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lOMoAR cPSD| 39651089 THUONGMAI UNIVERSITY FACULTY OF ENGLISH BUSINESS ENGLISH 1.1 TOPIC
HOW TO HAVE AN EFFECTIVE MEETING
LECTURER : TRẦN THỊ BÍCH LAN
CLASS : 231_ENPR4811_04 GROUP : 8 lOMoAR cPSD| 39651089
MEMBERS EVALUATION TABLE Student ID Members Task Evaluation 22D170061 Nguyễn Thị Thúy Hằng Content, Word 22D170261 Vũ Anh Văn Content 22D170266 Trần Long Vũ Powerpoint , Word 22D170230 Trần Thị Thanh Thủy Content 22D17 Lê Công Hùng Video 22D170183 Vũ Thị Nhung Content lOMoAR cPSD| 39651089 MINUTES OF MEETING Business English 1.1 1. Overview of the meeting - Group: 8
- Time: 22:00 - 23:00 October 20, 2023 - Venue: Google Meet
- Participants: 6/6 members of group 8
- The meeting took place with the topic: 2. Meeting content - Announce discussion topic - Prepare a detailed outline - Assign and receive tasks TABLE OF CONTENTS
MEMBERS EVALUATION TABLE ..................................................................... 2
ACKNOWLEDGEMENT ...................................................................................... 5
I. PREPARE BEFORE THE MEETING .............................................................. 6
1.1. Determine the goal and reason for holding the meeting ............................ 6
1.2. Make a schedule, choose a suitable time and place for the meeting ......... 6
1.3. Prepare a list of attendees and divide roles ................................................. 6
1.4. Gather necessary documents and information ........................................... 6
1.5. Ensure technical equipment devices are functioning properly ................. 6
II. TIME MANAGEMENT DURING THE MEETING ..................................... 8
2.1. Allocate specific time for each part of the meeting ..................................... 8
2.2. Adhere to the schedule to ensure the meeting stays on track .................... 8 lOMoAR cPSD| 39651089
2.3. Monitor the time to prevent the meeting from running longer than
necessary ................................................................................................................ 9
III. CONDUCT THE MEETING ......................................................................... 10
3.1. Introduce the meeting's objectives and agenda ........................................ 10
3.2. Divide tasks and roles to each participant ................................................ 10
3.3. Present main content based on the identified program ........................... 10
3.4. Encourage discussion and facilitate participation, ensuring everyone
has an opportunity to express opinions and questions ................................... 10
3.5. Resolve conflicts and handle constructive feedback ................................ 11
IV. FINISH THE MEETING ................................................................................ 11
V. EVALUATION AND IMPROVEMNET ......................................................... 12
VI. SOME RULES FOR MEETING PARTICIPANTS TO ENSURE AN
EFFECTIVE MEETING ...................................................................................... 12
6.1. Research meeting documents received before attending the meeting and
prepare speeches in advance .............................................................................. 12
6.2. Arrive at the meeting on time ..................................................................... 13
6.3. During the meeting, participants should focus on listening and avoid
personal tasks ...................................................................................................... 13
6.4. Contribute and constructively express opinions ...................................... 14
6.5. Use appropriate language ........................................................................... 14
6.6. Turn off the mobile device .......................................................................... 14
REFERENCES ....................................................................................................... 15 lOMoAR cPSD| 39651089 ACKNOWLEDGEMENT
Our group would like to express our sincere gratitude to Ms. Tran Thi Bich Lan, the
lecturer of Business English 1.1, for her guidance and encouragement throughout
this discussion paper. You provided us with valuable insights and suggestions on the
topic of “ How to have an effective meeting “
Nevertheless, there is still much our group doesn't understand about the topic.
Therefore, it is inevitable that the process of wrapping up this discussion will contain
errors. To help us finish a better discussion, please review and provide advice.
We would heartily appreciate you from the bottom of our hearts! lOMoAR cPSD| 39651089
I. PREPARE BEFORE THE MEETING
1.1. Determine the goal and reason for holding the meeting.
The purpose and reason for holding a meeting are the foundation of an effective
gathering. Before starting any meeting, we need to clearly determine the meeting's
objectives and why it needs to be organized. This ensures that everyone in the
meeting shares a common goal and understands what they are doing.
