高效組織會(huì)議——設(shè)計(jì)議程表 Designing an Agenda

設(shè)計(jì)議程表　Designing an Agenda

會(huì)議議程表有助于與會(huì)者理解會(huì)議的目的（purpose）和內(nèi)容，方便其準(zhǔn)備工作。議程表的內(nèi)容應(yīng)當(dāng)簡明扼要、清晰易懂（understandable）。在會(huì)議召開的數(shù)日前，議程表就應(yīng)該分發(fā)出去，為與會(huì)人員提供充足的時(shí)間（sufficient time）來準(zhǔn)備。

怎樣才能將日程表準(zhǔn)備得簡明扼要、清晰易懂呢？

☉What is the purpose of our meeting today?

今天會(huì)議的目的是什么？

☉Everybody, let’s stay on track.Take a look at the agenda.

各位，讓我們進(jìn)入正題。來看一下議程表。

☉I’m glad everyone could make it.Shall we start?First item on our agenda is……

我很高興每個(gè)人都能到會(huì)。我們可以開始了嗎？我們議程表的第一項(xiàng)是……

☉Did you get a copy of the agenda for our meeting tomorrow?I sent it to your e-mail.

你收到我們明天會(huì)議時(shí)間表的復(fù)印件了嗎？我發(fā)到你的郵箱了。

☉There’s a lot to talk about at the meeting on Tuesday.I hope the agenda makes matters clear.

周二的會(huì)議要談很多內(nèi)容。我希望議程表能夠體現(xiàn)得足夠清楚。

☉I didn’t get a copy of the agenda yet.Could you resend it to me?

我還沒有收到議程表的復(fù)印件。你能給我再發(fā)一次嗎？

會(huì)議時(shí)間

準(zhǔn)備會(huì)議議程表的首要工作是選擇合適（appropriate）的會(huì)議時(shí)間。必須確保所有的與會(huì)者都能按時(shí)到會(huì)；應(yīng)當(dāng)避免（avoid）在午餐后舉行會(huì)議，因?yàn)槟莻€(gè)時(shí)候不太容易集中精力（hard to concentrate）；也應(yīng)當(dāng)避免在下班前開會(huì)，因?yàn)椴荒馨磿r(shí)（on time）下班，這不免讓人有些心煩意亂。

☉Can everyone come to the staff meeting on Thursday?It’s scheduled for

11：00 am. If you can't make it, be sure to let me know ahead of time.

每個(gè)人都能來參加周四的員工大會(huì)嗎？時(shí)間定在上午11點(diǎn)。如果您不能出席，請?zhí)崆巴ㄖ摇?

☉How about setting our meeting for Friday at 2：00 pm?Does that work for everyone?

把我們的會(huì)議安排在周五下午2點(diǎn)怎么樣？大家都能接受嗎？

☉Let’s begin our meeting around 3：00 pm.That will give us plenty of time to finish our discussion before 5：00 pm.

我們下午3點(diǎn)左右開會(huì)。這樣，5點(diǎn)前我們就有足夠的時(shí)間來完成討論。

☉Clear your schedules everyone.The boss has called a meeting for Monday morning, first thing.

各位，請調(diào)整你們的日程表。老板要求優(yōu)先安排周一早晨的會(huì)議。

☉I’m afraid if we hold the meeting at 1：30 pm, everyone is going to be sleepy. Can we try for before lunch instead?

我擔(dān)心如果我們1：30開會(huì)的話，大家都會(huì)犯困。我們能否調(diào)整到午飯前？

確認(rèn)會(huì)議主旨

準(zhǔn)備會(huì)議議程的第二步是確認(rèn)會(huì)議主旨。應(yīng)當(dāng)在議程表的醒目位置用一句話來突出（highlight）會(huì)議的主旨，如同“使命宣言”（mission statement）一般列在議程的正上方。議程應(yīng)當(dāng)包含日期、時(shí)間、會(huì)議地點(diǎn)等重要的細(xì)節(jié)信息。

☉This meeting should accomplish working through all the financial issues forthe merger project.

此次會(huì)議應(yīng)當(dāng)為合并項(xiàng)目掃清所有的財(cái)務(wù)問題。

☉Our game plan for the meeting on Wednesday, July 17th at 2：00 pm is to……

我們對周三7月17日下午2點(diǎn)的會(huì)議安排是……

☉Our main objective for Monday’s meeting is to……The meeting begins at 2：00 pm and will be held in conference room 405.

