商務(wù)會(huì)議雙語(yǔ)實(shí)訓(xùn).ppt

FOR: 2006 BUISINESS ENGLISH BY: GAO YAMEI,PLANNING & ORGANIZING A MEETING,International Business Secretary Simulate Course,International Business Simulating Practice,Contents,Week 1,Preliminary Arrangements II Task practice1-3,Week 2,Task practice 4-10,Week 3,Practice performance,Week 4,PLANNING & ORGANIZING A MEETING,General Knowledge about preparing a meeting Preliminary Arrangements making schedule,Week One,Part One General theory about business meeting Part Two The process for the preparing activities,一.What-什么是商務(wù)會(huì)議?,會(huì)議的一種 凡是旨在進(jìn)行經(jīng)濟(jì)，教育，科學(xué)，文化，體育等領(lǐng)域的傳播交流，采取商業(yè)活動(dòng)運(yùn)作模式，向社會(huì)公開(kāi)，具有一定規(guī)模，跨組織進(jìn)行的會(huì)議，都屬于商務(wù)會(huì)議的范疇。 三資企業(yè)和涉外單位中,會(huì)議是一種重要的管理手段,上司和管理者通過(guò)會(huì)議研究問(wèn)題,決定對(duì)策,交流信息,協(xié)調(diào)關(guān)系,傳達(dá)指示,布置工作,表彰先進(jìn),激勵(lì)士氣等等. 分享信息功能 探討問(wèn)題功能 交流經(jīng)驗(yàn)功能 聯(lián)絡(luò)感情功能,PLANNING & ORGANIZING A MEETING,會(huì)合,商議,二. 構(gòu)成會(huì)議的基本要素,Basic Factors,會(huì)議名稱(chēng),會(huì)議的形式,會(huì)議時(shí)間,會(huì)議主持者,會(huì)議議題,會(huì)議參與者,會(huì)議的文書(shū),會(huì)議的結(jié)果,會(huì)議的費(fèi)用,PLANNING & ORGANIZING A MEETING,通知開(kāi)會(huì)的時(shí)間、會(huì)議開(kāi)始時(shí)間、結(jié)束時(shí)間、每項(xiàng)議程時(shí)間,會(huì)議的具體地點(diǎn)，如“開(kāi)發(fā)樓6層603小會(huì)議室,主辦部門(mén)、主持會(huì)議的領(lǐng)導(dǎo)人,會(huì)議的主要議題和其它要上會(huì)討論的問(wèn)題,會(huì)議進(jìn)行的具體方式方法，如討論、座談還是協(xié)商,書(shū)面會(huì)議通知在內(nèi)的一切會(huì)議書(shū)面材料,會(huì)議形成的結(jié)論、具體議題的解決辦法、確定的承辦部門(mén)以及具體落實(shí)步驟等等,主要是指用于會(huì)議的必要支出,確定會(huì)議名稱(chēng)一是明確會(huì)議主題，二是便于必要時(shí)制作會(huì)標(biāo),會(huì)議的出席者、列席者或者因討論具體事項(xiàng)而特別要參會(huì)的人員,會(huì)議地點(diǎn),三. Classification 會(huì)議分類(lèi),根據(jù)性質(zhì)：formal正式 informal 非正式 根據(jù)與會(huì)者所代表的地域范圍：International 國(guó)際性 civil 全國(guó)性 regional 地域性 根據(jù)會(huì)議手段：Traditional 傳統(tǒng) Electrolyzed 現(xiàn)代電子會(huì)議 根據(jù)會(huì)議職權(quán)和供能: 法定代表性會(huì)議 信息發(fā)布會(huì)議 專(zhuān)題工作性會(huì)議 談判商洽性會(huì)議,PLANNING & ORGANIZING A MEETING,三資企業(yè)和涉外單位中,常見(jiàn)的會(huì)議化分為,經(jīng)理例會(huì)錄像B,員工例會(huì)task 1錄像C,特別會(huì)議,商務(wù)和社團(tuán)會(huì)議,會(huì)見(jiàn)與會(huì)談,業(yè)務(wù)談判,PLANNING & ORGANIZING A MEETING,FOR SECRETARIES,Am important part of the duties of a secretary is to prepare well for meetings. Each meeting would be divided into three major phases: the preliminary arrangements the