[CLOSED] Online Assessment 4 - Managing Meetings

Dear Cross-Cultural Business Communication Students,


Sorry for the delay.  I have had some internet issues this weekend and tonight is the first I have had to get on the message board since our class on Friday.  

Task 4

In class on Friday we looked at formal meetings.  I would like students  to answer one of the following;

What are the differences between formal and informal meetings?

OR

What are the tasks of a chairperson in a formal meeting?

OR

As discussed in class, in your textbook and in videos 4 and 5 (watchable here: https://shaoguan.forumotion.com/t1207-the-business-of-english-video-series ),  Please detail the basic steps of a formal meeting (including anything that happens before or after a meeting).  

Please reply in this thread

Deadline: Friday, 12th September 2014
After that day the task will be locked.

There are many differences between formal and informal meetings.

Meeting places: Formal meetings always take place in boardrooms or somewhere with equipment such as large screens. While informal meetings may be held in a restaurant or someone's home.

Preparation work: A formal meeting is always a planned meeting with certain topics to discuss. And there may come out with some conclusion at the end of the meeting. Informal meetings are generally not planned well in advance.

Atmosphere: Members at a formal meeting should obey some certain rules and talk carefully because they should take responsibility for there words. It's more serious. At an informal meeting, you can talk more interesting if you like.

A formal meeting is a pre-planned meeting. It has a determined topic that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting. . The members of the meeting are often given a considerable period of notice before the meeting. Informal meetings are generally not planned well in advance. The members are not notified through formal means. They generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.

The basic steps of a formal meeting:
1.Review what we talked last meeting.
2.Choose a time minuter.
3.List topics what we want to discuss today.
4.Listen to people's opinions.
5.Ask for other topics, if don't have any, the meeting is end.

What is the role of the chairman?Well ,I was a chairman in the class, so I could tell you my job. What I did is the function of the chairman.First,I deliver the assignments.Well ,First ,I should check the attendance and absentation。And then,I assign who should take the notice!After one of our menber states state his agenda and topic, I manage ou menber to discuss and get a decisive answer !In a word, my job is to make the meeting fluentl and organized .

When a chairperson hold a meeting, he or she needs to follow these steps:
1. Hand out the agenda to people who attend the meeting
2. Find a person to take minutes.
3 Ask if there is anyone absent
4 Get down to the business. Stage one, two, three...
5 Take a vote
6 Ask questions
7 Break up the meeting.

Formal and Informal It has a predetermined set of topics that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting. A formal meeting is a preplanned meeting. Generally it is a senior executive who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos. It is run under strict rules. Minutes record each motion and the vote on it. Each point is settled by a vote. Informal meetings are generally not planned well in advance. Formal rules help the meeting run smoothly if the group is very large or if the agenda is very long. Motions must be made formally before a topic can be debated. They generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.

A formal meeting is a meeting that is planned in advance. It has a predetermined set of topics that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting. At a formal meeting, generally, it is a senior executive or the chairperson who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos. As the title suggest, the atmosphere in such meetings is generally formal.

    Informal meetings are generally not planned well. The members are notified with short notice and not through formal means. They often take place in neutral surroundings, for example in a restaurant rather than a boardroom.

1.A formal meeting is a pre-planned meeting.
While informal meetings are generally not planned well in advance.

2.A formal meetings has a predetermined set of topics that one wishes to discuss along with a set of objectives that one wishes to achieve at the end of the meeting.
While a informal meeting has no fixed objectives and there are just free talks .

3.At a formal meeting, generally it is a senior executive who presides over the affair. The members of the meeting are often given a considerable period of notice before the meeting, preferably through formal means such as memos.
While the members in a informal meeting are not notified through formal means.

4.The atmosphere in a formal meetings is generally formal e.g. board room.
While an informal meetings generally take place in neutral surroundings, for example in a restaurant rather than a boardroom.

To form a formal meeting, we should do the followings:
1.Decide the type of meeting you are going to have is a formal meeting.
2.Determine the roles and ask those participants to accept them.The roles are leader, facilitator, recorder, timer and participants.
3.Prepare a notice, this should include the date, time, agenda, and venue of the meeting. Distribute the notice to the members in good time for the meeting.
4.Attach the minutes of the previous meeting (if there has been one). This gives members the chance to bring up anything they do not understand or disagree with.
5.Get basic items in place. Set out chairs and tables before the meeting begins. Provide pens and paper for everyone.
6.Call the meeting to order. This means the chairperson asks everyone to stop talking as the meeting is about to begin. Determine the quarterly goals for the team. The agenda is a list of the topics you'll address to get to that objective, with a time limit to keep you on track.
7.Call the meeting to order. This means the chairperson asks everyone to stop talking as the meeting is about to begin. Determine the quarterly goals for the team. The agenda is a list of the topics you'll address to get to that objective, with a time limit to keep you on track.
8.Ask the minutes secretary to write down the main points of the meeting for typing up later.
9.Ask if anyone has any other business, known as AOB, at the end of the formal meeting. Set a date for the next meeting and formally close the meeting.

When hold a foemal meeting, chairperson will play an important role in the whole process of meeting as follows:
1. greet everyone who attend the meeting, moree like welcome
2. make sure everyone has an agenda
3. get the meeting start
4. appoint minute taker
5. manage the businesses that each one may ask
6. hold the discuss and vote
7. ensure that everyone says it's problem and proposal to solve it
8. summary and end the meeting
In a word, the chairperson just like the general of an army and control the meeting.

