discuss: importance of meetings today types of meetings reasons for holding meetings drawbacks of...

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), ...