Unit 2Setting the agenda

Tatit Kurniasih20125216013

Here is a dialogue between Levien Team and Okus Team. Levien wants to make a tender with Okus and Okus should make a proposal and do a project presentation :

Member of Okus Team : Member of Levien Team :

Karen Black (KB) Andrew Carter (AC)

Francoise Quantin (FQ)

Sean Morrissey (SM)

This dialogue has 2 section. The first section titled as :

“Karen Black and Andrew Carter wait Francois Quantin to

set an agenda”. This section shows what would happen if there is

a meeting without a goal and agenda. This wrong example shows us

how important the agenda is. Agenda can be describe as a tools

that makes everything goes in a right order, timing and sequence. It

help us to reach our goals and objective with a right time and place.

The second section is showing the right example of setting an

agenda before participate in a meeting, the title is : “Francois

Quantin sets an agenda for the negotiation”. This section has

better direction, structured and has a clear thinking message.

Francois has made a timeline, a goal that makes this negotiation run

as they wanted before. To understand what I have written here, let’s

going trough this video and read my explanation below.

Additional Description :<…> = in the minute of

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{…} = gestures(…) = action[…] = explanation

Session 1Wrong Example : “Karen Black and Andrew Carter wait for

Francoise Quantin to set the agenda” <03:46>

<03:54>FQ : “We have studied your proposal with interest and generally its seems too fit with our need, but I am especially worried about custom my team.”[this meeting started with a doubt and worry, the intonation of FQ is telling us that she is not confident and sure about this negotiation and this project. This sentence seems simple but it can makes the other feels also not confident and thinking negatively. Beside that, FQ start this meeting with a wrong topic, she should open this meeting by telling the other what they expected from this meeting, so they can achieve their goal].

<04:08>KB : “Perhaps Andrew could present the proposal and then you’ll see …”{shocked and frizzed} (Interrupted by FQ)[It is not good if there is an interruption with a loud and strong intonation that makes KB shocked and frizzed for a moment. It also makes the meeting environment become hot and not convenient. KB can not (at least) tell her point of view, she can not explain why she suggest Andrew to do the presentation.]

<04:12>FQ : (interruption) {seems selfish and full of ignorance} “I am sure you can understand my concern as a team of people unity, they are very dedicative of course but they are very unsettled.”[FQ give the effect of ignorance of the importance of the other feelings. She can not understand their feeling and she looks selfish and not professional.]

<04:21>AC : {confident and innocence} “Can I suggest we present the pluses for you if you choose Okus, than perhaps we can identified your areas of…”

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[this condition getting hot because AC force to give the presentation first to get the point, he can’t wait patiently]

<04:29>SM : {angry, don’t care, selfish, sulked} “We do need some sovereignness here, any cut are going to be the approval in the work council!”[SM don’t care about Okus presentation, he just want to hear about the staff issues, he can’t control his emotion until he snap at AC, angrily].

<04:35>FQ : {looks worried and trying to be calm} “We must solve this out before we continue.”[FQ wants Okus to solve staff problem first before do the presentation because she wants to keep her staff steady in the team].

<04:39>KB : {panic, confused and have no idea, blank} “I see, have you got the documents about rehiring staff …?? {looking at AC for a while} I some show you understand, staffing is medical stories for us and prices, obeys on the staffing proposal we have made. Now, If you can agree to the prices before we go …”[KB try to calm down the situation and persuade Levien Team to talk and agree to the prices first before talking about staff issues]{While SM looks ignorant and arrogant while playing with his pen, he just look up and down and he don’t want to look their –AC & KB- eyes, even their face!}

<05:00>SM : “No, we can talk prices later, we want to result the staffing issues first, That two separate problems…”[SM seems don’t want to let AC talking, he don’t want to hear them, he looks so stubborn and annoying].

