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Exercise 5. How was the meeting?
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Some colleagues are discussing a meeting they have just come out of.
Read the conversation paying attention to the words in bold type. Translate them
into the Russian language.
| Anil: | I thought it was very productive. |
| Juliet: | Well, I thought it was a complete waste of time. I didn’t hear anything I didn’t already know. |
| Barbara: | I agree with Anil. I felt we had some very useful discussion, and that we reached an agreement that was good for both sides. We certainly covered a lot of ground. It was incredible the number of things we got through. |
| Juliet: | But there were too many digressions. John was rambling and kept wandering off the point. He just uses meetings as a chance to show off. Just like a lot of men: he just wanted to show how powerful he is and what a good talker he is. |
| Anil: | But to be fair, the chair really kept things moving: she encouraged people to be brief and to stick to thepoint and we achieved a lot in a short time. Anyway, I learned a lot and I think they listened to what we had to say. |
Translation
1. productive ………………………………………………………………….
2. a waste of time ………………………………………………………………..
3. useful discussions …………………………………………………………….
4. a lot of ground ………………………………………………………………..
5. to get through …………………………………………………………………
6. many digressions ……………………………………………………………...
7. ramble ………………………………………………………………………...
8. wander off the point ………………………………………………………….
9. to show off ……………………………………………………………………
10. to be fair ……………………………………………………………......, ….
11. to keep things moving………………………………………………………..
12. to stick to the point ………………………………………………………….
Exercise 6. Replace the numbered expressions with the appropriate forms of the verbs from Exercise 1(page 18). In some cases more than one verb is possible.
The meeting of the Tennis Club Committee was (1) organized for 1st March, but not everyone could (2) go to it, so it was (3 ) delayed until 31st March. One committee member said that this was too late, so eventually we (4) moved it to March 15. The chairperson (5) was in charge of it very efficiently, and we decided on some new membership rules. Only one committee member (6) did not go to the meeting.
| (1) | organized | |
| (2) | gî | |
| (3) | delayed | |
| (4) | moved | |
| (5) | was in charge | |
| (6) | did not go |
Exercise 7. Mach up the phrases you might use in a meeting.
| 1. | I have received two … | a) | … a copy of the agenda? | |||||
| 2. | Has everybody received … | b) | … the meeting. | |||||
| 3. | If we can’t agree, I think we should take … | c) | … apologies for absence. | |||||
| 4. | It’s getting late, so I propose we close. | d) | … the agenda. | |||||
| 5. | I think this would be a good time to break | e) | … a vote. | |||||
| 6. | We have lots to discuss, so let’s stick to … | f) | … for lunch. | |||||
| 7. | It’s half past nine, so I’d better open … | g) | … side-tracked. | |||||
| 8. | Can we start by approving … | h) | … any other business. | |||||
| 9. | We seem to have reached … | i) | … handout. | |||||
| 10. | That’s interesting, but I think we’re getting | j) | … the meeting. | |||||
| 11. | I’ll just give out this … | k) | … a unanimous decision. | |||||
| 12. | Before we finish, we need to deal with … | l) | … the minutes of the last meeting? | |||||
Part 3. AGENDAS
Exercise1. Read the text about agendas to find an answer to the following questions:
1) What is an agenda?
2) What points should be included in an agenda?
3) Who writes an agenda?
4) What do we call the people attending a meeting?
5) Which word for “all people attending a meeting” do you prefer to use?
Why?
6) Who sends out the agenda?
An agenda is a list of items (different things) to talk about at a meeting.
The agenda sets out the purpose of the meeting, the topics to be discussed, who leads on each topic and usually some l ogistical arrangemen t which may be reiterated (repeated) in a separate invitation.
The agenda should list all participants and any special roles they will have in the meeting. We’ll call those attending a meeting “ participants” and not “attendees” which suggests someone attended to rather than taking an active part, or “delegates” which implies that someone has delegated their attendance. Ideally, meeting participants should attend through choice!
Before the meeting someone sends out the agenda (sends copies to everyone
attending).