service during meeting some following ups after meeting,PLANNING & ORGANIZING A MEETING,The preliminary arrangement is the most important one of the three phases. It would affect the result of a meeting.,The Process for the Preparing Activities 會(huì)議準(zhǔn)備工作的程序,（1）Model situation 規(guī)范案例 張副總經(jīng)理告訴秘書(shū)夏萌：“公司即將召開(kāi)一次客戶(hù)洽談會(huì)，參加會(huì)議的主要是全國(guó)范圍內(nèi)的一些老客戶(hù)和一些新增的優(yōu)質(zhì)客戶(hù)，人數(shù)約80人，時(shí)間初定在10月中旬，會(huì)期兩天。你負(fù)責(zé)具體策劃這個(gè)事，先擬一個(gè)會(huì)議方案。”夏萌三天后提交了一份會(huì)議方案給張副總經(jīng)理。 張副總經(jīng)理批示同意夏萌的方案。按照分工，夏萌所在的行政部門(mén)開(kāi)始籌備工作。一方面著手準(zhǔn)備各種資料，文件，如會(huì)議議程表，日程表，開(kāi)幕詞，公司選傳單，會(huì)議須知，簽到表，邀請(qǐng)信等；另一方面和度假村聯(lián)系，商討租用會(huì)場(chǎng)及預(yù)訂客房等事宜。同時(shí)選定幾種會(huì)議紀(jì)念品準(zhǔn)備領(lǐng)導(dǎo)選擇。 一星期后，夏萌按照張副總經(jīng)理審閱過(guò)的名單，給各客戶(hù)發(fā)出了邀請(qǐng)信。,PLANNING & ORGANIZING A MEETING,（2）Main Points 注意事項(xiàng),a. 會(huì)議方案必須經(jīng)領(lǐng)導(dǎo)修改審核簽批后，才能作為籌備會(huì)議的計(jì)劃方案。審批后的會(huì)議方案是籌備會(huì)議的計(jì)劃書(shū)和行動(dòng)指南。 b. 籌備會(huì)議時(shí)產(chǎn)生的各種文件，如會(huì)議方案，議程表，日程表，開(kāi)幕詞，公司選傳單，邀請(qǐng)信等必須經(jīng)過(guò)領(lǐng)導(dǎo)審閱后才能印制。 c. 在籌備會(huì)議的過(guò)程中遇到問(wèn)題或困難時(shí)要隨時(shí)請(qǐng)示領(lǐng)導(dǎo)，切忌擅自主張。 d. 會(huì)議紀(jì)念品準(zhǔn)備時(shí)多提供幾個(gè)品種，以供領(lǐng)導(dǎo)選擇。 e. 行政辦公會(huì)議，現(xiàn)場(chǎng)辦公會(huì)議，職工代表大會(huì)，記者招待會(huì)為會(huì)議的常見(jiàn)形式，但籌備過(guò)程中側(cè)重點(diǎn)略有不同。,PLANNING & ORGANIZING A MEETING,（3）會(huì)議準(zhǔn)備程序參考表,PLANNING & ORGANIZING A MEETING,明確會(huì)議目的,明確與會(huì)者,明確議事日程,通知與會(huì)者,開(kāi) 會(huì),確定議題，時(shí)間，地點(diǎn) 選擇會(huì)址 確定會(huì)議方式,與管理層的工作日程進(jìn)行協(xié)調(diào) 準(zhǔn)備會(huì)議資料,確定與會(huì)者名單 確定會(huì)議組織者與主持者 確定會(huì)場(chǎng),編輯與會(huì)者名單 預(yù)訂會(huì)場(chǎng),確定會(huì)議材料 確定議程 確定會(huì)場(chǎng)布置格局 確定會(huì)議服務(wù)項(xiàng)目,編輯會(huì)議資料 編輯議程計(jì)劃 制定會(huì)場(chǎng)布置方案 制定會(huì)議服務(wù)計(jì)劃,確定會(huì)議指南 確定會(huì)議通知 會(huì)前審核,印制與分發(fā)會(huì)議指南與會(huì)議通知 核實(shí)參加會(huì)議者 編輯出席者名單 布置會(huì)場(chǎng) 準(zhǔn)備會(huì)議記錄薄 準(zhǔn)備會(huì)議簽到簿,(4) 說(shuō)明 會(huì)議籌備方案的內(nèi)容,確定會(huì)議的主題與議題 確定會(huì)議的名稱(chēng) 確定會(huì)議的議程和日程 確定會(huì)議的時(shí)間和日期 確定會(huì)議所需設(shè)備和工具 確定會(huì)議與會(huì)代表的組成 確定會(huì)議文件的范圍,做好文件的印制和發(fā)放工作 確定會(huì)議經(jīng)費(fèi)預(yù)算 確定會(huì)議住宿和餐飲安排 確定會(huì)議的籌備機(jī)構(gòu),PLANNING & ORGANIZING A MEETING,可信公司2008第一次技術(shù)訓(xùn)練專(zhuān)題研討會(huì)預(yù)案（籌備方案） 一.