Тема 5_ 1 час

1. Topic 5.

BUSINESS
MEETINGS

2.

Plan:
1. Notion and objectives of business
meetings.
2. Types of business meeting formats.
3. Preparation for a meeting.
4. Stages of a meeting.
5. Role of the chairman.
6. Procedures and techniques to improve
meetings.

3. 1. Notion and Objectives of Business Meetings

The meeting is a formally
arranged gathering for the purpose
of discussing an issue (issues).

4.

give new information or provide
feedback;
receive a report;
coordinate something;
obtain group support (win acceptance
for a new idea, plan, etc.);

5.

reconcile a conflict;
negotiate an agreement;
motivate members of a group;
initiate creative thinking within a
group;
solve a current problem within a
group;
etc.

6. 2. Types of Business Meeting Formats

1) Classification on the basis of formality
(a) Very formal
(b) Formal
(c) Informal
meetings:
meetings:
meetings:
-committees,
-group discussions,
-parliament,
-managing councils -ad hoc meetings
-state assembly,
and general bodies of task groups,
-company
of voluntary
-brainstorming
shareholders
organizations,
sessions,
meeting,
-briefing sessions, -etc.
-university senate, -advisory bodies,
-councils,
-management
-executive bodies, meetings
-etc.
-etc.

7.

(h) Conference
(a meeting of a large group
of people assembled to
discuss common problems
or activities)
(g) Group
discussion
(a tool for generating
multiple points of
view)
(a) Decisionmaking
meeting
(2)
Classification
on the basis of
the purpose
(f) Negotiation
meeting
(meeting two and
more competing
sides to discuss and
arrive at an
agreement)
(e) Briefing
meeting
(giving information
without discussion)
(b) Executive
meeting
(implementing
decisions)
(c)
Consultation
meeting
(d) Problemsolving
meeting

8. 3. Preparation for a Meeting

A meeting needs the support in the forms of
1) agenda
2) notice
3) meeting
arrangements
4) minutes

9. (1) Agenda (повестка дня) is a list of items to be discussed at the meeting:

Objectives
Location
Start and end time
Breaks
Details of participation
Issues to be discussed (with presenters’
names and time allocated)
Details of any preparation required
Additional information or appendices

10.

Example 1.
Закрытое акционерное общество «Инновация»
Повестка дня
оперативного совещания
Дата проведения: 12.09.2025.
1. О выполнении плана реализации продукции
Общества в сентябре 2025 года.
Докладчик: начальник управления по реализации
Грачев В.К.
2. О подготовке ввода в эксплуатацию нового
оборудования для производства продукции
Общества.
Докладчик: главный инженер Мартынов М.А.
Руководитель секретариата
А.С. Денисов

11.

Example 2.
Supervisor's Business Meeting Agenda
Date: Friday, December 5, 202…
Location: Room 3
Time: Start: 2 p.m. Finish: 3 p.m.
Chair: Paul Grey
Attendees:
1. Frank Simon
2. Julia Miller
3. Mike Nelson
Goal: Discuss computer agency performance and decide whether to
renew for another year.
Items to be discussed:
1. Review computer agency performance to date and compare
against benchmarks.
2. Discussion: Does missing benchmarks warrant a change?
3. Decision: Should we renew with this computer agency for
another year?

12. (2) Notice (уведомление) is an invitation in writing to the concerned persons for attending the meeting.

13. The notice is sent:

together with the agenda
to the participants
to reach at least a week
before the meeting
to enable them to prepare
themselves for a
discussion.

14.

Example
Notice of Meeting
IDEAL CO. LTD.
Date: 20.07.202…
NOTICE
NOTICE is hereby given that the Meeting of the
Company shall be held at its registered office on 25th July
202… at 3 P.M. to consider the Report and any other
matter that may arise at the meeting.
By order of the Board
Mr. Hashed
Secretary

15.

1.
2.
3.
4.
5.
6.
Agenda
Reading of the notice.
Adoption of the Report.
Chairman’s speech.
Approval, by the meeting, of the modifications of
contracts as mentioned in the Report.
Any other business.
Closing the meeting.
Enclosures
1. Copy of the Report.
2. Auditor’s Certificate.
.

16. (3) Meeting Arrangements Checklist

1. Sufficient number of chairs, properly
arranged.
2. Name plates for participants and
seating arrangement.
3. Writing material and pointers.
4. Sound and projection equipment,
facilities for display checked.
5. …

17. (4) The minutes (протокол) are the written record of the meeting (legal document).

7. Details of
next meeting
6. Action
points
(решения) and
responsibilities
1. Names of
attendees
Items of
minutes
5. Record of
proposals,
decisions made,
voting details
2. Apologies
(from those
absent)
3. Review of
minutes of
previous
meetings
4. Summary of
discussions

18.

