Meeting & Meeting Culture Group1 Gina Carine Terry Thomas Vivian Jason.

Meeting & Meeting CultureMeeting & Meeting Culture

Group1Group1

Gina Carine Terry Thomas Vivian JasonGina Carine Terry Thomas Vivian Jason

Before the meeting, something to do …Before the meeting, something to do …

Have email or phone Have email or phone calls to participants.calls to participants.

Choose a appropriate Choose a appropriate place and time.place and time.

Appropriate dress is Appropriate dress is important.important.

Good etiquette is Good etiquette is necessary in the necessary in the meeting.meeting.

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How to start the meeting?How to start the meeting?

■ ■ Well, I think everyone is here now, so Well, I think everyone is here now, so perhaps we’d better get started.perhaps we’d better get started.

■■ It’s time already. Let’s start the meeting.It’s time already. Let’s start the meeting.

■■ I don’t think everyone has met. So first of I don’t think everyone has met. So first of all let me …all let me …

■■ Today, the purpose of the meeting is …Today, the purpose of the meeting is …

■■ I think you can see from the agenda …I think you can see from the agenda …

During a meeting…During a meeting…

Interrupting

Recapping

Confirming

Moving on

If I could just interrupt you…I see your point but…

If I could just summarize…So what you are saying is…In other words, you…If I’ve understood you correctly, you…

Yes, that’s right.Basically, yes.What I really meant was…Yes, I suppose you could say that.

I think we’ve covered that point now.Shall we move on to the next point?Sorry, just one more thing…

~~Interrupting~Interrupting~

I see your point, but I don’t think it is the best solution.

~~Recapping~Recapping~

So what you are saying is that this proposal doesn’t

work out.

~~Confirming~Confirming~

Yes, I suppose you could say

that.

~~Moving on~Moving on~

Shall we move on to the next point?

The End of a MeetingThe End of a Meeting

When to end a meeting?When to end a meeting?

1. 1. time is uptime is up 2. the goal(s)(not means to go through all 2. the goal(s)(not means to go through all

the topics) has been reachedthe topics) has been reached 3. when the meeting has been lasted too 3. when the meeting has been lasted too

long and become not efficientlylong and become not efficiently

What to do in the ending partWhat to do in the ending part

1.1.Briefly summarize the meeting to make sure Briefly summarize the meeting to make sure nobody miss any points.nobody miss any points.

2.If the participants still have to go back to their 2.If the participants still have to go back to their work after a tiring meeting, sometimes do work after a tiring meeting, sometimes do something to make them feel relaxed would be something to make them feel relaxed would be good(short exercises, jokes). It can make meetings good(short exercises, jokes). It can make meetings not so hateable. But usually let them go as early as not so hateable. But usually let them go as early as possible is a good policy.possible is a good policy.

3.thank all the participants.3.thank all the participants.

After meetingAfter meeting

1.1.Send the minutes (Send the minutes ( 會議記錄會議記錄 ) to the ) to the participants.participants.

2.Get feedbacks to know what the 2.Get feedbacks to know what the participants think about the meeting and to participants think about the meeting and to know whether the agreements be executed know whether the agreements be executed well or not.well or not.

Note:Note:Getting an agreement doesn't equal Getting an agreement doesn't equal

to a good ending.to a good ending.

(Do not agree with the opinions just (Do not agree with the opinions just because you want to go home. A because you want to go home. A

functional agreement is a necessary functional agreement is a necessary part of a successful meeting.)part of a successful meeting.)

Business EtiquetteBusiness Etiquette

For examples:For examples: 1. 1. You arrive late at a meeting. You arrive late at a meeting.

Apologize to the chairman.Apologize to the chairman.

2. You have a bad cough and cold. You keep on coughing 2. You have a bad cough and cold. You keep on coughing and sneezing. and sneezing.

Apologize.Apologize.

3. You can’t understand what someone is saying because 3. You can’t understand what someone is saying because he’s speaking with his hand in front of his mouth. he’s speaking with his hand in front of his mouth.

Ask him to move his hand.Ask him to move his hand.

4. One of your guests looks a little ill.4. One of your guests looks a little ill. Ask if he/she is Ok.Ask if he/she is Ok.

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5. 5. You are a non-smoker. Someone sitting next to you You are a non-smoker. Someone sitting next to you lights up. lights up.

Ask her politely not to smoke.Ask her politely not to smoke.

6. You are having a coffee break. You spill coffee on your 6. You are having a coffee break. You spill coffee on your colleague’s jacket. colleague’s jacket.

Offer to pay for the jacket to be cleaned.Offer to pay for the jacket to be cleaned.

7. You are having a coffee break. Your mobile phone rings.7. You are having a coffee break. Your mobile phone rings.

Answer it.Answer it.

8. You are a guest. You are having coffee in a bar. It’s time 8. You are a guest. You are having coffee in a bar. It’s time to pay the bill.to pay the bill.

Offer to pay or let your host payOffer to pay or let your host pay. . (it depends on your situation at (it depends on your situation at that time or different cultures in different countries.) that time or different cultures in different countries.)

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Different Meeting CultureDifferent Meeting Culture

Preparation for the AgendaPreparation for the Agenda ChineseChinese ：： -Prepare for the formal agenda before meeting -Prepare for the formal agenda before meeting

and follow the schedule of agenda during the and follow the schedule of agenda during the meeting. meeting.

AustralianAustralian ： ： -Punctuality is hard to do. -Punctuality is hard to do.

-Flexibility is important when they are meeting.-Flexibility is important when they are meeting.

Rank and HierarchyRank and Hierarchy

ChineseChinese ：： -Most senior person enters first.-Most senior person enters first.

-Handshaking with their counterpart. -Handshaking with their counterpart.

AustralianAustralian ：： -Not sure about who is senior.-Not sure about who is senior.

-It won’t get offended when they were asking the -It won’t get offended when they were asking the question.question.

Dress CodeDress Code

ChineseChinese ：： -Formal business dress.-Formal business dress.

AustralianAustralian ：： -Usually dress in formal business dress but also-Usually dress in formal business dress but also

“ “casual-dress”.casual-dress”.

-Don’t judge the book by it’s cover.-Don’t judge the book by it’s cover.

The Best and Worst Scenarios of The Best and Worst Scenarios of a Meetinga Meeting

Time to have a MeetingTime to have a Meeting

soon after you arrive at worksoon after you arrive at work mid-late morning mid-late morning after lunch after lunch late afternoonlate afternoon

Date to Have a MeetingDate to Have a Meeting

Monday Monday TuesdayTuesday Wednesday Wednesday Thursday Thursday FridayFriday

Place to Have a MeetingPlace to Have a Meeting

Meeting roomMeeting room Boss’ officeBoss’ office Own officeOwn office RestaurantRestaurant

Number of ParticipantsNumber of Participants

TwoTwo Three to sixThree to six Seven plusSeven plus

AgendaAgenda

Distributed in advanceDistributed in advance Formally announced at beginning of Formally announced at beginning of

meetingmeeting Improvised during the meetingImprovised during the meeting

ConclusionConclusion