秘书英语11.pptVIP

Unit Eleven Preparing a Meeting; ;10.1 Reading;Reading Activity 1 Preparing a meeting can test the working ability of a secretary Successfully preparing a meeting can test the working ability of a secretary, the meeting organizer. A secretary needs to follow leaders’ opinions and do many things, such as making plans, creating a meeting agenda, knowing available facilities, choosing or proposing a suitable site, arranging traffic matters, coordinating the staff’s activities at the meeting, making a feasible budget or arranging related work in accordance with the established budget, determining the timing of all kinds of jobs, contacting with the parties concerned (Travel Agency, etc.), contacting with the conference speakers and distinguished guests and so on. ;For example, the following is what Miss Joy, the secretary of ABC Company, does before, during and after the conference. Before the conference, Miss Joy knows the purpose, place, participants, materials and all the related documents of the conference. She is also to be told to send a memo to all the department managers informing them of the meeting with the agenda and the last meeting’s minutes in it. ;During the conference, there are ten more guests than expected, so Miss Joy prepares another ten cups of drink and ten name cards. From 9:00 a.m. to 10:00 a.m., she is ready for desserts, tea, coffee and soft drinks during the refreshment break. Some guests seem to be a bit hot. The temperature in the meeting room is too high. Miss Joy tells the air conditioning staff to turn it down. She also helps a guest to show some slides for twenty minutes. She makes a note of all the decisions, the persons’ names of making proposals and the names of both attendees and absentees at the meeting.;After the conference, Miss Joy brings the minutes of the meeting to the general manager and types it out for him. She also shows him the materials handed out at the meeting, all the documents relevant to the meeting and types t