周一會(huì)議的主題是……會(huì)議定于下午2點(diǎn)在405會(huì)議室召開。

☉The purpose of this meeting is to examine marketing reports, budget reviews, and customer service evaluations.Please be prompt.Monday, September 27th ，10：00 am, room 7B.

我們這次會(huì)議的目的是評審營銷報(bào)告、審核預(yù)算和評估客戶服務(wù)。請?jiān)?月27日，星期一早上10點(diǎn)，到7B房間準(zhǔn)時(shí)開會(huì)。

☉B(tài)y the end of the meeting on December 3 rd at 9：00 am in Marsha Smith’s office, we should have a working budget put together.

12月3日早上9點(diǎn)到瑪莎·史密斯辦公室召開會(huì)議前，我們得對預(yù)算工作進(jìn)行匯總。

列出所有的議項(xiàng)

議程準(zhǔn)備的第三項(xiàng)內(nèi)容是列出所有的議項(xiàng)（items for discussion）?？梢栽诿總€(gè)議項(xiàng)前標(biāo)明序號。應(yīng)當(dāng)將最主要的議項(xiàng)安排（arrange）在議程的最前面。在會(huì)議起始階段，可以通過安排所有相關(guān)議題的統(tǒng)計(jì)數(shù)據(jù)和圖標(biāo)，來協(xié)助與會(huì)者解決問題（tackle the problem）。

☉Item 1，Staff Reports；Item 2，Budget Review；Item 3，Marketing Report.

內(nèi)容一，員工報(bào)告；內(nèi)容二，預(yù)算審核；內(nèi)容三，營銷報(bào)告。

☉We need to talk about Sales, Marketing, Finance, and our upcoming conference.

我們需要談?wù)摰陌ㄤN售、營銷和財(cái)政，以及即將召開的座談會(huì)事宜。

☉The most important thing is talking about our financial auditing.Let’s do that one first.

最重要的是談?wù)撐覀兊呢?cái)政審計(jì)，我們先從這個(gè)開始。

為每項(xiàng)議程分配時(shí)間

準(zhǔn)備會(huì)議議程的第四步是為每項(xiàng)議程分配時(shí)間（allocate time）。對于一些需要討論和集思廣益（brainstorming）的內(nèi)容可以多分配些時(shí)間，比如說議項(xiàng)的平均分配時(shí)間是10分鐘，你可以多給出5分鐘。但總體而言，早半個(gè)小時(shí)結(jié)束比“拖堂”半個(gè)小時(shí)要好得多。

A：How long should it take us to go over the budget?

B：Not more than about 15 minutes. The budget report should be pretty straight forward with no troubleshooting or problem areas.

A：審核預(yù)算大概要多長時(shí)間？

B：不超過15分鐘。預(yù)算報(bào)告應(yīng)該直截了當(dāng)，不涉及疑難解答和問題領(lǐng)域。

總結(jié)

議程是一個(gè)會(huì)議的中心思想。一個(gè)會(huì)議是否會(huì)漫天神游、毫無建樹，只要看會(huì)議議程就知道了。只有議程做到清晰扼要、簡明易懂（short and simple），與會(huì)人員才會(huì)朝一個(gè)共同的主體方向來準(zhǔn)備。一般情況下，會(huì)議議程不超過一頁紙。此外，一旦議程在手，那就得不折不扣（stick to）地執(zhí)行。

Words　單詞表

attendance出席，到場

budget預(yù)算

customer relation客戶關(guān)系

disciplinary action紀(jì)律處分

evaluation評估，評價(jià)

examine考核，檢查

item項(xiàng)目，條款

mandatory強(qiáng)制的；義務(wù)的

marketing營銷

minute會(huì)議紀(jì)要，備忘錄

prompt提示

report報(bào)告

resend重發(fā)

secretary秘書

staff全體職員

troubleshooting疑難解答，故障排查

Phrases　短語表

Are you sure?你確定嗎？

customer service客戶服務(wù)

game plan行動(dòng)計(jì)劃，策略

go over復(fù)查，復(fù)習(xí)

haggle over討價(jià)還價(jià)

hold a meeting召開會(huì)議

I guess我猜

It says here這里說的

last long持續(xù)很長

make matters clear搞清楚

yep是（俚）

no kidding不開玩笑

no problem沒問題

pretty非常的

problem areas問題領(lǐng)域

take a look看下，瞧一瞧

spending all our time付出我們所有的時(shí)間

up for discussion來討論

實(shí)景對話1

A：There's a lot to talk about at the meeting on Tuesday. I hope the agendamakes matters clear.Did you get a copy of the agenda?I sent it to your e-mail.

