Reading.

Text 1. Allen Case, an engineer, is talking about the characteristics of successful business meetings. He makes five of the eight points below.

Read the conversation and identify the correct order of these points:

1. There is a written agenda.

2. Clear objectives – known to everyone.

3. Respect for the time available/time-planning

4. Good chair – effective control.

5. Emotions are kept under control.

6. Good preparation.

7. Everyone gets to say what they need to say.

Question: «What do you see as the most important characteristics of a successful meeting?»

I think it’s important that everyone is well prepared. Certainly everyone should prepare for the meeting – which is possible in all cases except emergency meetings where there’s no time for much preparation.

A second point is that in every case people should understand the objectives of the meeting. Also, the role of the chair is important. The chair should do a good job, keep control and keep the meeting focused on the objectives. That means the meeting reaches its aims.

Question: «And what about the timing of the meeting?»

I agree the meeting should keep to the timing – start and finish on time. That’s also important.

Text 2.

It is generally agreed that successful meetings make successful companies. However, many professionals complain that meetings are often unproductive and too long. Discussions are regularly dominated by participants with large egos and hours of talking ends without any clear result. Consequently, many companies get help from specialised consultants, who give advice on how to make meetings more effective.

Here are some ideas for making a successful meeting.

Which do you consider crazy (c) or good (g) for using?

1. singing at meetings;

2. dressing in strange clothes at the meetings;

3. clear aim;

4. active listening to other people’s ideas;

5. be always prepared for the meeting;

6. attach a time limit to each point;

7. having private discussions during the meeting;

Unit 10

8. long speaking;

9. giving everyone a chance to put forward their views;

10. using strict rules to keep order.

Now read the suggestions made by a consultant about meetings.

Which of the ideas above are discussed in the text?

If a meeting is to be productive, it should have a clear and stated purpose that all the participants know and understand. You should appoint a chairperson who manages and controls the meeting.

You must write an agenda, or list of items to be discussed and sent it to all the people concerned. They should prepare for the meeting and come to it with ideas to contribute.

You have to attach a time limit to each point, otherwise there is a risk that some of the items will not be dealt with at all.

You ought to limit the meeting to 90 minutes. If not, you have to schedule breaks into the agenda.

You don’t need to invite all the important staff members to every meeting. But you should send other senior staff members the minutes or summary of what was discussed.

The minutes should include a clear summary of the important points – you don’t have to include everything that was said at the meeting. However, you need to include actions decided upon at the meeting. Lastly, the minutes should be sent within twenty-four hours. It is essential to keep the meeting’s results and future actions clear in everyone’s mind.