會(huì)議主題 為了增強(qiáng)本公司綜合競(jìng)爭(zhēng)力，提高產(chǎn)品質(zhì)量和管理水平，特召開(kāi)此次技術(shù)訓(xùn)練專(zhuān)題研討會(huì)，會(huì)議的重點(diǎn)是討論 研究如何在全公司展開(kāi)技術(shù)發(fā)明和創(chuàng)造的競(jìng)賽，并提出提高訓(xùn)練質(zhì)量的對(duì)策，探討新的技術(shù)訓(xùn)練方法。 二.會(huì)議的時(shí)間地點(diǎn) 擬定于3月5日上午9：00至下午4：00在公司1號(hào)會(huì)議廳召開(kāi)，3月5日上午8：30報(bào)到。 三.參加會(huì)議人員 公司總經(jīng)理，副總經(jīng)理，公司人力資源部總監(jiān)，生產(chǎn)部總監(jiān)，培訓(xùn)部總監(jiān)，以及公司下屬各部門(mén)的技術(shù)骨干30人?？偣?0人。 四.會(huì)議議程 會(huì)議由主管副總經(jīng)理主持。 上午：1. 總經(jīng)理做關(guān)于技術(shù)訓(xùn)練問(wèn)題的工作報(bào)告 2. 培訓(xùn)部總監(jiān)專(zhuān)題發(fā)言 3生產(chǎn)部總監(jiān)專(zhuān)題發(fā)言 下午：1. 分組討論 2人力資源部總監(jiān)宣讀公司開(kāi)展技術(shù)競(jìng)賽評(píng)比的計(jì)劃草案 3. 主管副總經(jīng)理做總結(jié)報(bào)告 五會(huì)議議題 1技術(shù)訓(xùn)練與提高企業(yè)綜合競(jìng)爭(zhēng)力 2技術(shù)訓(xùn)練與技術(shù)創(chuàng)新 3如何提高技術(shù)訓(xùn)練的質(zhì)量 4有關(guān)技術(shù)訓(xùn)練方法的再討論 六會(huì)場(chǎng)設(shè)備和用品的準(zhǔn)備 準(zhǔn)備會(huì)議所需的投影儀，電子白板和音像設(shè)備，由公司前臺(tái)秘書(shū)負(fù)責(zé)。 七會(huì)議材料準(zhǔn)備 1總經(jīng)理的工作報(bào)告 2培訓(xùn)部，生產(chǎn)部總監(jiān)的專(zhuān)題發(fā)言稿 3公司開(kāi)展技術(shù)競(jìng)賽評(píng)比的計(jì)劃（草案） 4副總經(jīng)理的總結(jié)報(bào)告由總經(jīng)理辦公室牽頭準(zhǔn)備 八會(huì)議服務(wù)工作 由行政部綜合協(xié)調(diào) 九. 會(huì)議經(jīng)費(fèi)預(yù)算: 總體上不超過(guò)*元. 附：1. 會(huì)議通知 2會(huì)議日程表,PLANNING & ORGANIZING A MEETING,Component一個(gè)完整的會(huì)議名稱(chēng)由四部分組成：,“大同貿(mào)易公司2003年電子商品銷(xiāo)售工作研討會(huì)”,PLANNING & ORGANIZING A MEETING,會(huì)議主辦單位或會(huì)議范圍,會(huì)議的時(shí)間或?qū)脛e,會(huì)議的主題,會(huì)議的類(lèi)型,在實(shí)際工作中有的是可以被省略的,會(huì)議議程擬定的合理與否直接關(guān)系到會(huì)議能否實(shí)現(xiàn)預(yù)定的目標(biāo)、取得預(yù)期的效果，也關(guān)系到能否高效率地召開(kāi)會(huì)議，因此十分重要。 凡屬重要的大會(huì)，議程通常由領(lǐng)導(dǎo)機(jī)關(guān)提出，交大會(huì)領(lǐng)導(dǎo)班子(如主席團(tuán))討論后確定下來(lái)。 秘書(shū)人員在確定議程時(shí)應(yīng)充分考慮議題的重要程度以及議題與議題之間的關(guān)聯(lián)性安排，或先易后難、先重要后次要，或先難后易，先次要后重要 但總的原則是易于問(wèn)題的解決，能實(shí)現(xiàn)會(huì)議的最終目標(biāo)。,PLANNING & ORGANIZING A MEETING,SamplesAgenda(議程表),遠(yuǎn)東時(shí)裝公司銷(xiāo)售團(tuán)隊(duì)會(huì)議議程表 宣讀議程 宣讀并通過(guò)上次會(huì)議紀(jì)要 公布地區(qū)銷(xiāo)售活動(dòng)的總結(jié) 銷(xiāo)售一部關(guān)于內(nèi)部溝通問(wèn)題發(fā)言 公司的銷(xiāo)售人員的招聘和重組 銷(xiāo)售二部經(jīng)理的人選 下季度銷(xiāo)售目標(biāo),Bay Realty Investment on Information Technology and Broadcasting Meeting on Friday, 2 December 2008, at 11:30 A. M. In the Chamber of the International Trade Building Agenda Election of Chairman and Deputy Chairman Schedule of meetings for the 2008-2009 session Discussion items for nest meeting list of issues to be considered list of following-up actions Any other business Administration secretariat 28 November 2007,PLANNING & ORGANIZING A MEETING,確定會(huì)議日程,日程的確定是結(jié)合已確定的議程將會(huì)議議題的討論以及會(huì)議期間的其它活動(dòng)按日排列，以便會(huì)議中的所有活動(dòng)能夠有條不紊進(jìn)行。