Unit11

Steps

to

Chair

a

Meeting

OpeningameetingIIntroducing

a

speakerII2Organizing

a

discussionIIIThanking

the

speakerIVAdjourning

or

closing

a

meetingVPoints

for

attentioninChartingaMeetingVIReflections

and

practiceVIIAftercompletingthissection,youwillbeabletobefamiliarwiththestepstochairameeting;knowhowtoopenameeting；knowhowtointroduceaspeaker;knowhowtoorganizeadiscussion;knowhowtothankthespeaker;knowhowtoadjournorcloseameeting.3PartIOpening

a

Meeting4OpeningaMeetingself

introductionthird

party’s

introductiondirect

announcementcreating

a

speech

atmosphere5Self-introductionagoodwaytoremindtheparticipantsthatitistimetostartthesessionLadiesandgentlemen,mynameis…from….I’mgoingtochairthismorning’ssession.It’sapleasureformetowelcomeallofyouhere.Accordingtotheschedule,it’stimetostart.Nowlet’sinviteMr.…first,please.6Thirdparty’sintroductionthePresiderwillgenerallyfirstthanktheintroducerandthenstartchairingthesession.

Thankyou,Dr.…foryourkindintroduction.Ladiesandgentlemen,it’smygreathonortochairthismorning’ssession,andIappreciateverymuchyourcooperationandsupport.Shallwestart?

7Direct

announcementItismorecommonforPresiderstodirectlyasktheparticipantstobeseatedandannouncetheopening,withoutself-introductionorbeingintroducedbyothers.

Dearcolleagues,mayIhaveyourattentionplease?Sinceallpresentersarehere,shallwegetdowntobusinessnow?Theprogramtodaywillbelikethis…

8CreatingaspeechatmosphereCreatingaspeechatmospherewhereallparticipantsarecandidandhonestinsharingtheiropinionscanalsobeagoodwaytostart.

Ladiesandgentlemen,let’sgetdowntobusiness.Ourthemetodayis…We

sincerelyhopethatallparticipantsreportfullyonfindingsoftheirresearchandexchangeideasfranklyandclearly.9Chair’sIntroductionat

Singapore

Infrastructure

Finance

Summit

201110PartIIIntroducingaspeaker11IntroducingaSpeakerdirect

introductionappreciative

introductionbackground

introductiontransitional

introduction12Directintroductionthemoststraightforwardway

todirectlyprovideinformationaboutthespeaker’sname,title,affiliationandtitleofthepapertobepresented.

OurnextpresenterisDr.…fromCapitalMedicalUniversity.Hewilladdresstheissueof…

13Appreciativeintroduction

to

showappreciationofthepresenter’sworkwhilegivingtheintroduction.

Dr.…hasachievedanencouragingbreakthroughinpreventionandtreatmentofcardiovasculardiseases,drawingattentionfromacademicsbothinChinaandabroad.Itisourhonortohavehimtodaytogiveusatalkon…

14

BackgroundintroductionAnecdotalintroductiontothespeaker’sbackgroundcanlivenuptheatmosphereandcreateafriendlyambianceforthenextpresentation.

Dearcolleagues,mayIhaveyourattentionplease?Sinceallpresentersarehere,shallwegetdowntobusinessnow?Theprogramtodaywillbelikethis…

15CreatingaspeechatmosphereCreatingaspeechatmospherewhereallparticipantsarecandidandhonestinsharingtheiropinionscanalsobeagoodwaytostart.

OurnextspeakerisDr.…Hewasrecentlyawarded“ThousandTalents

Program”forhisoutstandingresearchandinterviewedbyCCTVforhisachievements.Wearehonoredtohavehimwithustoday.Hewillsharehisfindingswithus.Dr.…,please!