B：I didn't get a copy of the agenda yet. Could you resend it to me?

A：Sure, no problem.

B：Oh wait, here it is. I have a hard copy on my desk.Let me take a look.

“The purpose of this meeting is to examine marketing reports, budget reviews, and customer service evaluations.”Seems like a lot to talk about in one meeting.

C：No kidding. When is the meeting supposed to be held again?

B：It says here on the agenda，“Monday, September 27th ，10：00 am, room 7B. Please be prompt.”

C：I guess they don't want us to be late. What are the items up for discussion?

B：Item 1，Staff Reports；Item 2，Budget Review；Item 3，Marketing Reports……I hope we don't end up spending all our time haggling over the budget. That's what happened last time.

C：Nah, I don't think it will be a problem this time. Hey Bill, How long should it take us to go over the budget?

A：Not more than about 15 minutes. The budget report should be pretty straightforward with no troubleshooting or problem areas.

A：周二的會(huì)議要談很多的內(nèi)容。我希望議程表能夠體現(xiàn)得足夠清楚。你收到議程的復(fù)印件了嗎？我給你發(fā)了電子郵件。

B：我還沒有收到。你能再給我發(fā)一次嗎？

A：當(dāng)然，沒問題。

B：哎，等一下，在這兒。我的桌上有個(gè)復(fù)印文本。讓我看一下?！皶?huì)議的目的是評審營銷報(bào)告、審核預(yù)算和評估客戶服務(wù)。”看來在這次會(huì)議上有不少要討論的。

C：說真的，會(huì)議什么時(shí)候開?。?

B：議程上寫的是“9月27日，周一早上10點(diǎn)，在7B房間，請準(zhǔn)時(shí)到會(huì)”。

C：我想他們不希望我們遲到。要討論哪些內(nèi)容呢？

B：內(nèi)容一，員工報(bào)告；內(nèi)容二，預(yù)算審核；內(nèi)容三，營銷報(bào)告……希望我們別把所有時(shí)間都花在預(yù)算的討價(jià)還價(jià)上。上次就是這樣。

C：不會(huì)吧，我想這次不會(huì)這樣了吧。嘿，比爾，審核預(yù)算大概要多長時(shí)間？

A：不超過15分鐘。預(yù)算報(bào)告應(yīng)該直截了當(dāng)，不涉及疑難解答和問題領(lǐng)域。

實(shí)景對話2

A：Are you going to the meeting tomorrow morning?

B：Yeah, of course. Isn't it mandatory attendance?Anyway, it shouldn't last too long.

A：Are you sure?Have you seen the agenda?

B：Yep, here it is……

Staff Meeting, Monday, April 16th

Our main objective for Monday's meeting is to review staff evaluation reports. The meeting begins at 2：00 pm and will be held in conference room#405.

Welcome—Bob Johnson, HR

Minutes from last meeting—Joyce Campbell, Secretary

Reports

●Marketing Department

●Sales Department

●Finance Department

●Secretary

Schedules

●Managerial Meetings

●Staff Meetings

●Vacations

Special Needs

●Health Absences

●Employee Disciplinary Action

●Others

Other Business

A：Looks pretty straightforward to me.

A：你參加明天的會(huì)議嗎？

B：是的，當(dāng)然。不是說必須參加嗎？不管怎么樣，應(yīng)該不會(huì)開很長時(shí)間吧！

A：你確定嗎？你看過議程了嗎？

B：是的，在這里……

員工大會(huì)，周一，4月16日

周一會(huì)議的主題是審核員工評估報(bào)告。會(huì)議定在下午2：00，在405號會(huì)議室召開。

歡迎詞——鮑勃·約翰遜，人力資源部

上次會(huì)議紀(jì)要——喬伊斯·坎貝爾，秘書處

報(bào)告

●營銷部

●銷售部

●財(cái)務(wù)部

●秘書處附表

●管理會(huì)議

●工作會(huì)議

●假日

特別要求

●除非病假，不得缺席

●員工紀(jì)律

●其他

其他事項(xiàng)

A：看起來真是一目了然。