Improve your vocabulary.
Exercise 2. Match the word on the left to its definition on the right.
Then translate them into the Russian language.
definition
A. 1 a list of items a) someone who takes an active part in a meeting
2 purpose b) a set of individual subjects that are discussed or
3 topics dealt with
4 lead on the topic c) a way of organizing things in s sensible manner
5 logical arrangement d) to direct a conversation or discussion
6 to list all the participants e) the aim that something is intended to achieve.
7 attendees f) someone whose role is to be present at a meeting
8 send out the agenda …… g).a subject that you write or speak about
9 participant h) to mention or write a set of names one after
another
i) to post a lot of copies of the same document
to a large number of people.
B. translation
1. a list of items ……………………………………………………………….
2. to list all the participants …………………………………………………...
3. participants …………………………………………………………………
4. attendees ……………………………………………………………………
5, to send out the agenda …………………………………………………….
6. to lead on the topic ………………………………………………………....
7. purpose …………………………………………………………………..
8. topics ……………………………………………………………………..
9. logical arrangement …………………………………………………………
Exercise 3. Read the following agenda. Analyse its structure, paying attention to the explanation of the words marked (*, **, ***)
AGENDA
STAFF MEETING
DATE 25 March 20__
TIME
VENUE* Meeting room 3
Apologies for absence
Minutes** of the last meeting
1. Car parking
2. Company restaurant
3. Holiday dates
4. AOB***
*venue (= the place where the meeting will be)
** an official written record of what is discussed or decided at a formal meeting
***any other business (other things that people want to talk about)
Exercise 4. Read the agenda below.
What would you like to tell your colleague about the coming meeting?
AGENDA
SENIOR MANAGER’S MEETING
Subject: Changes in working practices
DATE 1 July
TIME 11.00am – 12.30pm
VENUE Main Board Room, Head Office
1. Bonus scheme
2. Security
3. Open plan office
4. Hot-desking
Exercise 5. Read the agenda above again. Then read the conversation at the meeting and answer the questions below.
a) Do they follow the agenda?
b) Which points are they discussing?
c) What decision have they reached?
d) What does “hot-desking” mean?
e) What is meant by “open-plan office”?
f) What is meant by closed office?
g) What are the advantages and disadvantages of the open plan office?
| Carl: | Can we move on to the third point on the agenda, the open-plan office? I know there are different opinions about this, so our main purpose will be to explore our views and see if we can reach agreement. Nancy, would you like to begin as I know you’re in favour of the idea. |
| Nancy: | It’s good for communication, people see each other at the office. It’s, I think, good for team spirit too. I think, there’s more interaction between people but what’s important is productivity, people work harder when they’re on display. |
| Max: | I really can’t agree with you there. I think that open plan offices there is the problem of privacy. |
| Carl: | OK, Max, thanks. Stefan, what do you think? |
| Stefan: | I agree with Max about privacy. What if you want to make a private phone call? |
| Carl: | We could use meeting rooms. |
| Stefan: | Meeting rooms? Yes, that’s true I suppose, but… |
| Max: | I don’t think that works. |
| Carl: | Let Stefan finish please, Max. |
| Stefan: | I’m just not happy about this proposal. I hope we’re not going to have a vote about this. I mean, I really think we need a report or some extra survey done on this. |
| Carl: | You’ve got a point there. Do we agree? |
| Nancy: | Yes. |
| Stefan: | OK with me. |
| Carl: | Right, so Max, would you prepare a short report please? Ask staff how they feel about the open plan idea, and report back to me by, say, August 1st, OK? Now, can we go to the next item on the agenda? |
| Max: | I was shocked to see hot-desk there, I think this is totally ridiculous. This will really upset people. It’s just won’t work. |
| Carl: | How do you feel about this, Nancy? |
| Nancy: | I’m pretty sure that hot-desking won’t work unless we go open plan. I think one depends on the other. I don’t think that hot-desking in closed offices works. But I think open plan without hot-desking is OK. |
| Stefan: | I don’t understand your point. Can you explain it a bit more clearly? |