1.2. Make a schedule, choose a suitable time and place for the meeting.
Planning is an important tool for managing a meeting. We need to create an agenda
that outlines the topics to be discussed and the estimated time for each topic.
Additionally, considering the availability and time zones of participants to select a
suitable meeting time and choosing a meeting location that is convenient and
conducive to productive discussions. Ensure it is equipped with the necessary
technology if it's an in-person meeting.
1.3. Prepare a list of attendees and divide roles.
Creating the attendee list and assigning roles is a crucial resource management
process. We need to identify who needs to attend based on the meeting's objectives
and assign roles such as facilitator, timekeeper, note-taker, and presenter. This
ensures that everyone contributes effectively, and the meeting runs smoothly.
1.4. Gather necessary documents and information.
Document and information preparation is an essential part of the preparation
process. We need to collect all relevant documents, reports, and data that will be
discussed or referenced during the meeting. Ensure that these documents are
organized and easily accessible to all participants. Share them in advance if
possible to give attendees time to review. This ensures that everyone has enough
information to have a smooth and effective discussion.
1.5. Ensure technical equipment devices are functioning properly.
If the meeting involves technology, checking the functionality of technology
devices is indispensable. We need to inspect all technology equipment, such as
projectors, computers, online meeting software, and audio devices, to ensure they
are working properly. Be prepared with backup devices or contingency plans in
case of technical issues. Provide clear instructions on how to join an online lOMoAR cPSD| 39651089
meeting or access any necessary software or resources. This helps avoid technical
disruptions during the meeting. lOMoAR cPSD| 39651089
II. TIME MANAGEMENT DURING THE MEETING
Time management is paramount to the success of any meeting. To ensure
productivity and resource efficiency, it is crucial to allocate specific time for each
agenda item, adhere to the schedule, and vigilantly monitor the meeting's progress.
2.1. Allocate specific time for each part of the meeting. – Before the meeting:
• Review the agenda and identify the key topics that need to be discussed.
• Estimate how much time each topic will require.
• Create a schedule for the meeting that allocates specific time to each topic.
• Share the agenda and schedule with all participants in advance of the meeting. – During the meeting:
• Start and end the meeting on time.
• Keep track of the time throughout the meeting and make adjustments to the schedule as needed.
• If a topic is taking longer than expected, ask the group to agree on a time
limit for completing the discussion.
• If a topic is not essential to the meeting, table it for a later time
2.2. Adhere to the schedule to ensure the meeting stays on track.
Once the meeting agenda is set with specific time allocations, it is essential to
adhere to the schedule. Strict adherence to the allocated time slots is a sign of
professionalism and discipline. This practice ensures that the meeting stays on
track and is not derailed by tangential discussions or time-consuming debates. –
Appoint a timekeeper: Appointing a timekeeper within the meeting ensures that
someone is responsible for keeping track of time. This individual can signal when
it's time to move on to the next agenda item, helping to maintain the meeting's pace.
– Implementing ground rules: Meetings should have established ground rules that
promote time management. These rules can include limiting speaking time,
encouraging participants to stay on topic, and using time management tools such as
timers or countdowns. This is vital for a well-organized meeting lOMoAR cPSD| 39651089
2.3. Monitor the time to prevent the meeting from running longer than necessary.
Monitoring the time during the meeting is crucial to prevent it from running longer
than necessary. Going over the scheduled time can lead to participant frustration,
reduced productivity, and an inefficient use of resources. To prevent this, it is
important to keep an eye on the clock throughout the meeting. –
Time tracking tools: Many organizations use digital tools or software to
manage meeting times effectively. These tools can provide visible countdowns and
reminders, helping participants and organizers stay aware of the time remaining for each agenda item. –
Flexibility with adjustments: While adhering to the schedule is essential, it's
also important to be flexible when necessary. If a discussion is particularly
productive and requires more time, organizers can adjust the schedule as long as it
doesn't compromise the overall meeting's effectiveness. lOMoAR cPSD| 39651089
III. CONDUCT THE MEETING
3.1. Introduce the meeting's objectives and agenda. –
By clearly stating the objectives of the meeting, participants understand the
purpose and desired outcomes. This helps to align everyone’s expectations and
ensure that the discussion remains focused on the intended topics. –
The agenda provides a roadmap for the meeting, outlining the topics to be
covered and the order in which they will be addressed. It helps structure the
conversation and ensures that all necessary points are covered.
