国际商务礼仪(英文版)(第二版)Chapter 5 How to Host a Meeting

Informal Meetings—7 points to consider (I)

Business etiquette demands that the person calling the meeting (henceforth ‘the chair’) should be the most senior or the one with the most direct or urgent interest in the topic at hand. The chair should decide the time, place and agenda. These details should be confirmed with everyone to make sure all are in agreement and no inconvenience is caused. The chair must make the purpose of the meeting clear to the attendees, how long it will last and what is expected of them, i.e. particular information or preparation of documents. Failing to relay the proper information is bad business etiquette as it could cause embarrassment.

Good business meeting etiquette –Ten tips (II)


6. Keep in mind that there are “verbal” and “visual” learners. 7. Record resolution on any items discussed. 8. Meetings are not just for monologues. 9. If you’re running the meeting, it’s good etiquette to address everyone as equally important despite varying ranks in the business. 10. Before ending the meeting, review the meeting and provide a summary of what was decided and what next steps will be taken.
Chapter 5
How to Host a Meeting
Learning objectives
By the end of this introductive chapter, you should know how to host informal business meetings formal business meetings business meetings on line
Top 10 PPT presentation tips to maximize the effectiveness of your online meetings (I) 1. Readability is important. 2. Stick to key points. 3. Use clear titles on each slide. 4. Use simple backgrounds 5. Use graphs and diagrams
Formal Meetings (II)



When discussions are under way it is good business etiquette to allow more senior figures to contribute first. Never interrupt anyone - even if you disagree strongly. Note what has been said and return to it later with the chair’s permission. When speaking, be brief and ensure what you say is relevant. It is a serious breach of business etiquette to divulge information to others about a meeting.
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Informal Meetings—7 points to consider (II)



Punctuality is a must. The chair should strive to ensure the meeting stays within a set framework or agenda so that it is kept as short and effective as possible. The chair should pre-appoint someone to record the proceedings; documenting major decisions or action points. This can later be distributed to the attendees for reference. If the results of the meeting have an effect on others who were not present it is considered proper business etiquette to inform them.
Team Project


Divide the class into several groups, 4 or 5 members for each. Assign different roles to every member: chairman, participants, and minutes taker. Here is the case: Your department is updating the reimbursement procedure since the old procedures are inefficient. The new procedures will be adopted as of the first day of next month. Now the chairman is holding a meeting to discuss the new reimbursement procedures. Every group member has to play a role in the simulate meeting. Use your imagination to make the meeting goal-driven and fruitful. And finally the meeting minutes have to be handed in.

Good business meeting etiquette – Ten tips (I)
1. Know the goal of the meeting. 2. Set an agenda. 3. Establish roles. 4. Be focused. 5. Create a “TBDL” (To Be Determined Later).
Online business meeting


Require familiarity with the web conferencing technology. Working on other desktop applications during a web meeting is considered poor etiquette. When using audio conferencing in your online meeting, it’s good etiquette to mute your end when you aren’t speaking. Strive for clarity when you’re using text chat during your meeting. Treating your web meeting as you would your physical conference room gathering.

Top 10 PPT presentation tips to maximize the effectiveness of your online meetings (II) 6. Stay organized. 7. Limit the number of slides 8. Speak clearly. 9. Allow time for questions. 10. Allow for future follow-up.
Formal Meetings (I)

Prepare well for the meeting as your contribution may be integral to the proceedings. Dress well and arrive in good time. Always remember to switch off a mobile phone. If there is an established seating pattern, accept it. If you are unsure, ask. Acknowledge any introductions or opening remarks with a brief recognition of the chair and other participants.