Vocabulary

● Match the words to build new word combinations:

1) humour a) tension

2) show b) beliefs

3) completely с) tactically

4) avoid d) oriented

5) business e) environment

6) task f) status

7) different g) is appropriate

8) intellectual h) displeasure

9) reduce i) misunderstood

10) business j) uncertainty

11) use k) cultures

12) working 1) influence

● Read the text.

Making the most of meetings

Have you ever attended a meeting that you felt was a sure-fire cure for insomnia? Sometimes, gatherings can turn into “black holes” that devour everyone’s time but result in no significant progress. Minor points are discussed at length, or issues that affect only a few people are reviewed in detail.

Meetings don’t have to be a trying experience, however. A little planning can help prevent unproductive discus­sions and create an atmosphere in which participants are active and engaged. Here are some tips for organizing a successful meeting:

HAVE A PURPOSE

Don’t call everyone together just for the sake of meeting, unless it’s to provide group unity or a forum for an information exchange. While weekly team gatherings are a good place for coworkers and supervisors to touch base, most meetings should have a specific purpose; i. e., to assign tasks related to a new project or explain upcoming initiatives. Evaluate the information carefully to decide if a meeting is even warranted. For example, if you need to con­vey information about a minor change in company benefits, this might be better accomplished with a department-wide email or memo.

SELECT ATTENDEES CAREFULLY

Once you have an objective, consider who really needs to be present at the meeting. Only invite those who will be affected by the topics of discussion or who have insight relevant to the subject. If you’re afraid certain people will feel slighted if they’re not included, notify them of the pur­pose of the meeting and let them decide whether or not to attend.

PREPARE A WRITTEN AGENDA

Outline the topics you want to cover, putting the most important items first. Try not to fit too much on the sched­ule; attendees will be overwhelmed and you’ll likely run out of time. Distribute the agenda in advance so people can come to the meeting prepared with questions or project updates.

SET A TIME FRAME AND STICK TO IT

All meetings have a start time, but few have specific end times. As a result, too many sessions amble along until everyone runs out of time or patience (often before any­thing is actually accomplished). Make it a point to start on time. If your 2 p. m. meeting doesn’t start until 2:20, people have no incentive to be punctual. Likewise, wrap up when you say you will, or you’ll exasperate your attendees. If there are still topics to discuss, schedule a follow-up meet­ing.

CREATE A PLEASANT ENVIRONMENT

The meeting room should be well lit, large enough to accommodate all attendees comfortably, and conveniently located. If the session will last more than one hour, consider providing simple refreshments such as bottled water, coffee, tea or soft drinks.

BE INCLUSIVE

Try not to let one person (yourself included) dominate the discussion, particularly if it’s a brainstorming session. If a few of your coworkers are naturally quiet, you may have to engage them with specific questions.

STAY FOCUSED

Even with a written agenda, unrelated issues or ideas may be raised. To avoid going off on a tangent, acknowledge the value of the idea and promise to address it later (at another meeting, if appropriate). Be tactful, especially if someone else proposed the new idea or topic. Assure the attendee that the subject will be put on the agenda for the next meeting, so there’s adequate time to discuss it.

KEEP A RECORD

Decisions and ideas that seem compelling during the meeting are often quickly forgotten afterward. To prevent this from happening – and to preserve an accurate record of what transpired – designate someone to write down key points and action items. Then, after the meeting, you can prepare minutes for distribution and review.

Meetings are an important source of “face-time” and can yield great ideas when they’re held with care. With adequate thought and preparation, you can turn your next discussion into a positive, purposeful experience for all.

● Answer the questions.

1. What should be decided before gathering a meeting? __________________________ ___________________________________________________________________________

1. Why is it important to invite for a meeting only people relevant to the subject? _____ ___________________________________________________________________________

2. If you don’t have a written agenda what problem(s) can you face? _______________ ___________________________________________________________________________

4. Which is better to have short or long meetings? ______________________________ ___________________________________________________________________________

5. Is it important to have a pleasant environment for a meeting? Why? ______________ ___________________________________________________________________________

6. Why should the records of the meeting be kept? ______________________________

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