會(huì)議的議程和日程是會(huì)議進(jìn)行的藍(lán)圖，一旦確定，就要照此進(jìn)行，故日程的安排、議程的擬定一定要做得細(xì)致周密，可以制成會(huì)議日程表發(fā)給與會(huì)者,PLANNING & ORGANIZING A MEETING,SAMPLES 日程表Meeting Schedule,遠(yuǎn)東時(shí)裝公司銷(xiāo)售團(tuán)隊(duì)會(huì)議日程表,（5）實(shí)訓(xùn)練習(xí) Practice One,Exercises 1 遠(yuǎn)東時(shí)裝公司2008年度總代理商會(huì)議定于10月10日12日在廣州舉行。出席本次會(huì)議的主要有：副總經(jīng)理張曉鵬，商務(wù)部門(mén)經(jīng)理孫亞洲，人事部門(mén)經(jīng)理李曉芹，技術(shù)執(zhí)行經(jīng)理周昌，秘書(shū)夏萌，四位總代理商分別為鄭，王，馮唐及各自的助理。 請(qǐng)?zhí)嫦拿葦M定本次會(huì)議的籌備方案,Practice One,Exercises 2 張副總經(jīng)理給夏萌留下備忘錄，主要內(nèi)容如下：下周三（10月22日）公司準(zhǔn)備召開(kāi)全體員工大會(huì)，大會(huì)上無(wú)9點(diǎn)開(kāi)始，下午4點(diǎn)結(jié)束。上午總經(jīng)理將宣講公司新的戰(zhàn)略和規(guī)劃，下午張副總經(jīng)理要介紹新的市場(chǎng)發(fā)展策略，鄭副總經(jīng)理對(duì)新產(chǎn)品性能進(jìn)行培訓(xùn)并作演示 請(qǐng)?zhí)嫦拿仍O(shè)計(jì)本次大會(huì)的議程表和日程表。,PLANNING & ORGANIZING A MEETING,確定會(huì)議時(shí)間 1.領(lǐng)導(dǎo)主持人實(shí)踐的適宜 2.邀請(qǐng)嘉賓能否到會(huì) 3.避免在生產(chǎn)旺季和忙時(shí)召開(kāi)時(shí)間長(zhǎng)人多的 會(huì)議 4.議題應(yīng)集中 5.考慮人生理規(guī)律: 9:00 a.m.11:00 a.m. 2:30p.m.4:30p.m.,PLANNING & ORGANIZING A MEETING,Week Two Part One. Simulated Writing for Pre-Meeting arrangement Part Two. Task Practice 1-3,PLANNING & ORGANIZING A MEETING,Part One. Simulated Writing for Pre-meeting Arrangement,1. Notice,2. Invitation Letter,PLANNING & ORGANIZING A MEETING,3 布置會(huì)場(chǎng),1. NOTICE,State the matter in the first line of the letter body or in the first paragraph of the letter.,2. Specify the time, date, place and the requirements,3. There is no strict format of writing a notice,1.1 A notice usually includes:,PLANNING & ORGANIZING A MEETING,1.2 English Samples:,NOTICE Topic: Economic Recession in the USA Speaker: Professor Larry Mac from University of North Carolina Date: Friday, 17 Oct Time: 9 a.m. Place: Room 602. Administration Building Sponsor: Center of American Studies All Welcome,SAMPLE 1. NOTICE OF A LECTURE,SAMPLE 2. NOTICE OF A LETTER,Dear Examinee: As you know, due to unfortunate circumstances, ETS was forced to cancel the scores of the October 1992 TOEFL administration in