GE: Block 3 - Week 3

• Engels
• MBO
• Studiejaar 2

English - week 3, block 3

Here you see a meeting between James Bond and his new quarter master (Q). Can you write down what James was actually expecting?

Could James have been informed better beforehand?

What are the goals for today?

• You will be able to understand, name and write important structures when it comes to meetings.
• Know the difference between formal and informal meetings.
• You understand how to communicate a notice of a meeting.

What is today's schedule?

• I will teach you what is needed for a proper start, middle and finish for making a meeting announcement.
• We will look at an example of a meeting announcement.
• Assignment: Writing a meeting announcement.
• Reviewing today's goals.

Starting a meeting announcement

(Introduction and first paragraph)

1. Always start your announcement the proper way by addressing to who you are writing to. ( Example: Dear colleagues, or Dear team, )
2. Introduce the reason of your writing in your intro paragraph. This can be done by the following: "Hereby you receive an invite for the monthly scheduled meeting."
3. At this part you will always name the date and time of the meeting or event.
4. Any meeting announcement does not have to be an actual announcement. Sometimes these announcements are used for a change within an already announced meeting.

Middle paragraph

1. In the middle paragraph you will always give additional information that is important to the meeting. Place/room and sometimes it could be useful to state the length of the meeting in either hours or minutes.
   
2. The middle paragraph is also used to add extra requests, like asking your colleagues to bring their laptops or writing materials like a notepad.

Ending a meeting announcement

(Final paragraph and conclusion)

1. In your final paragraph you state the importance of the meeting.
2. You ask your colleagues to write back to confirm their attendance.
3. Thank the reader for taking their time reading your announcement.
4. In most cases it is appropriate to end the letter with: Kind regards,

Read the business meeting email on the right. What does the writer do wrong?

1. He started his announcement with Hi!
2. The most important information is listed in the third paragraph. -> Should be listed within the first paragraph.
3. Extra information is also listed in the third paragraph.
   -> Should be listed within the middle paragraph.
4. Does not have a proper ending/conclusion.
   (Kind regards,)

Assignment

Assignment

You work at International Headquarters Efteling. Every Thursday, on the third week of the month, (February 16th 2023) you have a planned meeting with all of your colleagues. However, due to a public transportation strike, most of your colleagues will not be able to make it on time. You have been given the task to write an announcement that the meeting will be rescheduled on a different day.

Word count: Min. 200 words

Activity length: 20-40 minutes

Application: Microsoft Word

Submit to: Microsoft Teams

Extra tip: Use the information on slide 5, 6 and 7 to create a template for your announcement. The information listed there is the bare minimum.

Done with your assignment?: Check the next slide for extra work.

Assignment

Plus assignment

You work at a company of your choice. Every third Friday of the month your team has a meeting to discuss the latest developments within your field. It is your task to notify your team about at least two developments, one upcoming project and that there will be a guest speaker (use a fictional name), that will give a presentation about a potential client. Within this meeting announcement you will need to specify how long the meeting is going to be.

Word count: Min. 300-450 words

Activity length: 30-40 minutes

Application: Microsoft Word

Submit to: Microsoft Teams

Extra tip: Use the information on slide 5, 6 and 7 to create a template for your announcement. The information listed there is the bare minimum.

Reviewing today's goals

• You will be able to understand, name and write important structures when it comes to meetings.
  
• Know the difference between formal and informal meetings.
  
• You understand how to communicate a notice of a meeting.

Homework

• Finish the meeting announcement before the start of next class by submitting it to the Teams box.
• Sales and Marketing Book 2, chapter 1, 2 and 3. (page 4 to 9)
  You may skip the speaking and listening assignments for now.