3.2. Divide tasks and roles to each participant.
Assigning specific tasks and roles to each participant ensures that everyone knows
what is expected of them. It provides clarity on individual responsibilities, which
helps avoid confusion or overlapping efforts. This clarity promotes accountability,
as each participant understands their role in achieving the meeting's objectives.
3.3. Present main content based on the identified program.
The main content of a meeting is crucial, as it forms the core of the discussion and
helps achieve the objectives set for the meeting. Presenting the main content based
on the identified program is important for several reasons: –
Providing relevant information: Presenting the main content ensures that
participants have access to the necessary information and data required for the
discussion. It allows everyone to be on the same page, facilitating a more
productive and informed conversation. –
Generating informed decision-making: The main content serves as the
foundation for making informed decisions. When the relevant information is
presented, participants can evaluate different options, weigh pros and cons, and
ultimately arrive at well-informed decisions that align with the meeting’s objectives.
3.4. Encourage discussion and facilitate participation, ensuring everyone has
an opportunity to express opinions and questions. –
When everyone has an opportunity to express their opinions and questions, it
fosters a collaborative environment where team members can work together
effectively. It allows for the sharing of diverse perspectives, ideas, and expertise,
leading to better decision-making and problem-solving. lOMoAR cPSD| 39651089 –
Open discussions provide a platform for knowledge sharing and learning
from one another. By encouraging participation, team members can learn from
different experiences, gain new insights, and broaden their understanding of various topics.
3.5. Resolve conflicts and handle constructive feedback.
Resolving conflicts and handling constructive feedback are essential aspects of
maintaining a healthy and productive work environment. Here are the reasons why they are important: –
Maintaining positive relationships: Conflict resolution and constructive
feedback help in resolving issues and disagreements between individuals or teams.
By addressing conflicts and providing feedback in a constructive manner,
relationships can be preserved and strengthened, fostering a positive and
collaborative work environment. –
Enhancing problem-solving skills: Conflict resolution involves identifying
the root causes of conflicts and finding solutions that satisfy all parties involved.
By actively engaging in conflict resolution, individuals and teams develop
problemsolving skills, which can be applied to future challenges and contribute to
the overall success of the organization. IV. FINISH THE MEETING
The end of a meeting is your last opportunity to ensure all participants understand
what was discussed, what the action items are, and who is responsible for each
action item. By including the meeting closing in the agenda, you’re less likely to
miss this vital step or run out of time. Closing a meeting shouldn’t take long;
setting aside just 5-10 minutes should suffice. *
First of all, you must summarize key points and decisions made. On average,
meetings last between 30-60 minutes, and a lot can be communicated in that
amount of time. Ending a meeting with a summary of the main points, including
the discussion points and decisions, is a great way to reiterate and remind
participants of what was discussed. *
Next, identify responsible individuals for task execution and progress
tracking. Make sure each task is assigned to a specific person with the correlating
due dates, so that the participant clearly understands what they need to accomplish
and by when. Remember, all action items should be recorded in the meeting notes
to not only hold people accountable for their tasks but keep track of what needs to be done. lOMoAR cPSD| 39651089 *
Additionally, you should plan for the next meeting. Once you’ve made a
summary of the meeting, it’s important to agree on the next steps to ensure there is
progress between meetings. During this time you can also remind everyone of
when and where the next meeting will happen. *
Remember, always end the meeting on time. Meetings require a time
commitment that takes us away from individual work tasks.
V. EVALUATION AND IMPROVEMNET
* It is very important to show appreciation to participants.
First of all, thank everyone for their time and attention as you end the meeting.
This shows appreciation and lets them know you value and respect them and their
time. Then, you can take a few seconds to especially recognize those who
contribute something valuable to the conversation.