the Peoples Republic of China. At that time, you were notified that you would be able to take another TOEFL without charge up through the October 1993 administration. You should be aware that the TOEFL program has a long standing policy of not refunding test fees when administrations are cancelled. We apologize for any inconvenience that this may cause to you. Russell Webster Executive Director TOEFL Program Educational Testing Service,PLANNING & ORGANIZING A MEETING,To: All Staff From: Human resources Department Date: June 6th, 2008 Subject: Appointment of a New Vice President B&W is pleased to let you know that, effective(生效的) June 10th, Mr. Bowel will be our new Vice President. He will replace Mr. Deng Haiyu, who is retiring next month after 30 years of invaluable contribution to our company.,Enclosure: The card,PLANNING & ORGANIZING A MEETING,SAMPLE 3. Inner office notice (Mail),Please mail this card to our Secretary no later than May 28. Yes, I intend to attend the annual meeting. I regret that I am not able to attend the annual meeting. Signature: Position:,PLANNING & ORGANIZING A MEETING,郵件式,致：各部門(mén)經(jīng)理 發(fā)自：行政部門(mén)秘書(shū)夏萌 日期：2008年7月15日 主題：部門(mén)經(jīng)理圓桌會(huì)議 2008年7月25日上午10：00，在燕都賓館會(huì)議室舉行全體部門(mén)經(jīng)理的圓桌會(huì)議。中午12：15備有午餐供應(yīng)。如您不能參加，請(qǐng)于七月23日之前致電告知。 附：議事日程,關(guān)于召開(kāi)會(huì)議的通知 _先生女士： 茲定于2008年5月中旬在省市召開(kāi)會(huì)議，特邀請(qǐng)您出席會(huì)議。 一。會(huì)議內(nèi)容 二，會(huì)期與時(shí)間： 三。會(huì)議地點(diǎn)： 四。報(bào)到時(shí)間地點(diǎn)： 五。費(fèi)用： 六：接站： 七：接到本通知后請(qǐng)?zhí)钔谆貓?zhí)，與4月15日前寄會(huì)務(wù)秘書(shū)處。 會(huì)務(wù)秘書(shū)處地址： 聯(lián)系人： 郵編 電話： 企業(yè)協(xié)會(huì)秘書(shū)處 年月日（?。?會(huì)議通知 為做好人事制度改革，公司決定召開(kāi)為期3天的會(huì)議?，F(xiàn)將有關(guān)事項(xiàng)通知如下： 一。與會(huì)人員：總部各部門(mén)負(fù)責(zé)人 二。會(huì)議時(shí)間：9月12日14日。 三：會(huì)議地點(diǎn)：東區(qū)A座 請(qǐng)與會(huì)人員安排好本部門(mén)工作。會(huì)議期間不得離會(huì)。9月11日下午5：006；00在101房報(bào)到。 總公司 2008年9月2日印,1.3 中文會(huì)議通知范例,PLANNING & ORGANIZING A MEETING,1.4 Notice Main Points,（1） 重要的會(huì)議，各項(xiàng)準(zhǔn)備工作就緒后就要盡早發(fā)出會(huì)議通知，以便與會(huì)人員提前做好準(zhǔn)備。邀請(qǐng)性會(huì)議為準(zhǔn)確統(tǒng)計(jì)人數(shù)，須提前一周以上發(fā)出會(huì)議通知，如有議程可隨信寄發(fā)，并附上回執(zhí)，可附上一張明信片，上面注明會(huì)議舉辦方的地址，郵編，電話，發(fā)信人姓名，以便對(duì)方有時(shí)間考慮并回復(fù) （2） 在發(fā)送會(huì)議通知時(shí)應(yīng)認(rèn)真確定與會(huì)人員的范圍，保證給確定的每一位與會(huì)者發(fā)送。書(shū)面通知的地址郵編一定要填寫(xiě)正確。