Internal formal business documents

INTERNAL FORMAL BUSINESS DOCUMENTS

Objectives:

- familiarize with the principles and rules of internal documents drafting and wording

- get used with the formal rules of drafting formal internal documents

Human activity of an organization is based on exchange of information, ideas, plans; the decision-making process implies internal communication in oral and written forms, making rules, proposals, concluding contracts and agreements. Both within and outside, communication is the lifeblood of the effectiveness of any organization.

The company's goals are attained due to 'downward', 'upward' and 'horizontal' effective communication. If the employees receive appropriate downward messages from the management they become more motivated and more efficient. They need and want not only clear job directions and rules of the activity in the organization, but also information about the strategy of the company, viewpoints on controversial matters. They need clear and correct information about their benefits- health care, fringe benefits, promotions, pensions, training, and work environment. Employers are then accountable for their decisions through effective downward communication. Upward internal communication has become increasingly more significant as the executives seek for comments from employees on controversial issues, listen more closely to their opinions, complaints, problems, suggestions turning them into participants to the management of the company.

Horizontal communication is also important for the effectiveness of the company's activity. Peers must exchange information and ideas to solve problems, perform job duties, prepare for meetings, and cooperate on important projects.

Memorandums, staff meeting reports, meetings, teleconferencing and videoconferencing, audiotapes, represent some ways of internal communication within companies. But there is still another oral communication channel, though unplanned by the sender, the 'grapevine' through which news and rumors often travel quickly -often times quite accurately, sometimes inaccurately.

EXERCISES

I. Fill in the blanks the following words: a) executives; b) messages; c) mail, d) devoted; e) generate; f) alienate.

Thousands of hours are 1) ___________ daily to interviews, conferences, memos, reports, employees' manuals, letters, advertising, news articles, bulletins, newsletters and other types of messages. 2) ________ and their assistants need time for researching, thinking, planning, organizing, dictating, typing, editing, revising, proofreading, mailing, presenting and filing records. Computers, electronic

3) ___________, videoconferences, are developments and ways to reduce costs and time of communicating efficiently. A significant fact to be considered is the wasteful cost of poor messages, inaccurate, inconsiderate unduly long and late communication that destroys goodwill and 4) _________ customers. They require additional 5) _________, or they can determine even loss of life or money. It is worth bearing in mind that successful messages help 6) __________ efficiency, goodwill, safety, profits and public credibility.

II. Match the words with the definitions: A) denotations; B) connotations; C) euphemisms; D) bypassed instructions.

1) The meaning on which most people will probably agree according to the dictionary definition.

2) Communication errors when instructing or discussing issues; words or sentences may convey unclear messages to the recipient; he should ask before putting them to practice, to determine the sender's intended meaning.

3) Mild, innovative expressions with which most people do not have negative associations. E.g.: maintenance worker or staff member instead of janitor; slender instead of skinny; laid off, terminated instead of victim of reorganization or staff cutbacks.

4. Qualitative judgments and personal reactions added to the connotative meaning of words: 'Director's lounge', 'executive suite', 'rickety firetrap', and 'rat-filled joint'. They tell how the communicator evaluates the subject.

III. Make the difference between connotations and denotations:

IV. What was the feedback of the new employee?

An office manager handed a new assistant a letter, with the instruction 'Take it to your stockroom and burn it.' In the office manager's mind (and the firm's jargon the word 'burn' meant to make a copy on a company machine that operated by a heat process. As the letter was extremely important, she wanted an extra copy. However, the puzzled new employee afraid to ask questions, burnt the letter and thus destroyed the only existing copy!

1. MEMORANDUM

In market economy system organizations are autonomous entities, so they become able to build their own specific culture. One of its characteristics is the internal correspondence that usually follows internal specific rules and regulations according to their target addressees.

Memos have a format which is simpler than the correspondence conceived for external destinations. They miss the heading, but they bear a subject line which is compulsory, but they can omit the salutation line and complimentary clause.

Memos are pieces of internal correspondence that are used to inform the staff upward, downward and horizontally. They are informative and can be conveyed either on paper or on internet mail.

