Tuesday Assignment:
The last topic we will work on for our
course is meetings.
Meetings:
Kinds and Purposes
There are many different types of
meetings. Some common meetings are:
• Routine
work meetings – usually with people who work closely together. These
meetings are held to discuss work-related issues, provide updates on the status
of a project, or plan work
•
Ad-hoc meetings
– called for a specific, usually urgent, purpose
• Staff
meetings – where all staff and a manager/superior are present
•
Board meetings
– gatherings of an organization’s board of directors
• Meetings
in the community – usually to inform or discuss community issues (e.g.,
school council meetings, public meetings to discuss urgent issues)
·
One-on-one meeting – example for that is parent-teacher
interview
Preparing
an Agenda
An agenda is an important element of a
productive meeting. It is a written outline of the planned meeting proceedings
and it communicates the topics for discussion. It can also list the people who
will lead the discussion or present topics, and the time allotted for each
topic. An agenda is usually sent to meeting participants in advance so they can
confirm participation or send regrets (apologies for not participating) and
prepare for the meeting. The agenda is usually written in point form. All items
on the agenda are listed chronologically and relate to the objective of the
meeting.
Read the sample agenda below and answer the questions.
MEETING AGENDA
Sunny Grove Elementary School Parent
Association
When: Monday, June 15, 7:00 p.m.
Where: Library
Objective: To plan fundraising activities
for spring term
1. Presentation about school activities in
need of funding
2. Brainstorming: fundraising activities
3. Select most effective fundraising
activities: discussion and vote
4. Set up committees and assign
responsibilities
Task
1:
Now answer the following questions:
1. What type of meeting is the agenda for?
2. Who are the participants?
3. What is the purpose of the meeting?
4. How long do you think it is going to
be?
5. How can the participants prepare for
the meeting?
Task
2:
Create a dialogue between two managers who
decide on a meeting. Then, write a memo to the participants of the meeting to
inform them about the time and place of the meeting. Include an agenda with
possible items for discussion.
Task
3:
Watch a video about parent-teacher interviews. Listen to a
parent-teacher interview at:
While you are listening, identify the
expressions that are used to:
Answer the questions below about the
interview.
1. Is Richard progressing well in school?
2. What specific comments about Richard’s
performance does the teacher make?
3. What four questions did the parents
ask?
4. What information do the parents give
the teacher about their son?
5. What suggestions does the teacher give
to help Richard do better in school?
6. How does the meeting end?
