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WeekfourArrangingconferenceandmeeting•Inmodernbusinessthemajorityofdecisionsaremadeduringorasaresultofmeetings.Thesecretary,especiallyaseniorone,whoisalwaysinvolvedinmanyactivities,frompreliminarypreparationstofollowupduties,requirestomakeallthesemeetingseffective.•1.Preparationsforameeting会前准备•2.AgendaMaking代拟会议议程•3.TakingMinutes做好会议记录•Partone:•1.会前安排：•做出任何会议安排之前，秘书应该与上司商谈，确定会议议题和开会的时间与地点。在确定时间和地点之后，秘书应通知相关人员参加会议，会场必须事先布置好，并准备好必要的设备。•如何筹备会议？•Let’sseethetipsintextbookPage105.•如何开好会议，使会议有效地进行？以下供参考：•1.会议通知：a.写明开会主题，让与会者能事先针对内容做好准备工作；•b.说明开会的时间和地点；•c.使用备忘录，电话，信件通知与会者。•2.硬件设备：a.麦克风，投影机，屏幕准备；•b.重要资料文本，写备忘录的纸、笔。•3.茶水供应：a.通常由秘书负责咖啡，茶等饮料；•b.超过就餐时间，会议仍未结束，必须准备餐盒，点心。•4.会议记录：a.通常可用录音笔，一来可详细记录所有会议中的发言，二来也可以让与会者谨慎对答；•b.同时请秘书记录重点。•5.中断会议：若有急事通知某位与会者，应注意：a.确定有必要通知对方；•b.敲门后向演讲者道歉，再说明有事情通知某某人；•c.将事情写在纸条上，翻面递给对方，切莫宣布事情的内容。•6.座位的安排：主席两旁的作为安排给公司高层主管；座位越往后者，级别就低。Parttwo:WordsandPhrases•Auditorium•Simultaneoustranslationfacility•Videoproject•Slideproject•Buffet•Minutes•Distribute•Agenda•大礼堂，听众席•同声传译机•投影仪•幻灯机•自助餐•正式的会议记录•分发•议事日程•Draft•Committee•Duplicate•Attendant•Memo•Resolution•Official•Annual•Speaker•Chair•草案•委员会•副本，抄本•与会者•备忘录•决议•正式的•每年的•喇叭•主持Session•Preside•Meetingschedule•Quorum•Presentation•Audio-visualaids•Adjourn•Refreshment•会议•支持•会议时间表•法定人数•提出，口头报告•视听器材•休会•饮料，小食品•NowsupposeyourteacherisaskingyoutomakepreparationsforanEnglishSpeakingContest.Inordertoprepareverywell,whatkindofinformationdoyouneedtogetfromyourteacherinyourfirstdialogue..•Pleasetrytoactthedialogueout….let’sseewhoismoreconsiderate…..•Dialogue1:•A:Lilian,wearegoingtohaveameetingthisThursdayafternoon.Pleasemakethenecessarypreparationsforit.•B:Canyoutellmethepurposeofthismeeting?•A:Itisanimportantmeeting.It’saboutthepromotionofthepersoncomputers.•B:Wheredoyouwantthismeetingtobeheld?•A:IwanttoholdthismeetinginGardenHotel.You’dbetterconfirmit.•B:Iwillconfirmitrightnow.Besidesthemanagersofalldepartments,whoelseshallIinvite?•A:Don’tforgettoinviteMr.Zhang,presidentofAtlanticComputerCompanyandMr.Lee,generalmanagerofFutureCompany.Theyareverygoodatmarketing.•B:Anythingelse?•A:No.That’sall.•Dialogue2:•(Twopeoplearediscussingarrangementsforaconference)•A:couldwehaveaquickwordaboutthesalesconference?•B:Yes,ofcourse.Theroom’sbooked.•A:Good.AndI’vegotsomedefinitenumbersnow.Thereare107delegates.•B:That’sOK.Thatauditoriumholds130,andI’vebookedtwootherroomsaswell.•A:Weneedtosortouttheprogram.•B:It’sdifficulttodothatwithoutknowinghowmanypeopleareattendingeachtalk.There’saconferenceroomthatholds60peopleandameetingroomthatholds130.