不要錯(cuò)裝漏裝或漏寄。通知的封面應(yīng)醒目標(biāo)出”會(huì)議通知“字樣。 （3） 無(wú)論何種方式發(fā)出通知，都應(yīng)抓住回復(fù)環(huán)節(jié)，以確保會(huì)議信息能夠按時(shí)完整傳達(dá)到與會(huì)者?？梢酝ㄟ^(guò)電話口頭詢(xún)問(wèn)以及回復(fù)電子郵件 等方式檢查通知發(fā)送是否落實(shí) （4）非正式會(huì)議可用多種方式進(jìn)行，如先發(fā)傳真或打電話，隨后再寄備忘錄或信函；也可先發(fā)電子郵件，再通過(guò)電話或回復(fù)電子郵件確認(rèn)。,提前發(fā)出,按規(guī)定范圍發(fā)送,落實(shí)到人,PLANNING & ORGANIZING A MEETING,2. Invitation Letter,2.1 Invitations are written in the deductive pattern and are relatively short. Either kind of invitations, however, must includes three factors: invite the reader to the gathering offer a reason for the gathering give the date, time, and place of the gathering. A general invitation should be cordial and sincere, while a formal invitation should be less personal, written in the third person. Often formal invitations includes “RSVP”-Please let us know if you plan to attend. and a telephone number.,2.2 English Samples:,Dear Mr. Grant: We would like to invite you to attend our award ceremony, which is to be held at Johnson Hall, Duke university on 18 January this year. The proceedings will begin at 2 p.m. and end around 5 p.m., after which a dinner will be given at 6:30 p.m. for our prominent visitors. As one of our distinguished ex-students, you are expected to address the parents and students with a short speech of your choice before handing out the awards. Although we realize you are busy, we hope you can find time to attend the ceremony. You presence and speech will make the occasion more delightful. Yours sincerely, -,PLANNING & ORGANIZING A MEETING,2.3 中文會(huì)議邀請(qǐng)信范例,邀請(qǐng)信 *公司_先生/女士: 為了慶祝我公司成立20周年,定于11月15日(周三)上午9時(shí),假借*路*號(hào)紅番大酒店宴會(huì)廳舉行慶祝大會(huì). 敬請(qǐng)撥冗光臨. 遠(yuǎn)東時(shí)裝公司 2008年10月8日(印),回 執(zhí) 請(qǐng)于10月5日之前將回執(zhí)寄至:廣州市環(huán)市東路425號(hào)國(guó)際大廈 12樓遠(yuǎn)東時(shí)裝公司夏萌收. 郵編510050 電話:020-* 我公司能參加此次慶祝大會(huì) 我公司不能參加此次慶祝大會(huì) 姓名: 職務(wù): 公司:,PLANNING & ORGANIZING A MEETING,實(shí)訓(xùn)練習(xí) Practice,Exercises 1 Now it is the end of a year, and you are about to hold a year-end sales meeting. The notice should include the following issues: Time: 9 a.m.3 p.m. on December 28th Place: the head office Lunch provided You, the secretary, are asked to write the notice. Think about other matters that should be stated in the announcement.,Practice Two,Exercises 2 Write an invitation l