Minutes Sample Template
[Name of Organization]
Board Meeting Minutes:
Time and location [Month, Day, Year]
Present: [Name board members in attendance.]
Absent (Apologies) : [Name absent board members.]
Others Present: [List any organizational staff and guests and
their affiliations here.]
Proceedings:
Meeting called at [time] by [person, usually chair].
Minutes from [prior meeting date] amended and
approved.
Subcommittee Reports — [highlights of information
presented and discussions had]
Any action taken. For instance, MOTION to [do action];
seconded and passed.
Meeting adjourned at [time].
Future Business:

19.

An example of minute structure which includes
the following item:
4. Joan Harris reported that software
development was on target and still had an
anticipated beta version completion date of end
of March. There were, however, still problems
with Ron Stanning’s lack of co-operation over
graphics programming availability.
Action agreed:Valerie Williams to set up
meeting with Ron Stanning and Joan Harris to
resolve problems.
Completion by: 21 Dec 202…

20. 4. Stages of a Meeting

1. Opening the Meeting:
opening remarks or introduction (2-3 minutes):
- outlining goals;
- explaining details: the procedure, breaks-up, time allowed
2. Running the Meeting:
- discussion by participants;
-guiding the discussion by the leader (chair)

21.

3. Closing the Meeting:
- summarizing;
- conclusion;
- closing remarks
4. Post-meeting Activities:
- recording the conclusions made;
- writing reports or minutes;
- sending copies to participants/higher authorities/
the press

22. 5. Roles of the chairman and participants of a meeting Chairman's Responsibilities

1) work up the agenda before the meeting
2) check that all requirements are made
available in the meeting room
3) check the attendance
4) ensure that there is someone to take
notes
5) guide the discussion
6) arrive at a useful conclusion at the end of
the given time

23.

Exercise 1. Match the functions of a chairperson and phrases he
is supposed to say in different situations to know how to comply
with formalities when chairing a meeting.
1. Opening the
meeting.
2. Welcoming
introducing
participants
A. We are here today to…
Our aim is to…
and B. We are pleased to welcome (name of a
participant)
Let me introduce…
3. Stating the
principal objectives
of a meeting
C. Good morning, everyone. So, if everyone is
present, let’s get started.

24.

4. Introducing
the agenda
D. We’ll hear a short report on each
item first followed by a discussion
roundtable first.
We’ll have to keep each item to 10
minutes.
We’ll need to vote on item 3.
We are to finish at 5.
5. Allocating
roles
F. There are three items on the
agenda. First,… Second,… Third,…
6. Agreeing on
the ground
rules of the
meeting
G. (Name) has agreed to take the
minutes.

25.

7. Introducing H. The next item on the
the first item agenda is…
on the agenda
8. Closing an I. So, let’s start with… / The
item
first item on the agenda is…
9. Next item
J. If there is nothing to be
added we’re closing the item.

26.

10.
Giving K. Before we close, let me
control to the summarize the main points…
next participant
11. Summarizing L. So, we’ve covered the
main points.
12. Finishing up M. Right, Dorothy, over to
you. / Mark is to lead the next
item.

27.

13. Suggesting N. Thank you all for
and agreeing on attending.
the time, place
and date of the
next meeting
14.
Thanking O. The meeting is closed.
participants for
attending
15. Closing the P. The next meeting is to
meeting
take place on … at…

28. 6. Procedures and Techniques to Improve Meetings

1. Brainstorming
2. Structured
problemsolving
3. Nominal
group
technique

29. 6.1. Brainstorming

Generating ideas during a definite time limit
(e.g., ten minutes).
All the ideas generated are recorded for
later consideration according to the rules:
-no evaluation;
-no censorship;
-production of as many ideas as possible
in the given time.
After the time limit is up, each idea is looked
at in turn to see if it is worth pursuing.

30. 6.2. Structured problem-solving: -breaking the problem-solving process into discrete stages; - dealing with each stage in turn:

Study/discuss/analyze the situation.
Define the problem.
Set your objective.
Generate alternative solutions.
Establish evaluation criteria.
Evaluate alternatives.
Choose among alternatives.

31. 6.3. Nominal group technique

1.
• The problem is fully explained to the group.
2.
• Individuals work independently to write down ideas
and possible solutions.
3.
• Each individual presents one idea to the group in turn
until all the ideas are recorded (e.g. on a whiteboard).
4.
• Each idea is discussed, clarified and evaluated by the
group.
5.
6.
• Individuals privately rank the ideas.
• The group decision is the idea which achieves the
highest average ranking.

32.

THANK YOU!