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MEETINGS: Meeting your needs


Business Spotlight - epaper ⋅ Ausgabe 6/2018 vom 24.10.2018

Kaum jemand kommt im beruflichen Alltag um Sitzungen und Besprechungen herum. Und vor, während und nach einem solchen Treffen hat man es mit vielen verschiedenen Dingen zu tun. Testen Sie mit diesen Übungen wie Sie sich in diesen Bereichen auskennen.


EASY: MEDIUM: ADVANCED: AUDIO

Artikelbild für den Artikel "MEETINGS: Meeting your needs" aus der Ausgabe 6/2018 von Business Spotlight. Dieses epaper sofort kaufen oder online lesen mit der Zeitschriften-Flatrate United Kiosk NEWS.

Bildquelle: Business Spotlight, Ausgabe 6/2018

Meetings: order or chaos?


HILDEGARD RUDOLPH
is a certified translator and a freelance editor, teacher and book author. Contact: bs.lektorat@spotlight-verlag.de

THE SITUATION

Jones & Baker are an agency based in Liverpool, with branches in Belgium and Germany. They design, produce and sell advertising material such as giveaways and ...

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... items displaying company logos. Every year in December, the heads of the various departments meet at the agency’s headquarters in Liverpool to discuss past and future activities.

1. Getting ready (7 points)

Kathie Jones and Tom Baker, who run the agency, are making sure that everything is ready for the annual meeting. Match Kathie’s questions to Tom’s answers.

A. Which rooms have you booked?
B. How about the list of participants?
C. Have you talked to the technicians?
D. Did the cleaners agree to come in after the meeting?
E. How about coffee and lunch breaks?
F. Can we agree on the final agenda?
G. And last but not least, who will welcome the participants?

1. They promised to check the projectors, microphones and other devices today.
2. I’m in touch with our usual catering service. They said they’d take care of everything.
3. The lounge and rooms 4 and 5 on the top floor.
4. I will. I’ve already arranged for name badges, lists for signing in, etc.
5. When people have sent back their reply, I’ll make up the list.
6. They will be sending some people over the next morning at around 7 a.m.
7. I think so, as we now have all the information we need.

2. Sorry, we can’t come (8 points)

Maren Berger and Klaus Dorner from the German branch in Bonn are tied up with other commitments. Choose the correct words (in bold) in their email to Kathie and Tom.

Dear Kathie and Tom

Thank you for your email of 10 October letting us know that the annual meeting of the heads of department has had to be (A)postponed /relegated from Wednesday, 5 December, to the new (B)date /data of Tuesday, 11 December.

Unfortunately, neither of us will now be able to
(C)attend /participate the meeting. I (Maren) am on holiday from 10 December, and Klaus has been
(D)advised /invited to a key customer’s product launch
(E)party /circle .

We believe that our (F)attention /attendance at the meeting is important for the future development of the company. We’d therefore like to ask if it would be possible to (G)bring /raise the meeting forward to Friday, 7 December.

Another option would be to hold a (H)virtuous /virtual meeting, such as a videoconference, as we have done successfully in the past.

Please let us know what you think about our suggestions.

Best regards, also from Klaus

Maren

THE AGENDA

Having a clear agenda is important for a successful meeting, as it helps to keep participants on track. It is important to send out the agenda to participants before the meeting so that they can prepare properly or clarify issues.

3. Checking the agenda (8 points)

After checking with the other participants, Kathie and Tom decide that the meeting will indeed have to take place on 11 December. Kathie asks George to lead the meeting and has a final look at the agenda before sending it out. The words in bold are in the wrong place. Put them where they should be.

4. Following the rules (6 points)

George Cook suggests some rules that should be followed by all participants. Translate the German phrases in brackets to complete the sentences.

TYPES OF MEETING

A meeting is an occasion at which people come together for a common purpose. Depending on where or why they meet, different terms are used. For example, you have a “session” at your psychologist’s, a “sitting” in parliament or a spiritual “seance”. An informal meeting with friends is called a “gettogether”. And a bigger, formal business event is a “conference” or “convention”.

5. Meetings, meetings, meetings… (8 points)

During a coffee break, the department heads exchange information about the different kinds of meetings they have at their branches. Fill in the missing vowels of the words in bold.

6. What does that mean? (6 points)

In meetings, you’ll often hear the following sentences. Which is the correct meaning of each sentence?