<05:08> (interrupted by AC)AC : {trying to be calm} “But what Karen is saying is the two independent…”[AC try to hold a brief to KB by explain the different thing but it is useless]

<05:10>SM : “Not, for us they’re not. We want close on the staffing issues first, You are not only the one that is in the table, you know?”

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{angry and cloyed} [SM underestimate and give a threat to Okus by pull up one side of his moustache and slit his eyes]

This negotiation ends with an ambiguity, not clear and not achieve the goal. Too many interruptions, too many high-pitch intonation and uncontrolled emotions, here. These things makes this negotiation become awful and seems to be a ridiculous meeting.

SECTION 2Right example : “Francoise Quantin sets an agenda for the

negotiations”. <05.35>

<05:37>FQ : {looks affirm and strict} “I’d Like to start by seeing the new word today and what we expect to achieve, one thing I’d like to clarify from the start is that we see Okus as a strong candidate, but of course not the only one, what we hope to do today is to find enough common ground. Is that clear?” [FQ wants to show the meeting sequence before she start to make this meeting runs in a good order, she also wants to make her honoured guest feel confident and comfort to be there. She also wants to make sure that their meeting participant is understand the point that they have to get in the end of the meeting].

<06:01>AC : {nodding} (seems agree) “…”<06:01>KB : {nodding and smiling} “Fine”{looks nervous at first but looks proud and glad after hear FQ sentence}

<06:03>FQ : {looks believe to, give a trust to AC} Heheh, I do read an Agenda, First we’d like you to present the proposal, we have read it but we’d like you go over the more critical areas, Andrew, understand you can prepare to do this.[FQ had started with a good sequence and polite request to AC, so AC looks enthusiastic and confident]

<06:16>SM : {smiling} “…”[SM looks believe to AC and KB as a strong candidate and he let them to do the presentation, he don’t want to interrupt them with any question, his smile makes him looks humble, not horrifying and annoying]

<06:18>

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AC : {smiling with an open heart, relieved} “you two take ten to fifteen minutes, please feel free to asking questions when I am talking…”[AC looks very confident and charming, he don’t feel hesitate to talk with his client. This attitude can be a strong point to assured the client and to get the client’s trust]

<06:22>FQ : {looks convinced and disciplined} “Good, that will help us to identify issues which need more discussion. After that I suggest we try and we solve any outstanding differences and then finally assuming that we can agree, I saw we could be have make an action plans for the next few months” [FQ has a good plan to make this meeting flows naturally but still in the formal corridor, she doesn’t take out the essence of this tender, so she can get into the point and achieve their goals. She looks humble but professional, that is a good attitude].

<06:44>SM : {smiling and welcoming warmly} “I just want to say that you can use the next stores anytime, there is a coffee and stuff there that you needed.”[SM looks friendly and kind, he is very welcome to KB and AC and actually, he doesn’t looks like a cruel man].

<06:48>KB : {smiling happily} “Thanks”[KB looks happy and relieved, she is very exited]

<06:49>FQ : {looks curious} “What about the ends of the day? Are you flying back this evening?”[FQ try to get another information about her parter, it shows that she is care to them and it prove that they are welcome to Okus Team]

<06:53>KB : “Yes well, because we could not get room at the airport hotel”{smiling, answer it clearly} [KB is trying to answer it politely}

<06:57>SM : {smiling} “I am sure we will can get some more better than that.” [SM wants them to feel comfort and enjoy in this office, it means he is very welcome to them, this is a positive signal that has to be used to endorse Okus to win the tender].

<07:00>

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FQ : {smiling and little laugh} “Hopefully, you wont did in the hotel.” [FQ wants her honoured guest to get the best things while they are in her town, she hope they can enjoy to be here until the meeting is over].This ending is better than the first section, because they are doing the right things, they do make a clear plan, clear goal and clear target. They can reach their goal because they know with whom they are talking, what to achieve, where to go and when they should over the meeting. FQ seems to do an audience analysis before she open the meeting, she set an agenda and manage it with a well prepared.Good Job!Thank you.

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