The purposes of memos are defined on two-tier stages:

- I. they give professional information to the reader and make him acknowledge it

- II. built positive images of the writer

- build positive image of the organization itself

- set and consolidate good relationship between the writer and the reader

- avoid further correspondence on the same subject

Memos provide detailed verbal and numerical information, classifications, background that is specific for the matter. Any negative elements should be presented as positively as possible. The reader should be focussed on his benefits that must be clearly and convincingly stated. The message will also indicate the steps the reader has to follow to set the problems. A positive and a goodwill ending will always make the addressee act accordingly to the writer's wish.

The printed standard block form lines up the name of the writer, of the reader and the subject line vertically. Some organizations have the option to alter the order of these items, or request the sender to sign the document instead of initialing it. The signature goes below the last line, starting half-way over on the page, this way adding unauthorized information is prevented. The possible second page of the memo is set up as an ordinary external business letter. The format of the memo allows fast and easy typing, so that information should be easily filed. The body is typed in block fashion. The message is not supposed to end by calling for further information, as the reader might understand that the memo was not complete.

Memo stationery quality is improving according to the increasing use of word processing systems. Memos can be sent via electronic mail (E-mail) or simply can be printed out on a computer paper. Formal memorandum reports may use a higher quality paper. Here you have an example of pre- printed memo stationery:

MEMORANDUM

(Compnay's name)

DATE:

FROM:

TO:

TELEPHONE:

DEPT:

SUBJECT:

Message, comment or reply

For your:

Approval  Comment Information

The standard memo parts presented can be programmed to appear automatically with just a keystroke in a word processing system. Items as: reference initials, enclosures, file number, sender's department and telephone number are optional. It requires no inside address, salutation, complimentary close or full signature. A message-reply form of memo is a good time and expense saver for both sender and recipient. It can be transmitted in a three perforated sheets packet in different colors making up a message-reply packet.

Here are some samples of memos:

a)

b)

c)

GRAND HOTEL

From: The General Manager 

DATE: September, 6, 2004

TO: All Front Office Staff 

SUBJECT: Pricing policy

It is clear that some clarification of our policy on pricing and room rates are needed.

BASIC RATES: We have a basic rate of all room types. However, it is common for different rates to be charged. This is because the Sales and Marketing Department negotiate special rates for different agents, corporate clients and other clients.

The basic rates are

Standard room: 8o (double) Luxury/Executive Plus: 115 (double) Suite: Individually priced

Standard discounts

Weekend rate (Fri/Sat or Sat/Sun) 15% discount

Weekly rate: seven nights for the price of five

Specially negotiated rates

Most guests come as part of a tour, through a tour operator, or as a corporate guest. In this case a special

Rate will have been negotiated and will be on the computer for Reservations and the Front Office to access.

Free Sales Agents:

Free Sale Agents are sent availability charts every two weeks. They sell rooms at an agreed rate (usually the corporate rate). They don't have to check with us, so administration costs are kept low.

Allocation Holders

Allocation Holders have a certain number of rooms which they agree to sell (usually at FIT rates). The customer pays them directly and they take commission and pass on what is left to the hotel.

For week-ends they have the rooms on a 48-hour release (in other words the hotel can take them back by Thursday and resell).

If you have any more questions, please speak to the Reservations Manager or the Sales and Marketing Department.( chenar )

EXERCISES

I. Your employer encourages young executives to enroll for additional university training whenever possible, and the firm pay tuition for the desirable programs. You would like to attend the Graduate School of Business Administration Management Program at Cambridge University branch in Bucharest. Because most classes meet three evenings a week and a few on Saturdays, they will not interfere with your job. You believe that the course definitely makes a graduate more knowledgeable in the management field, thereby increasing his or her worth to the insurance company where you work. Some of the topics you foresee as particularly valuable to your present job are management communication, performance appraisals and basic human motivation. The program over one academic year costs $ 1,500; $ 300 is required to be submitted with your application and the remaining $ 1,200 by September 30. Today is July 14. Enclose your application with your memo to Mr. James Dawson executive vice president for his approval.

II. To conserve fuel, because of the current fuel shortage, you, as an Executive General Manager of an important bank, want to request all management officers to observe certain simple fuel -saving steps for fringe cars in service. You ask that all vehicles be shut off when idle. Examples include when drivers are on lunch breaks or any other break. Also, you want that operators run machines in such a manner as to conserve fuel without loss of efficiency. Excessive speed where it is not necessary consumes more fuel. You believe that cooperation of all employees could result in a 5 to 10 percent savings. Mention in your memo that you will make personal inspections periodically. Plan an attractive, easy-to-read format for your requests.

