国际商务礼仪（英文版）（第二版）Chapter 5 How to Host a Meeting.ppt

Chapter 5How to Host a Meeting Learning objectives By the end of this introductive chapter, you should know how to host informal business meetings formal business meetings business meetings on line Informal Meetings—7 points to consider (I) Business etiquette demands that the person calling the meeting (henceforth ‘the chair’) should be the most senior or the one with the most direct or urgent interest in the topic at hand. The chair should decide the time, place and agenda. These details should be confirmed with everyone to make sure all are in agreement and no inconvenience is caused. The chair must make the purpose of the meeting clear to the attendees, how long it will last and what is expected of them, i.e. particular information or preparation of documents. Failing to relay the proper information is bad business etiquette as it could cause embarrassment. Informal Meetings—7 points to consider (II) Punctuality is a must. The chair should strive to ensure the meeting stays within a set framework or agenda so that it is kept as short and effective as possible. The chair should pre-appoint someone to record the proceedings; documenting major decisions or action points. This can later be distributed to the attendees for reference. If the results of the meeting have an effect on others who were not present it is considered proper business etiquette to inform them.  Formal Meetings (I) Prepare well for the meeting as your contribution may be integral to the proceedings. Dress well and arrive in good time. Always remember to switch off a mobile phone. If there is an established seating pattern, accept it. If you are unsure, ask. Acknowledge any introductions or opening remarks with a brief recognition of the chair and other participants. Formal Meetings (II) When discussions are under way it is good business etiquette to allow more senior figures to contribute first. Never interrupt anyone - even if you disagree strongly. Note what has been said