ae bc ppt13

Recap

1© Aptech Training Ltd. FZE

Recap

In the previous lesson you learnt to:

• Speak about factors involved in raising capital

• Identify key features from a text

• Recognise and use reference in writing

• Talk about their own experiences in using persuasion

For Aptech Centre Use Only

Meetings


At the end of this lesson you will be able to:

• Use expressions related to meetings

• Explain the stages of setting up and conducting a meeting

• Use a range of reporting verbs appropriately

• Take part in a meeting simulation


Learning Objectives


Speaking Skills


Discussion

• How often do you have to attend meetings at

work?

• Do you usually enjoy meetings? Why? Why not?

• Do the meetings you attend usually achieve

their objectives?



Vocabulary

Match the columns to make expressions linked to meetings.

Word Definition

1. generate a. an agenda

2. write up b. agreement

3. make c. order

4. keep d. someone

5. take e. the floor

6. reach f. ideas

7. sum g. goals

8. interrupt h. turns

9. hold i. up

10. set j. minutesFor Aptech Centre Use Only


Vocabulary

Answers

Word Definition

1. generate f. ideas

2. write up j. minutes

3. make a. an agenda

4. keep c. order

5. take h. turns

6. reach b. agreement

7. sum i. up

8. interrupt d. someone

9. hold e. the floor

10. Set g. goalsFor Aptech Centre Use Only

Reading Skills


Pre-reading

• What steps are involved in preparing for and conducting an effective

meeting? As a group, make a numbered list.

• What advice could you give to those preparing

for and conducting meetings to ensure they are

as effective as possible?


Reading Skills


Read and Check

Read the text 13.3.2 and compare the steps and advice mentioned in the

text to the ones you thought of in the Pre-reading task.

• Step 1: Setting objectives

• Step 2: Issuing invitations

• Step 3: Setting the agenda

• Step 4: Preparation

• Step 5: The Meeting

• Step 6: Circulation of minutes

• Step 7: Follow upFor Aptech Centre Use Only

Reading Skills


Exercise

True (T) or False (F)

1. It is a good idea to invite as many people as possible to a meeting.

2. Those who are coming to the meeting should have input into the agenda.

3. Participants must read all reports in detail.

4. The chairperson should give directions to the location of the meeting.

5. Every item on the agenda must produce an action point.

6. It is essential that everyone gets the same amount of work to do after the meeting.

7. The chairperson should specify when deadlines for completing minutes/work are.For Aptech Centre Use Only

Reading Skills


Exercise

Answers

1. It is a good idea to invite as many people as possible to a meeting.

2. Those who are coming to the meeting should have input into the agenda.

3. Participants must read all reports in detail.

4. The chairperson should give directions to the location of the meeting.

5. Every item on the agenda must produce an action point.

6. It is essential that everyone gets the same amount of work to do after the

meeting.

7. The chairperson should specify when deadlines for completing minutes/work are.

F

T

F

T

F

F

TFor Aptech Centre Use Only

Reading Skills


Language Study

1. The writer of this text uses synonyms to refer to the people who attend

the meeting. Can you find them from their first letters?

a___________________ i____________________

p___________________ e____________________

m__________________

Why do you think the writer does this?


Reading Skills


Language Study

1. Answers

attendees invitees

participants employees

members

Why do you think the writer does this?

To not be repetitive, to add interest.For Aptech Centre Use Only

Reading Skills


Language Study

2. What is the most common verb form in the text? Why is that form used

so much?

_______________________________________________________


Reading Skills


Language Study

2. Answers

_______________________________________________________Imperative is used most, as the text gives advice and instructions.


Reading Skills


Language Study

3. One way the text makes suggestions is to use impersonal ‘it’. Here is one

example,

It is a good idea to sit next to the minute taker and ensure he or she is doing it

properly.

Find THREE more examples of impersonal ‘it’ from the text.


Reading Skills


Language Study

Answers

It is often necessary for attendees to do some preparation

It may be helpful to complete this sentence before proceeding

It is wise to start with a draft agenda


Grammar


Grammar: Reporting Verbs- ‘Say’ and ‘Tell’

The most common reporting verbs are ‘say’ and ‘tell’.

These two verbs are used differently because ‘tell’ is a transitive verb (takes

a direct object), while ‘say’ is intransitive (doesn’t take a direct object).

Examples:

• Jo said that the party had ended at 11pm.

• Jo told that the party had ended at 11pm.

• Jo said me that the party had ended at 11pm.

• Jo told me that the party had ended at 11pm.


