Meeting & Meeting Culture

Group1
Gina Carine Terry Thomas Vivian Jason

Before the meeting, something to do

Have email or phone

calls to participants.

Choose a appropriate
place and time.

Appropriate dress is
important.

Good etiquette is
necessary in the
meeting.

How to start the meeting?

Well, I think everyone is here now, so
perhaps wed better get started.
Its time already. Lets start the meeting.

I dont think everyone has met. So first of

all let me

Today, the purpose of the meeting is

I think you can see from the agenda

During a meeting
Interrupting

If I could just interrupt you

I see your point but

If I could just summarize

So what you are saying is
Recapping
In other words, you
If Ive understood you correctly, you
Yes, thats right.
Basically, yes.
Confirming
What I really meant was
Yes, I suppose you could say that.

Moving on

I think weve covered that point

now.
Shall we move on to the next point?
Sorry, just one more thing

I see your point,

but I dont think it is
the best solution.

~Interrupting~

~Recapping~

So what you are

saying is that this
proposal doesnt
work out.

Yes, I suppose
you could say
that.

~Confirming~

Shall we move on
to the next point?

~Moving on~

The End of a Meeting

When to end a meeting?

1. time is up
2. the goal(s)(not means to go through all
the topics) has been reached
3. when the meeting has been lasted too
long and become not efficiently

What to do in the ending part

1.Briefly summarize the meeting to make sure

nobody miss any points.
2.If the participants still have to go back to their
work after a tiring meeting, sometimes do
something to make them feel relaxed would be
good(short exercises, jokes). It can make meetings
not so hateable. But usually let them go as early as
possible is a good policy.
3.thank all the participants.

After meeting
1.Send the minutes ( ) to the
participants.
2.Get feedbacks to know what the
participants think about the meeting and to
know whether the agreements be executed
well or not.

Note:
Getting an agreement doesn't equal
to a good ending.
(Do not agree with the opinions just
because you want to go home. A
functional agreement is a necessary
part of a successful meeting.)

Business Etiquette

For examples:
1. You arrive late at a meeting.
Apologize to the chairman.
2. You have a bad cough and cold. You keep on coughing
and sneezing.
Apologize.

3. You cant understand what someone is saying because hes

speaking with his hand in front of his mouth.
Ask him to move his hand.

4. One of your guests looks a little ill.

Ask if he/she is Ok.

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

up.
Ask her politely not to smoke.

6. You are having a coffee break. You spill coffee on your

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

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

Answer it.

8. You are a guest. You are having coffee in a bar. Its time
to pay the bill.
Offer to pay or let your host pay. (it depends on your situation at

that time or different cultures in different countries.)

Different Meeting Culture

Preparation for the Agenda

Chinese
-Prepare for the formal agenda before meeting
and follow the schedule of agenda during the
meeting.

Australian
-Punctuality is hard to do.
-Flexibility is important when they are meeting.

Rank and Hierarchy

Chinese
-Most senior person enters first.
-Handshaking with their counterpart.

Australian
-Not sure about who is senior.
-It wont get offended when they were asking the
question.

Dress Code

Chinese
-Formal business dress.

Australian
-Usually dress in formal business dress but also
casual-dress.
-Dont judge the book by its cover.

The Best and Worst Scenarios of

a Meeting

Time to have a Meeting

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

Date to Have a Meeting

Monday
Tuesday
Wednesday
Thursday
Friday

Place to Have a Meeting

Meeting room
Boss office
Own office
Restaurant

Number of Participants
Two
Three to six
Seven plus

Agenda
Distributed in advance
Formally announced at beginning of
meeting
Improvised during the meeting

Conclusion