4thweekArrangingconferanceandmeeting详解.pptVIP

Situation 2: You are now having a meeting with the other student leaders talking about your draft agenda of this congress. According to the other people’s suggestion, you make some changes and finally get the agenda. (Ask someone in your group to write the notices to inform the attendants and invitation letter for the school leaders and some teachers，ask another one to write the draft agenda) Situation 3: The teacher is talking with you about your preparation work of the congress, she tells you the importance of this congress and wants to make sure that everything is Ok and wants to find a student to take minutes of this conference. Situation four: The student’s Congress is held on time. Some of you are the candidates of the student’s union, please give us a elect speech. (one of your members must be the person who take minutes and show us the minutes at last) president of student’s Union(学生会主席） Minister of sports(体育部部长） Minister of literature and art （文艺部部长） Minister of study (学习部部长） Minister of propaganda （宣传部部长） Someone from group four is going to take minutes for this meeting. Week four Arranging conference and meeting In modern business the majority of decisions are made during or as a result of meetings. The secretary, especially a senior one, who is always involved in many activities, from preliminary preparations to follow up duties, requires to make all these meetings effective. 1.Preparations for a meeting会前准备 2.Agenda Making 代拟会议议程 3.Taking Minutes做好会议记录 Part one: 1.会前安排： 做出任何会议安排之前，秘书应该与上司商谈，确定会议议题和开会的时间与地点。在确定时间和地点之后，秘书应通知相关人员参加会议，会场必须事先布置好，并准备好必要的设备。 如何筹备会议？ Let’s see the tips in textbook Page 105. 如何开好会议，使会议有效地进行？以下供参考： 1. 会议通知：a.写明开会主题，让与会者能事先针对内容做好准备工作； b.说明开会的时间和地点； c.使用备忘录，电话，信件通知与会者。 2.硬件设备：a.麦克风，投影机，屏幕准备； b.重要资料文本，写备忘录的纸、笔。 3.茶水供应：a.通常由秘书负责咖啡，茶等饮料； b.超过就餐时间，会议仍未结束，必须准备餐盒，点心。 4. 会议记录：a.通常可用录音笔，一来可详细记录所有会议中的发言，二来也可以让与会者谨慎对答； b.同时请秘书记录重点。 5.中断会议：若有急事通知某位与会者，应注意：a.确定有必要通知对方； b.敲门后向演讲者道歉，再说明有事情通知某某人； c.将事情写在纸条上，翻面递给对方，切莫宣布事情的内容。 6.座位的安