III Translate into English

A. Va rugam sa revedeti prevederile Codului de Conduita privind tinuta si luati masurile corespunzatoare. Angajatii imbracati neadecvat vor fi imediat trimisi acasa si nu vor fi platiti pentru ziua respectiva.

Tinuta

Ca reprezentanti ai bancii, angajatii trebuie sa poarte haine potrivite locului de munca. Toti angajatii trebuie sa fie totdeauna imbracati adecvat. Imbracamintea sport , extravaganta, socanta, provocatoare nu este acceptata in mediul de afaceri. Atentia clientilor nu trebuie distrasa de modul in care suntem imbracati si tinuta noastra trebuie sa le para decenta.

Doamne:

sa poarte haine care se potrivesc cu mediul de lucru, preferabil fusta si jacheta in culori inchise, cu camasa de culori deschise

pantalonii pot fi purtati numai in combinatie cu sacou

bluzele sau rochiile cu bretele sau fara maneci nu sunt admise si nici hainele din materiale sau culori speciale (care s-ar potrivi mai bine pentru seara sau pentru vacanta)

sa nu se exgereze cu accesoriile

parul va avea o culoare uniforma (nu sunt admise suvite de alta culoare)

machiajul si manechiura vor fi in culori naturale

pantofii lustruiti, nu sunt permise sandale sau cizme

parfumul in cantitati controlate

Domni:

Sa poarte costum si cravata, cu sacou in special in holul bancii sau in alte zone in care clientii au acces

Culorile acceptate sunt:

- Costume: preferabil albastru inchis, gri, negru

- Camasi: cu maneca lunga preferabil albe sau albastru deschis

- sosete: culori inchise

- pantofii: in culori inchise, lustruiti tot timpul

Este obligatoriu sa se barbiereasca zilnic

2. REPORT

In Great Britain, the adoption of limited liability as the usual system of corporate organization gave important impetus to the movement in favor of publication of balance sheet as a report of the activity of the commercial banks. The tide was running in favor to publicity, the growing strength of important joint-stock banks that voluntarily published reports on their activity, helping to turn the fashion. The publication of an Annual Balance Sheet in no way altered the private character of the Bank, or the responsibility of the partners to the full extent of their property.

Governments in the European Union set the rule of publishing reports of the largest businesses according to criteria including revenue, employment and assets that should disclose the material social and environmental impacts on their operations each year, as part of the operating and financial review in their annual report. This new requirement will be welcomed as a move towards greater transparency. The growth of such reporting has been prompted partly by demand from investors who are increasingly concerned about the risks attached to the social, ethical and environmental impacts of businesses. Many companies seem to regard a sustainability report as primarily, a public relations document, but readers of the reports say that their purpose is to provide accountability and transparency. The guidelines give companies a clear template for what to include in reports, how to go about it and how to make sure that readers will value and trust the content.

Reports can be about many things: an analysis of a problem, a summary of a completed job, the progress of a project, the results of an investigation.

Reports provide information collected for a target specialized audience; it is made in order to find solutions for the problem it evaluates. They can be informative reports, providing both information selected carefully and its interpretation, while recommendation/problem-solving reports recommend/suggest solutions.

Informative reports can be

- Sales/production reports: numerical lists of sales/production for a stated period of time

- Accident reports: description and evaluation of the nature and causes of a work accident

- Audit report: states and evaluates facts revealed by an audit

- make-good/pay-back reports makes reference to the period of time at which a capital investment will pay back

- Scouting reports: identify strengths and weaknesses of a newly employed person or a potential customer/business partner and recommend/deny them or recommend strategies for getting the best of them.