Right or wrong?

If they are wrong, how can you correct them?

1. The receptionist told me to go straight to the interview room.

2. My boss said me to go to the meeting.

3. Jenny told about her holiday.

4. Mr Poon said we needed another meeting.

5. ‘You must always take gifts when visiting China’, said the CEO.

6. Sally told that we should follow her.


Exercise


Answers

1. The receptionist told me to go straight to the interview room.

2. My boss said me to go to the meeting. My boss told me to go to the meeting.

3. Jenny told about her holiday.

4. Mr Poon said we needed another meeting.

5. ‘You must always take gifts when visiting China’, said the CEO.

6. Sally told that we should follow her. Sally said that we should follow her


Exercise


We can convey more precise meanings using a wide range of reporting verbs other

than say and tell. They can give us more information about how something was said

or what function was being performed. For example:

encourage, mention, complain, apologise, offer, deny, shout, whisper, accuse,

recommend

For each word, you need to be aware of what pattern is used.

Examples:

• Frank denied cheating in the exam. (deny + ‘ing’)

• We encourage the students to work in groups. (encourage + object +infinitive)

• They complained that the food was cold (complain + that)

• The teacher offered to give them extra lessons (offer + infinitive)


More Reporting Words


Work in groups of four. Research the pattern of the verb and write an example sentence for each of your two verbs. Share your sentences with the rest of the group.

1. suggest - ____________________________________________________________

2. insist - ______________________________________________________________

3. accuse - ____________________________________________________________

4. blame - _____________________________________________________________

5. invite - ______________________________________________________________

6. warn - ______________________________________________________________

7. refuse - _____________________________________________________________

8. admit - _____________________________________________________________21© Aptech Training Ltd. FZE



Sample answers.

1. suggest - I suggested going to the beach.

2. insist - Polly insisted on checking everything twice.

3. accuse - Mary accused me of lying to her.

4. blame - Joseph blamed me for losing the match.

5. invite - The children invited us to see their play.

6. warn - My father warned me not to go near the river.

7. refuse - I refuse to give up my dreams.

8. admit - Sarah admitted to breaking her sister’s doll.22© Aptech Training Ltd. FZE



The situation

You work in a branch of a chain of travel agents. Your branch has received an unexpected

$200,000 in addition to your usual budget. You are having a team meeting to try and decide how

to spend the money.

• Work in groups of 7. One of you will be the Chairperson. The others will each have a different

role card.

• Before the meeting, spend 5 minutes thinking up reasons for your arguments.

• Have the meeting. Spend about 15 to 20 minutes on it.

• The chairperson must make sure everyone has a chance to speak.

• Try to decide how the money will be spent. It may be possible to divide the money between 2

or 3 causes but not all of them.


Meeting Simulation


Evaluation

• Spend a few minutes evaluating the meeting.

• Did everyone participate? How could the meeting have been improved?


Meeting Simulation



Test Your Knowledge

1. Identify the steps for running effective meetings.

Language

1 Setting the agenda for the meeting.

2 Issuing invitations for as many people as possible.

3 Get the materials required for the meeting ready before the meeting starts.

4 Follow up on the action points from the meeting.

5 Circulation of the minutes can be delayedFor Aptech Centre Use Only


Test Your Knowledge

1. Answers

Language

1 Setting the agenda for the meeting.

2 Issuing invitations for as many people as possible.

3Get the materials required for the meeting ready before the meetingstarts.

4 Follow up on the action points from the meeting.

5 Circulation of the minutes can be delayedFor Aptech Centre Use Only


Test Your Knowledge

2. Decide whether these sentences are correct or not.

Statement Answer

1 He told he was an American.

2 He told me to take the minutes.

3 You will love it there, Annie said.

4 I said her that I will be there.

5 She said she was nervous. For Aptech Centre Use Only


Test Your Knowledge

2. Answers

Statement Answer

1He told he was an American. He told her/him/them/me he was an American

Wrong

2 He told me to take the minutes. Correct

3 You will love it there, Annie said. Correct

4 I said her that I will be there. I told her that I will be there. Wrong

5 She said she was nervous. Correct For Aptech Centre Use Only


In a Nutshell…

In this lesson you learnt to:

• Use expressions related to meetings

• Explain the stages of setting up and conducting a meeting

• Use a range of reporting verbs appropriately

• Take part in a meeting simulation


ae bc ppt13

Documents

aptech training

minutesfor aptech centre

goalsfor aptech centre

meeting step

agenda step

use expressions

effective meeting

meeting simulation