* There are several benefits of reviewing issues that arose and propose
improvements for future meetings. -
First, they’re a great opportunity to discuss current performance and future
development. If you can identify where a person, process or strategy currently
stands, you can then think about further development and improvement. Reviewing
a performance also means that you and your team can come together to agree on
future projects and objectives that will be beneficial to team members and to the organization as a whole. -
Alternatively, reviewing previous performances can highlight areas of
improvement. Your review meeting then becomes an opportunity to brainstorm a
means to approach organizational or personal obstacles.
VI. SOME RULES FOR MEETING PARTICIPANTS TO
ENSURE AN EFFECTIVE MEETING
6.1. Research meeting documents received before attending the meeting and
prepare speeches in advance.
The first rule for more effective team meetings is to prepare ahead of time.
Preparation is key, not just for the meeting facilitator or team lead, but for everyone
attending. When folks come prepared, meetings are more productive. Discussion
can be more informed and you waste less time on things like giving background or
reporting on project status because everyone’s aligned on that ahead of time.
Meeting preparation also makes discussion more inclusive. When everyone’s on lOMoAR cPSD| 39651089
the same page before the meeting starts, folks are more likely to speak up and
participate. In general, your team can ensure meeting preparedness by:
– Reading the meeting agenda beforehand.
– Thinking of potential discussions to raise.
– Being ready to answer questions that may come up. – Providing updates on
their responsibilities or tasks.
6.2. Arrive at the meeting on time.
Showing up on time is one of the most important ground rules, not just for physical
meetings but virtual meetings too.
Everyone must arrive on time to avoid delaying the start of the meeting. Your
team’s time is valuable and when it comes to meetings, every minute matters. This
is why the most effective teams aim to arrive—not just on-time—but early. Those
3-5 extra minutes make all the difference in helping you:
– Get in the right headspace for the meeting
– Get situated so everyone’s settled once the meeting begins
– Ensure there’s no issues with your video or audio, which can often contribute to a late start
Lateness has a proven negative impact on meeting effectiveness too. When
attendees show up late, it’s linked to overall disengagement and feeling like the meeting was a waste of time.
6.3. During the meeting, participants should focus on listening and avoid personal tasks.
Meeting productivity relies on participants listening well to others and actively
participating in discussions. When you pay attention to the meeting, you can keep
track of the flow of the meeting. The focus of active listening on hearing the whole
message means you’re engaged on a higher level with the speaker, which allows
you to absorb more specific details from the interaction. Moreover, it can show that
you respect the presenters’ opinion and want to hear what they have to say.
Importantly, you’re allowing yourself to develop an entire sense of the problem
and evaluate all the different aspects, based on the details you hear. This can help
you to discover a potentially underlying problem and tackle an issue at its very
root, instead of merely curing symptoms and then seeing the problem re-emerge later. lOMoAR cPSD| 39651089
You could practice active listening by nodding or paraphrasing what the other
person is saying to show understanding, expressing your concern or asking specific, probing questions.
6.4. Contribute and constructively express opinions.
The more people that participate in a discussion, the faster the group can settle on a solution or action plan.
What are the benefits of doing this? –
More creative ideas: Each person has their own observation and
perspectives. When all employees contribute, team discussions might lead to more
creative and innovative ideas. As a result, it helps enhance the quality of the
projects and there will be more solutions to the problems. –
More feedback: Participants can share their responses to crucial team
updates, policies, and announcements through active participation. Then the leader
will collect the information and think of ways to improve and address hiding problems.
6.5. Use appropriate language.
Language is a combination of words, gestures and social skills that work together
as a system to help us communicate with others. It is a means that we use to
express our thoughts, feelings and connect with others. Being able to use suitable
language in the meeting can help you express your opinions fluently: moreover,
other people will easily get your points and understand insights of what you are
presenting. It boosts the efficiency of the conversation.
6.6. Turn off the mobile device.
Sometimes technology that’s meant to make us more productive can actually
hinder our ability to be present and focus. Many people tend to keep their phones
on the table during meetings, but this may turn into a distraction if it accidentally
rings, buzzes or lights up. Therefore, it might be better if you turn off notifications
(Slack and gmail pings can wait) so that you’re not tempted to multi-task and do
not interrupt the conversation. If it’s an in-person meeting, shut your laptop so you
can devote your full attention. lOMoAR cPSD| 39651089 REFERENCES