- Feasibility report: evaluate alternatives and make recommendations for a new product/service, a strategical step in business, a promotional campaign, etc

- Justification report: makes reference to the need of an investment, a change in procedure/technology/strategy

- credit report: make evaluations of business plans for being granted a loan

- progress/interim reports - evaluate the work done so far and the still remaining on to the completion of a project

- trip reports: share information and achievements/shortcomings drawn out after a visit to a customer/supplier

- closure reports: a research upon feasible conditions for a new product/service evaluated economically/technologically under current conditions

Planning and writing reports, making summaries, taking notes are important skills in business environment. There are several types of reports: long, short, formal and informal and, according to their way of delivery, reports may be oral or written (letters, memos, separate documents). They can be periodic and occasional. Its main parts are the Introduction, the body of the report and the terminal section. The first one will state the terms of reference, the objectives, and the procedure required, then the authority to do it. The body of the document will present a detailed account of what has been accomplished, and how much remains to be done. The terminal section will mention future plans and recommendations. As for the technical aspects, it is recommended for the paragraphs not to be bigger than 100 words, to contain just one idea, and to be separated by larger spaces. Typographical elements should be used, such as underlying capital letters, graphics in boxes, italics, etc. The sentences are recommended to be concise, and clear. Longer reports may have a summary, a table of contents or perhaps appendices with extra, non-essential information. Many in-company reports have a standard format and so the writer does not have to worry about the structure. Here are some techniques of report writing:

- focus the first drafting of the ideas not on the language and grammar until the editing and rewriting stage

keep the briefness of phrases and simplicity of grammatical structure

use impersonal style and focus on relevant facts

balance your points of view showing careful consideration for arguments

the report writing style should keep with the target reader: a report written for a senior manager should be respectful and polite, with suggestions for the manager to consider. A report for junior staff is more likely to use a direct style and have short sentences and statements rather than suggestions.

Report drafting will take into consideration some technical basic steps:

a)     statement/definition of the matter

b)     selection of the sources and information needed

c)     data interpretation

d)     presentation of relevant criteria for reorganizing the information

e)     report wording and drafting

Reports will be audience oriented to achieve effectiveness. The message will be clearly stated in a readable document by keeping the sentences short and simple, using familiar words. Verbs of action should be used to communicate ideas instead of redundant words. Simplicity and directness will improve the quality of the document, as a highly knowledgeable writer will always select the best words to convey plain and convincing ideas and solutions.

Reports can be exclusively numerical or they can simply provide information that employees must know and use to solve professional problems. Reports can be formal or less formal. The formal ones will have specific format and elements:

title page/subtitles

a transmittal

Table of contents

Body

conclusions

List of illustrations, figures/drawings/graphics

List of references/ bibliography

Appendixes

Abstract

The preparatory elements will personalize the document:

Name of the author

Target audience

Date

Subject

Coverage

Organization

They are numbered by Roman numeral.

Title report will name the report object will provide the name and position of the author date and the document submission.

Preface or the Letter of transmittal states the purpose of the document, object and content. It is used when the audience reader is a single person or a well defined group.

Table of contents: a list of the headings and subheadings of the report

Body: the longest section of the document presenting the detailed information and messages ordered logically, according to the criteria selected and considered by the author(s). Heads, sub-heads graphics, quotations, footnotes should be used.

Conclusions: the ending part will bring forth and summarize the main ideas, state clearly the solutions or recommendations according to the type of report.

Abstract: it is a short overview of the most important ideas in the content of the document. It may consist of few paragraphs to be turned into an oral presentation, explaining the purpose, the plan and order of its ideas.

Reports readability and legibility should be reader-oriented as it has a highly practical use. Here are some drafting techniques:

- a two/three centimeters margin is needed to be kept all around the document page

- a 2/three centimeter margin is needed on the left hand side if the document is bound

- a double space between paragraphs is recommended for easy reading

- headings and subheadings will separate ideas, verbal/numerical lists, quotations, graphics

- typographical elements should make words, ideas stand out

- bullets or dashes, numbers or letters should be used to systematize random information

- paragraphs and phrases will be achieved by avoiding redundant and complex words by using action verbs, familiar words and non prepositional phrases

Reading the Annual Report

For more complete information about an individual company's financial health one may want to review the company's annual report. Each listed company in a security exchange is required to issue its financial report card to its shareholders. In the report, a shareholder must find detailed information about the company's economic condition and management policies. Annual reports help shareholders evaluate their investment and decide how to vote at the next shareholders' meeting. But they are also helpful to potential investors - people who are considering buying shares in the company. Here are the key topics contained in most annual reports:

The Balance Sheet

It is a summary of assets and liabilities that offers a 'snapshot' of the company's financial health at a specific point of time. A balance sheet compares data from the end of the current year with the data from the previous year. The first section lists all the company's current assets, or resources: (assets cash, outstanding bills, inventories, the land owned by the company, working machines, etc).