16Transitionalintroductionto

connectthenextpresentationwiththepreviousone.Thecoherenceandsmoothnessthuscreatedcouldcomplimentthepreviousspeaker,introducethenextandsatisfytheaudience.Thankyou,Dr.…foryourinsightfulreportontherecentprogressindiagnosingotitis.Ournextspeaker,Prof.…willexplorefurtheronthetreatmentofthedisease.IwouldliketocalluponProf.…topresent….17Threestepsto

introduce

another

speaker18ThreestepsforintroductionStep1:Thesetup.Itistointroducethecurrentsituation,thespeaker’snameandbackground;Step2:Thepitch.Itistoreportwhatthespeakerwilldo;Step3:Closing.Itistopointouttheimportance,whatwillhappenandwhattheaudienceshoulddo.19PartIIIOrganizingadiscussion20Organizing

a

discussioncalling

on

participantsreminding

speakersmoderating

disputesgeneralizing

main

pointskeeping

the

allocated

timemonitoring

the

discussion21Callingonparticipantstoencouragetheparticipantstojoinmoreactivelyinthe

discussionwhentheyhesitatetospeakout

directquestionstoinviteparticipation

Ladiesandgentlemen,arethereanyquestionsconcerningDr.…’stalk?

Aswestillhaveafewminutesinhand,mayIaskifthereareanyquestionsforthespeaker?

Arethereanymorequestions?Ihaveaquestionhere.Prof.…

22Remindingspeakerstosteerthediscussionbackoncoursewhenitgoesastrayfromtopicsontheagendato

remindspeakersofthetopicunderdiscussionandguidethetalktothedesireddirectionI’mafraidwehavegonebeyondtherangeofourpresenttopic.Canwecomebacktothemaintheme?

Let’skeeptotheimmediatesubject,whichis…

23Moderatingdisputes

tomoderatedisputeswhendivergentopinionsappear

to

keepthebalance,eitherbytakinganobjectiveviewofbothsidesofthedispute,orbyshiftingattentiontemporarilyandleavingthedisputetoaproperoccasiontosettle.

AnycommentsregardingpointsdebatedbyDr.…andDr.…?

Itseemsthatthedifferencecannotberesolvedinsuchashortdiscussion.Canwemoveontothenextpoint?

24Generalizingmainpoints

tonarrowthediscussiondowntoseveralmainpointsto

taketheresponsibilitytoguide,leadandsummarizethediscussion.Theopinionswehavepresentedcanbesummarizedintothetwomainpositions.Oneis…theotheris…

Ourdiscussionsofarcoversthefollowingthreepoints…

25Keepingtheallocatedtime

toremindspeakersofthetimeleftbeforetheendofthesession.

Accordingtotheschedule,westillhavethreeminutesforthissession.Anymorecomments?

Wearealready5minutesbehindtheschedule.I’mafraidwedon’thavethetimefordiscussionafterDr.…’stalk.26Monitoringthediscussion

to

keeptheorderofthesessionto

managesmoothprogressionofthediscussion.

Dr.…,couldyouspeakintothemicrophonesothateveryonecanhearyou?

Youcanwriteyourquestionsonthesheetdistributedjustnow.Thesheetswillbecollectedduringteabreakforanswerslateron.27PartIVThanking

the

speaker28Thanking

the

speakerto

brieflysummarizethespeaker’sfindingsto

commentonthespeaker’scontribution

to

expressthankstothespeaker.Thankyou,Dr.…foryourinsightfultalk.Wehavedefinitelygainedadeeperinsightoftheproblemsfacingus.29PartVAdjourning

or

closing

a

meeting

30Thanking

the

speakertoclosethemeetingwhentheagendaisfinished

Thatcoversallontoday’sagenda.Ladiesandgentlemen,let’scallitaday.Thankyouforyourcooperation.

31PartVIPoints

for

attention32Howtobethechairofameeting33ThreesimpletipsHaveaclearagenda.toknowhowlongeachsessionlaststo

markpreciselythetimeforeachpartto

encourageeverybodytocontributeAuthoritativevoice

to

talklowandslowto

keepyourpalmsdownPosture

Situprightandberelaxed.

34What

does

CHAIR

refer

to?35CHAIRCommence

on

timeHave

a

highlighted

timetableAdvise

speakersInterrupt

and

stopReady

with

questions36PartVIIReflection

and

practice37Reflectionandpracticegroup

discussionrole

playgroup

discussionrole

playteam

project38Group

discussionYouaregoingtobethechairforasessionofasymposiumon“AdvancesinResearchonNeuroscience”.Therewouldbefourspeakersinyoursession,whosetopicsareallcenteredonthetheme“SleepDisordersinParkinson’sDisease”.Howcanyouopenthesession?Formgroupsoffourandcomeupwithasmanywaystoopenthemeetingaspossible.39SampleanswerWecanbegininthefollowingthreeways.Byself-introduction:Ladiesandgentlemen,IamProf.…from….I’mgoingtochairthismorning’sessionon‘SleepDisordersinParkinson’sDisease’.Accordingtotheschedule,it’stimetostart.Wehavefourspeakersthismorning.Firstlet’sinvite…