In my opinion, One difference between formal and informal meetings lies in the pre-planning involved. Formal meetings require more preparation. They usually will have a specific agenda that is followed. Also, invitees of formal meetings are generally giving a notice of the purpose and meeting time well in advanced. Informal meetings will typically be last-minute. They often will be the result of an emergency. Also, informal meetings will usually take place in a neutral and relaxed environment, such as a restaurant.

Before the meeting, everyone attending the meeting should be given a copy of the questions to be discussed.

 At the beginning of the meeting, the chairman or chairwoman should make a short speech . If there's an absence, he or she should inform the rest people. After that, a minute taker should be pointed.

 Then, a topic is put to the discussion and everyone is suppose to talk about his ideas.

 After the discussion, a vote is under way and see whether we take or abandon the proposal.

 If there's no questions, the meeting comes to an end. And the copy of the content of the decision should be emailed to all the staff.

The basic steps of a formal meeting: 1. send E-mail to everyone who is going to the meeting about what are going to discuss in the meeting.
2. Everyone should prepare for the meeting 3. In the meeting, the chair person make sure everyone have got a copy 4.The time minuter is counting the time of each part. 5. The chair person asks questions and give a vote. 6. At the end of the meeting, you could ask qusetions if you have.

1. Before the meeting, make a meeting agenda, including the purpose, the date, the location, the time, the chairperson, the attendees, the meetiong objectives and the topics.
2. At the meeting, before starting, make sure everyone has a copy of the meeting agenda.
3. Then welcome the attendees and apologize for absentees.
4. Appoint minute taker, note taker
5. State objectives
6. Open to vote for every business to make the final decision
7. Ask attendees if there is any ohter business, if yes, continue to discuss the business.
8. Review findings
9. The meeting is end

1. Before the meeting, make a meeting agenda, including the purpose, the date, the location, the time, the chairperson, the attendees, the meetiong objectives and the topics.
2. At the meeting, before starting, make sure everyone has a copy of the meeting agenda.
3. Then welcome the attendees and apologize for absentees.
4. Appoint minute taker, note taker
5. State objectives
6. Open to vote for every business to make the final decision
7. Ask attendees if there is any ohter business, if yes, continue to discuss the business.
8. Review findings
9. The meeting is end.

first of all, the location is different,formal meetings will be held in a meeting room,while informal meetings will be held in a hotel or restaurant. in addition, formal meetings have some rules,and are well-organized,however, informal meetings are more casual and people talk freely. moreover, formal meetings will have some fixed topics,and informal one is not limited.finally, the number of people will be different.

there are quite differences between formal and informal meeting.
An informal meeting can happen at anytime, and on any subject, while a formal meeting will happen in a formal place(such as office, specified meeting room ) and will more than likely have a preplanned agenda. because informal meeting is casual , anyone can talk anything they like, on the contrary, when at a formal meeting, everyone should pay attention to their words.

there are quite differences between formal and informal meeting.
An informal meeting can happen at anytime, and on any subject, while a formal meeting will happen in a formal place(such as office, specified meeting room ) and will more than likely have a preplanned agenda. because informal meeting is casual , anyone can talk anything they like, on the contrary, when at a formal meeting, everyone should pay attention to their words.

I think the tasks of a chairperson in a formal meeting include, starting the meeting , controlling the time, following the agenda, asking questions, asking for a vote, closing the meeting, asking someone to take notes and making sure that everyone can finish their speech without interrupting.

In a formal meeting,the chairperson should sum up all of th items on the agenda giving each one the time they feel represented its significance to the overall debate. The chairperson should confirm theat the person taking the minutes is happy with their record of events, then set the time and date for any subsequent meeting. The chairperson should make any final remarks positive, forward-looking and brief and thank everyone for attending and emphasize the achievements of the meeting.

1. Make sure every attendee has a copy of the meeting agenda.
2. Thanks for attendance and figure out who is absent.
3. Make sure there is a person who takes notes for the meeting.
4. Tell attendees what they will talk about or what problem to be solved.
5. Start the meeting and give speaking opportunities to attendees.
6. Hold a vote.
7. Make a conclusion and end the meeting.

In a foemal meeting, the chairperson needs to do such things: firstly, he needs to put the points needed to be dicuss on the agenda and sent them to person who will take part in the meeting.
Secondly, a welcome may be a good start of a meeting and the chairperson need to apologize for the absentees.
Thirdly, a minutes taker must be pointed to take down the information.
Forthly, the chairperson go to the points one by one and make vote for every point to have a decison for every business.
Fithly, he needs to sum up all the pniots have been discuss and declare the result.
Finally, the chairperson thanks the participants and close the meeting.

When the chairperson holding a formal meeting, there are some tasks for him, the tasks are as follow:
1. The chairperson should first check whether the list of the meeting isa senting to the attendences.
2. The chairperson shall make sure the attendance.
3. He should commit a minute taker and a note taker.
4. He should explain the purpose of this meeting and thank the people attend the meeting.
5. He should begin with the first point.
6. He shall ask different opion about the point.
6. And he shall make a conlusion about the different ideas.
7. End the meeting.

1. greet to the participator , and apologize for the absentee
2.outline what we are going to talk about
3.Choose a minuter taker
4.Listen to people's opinions and put it a vote
5.conclusion about the topic and ask other affairs
6. put the meeting to a close