BEYOND ARRANGING A MEETING

End of this Feb I received a e-mail, which is sent to me and cc to his counterpart of one of our dealers, from my senior sales manager saying "Could you please arrange a 2 hour meeting between X and Y regarding sales and order process and how to improve our communication". He also mentioned all participants of our side and asked his counterpart for the contact person about the meeting. gf"Xmwe gZ"sE
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Honestly it is the first time for me to do it. A little worrying.}-_H6kcE

n%tl8Jsb @4_/J2X Then within thirty minutes I received a responsive letter from the Australian, the manager of our dealer, nominating one lady in charge of the arrangement of the meeting. Very soon the lady sent me her participant list, excluding her. As far as I know, she must attend it. So I called her and confirmed my perception.
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|En$C l mZx Ok. After the list, what to do?  I asked my manager when is available for him and he offered five dates from middle of March. Then again I asked our dealer side for a convenient day and she chose one.
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So I contacted with our participants one by one to ask whether the date is right for them. For two colleagues I did not find them in office so I wrote them a letter.
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After lunch I received their OK replies and one guy asked for Agenda of the meeting. I met him at his seats telling him I'll send all the Agenda before all things are set up. He suggested that I'd better ask all whether they need to address or to know what kind of questions. He expressed he'd like to address the process about tech support.)PC*ru]eX

e5W!P!\6vst_+B I see. My manager, a newcomer German guy, might think in his own way. But most time all topics concerned with the meeting shall be agreed and then submitted to for notification instead of normal discussion. For those we could not reach a satisfactory conclusion and we did not cover beofore the meeting shall be discussed during the meeting. Otherwise it costs time without efficiency.7\2Ej.x7ug

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d Realizing this I sent one e-mail to all our attendees and the contact lady asking for topics and suggestions. For you know, how to improve communication is too abstract to express in agenda.1oWCeE-@;i
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Next to book a meeting room. lO? T&K}w
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7p9Um PG1WLE!M Then I met my manager again for the exact date and possible issues. He marked on his calendary and told me "you lead".  That's him. Many Chinese mangers seem missing this kind of let-go attitude.
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Then I drafted and sent a formal letter to all participant of our side and the contact lady, attached with an Agenda.
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The first phase is over and I could take a breath. It is a simple case in most eyes, especially for the task allocatee. But the executant

Q4Q\M"J%?;W y? shall do a lot of trifles. So let's just respect those me kind of small potatos.
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Two more things I'd like to mention here:A@5h_O2F/vn'|I6P
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One is agenda, which should include name of "Agenda", companies or departments involved, date and time, place, name of the meeting room, the addressers, their topics, and possible time.M0vPJRs

b)E@#c p0Ai Another is the letter. Most guys are easy to ignore the subject of an e-mail, which is unprofessional. Z^\ mV `'WY

T#wn%Z)i!l With a simple and exact subject, both you and the receivers could save a lot of time, even if they or you  might search the letter years later. I named it as "meeting between X and Y on sales on 9:00-11:00am on Mar. 12 in Room @@". A little longer. Just for reference. At least you should get the main content of the e-mail from the subject line. It is also applicable to Fob forum. Getting a good subject for your post or threats. The subject is as much as a head to a guy. If she is pretty, could you resist the temptation?0pXQ^;E5A
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As to content, no superfluous words or no missing. From years of experience in Fob, I found most questions from most translation asker are unclear and unreasonable. If you asked him, he might get no answer either. Say, if you only have a beautiful face, someone might see you at their first eyes. But how to keep them to enjoy you at the same time enjoying themselves. Nothing but dressing up well and decent. Frankly, it is a little difficult to ask qualified questions.^(ES^F"{ av

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a+x7H0uy4e,T/q Do think and do in the others' shoes, whether they are colleagues, superiors, underlings, business partners, or competitors. _;z(v,q$xAjRZ o

&D9H@|bFd6Y [[i] Last edited by NORTHGUY(LONG) at 2008-3-4 08:30 [/i]]

Well  done.
8F6NJD N2^/zQ/y You have taken an example for me. I am an export salesman, but I know a little.
0eOL6l2a/[e If you are free, could you tell me something about export trade?rl"Gy,`
Thanks!

[quote]Originally posted by [i]NORTHGUY(LONG)[/i] at 2008-3-4 00:23 [url=http://forum.fobshanghai.com/redirect.php?goto=findpost&pid=3223066&ptid=318476][img]http://forum.fobshanghai.com/images/common/back.gif[/img][/url]
6at:rBg8y7p{ Do think and do in the others' shoes[/quote]
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Exactly!

[quote]Originally posted by [i]NORTHGUY(LONG)[/i] at 2008-3-4 00:23 [url=http://forum.fobshanghai.com/redirect.php?goto=findpost&pid=3223066&ptid=318476][img]http://forum.fobshanghai.com/images/common/back.gif[/img][/url]{.`0|o*hox-q
[color=DarkGreen]Two more things I'd like to mention here:"Z~n!`U
One is agenda, which should include name of "Agenda", companies or departments involved, date and time, place, name of the meeting room, the addressers, their topics, and possible time.$T h'N}(z[cy
Another is the letter. Most guys are easy to ignore the subject of an e-mail, which is unprofessional. [/color]xk&ntatxH)wV
[/quote]
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E#Wkr%P It is a little long but i read it through.w!N Gz \'}C/~
I am wondering how is it going now??
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l3h:De%e2S That is why a name or title is especially important to a company or small shop as well.:lol /m r:?6TJpn(F [ \

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sleep so late.:L 6?"p*B'sy~-`Be#O
I am feeling tired now cos i watched a movie last night and was excited about it for a little while.Then sleept late during my working days.:Q

For me, I first thank you for showing me so good English!
!MBw(K0Yo1G I think I need learn from you first on English:lol
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And also thank you so much for sharing your experience on the meeting arrangement

Thanks for your sharing..mq_9ik[-y

,cQZ j+NZ You are very good at finishing it.

it feels like you are really that kind of guy doing great biz
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O9J1fb0fu8EX not like me just a rookie in my entire careerH3q@%Y~/ik
people need experience before he can really manage sth6wj$s8~R.MU
wanna hearing from you (msn zhengliang#live.com

I dealed with many meeting arrangements before,  same process.
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3A }q$l8@$n 1.often I got a topic and participate list of our vice gengeral manage , aa&wd;q:Q^
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2.and then  advice all participate by phone, tell them time, topic,meeting room.
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3.reply vice general mange how many people can attend, the reason  can't attend  and so on5\R/G-C5L/P
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ub3cv?{ ` 4.before 3 mintures meeting, I will go to meeting room to check participate, and recall who don't come to meeting room, and give a call to vice general manger to remind him
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I agree with u "I named it as "meeting between X and Y on sales on 9:00-11:00am on Mar. 12 in Room @@". " but u don't know who read your email, maybe some one are not in office,  so u don't how many people will attend meeting, and the reason can't attend meeting.
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v6q7t m just personal opinion.7f7p;F:Eo@O*t
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9|#~V*y[ ] [[i] Last edited by LightTea at 2008-4-30 14:49 [/i]]

I have not been in a meeting by now,j#sVs N(CZ

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