40Sample

answerBydirectannouncement:Dearcolleagues,mayIhaveyourattentionplease?Welcometothesessionon‘SleepDisordersinParkinson’sDisease’.Sinceallpresentersarehere,shallwestartnow?Theprogramtodaywillbelikethis…

41Sample

answerBycreatingaspeechatmosphereLadiesandgentlemen,let’sgetdowntobusiness.Ourthemetodayis‘SleepDisordersinParkinson’sDisease’.Wesincerelyhopethatallparticipantsreportfullyontheirfindingsandthatwecanhavecandidandthoroughdiscussions.42Role

playWorkingroupsoffourandsimulateameetingoninternalmedicine.StudentAactsasaprofessionalininternalmedicine,andisinvitedtochair“InternalMedicineMeeting2018”.StudentBplaystheroleofthefirstspeaker—Dr.Smith,ProfessorofDermatologyandDirector

oftheDepartmentofDermatologyofPennsylvaniaStateHersheyMedicalCenter,whowilldiscuss“DermatologyfortheInternist”.StudentsCandDaretheaudience.PleasestartthesessionwithStudentA’sself-introductionandintroductionofStudentB.Switchrolesandseeinhowmanywaysyoucanfinishthetask.

43Sample

answerStudentA:Ladiesandgentlemen,IamProfHufromPekingUniversity.It’smygreathonortochair‘InternalMedicineMeeting2018’.Iappreciateverymuchyourcooperationandsupport.Shallwestart?Firstlet’sinviteDr.Smith,ProfessorofDermatologyanddirectoroftheDepartmentofDermatologyofPennsylvaniaStateHersheyMedicalCenter.Hewilladdresstheissueof‘DermatologyfortheInternist’.StudentB:Thankyou,Prof.Huforyourkindintroduction…

44Group

discussionFormgroupsofsixandsimulateadiscussionsessioninthe“InternationalConferenceonSpineandSpinalDisorders”.ThespeakerDr.Nejatihasjustfinishedhistalk“TreatmentofSacroiliacJointDysfunction:ExerciseorManipulation”.Nowitisdiscussiontime.ActoutthefollowingscenarioswithonestudentasthePresider,oneasDr.Nejatiandothersastheaudience.Whenparticipantshesitatetospeakout;Whenthediscussiongoesastray;Whendivergentopinionsappear;

Whenthediscussionisrunningoutoftime.

45SampleanswerThePresiderplaysanessentialroleinorganizingadiscussion.Hemayemploydifferentstrategiesinvarioussettings.Whenparticipantshesitatetospeakout,hecancallonparticipantstojoininthediscussionbysaying“Ladiesandgentlemen,arethereanyquestionsconcerningDr.Nejati’stalk?”Whenthediscussiongoesastray,hecansteerthediscussionbackoncoursebyremindingparticipantsthat“I’mafraidwehavegonebeyondtherangeofthepresentdiscussion;canwecomebacktothethemeoftreatmentofsacroiliacjointdysfunction?”

46Sample

answerWhendivergentopinionsappear,heneedstomoderatedisputeswithsuggestionssuchas“Itseemsthatthedifferenceconcerningabettertreatmentforsacroiliacjointdysfunctioncannotberesolvedinsuchashortdiscussion.Canwemoveontothenextpoint?”Whenthediscussionisrunningoutoftime,he’dbetterremindspeakersofthetimeleftwithstatementslike“Iamafraidwearealready5minutesbehindtheschedule,soweonlyhavethreeminutesforthediscussionafterDr.Nejati’stalk.”

47RoleplayYouarechairingthesessionentitled“GestationalHypertension”inthe“5thInternationalConferenceonHypertension&Healthcare”.ThelastpresenterDr.Bellomohasfinishedhertalk“PrognosticValueof24-hourBloodPressureinPregnancy”.Howwouldyouthankherandwrapupthesession?

48SampleanswerThankyou,Dr.Bellomoforyourinsightfultalk.Wehavegainedadeeperinsightoftheprognosticvalueof24-hourbloodpressureinpregnancy.Andthatco