Transcript Document 7117193

Meeting & Meeting Culture
Group1
Gina Carine Terry Thomas Vivian Jason
Before the meeting, something to do …

Have email or phone
calls to participants.

Choose a appropriate
place and time.
×


Appropriate dress is
important.
○
Good etiquette is
necessary in the meeting.
How to start the meeting?
Well, I think everyone is here now, so
perhaps we’d better get started.
■ It’s time already. Let’s start the meeting.
■
■
I don’t think everyone has met. So first of
all let me …
Today, the purpose of the meeting is …
■ I think you can see from the agenda …
■
During a meeting…
Interrupting
If I could just interrupt you…
I see your point but…
If I could just summarize…
So what you are saying is…
Recapping
In other words, you…
If I’ve understood you correctly, you…
Yes, that’s right.
Basically, yes.
Confirming
What I really meant was…
Yes, I suppose you could say that.
Moving on
I think we’ve covered that point now.
Shall we move on to the next point?
Sorry, just one more thing…
I see your point,
but I don’t think it is
the best solution.
~Interrupting~
~Recapping~
So what you are
saying is that this
proposal doesn’t
work out.
Yes, I suppose
you could say that.
~Confirming~
Shall we move on
to the next point?
~Moving on~
The End of a Meeting
When to end a meeting?
1. time is up
 2. the goal(s)(not means to go through all
the topics) has been reached
 3. when the meeting has been lasted too
long and become not efficiently

What to do in the ending part


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1.Briefly summarize the meeting to make sure
nobody miss any points.
2.If the participants still have to go back to their
work after a tiring meeting, sometimes do
something to make them feel relaxed would be
good(short exercises, jokes). It can make meetings
not so hateable. But usually let them go as early as
possible is a good policy.
3.thank all the participants.
After meeting
1.Send the minutes (會議記錄) to the
participants.
 2.Get feedbacks to know what the
participants think about the meeting and to
know whether the agreements be executed
well or not.

Note:
Getting an agreement doesn't equal
to a good ending.
(Do not agree with the opinions just
because you want to go home. A
functional agreement is a necessary
part of a successful meeting.)
Business Etiquette
For examples:
 1. You arrive late at a meeting.
→ Apologize to the chairman.
2. You have a bad cough and cold. You keep on coughing
and sneezing.
→ Apologize.

3. You can’t understand what someone is saying because he’s
speaking with his hand in front of his mouth.
→ Ask him to move his hand.


4. One of your guests looks a little ill.
→ Ask if he/she is Ok.
5. You are a non-smoker. Someone sitting next to you lights
up.
→ Ask her politely not to smoke.

6. You are having a coffee break. You spill coffee on your
colleague’s jacket.
→ Offer to pay for the jacket to be cleaned.

7. You are having a coffee break. Your mobile phone rings.
→ Answer it.

8. You are a guest. You are having coffee in a bar. It’s time
to pay the bill.
→ Offer to pay or let your host pay. (it depends on your situation at

that time or different cultures in different countries.)
Different Meeting Culture
Preparation for the Agenda

Chinese：
-Prepare for the formal agenda before meeting
and follow the schedule of agenda during the
meeting.

Australian：
-Punctuality is hard to do.
-Flexibility is important when they are meeting.
Rank and Hierarchy

Chinese：
-Most senior person enters first.
-Handshaking with their counterpart.

Australian：
-Not sure about who is senior.
-It won’t get offended when they were asking the
question.
Dress Code

Chinese：
-Formal business dress.

Australian：
-Usually dress in formal business dress but also
“casual-dress”.
-Don’t judge the book by it’s cover.
The Best and Worst Scenarios of
a Meeting
Time to have a Meeting
soon after you arrive at work
 mid-late morning
 after lunch
 late afternoon

Date to Have a Meeting
Monday
 Tuesday
 Wednesday
 Thursday
 Friday

Place to Have a Meeting
Meeting room
 Boss’ office
 Own office
 Restaurant

Number of Participants
Two
 Three to six
 Seven plus

Agenda
Distributed in advance
 Formally announced at beginning of
meeting
 Improvised during the meeting
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Conclusion