The second section lists liabilities, or debts, its accounts payable, unpaid wages, outstanding loans, taxes, and the dividends it will pay to shareholders. This section lists the value of the company's preferred and common stock, the money made from selling stock and the profits that have been reinvested in the company. The assets side of the ledger must equal the liabilities section, hence the name balance sheet.

Stockholders' equity is also called the net worth of a company. It is not a tangible amount of money stored in a bank, but the value of all the shareholders investment in the company.

Statement of Income and Retained Earnings

If the balance sheet is a snapshot of the company's finances at a single moment, the income statement is more like a movie. It links together several balance sheets and shows the company's financial performance over the period of a month, a quarter, or even several years. The income statement tallies up all income, subtract expenses and show how much money is left to reinvest in the company. It compares that number over a period of time.

Statement of Changes in Financial Position

This statement deals with working capital - money used on daily operations of the company. The statement, which may compare several years, shows how much working capital was available, and how it was spent.

Accountants' Report

Every annual report includes a report from an independent accountant. The accountant's report usually says that the annual report is a truthful reflection of the company's finances. It states that the report was compiled in compliance with normal auditing standards and accounting principles. The accountant will note if the annual report fails to meet one of these standards.

Understanding a company's financial status will help in making appropriate investment decisions.

LANGUAGE OF REPORTS

Reports are formal business writing. There are three areas of grammar useful when more formal, impersonal style is needed:

The passive:

An important decision is to be taken by the end of this month.

In exchange for the flexibility, employees are expected to remain in close contact with their managers.

It+passive:

It is recommended that the commercial banks should cut down their interest.

It was suggested that we use another carrier.

Compound nouns:

a planning meeting, a production planning meeting; the producers conference; the summer sales session; insurance documents; transport insurance documents

Informal language elements, like: contractions (It's; we'll; there's) or words and phrases like big, OK, nice; no way, fantastic, should not appear in reports

EXERCISES

I. Match the missing words in the following text: 1. Situation; 2. Pattern; 3. Insurance; 4. Influence;   Area; 6. Investigations; 7. Statements; 8. Current; 9. Increasing; 10. Evidences; 11 conclusion; 12. Circumstances.

Reports are widely used in every economic a) ________ they announce, explain or recommend a policy drawn as a b) _______ of a specific study. They can represent a starting point for new approaches, developments of new methods and operations, or they can be a result of c) _________ of certain events and evolution. They may be external, called in by a firm reviewing problems, such as business associates, surveyors reports or credit and d) _______ investigation. Internal sources may lead to the drafting of a report, when management investigates e) ________ efficiency. Reports follow a similar f) _____, their length depending on the subject it deals with. Its title is its content for short: Evolution of Industrial Structures between 1990-2000, Report on Transport Infrastructure Up-grading and possible foreign investments, Financial Conditional upon Reforms, etc. As a beginning, the report may start with its own summary or with the g) ______ and conditions that determined it. Objectives and limitations may be also stated as reports must give a background to the subject they study, allowing the reader or the listener to understand how the h) _____ arose, how it can be corrected, improved on or changed.

The body of the report itself consists of explaining the existing situation and offering evidence to support the i) ________ that the writer is making. Well selected and well presented facts, using visual aids also, are meant to convince and j) ________ the reader or the listener.

The last part of the report is represented by conclusions formed on the k) _________, and brought about by objective statements, drawing together all the

information about the situation. The conclusions draw out recommendations, suggestions to improve or change the l) ________ situation.

II. Read the following Auditors report to the members of BPP Holdings PLC. using the dictionary when necessary. Make relevant its structure according to the following headins:

III. Translate into English:

Raport al Presedintelui Consiliului de Administratie si al Directorului General

Banca TDR a confirmat in anul 2000 cresterea conturata in anul precedent, desi contextul macroeconomic a ramas dificil, in ciuda anumitor semne de relansare economica. Rezultatele bancii sunt elocvente: cu un rezultat net de 1030,8 miliarde lei, care indica o noua imbunatatire a indicatorilor sai financiari, TDR si-a manifestat capacitatea de a depasi dificultatile inerente perioadei de transformari pe care o traverseaza.

