《 Professional English for

Secretaries 》

Unit 5 Meeting Arrangements

Task 2 Meeting Notice

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Handling a Meeting Notice through Microsoft Outlook

Reference:1. address book /attendant

1. set up their ______ which includes the address of each ______of all the meetings

Reference:2. Plan a Meeting/ Actions menu

2. select the_______ function from the___________

Handling a Meeting Notice through Microsoft Outlook

Reference:3. attend the meeting

3. select those users who will__________

Handling a Meeting Notice through Microsoft Outlook

Reference:4. pick a time /free

4. The Resources option in Outlook can help the secretaries_________ for the meeting when everyone attending is_________.

Handling a Meeting Notice through Microsoft Outlook

Reference:5. the description of the meeting /the Location/ time and Date / send the entire file

5. Copy and paste____ from Excel, enter____, _____of the meeting, and then_______.

Handling a Meeting Notice through Microsoft Outlook

Format of a Meeting Notice

Reference:1. Recipients of the notice2. Day of the week, date and time of the meeting.

3. Location of the meeting4. subjects to be considered

Reference:5. Name and telephone number of a person who may be contacted

Format of a Meeting Notice

1. Attendants2. Day and time3. Location4. Materials5. Means of contact 6. Subject7. Presentation arrangements8. Procedures of asking for leave

Find some useful phrases and structures from page 80 to page 82

AttendantsThis notice announces a forthcoming meeting of the

purchasing department.

Useful phrases and structures

Day and timeThe manager is going to convene an emergency meeting at 4:00 p.m., July 7…

Location…in the meeting room of the Purchasing Department

Materials1. Electronic comments should be submitted to the department secretary no later than May 11th.2. Written proposals may be made to the contact person on or before October 3.3. Background material will be available to you no later than 2 business days before the meeting.

Means of contact 1. Please call 67589780 for up-to-date information on this meeting.2. You should always check the company’s OA system to learn about possible modifications before coming to the meeting.

Useful phrases and structures

Subject1. …to discuss the following items ：…2. The discussion of the meeting will focus on several areas of interest which include:…3. Participants may present data, information, or views, within limited time during the meeting.

Presentation arrangementsThose desiring to make oral presentations should notify the contact person and submit a brief statement.

Useful phrases and structures

Procedures of asking for leaveIn the event that you will be unable to attend this

meeting, you are supposed to submit two or more proposals relating to the above two items with your autograph to Linda Wang before July

Useful phrases and structures

Write a meeting notice according to the following Chinese hint

• 假设你是一家外贸公司的品质管理部秘书，部门经理想召集本部门的经理助理以及所有的质量工程师和质量检验员开一个会议，讨论制定公司年度质量计划，并搜集分析最新的国内外相关行业技术信息及国家相关政策等。请你经过各方面协调安排会议时间地点并发送会议通知。

-Writer of the notice_________-person who initiate the meeting_________-attendants _________ -subject _________ -time and place _________

Step 3 / Practice 1: “Complete the Task” exercises /task-analysis （ Scene 1）

• 通知作者：外贸公司品质管理部秘书• 会议发起人：部门经理• 参会者： 1. 经理助理 2. 质量工程师

3. 质量检验员• 会议主题： 1. 制定公司年度质量计划

2. 分析国内外相关行业技术信息 3. 分析国家相关政策

• 会议时间、地点：秘书统筹安排

Step 3 / Practice 2: “Complete the Task” exercises /reference (Scene 1)

MEETING NOTICE

To: assistant managers, all of the quality engineers and quality inspectors of the Quality Management Department From: Lizzy Chen, the secretaryDate: May 10th, 2009Time: 2:30 p.m.-3:30 p.m. The manager of our department will be holding a meeting at the No. 3 meeting room on the fifth floor. The agenda of this meeting are expected to include the following topics:

Step 3 / Practice 2: “Complete the Task” exercises /reference (Scene 1)

1 ． Discuss and make a plan of the Company’s annual Quality Plan.2 ． Collect and analyze the latest technical information of the industry both home and abroad.3 ． Collect and analyze relevant national policies. Please get ready with the relevant materials and arrive on time.

谢谢！Thank you!

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