(pgs.5,6)
Optional :
Read the text and write one paragraph on the topic below
Meetings: Time vs. Money
According to professor Robert S. Hamada (The
New York Times of 18 January 2009), ...