Banca detine in prezent peste 29% din piata creditului pentru persoane fizice, peste 19% din piata creditului pentru societati si ca urmare a increderii de care se bucura, a atras un volum de depuneri ale clientilor mai mare cu 23% decat cel de la sfarsitul anului precedent.

Preocuparea noastra a fost de a intari prestigiul si imaginea bancii, de a-i consolida identitatea, ca membra a unui grup international de marca, de a se

implica in economia tarii, de a crea produse si servicii noi, de a se adapta economiei romanesti. In anul 2000 am reusit sa marim cota de piata a bancii noastre (market quota), calitatea serviciilor, profitul bancii si deci si veniturile actionarilor, in conditii de deplina siguranta a resurselor clientelei noastre.

3. MINUTES

A business meeting is considered a gathering of businesspersons where purposive discourse occurs for exchanging information on a common topic or problem, for its better understanding or for solving a problem.

Their goals are sorted out, patterns of problem solving are resolved, personal and authority relationship are clarified. A part of the meeting is devoted usually to giving information and the other is devoted to problem solving. Three types of meetings help achieve these objectives:

Informative meetings are held to disseminate information and check on the understanding of those who attend. The staff learns, ask questions, and understand. No problem is solved, no recommendations for change, but rather each person gains an improved understanding of the issue. A usual format is to have an opening informative speech, by a person highly knowledgeable, on the topic, followed by a discussion. A suggested-solution meeting is called for comments on the options and a potential final solution to be discussed, but not decision is made. This meeting is informative and exploratory but the final decision may be taken at a second problem-solving meeting.

Sometimes a committee is authorized to call the group together. Then the secretary of the group is empowered to implement the board's decision, working with the chairperson to appoint the committee and set out the initial planning involves: purpose, members, meeting date, and time, place, and announcements responsibilities.

Minutes are documents that record the talks and decisions taken by the participants to a meting to fulfill a certain goal. The notes are usually taken by the secretary and then the document is fully drafted after the meeting from the notes, objectively and factually.

A minute should carry the following type of information:

- names of the participants

- kind of meeting (occasion al, regular)

- date /place of meeting

- time the meeting opens

- action of the group, stating exactly the decision and steps taken, the person in charge, motions and amendments, the voting results

- the time of adjournment

- the signature of the secretary and of the chairperson

EXERCISES

I. Match the following steps in organizing the meeting and their content:

1. Consider the problem and determine the purpose; 2. Decide who should participate; 3. Arrange for meeting date; Time and Place; 4. Announce the agenda; Physical Arrangements.

a) Generally the better days for meetings are Tuesday through Thursdays. However, some executives consider a good time for meetings early Monday or Friday. A poor time is Friday afternoon and immediately after lunch. Good times are 9 to 11 a.m. and 2 to 4 p.m. psychologically desirable as the participants work more alertly to help accomplish the goals of the meeting so that it will end on time. Depending on the audience size and the purpose of the meeting, the chosen place may be in the executive suite, a company conference room, an auditorium, a hotel, or a convention center.

b) Most often it is the meeting leader who words the question and prepares the agenda. The announcement is sent early enough to give the participants adequate time to prepare their thoughts on the matter.

c) If the purpose of the meeting can be better attained by telephone, memos, letters, video teleconferencing or electronic mail, the participants should not be called together for a meeting.

The meeting topic must be genuine, really important and meaningful for the conferees. It must present a difficulty within the experience of the meeting attendees. The problem should also be limited adequately in order to have enough time to solve it within the meeting or decided by the group or about which recommendations can be made to a higher administrative body.

d) Business committees have a consistent group of attendees. The invitees should always be those that can have a special contribution to the problem solving. The more difficult the problem the smaller the group - sometimes five or fewer people. But a solution discovery meeting can have 10 or 20 participants for a brainstorming session. To review and discuss regular department activities 30 might be invited. For informational meetings, hundreds may be interested and gain useful explanations.

f)      Most likely the chairperson will arrange the seating, perhaps in a circle, or around the conference table, or U shape, so the conferees can easily see one another and the chairperson. Items to consider are chalk boards, whiteboards, marking pencils, chalk, erasers, pencils, papers, flip sheets, microphones, projectors, visual aids (charts, tables, and graphs). Drinking water, glasses and ashtrays (if smoking is allowed) should be handy. Name cards may be useful if the participants are not personally acquainted.

