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Attending the meeting

All the people concerned should prepare for the meeting and come to it with ideas to contribute. However informal the meeting, it always pays to prepare a few key points in note form to put across or discuss. If you’re unprepared, you will not be able to concentrate on what your colleagues are saying and others are less likely to listen to you because you will sound hesitant or won’t feel confident.

Arrive early and sit close to the chairperson to ensure that you aren’t ignored. If you’re late, apologize and find a seat quickly and quietly.

Good meetings give you a feeling that something important has been accomplished. After a bad meeting you actually don’t know why you have attended it.

Complete the chart below.

Translate the following phrases from Text A.

1) it should have clear and stated purpose; 2) you should appoint a chairperson; 3) agenda is a list of items to be discussed at the meeting; 4) circulate a memo several days in advance; 5) all people concerned; 6) with ideas to contribute; 7) you have to attach time limit; 8) you have to schedule breaks; 9) you need to include actions; 10) if it is to be productive.

Complete the following sentences with appropriate words from the text. Translate them.

1. In all formal meetings and most informal meetings, there is a … whose job is to … the business of the meeting and to ensure that the meeting’s objectives are achieved.

2. It is helpful in both formal and informal meetings to have an …, listing the points that are to be discussed. It is usual to … this in advance so that participants can prepare adequately for the meeting.

3. If there are too many … on the agenda, it is inevitable that the meeting will be over-long and so less effective.

4. After formal meetings, the secretary writes up/takes the …, an official record of the discussion that has taken place.

5. If you cannot attend a meeting, it is customary to send your … to the chairperson, who reads out the names of any absentees at the beginning of the meeting. After naming absentees, the chairperson may ask if there are any matters … out of the minutes of the last meeting.

6. When decisions must be taken, the chairperson hopes there will be a … on what should be done. Otherwise, a vote must be taken and sometimes the votes for and against are equal. If this happens, the only way to break the deadlock is for the chairperson to give his or her ….