Meeting & Meeting CultureGroup1 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 wed better get started. Its time already. Lets start the meeting. I dont 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

InterruptingRecappingConfirmingMoving on If I could just interrupt youI see your point butIf I could just summarizeSo what you are saying isIn other words, youIf Ive understood you correctly, youYes, thats right.Basically, yes.What I really meant wasYes, I suppose you could say that.I think weve covered that point now.Shall we move on to the next point?Sorry, just one more thing

~Interrupting~

I see your point, but I dont think it is the best solution.

~Recapping~

So what you are saying is that this proposal doesnt work out.

~Confirming~

Yes, I suppose you could say that.

~Moving on~

Shall we move on to the next point?

The End of a Meeting

When to end a meeting?1. time is up2. the goal(s)(not means to go through all the topics) has been reached3. when the meeting has been lasted too long and become not efficiently

What to do in the ending part1.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 meeting1.Send the minutes () 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 cant understand what someone is saying because hes 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 colleagues 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. Its 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 AgendaChinese

-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 HierarchyChinese

-Most senior person enters first. -Handshaking with their counterpart.

Australian

-Not sure about who is senior. -It wont get offended when they were asking the question.

Dress CodeChinese

-Formal business dress.

Australian

-Usually dress in formal business dress but also casual-dress. -Dont judge the book by its cover.

The Best and Worst Scenarios of a Meeting

Time to have a Meetingsoon after you arrive at workmid-late morning after lunch late afternoon

Date to Have a MeetingMonday TuesdayWednesday Thursday Friday

Place to Have a MeetingMeeting roomBoss officeOwn officeRestaurant

Number of ParticipantsTwoThree to sixSeven plus

AgendaDistributed in advanceFormally announced at beginning of meetingImprovised during the meeting

Conclusion