II. Methods of solving problems in meeting: There are three ways that may be used to solve problems in meeting: Intuition (rapid insight into a problem), rationalization (justification attempts over time) or scientific, reflexive thinking (logical progression) to come to an answer. The last one will be the object of this exercise. Match the solution steps and their description:

1. State the problem in the form of an affirmative question; 2. Collect facts on the history of the problem 3. Establish criteria for the solution discovery; 4. List possible solutions; Solution evaluation. 6. Choice of action.

a) After having taken the final decision, the solution must be implemented. A precise office or person within the firm is asked to do that and the proposal is assigned a budget. Setting a time for completing the solution is central to the action step.

b) All group members and others will judge solutions according to well-established criteria. Criteria for assessing solutions include workability, feasibility, acceptability, positive or negative consequences, costs, number of people impacted, and return of investment.

c) Facts are collected about the problem having in view the following possible questions:

- The history of the problem

- Symptoms of the problem

- The extent and the seriousness of the problem

- Size of the problem

- Possible causes and effects (management, labor unions, governmental policy)

- The way other companies handle the problem

- Analyze previous solutions taken without positive results

d) The process of listing as many ideas as possible without judgment from any group member - even for off-the-wall solutions (brainstorming) is a favored method. The chairperson and the participants consider several alternative solutions, ranging from practical to highly innovative. The list is then shortened, in the light of stated criteria. Several good ideas may thus arise, and later serve as a list from which the final solution may come.

e) The central issue is phrased in a neutral question form. Affirmative wording is preferable; because a negatively worded question is confusing and has a negative impact on the group members. If the issue is clearly set, it follows that the answer or answers will help to solve the problem. Conciseness, concreteness, clarity should be the criteria to follow when raising the issue of any meeting.

f) It follows the evaluation of suggestions in light of the stated criteria. The pros and cons of each solution are weighed, to see one particular solution truly will solve the problem or will create new ones. The discussion may end by creating entirely new solutions or combine new parts of several solutions.

III. Use the dictionary and supply definitions for the following:

1. Conference; 2. Colloquy; 3. Symposium; 4. Committee;   Panel forum; 6. Debate.

IV. Follow-up meeting:

After having decided upon the matter discussed in the meeting, responsible committees, departments or individuals are appointed to carry out the chosen action. Copies of the minutes the secretary or assistant prepared should be sent to the meeting attendees soon after the meeting. They usually include:

Name of the organization

Date, time, place of the meeting

Names of the members present

Names of any other present as invited

Name of the chairperson, rank the recording secretary

Brief summary of the reports, if any, by those listed on the agenda

Highlights of solutions presented and decisions made

Time of adjournment and (if announced) date of the next meeting

Read the following two minutes and mind the differences.

A.

B.

V. Translate into English:

Recomandari privind intocmirea unei convocari pentru o sedinta eficienta:

1. Specificati data, locul ora de incepere si ora de incheiere a intalnirii.

2. Prezentati, in linii generale, scopul intalnirii. In cel mult doua fraze, specificati motivul pentru care se tine sedinta si ce se urmareste.

3. Mentionati particitpantii la sedinta. Acestia trebuie sa stie cine va mai lua parte la sedinta, in ce departamente lucreaza si care va fi contributia lor la desfasurarea sedintei.

4. Enumerati subiecte in ordinea in care vor fi abordate.

Anuntati cat timp alocati discutarii fiecarui subiect. Atunci cand alocati o limita de timp pentru tratarea fiecarei probleme, aceasta se va stabili in functie de importanta fiecareia dintre ele.

6. Specificati ce materiale trebuie consultate inainte de sedinta sau ce se cere fiecarui participant.

7. Distribuiti ordinea de zi (agenda) tuturor membrilor grupului, cu cel putin o saptamana inaintea sedintei.