A. Let’s have a roll call.
1. Each participant should say their name.
2. Each participant should log in to the teleconference.

B. Can I make a point here?
1. Can I take a short break?
2. Can I put forward an argument?

C. How do you feel about that?
1. What is your opinion?
2. Is everything OK with you?

D. That’s slightly off-topic.
1. That’s not really the subject of this item of the agenda.
2. You’re not giving enough information about this item of the agenda.

E. Can we have a quick show of hands?
1. Could you raise your hand if you agree?
2. Could you shake hands and introduce yourself?

F. Are you all with me here?
1. Do you all agree with me?
2. Have you all understood what I have said so far?

Planning: the key to successful meetings


7. Following up (7 points)

Kathie sends a follow-up email to the participants. Put the paragraphs of her email in the right order.

Dear all

A. Please find attached the minutes, so that you can review our discussions and the outcomes of the meeting.

B. First of all, I would like to thank you very much for your attendance and your fruitful contributions.

C. Last but not least, if you have any suggestions for that meeting — organization, topics, etc. — please get in touch with me at any time.

D. Talking of which, may I ask you to pay special attention to the action points listed in the minutes for each branch and department?

E. Wishing you now all the best for the upcoming holidays and the New Year.

F. As I gather from the feedback that I have received so far, this year’s annual meeting was a great opportunity to exchange information on past and current projects and on plans for the future.

G. Finally, the next annual meeting is scheduled for 5 December 2019. Please save this date. Further details will follow.

Best regards Kathie Jones

ANSWERS

1. Getting ready

A–3; B–5; C–1; D–6; E–2; F–7; G–4

2. Sorry, we can’t come

A. postponed (postpone sth. =etw. (auf später) verschieben )
B. date
C. attend (attend sth. =an etw. teilnehmen )
D. invited =eingeladen
E. party (launch party =Feier anlässlich der Markteinführung eines Produkts )
F. attendance =Teilnahme
G. bring (bring sth. forward =etw. vorverlegen )
H. virtual

3. Checking the agenda

A. Facilitator =Sitzungsleiter(in)
B. Attendees =Teilnehmer(innen)
C. Apologies =hier: Entschuldigt
D. Minutes =Protokoll
E. Item =Tagungsordnungspunkt
F. Action point =Aktionspunkt
G. Responsible =Zuständig
H. Timing =hier: eingeplante Zeit

4. Following the rules

A. finish speaking
B. Interrupt
C. Stick/Keep to…
D. exceed
E. one at a time
F. extend

5. Meetings, meetings, meetings…

A. stand-up (stand-up meeting =Stehtreffen, kurzes Treffen im Stehen )
B. team (team meeting =Teamsitzung, -besprechung )
C. one-to-one (one-to-one meetingUK =persönliches Gespräch, Gespräch unter vier Augen )
D. staff (staff meeting =Mitarbeitertreffen, -besprechung )
E. emergency (emergency meeting =Dringlichkeitssitzung )
F. ad hoc (ad hoc meeting =Ad-hoc-Sitzung )
G. kick-off (kick-off meeting =Sitzung zum Auftakt eines Projekts )
H. conference calls (conference call =Telekonferenz )

6. What does that mean?
A–1; B–2; C–1; D–1; E–1; F–2

7. Following up
1–B; 2–F; 3–A; 4–D; 5–G; 6–C; 7–E

FOR MORE INFORMATION

Skill Up! , no. 40, “The language of meetings” (available as part of theSkill Up! bundle atwww.sprachenshop.de/skillup )

HOW DID YOU DO?

Note : So that you can compare your language knowledge across different areas of business English, allBusiness Spotlight tests have a maximum possible score of 50 points.

40–50

Excellent!
Congratulations! Meetings are nothing out of the ordinary for you. You know how to prepare them, how to run them, how to attend them and how to follow them up

30–39

Well done!
You are very confident in most aspects of meetings and are generally able to perform well in them. When attending your next meeting, take particular care to use the correct terms.

18–29

Good
You probably do not really enjoy meetings, but you know that they are important for the progress of your work. Have another look at those exercises where you didn’t score well.

Up to 17

Could do better
Meetings are not really your cup of tea. However, they are an important part of daily business. Try the test again to become more familiar with the language of meetings.


Illustration: zonadelarte/iStock.com

Illustration: zonadearte/iStock.com; Foto: nixki/iStock.com

Illustration:: zonadearte/iStock.com

Illustration: zonadearte/iStock.com