•A:Well,everyone’sgoingtoMr.Thompson’spresentation.He’sgivingtheopeningaddress.ButI’llfindoutabouttheothers.•B:Wouldyoualsoaskthespeakersiftheyneedanyspecialequipment?•A:Whathaveyougotthen?•B:Therearesimultaneoustranslationfacilitiesintheauditoriumandthere’savideoprojectorintheconference.•A:Whataboutmicrophonesandslideprojectors?•B:Alltheroomshavethem.•A:Good.•B:Whattimewouldyouliketostart?•A:Nine,Ithink,thenwecanfittwosessionsinbeforelunch.Whatarewedoingforlunch?•B:ThereisabarfordrinksandIthoughtwe’dhaveabuffet.•A:Don’ttheydosit-downmeals?•B:Yes.Wouldyoupreferasit-downmeal,then?•A:Ithinkso.•B:OK,Iwillarrangeit.•A:AndI’llfindouthowmanypeoplearegoingtoeachpresentation.•B:Andwhatequipmentthespeakersneed.•A:Yes.OK.•Sohaveyougotmoreideasabouthowtoprepareforameeting?•Theremoresentencesyoumayuseinpreparingforameeting.1.Pleasewriteuptheofficialnoticeinduplicate.请写出正式通知，一式两份。2.Everyonehasbeentoldbyexternalmemo.I’vealsomadesureofthemeetingschedulewitheachpresenter,personally.已经用对外备忘录通知大家了，而且我也当面与每位上台报告的人确定了会议的议程。3.you’dbetterdouble-and-triple-check,justtomakesure.你最好再仔细检查，确保一切都没有问题。4.I’llspendtherestofthedayproofreadingallsupportingdocumentations.我会今天把所有的辅助文件都校阅好。5.Thegeneralmanageraskedyoutoreportonthecompany’ssalesforlastyearatthedirector’smeeting.总经理要你在会上对公司去年年度的销售情况作报告。•6.paperandpencilshavebeenlaidbytheirnamecardsontheconferencetableforeachmeetingparty.•参会者使用的纸和铅笔都按名片放在会议桌上了。•7.youshouldensurethatthoseentitledtobepresentareproperlyinformed.•你要保证出席这次会议的人员都要通知到。•8.Allthebranchmanagerswillbethere.•公司各部门经理都将出席会议。•9.Weretheparticipantsnotified?•通知参会人员了吗？Back•Parttwo:Howtomakeanagendaforaconference?•会议议程：•1.会议议程必须必须简短清晰，包括会议召开的时间地点，列出各项议题。•2.会议议程草拟好后，应交上司过目。•3.会议议程应作为会议通知的附件，一并发给与会人员。•4.在会议举行地点准备好几份会议议程，以方便与会者参考了解。•Consensus一致的意见，共识•Rollcall点名•Announcementofquorum宣布法定人数•First,sometipsandaexampleinPage113-115。•会议记录：•会议记录是以备将来查考的。会议记录通常有两种形式，一种是记叙性的，即与会者的发言，分别逐个记录下来；另一种是由记录员把会上讨论处理的问题整理成条目记录下来。•会议记录应包括：开会时间，地点，出席人员，缺席人员，会议主持人，记录人，会议目的，讨论内容，发言情况，提案，决议等，最后记上散会时间。•若有提案的话，须清楚记下会议人及会议人的名字以及投票结果。•会议记录应简洁清楚，客观中立，项目次序跟议程相同。还有事态应采用过去式。•通常于下次会议前，秘书应整理好会议记录，事先交予各曾与会人士传阅，而在下次会议前，这份记录便会被提出来通过，一旦被通过及主席加签后，便成为一份正式记录，不能再修改。•UsefulExpressionforconference.•1.Haveyouprepared….?(bereadyfor)•2.I’mgoingtochair…•I’llberesponsiblefor…•I’mgoingtochairthismorning’ssession.It’smypleasuretowelcomeyou,mycolleaguesfromallovertheworld,toourconference.NowIdeclarethemeetingopen.•3.Weareluckyenoughtohavehimheretoday.NowI’llhandthechairtoourspeaker.•4.Isincerelyhopethat…..•Wesincerelyhopethatallpres