Meetings: Kinds and Purposes
There are many different types of meetings. Some common meetings are:
• Routine work meetings – usually with people who work closely together. These meetings are held to discuss work-related issues, provide updates on the status of a project, or plan work
• Ad-hoc meetings – called for a specific, usually urgent, purpose
• Staff meetings – where all staff and a manager/superior are present
• Board meetings – gatherings of an organization’s board of directors
• Meetings in the community – usually to inform or discuss community issues (e.g., school council meetings, public meetings to discuss urgent issues)
· One-on-one meeting – example for that is parent-teacher interview
Preparing an Agenda
An agenda is an important element of a productive meeting. It is a written outline of the planned meeting proceedings and it communicates the topics for discussion. It can also list the people who will lead the discussion or present topics, and the time allotted for each topic. An agenda is usually sent to meeting participants in advance so they can confirm participation or send regrets (apologies for not participating) and prepare for the meeting. The agenda is usually written in point form. All items on the agenda are listed chronologically and relate to the objective of the meeting.
Read the sample agenda below and answer the questions.
MEETING AGENDA
Sunny Grove Elementary School Parent Association
When: Monday, June 15, 7:00 p.m.
Where: Library
Objective: To plan fundraising activities for spring term
1. Presentation about school activities in need of funding
2. Brainstorming: fundraising activities
3. Select most effective fundraising activities: discussion and vote
4. Set up committees and assign responsibilities
Task 1:
Now answer the following questions:
1. What type of meeting is the agenda for?
2. Who are the participants?
3. What is the purpose of the meeting?
4. How long do you think it is going to be?
5. How can the participants prepare for the meeting?
1.It's for meeting in community.
2 The parents are participants.
3.The purpose of meeting is for school activities in need of funding.
4.I think it will be lasting almost one and half hours from 7:00pm to 8:30pm on Monday in June 15 in the labrary.
5.They should participate into
Task 2:
Create a dialogue between two managers who decide on a meeting. Then, write a memo to the participants of the meeting to inform them about the time and place of the meeting. Include an agenda with possible items for discussion.
Meeting Agenda:
new staffs in Customer service
When: Next Monday, 9:00-11:00am.
Where: Conference Room
Obective: To trian new staffs in Customer Service
1.Presentation about pinctuality and sign in procedure, breaks and lunch.
2.Train new staffs familiar with the customer procedure and return policy.
1.It's for orientation session.
2.The new staff are participants.
3.The purpose is to train the new staffs in customer service to familiar with the service procedure and reture policy.
4.It will be not more than 2 hours from 9:00-11:00am in conference room on next Monday.
5.Rula will prepare to talk about punctuality; sign in procedure; break and lunch.
Jena and Roial will will talk about conplaint procedure and return policy.
Task 3:
Watch a video about parent-teacher interviews. Listen to a parent-teacher interview at:
While you are listening, identify the expressions that are used to:
Answer the questions below about the interview.
1. Is Richard progressing well in school?
He did well in school. The teacher said he is the strong student.
2. What specific comments about Richard’s performance does the teacher make?
The teacher comments Richard is a sociable for making more friends, and he has involed actively in community.
3. What four questions did the parents ask?
The first question is about homework.
The second question is that how about his son's relationship in school. They are worry about if their son makes new friends in school.
The third one is that are there some programs for his son after school.
The forth one is what is the learning skill.
4. What information do the parents give the teacher about their son?
They described his son did more homework in China. Their son really like to write the stories in Chinese and read more Chinese reading. Their son like sport especially palying soccar. They like to accpany with their son to read books but sometimes in Chinese.
5. What suggestions does the teacher give to help Richard do better in school?
He suggested Richard's parents should help their son to read more books improving English reading and Grammer of writing.
6. How does the meeting end?
The parent have known their son's progressing and performance in school clearly, this meeting is related all aspects of such as: homework, school work, relationship...ect.
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