Languages Discipline, Hong Kong Institute of Vocational Education

LAN3100 English and Communication: Workplace Interaction

Assignment: Meeting (25%)
Notes to Students
Class

Date

Assignment Time

Venue

Lesson 7
*You must arrive at the venue 10 minutes before the assignment time.
Assignment Coverage
The assignment will consist of one speaking task and you will be required to run a meeting to discuss
agenda items in a work related context.

You have to demonstrate your meeting skills and

discussion strategies learned in the lessons.

You will be assessed on the following criteria:

Opening, managing and closing a meeting

Expressing your views and interacting with others using appropriate language for handling
suggestions, offers, preference, explanations, discussion/ argument and evaluation

Turn-taking and non-verbal signals

Accuracy in grammar

Range of vocabulary and expressions used

Fluency, pronunciation, stress and intonation

Assignment Preparation
1. You will form groups of 4 as far as possible. There should not be fewer than 3 persons in a
group. This will be done in class by drawing lots before the assignment.
2. Follow the assignment schedule and make sure you are punctual.
3. Pay special attention and review the class handouts on meetings and hold simulation meetings
with your group members in advance.

Assess your own performance with reference to the

above criteria.
Preparation
1. You should arrive 10 minutes before the start of the assignment and wait quietly outside the
venue.
2. After entering the venue, you will be given a role card based on the role agreed among group
members.
3. You will also be given an A4 paper for taking notes during the discussion. Do not write anything
on the role card.
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During the Assignment

1. Follow the teachers instruction concerning seating arrangement.
2. Read out the following identification message as printed on the Role Card. Fill in your personal
information. Role A will begin.
Im (your name), student A/B/C/D*. (State one only.)
3. The discussion will last 12 minutes (for groups of 4) or 9 minutes (for groups of 3).

You should

stop talking when the time is up.

4. Focus on other group members comments as you will be interacting with them.
5. You could take notes on the A4 paper provided when necessary. Do not write anything on the role
card.
6. You must return the role card and the A4 paper to your teacher at the end of the assignment.
Important Points to Note
1. You should not simply read out the information from the role card but should try to express your
own ideas with the prompts given.

You are highly encouraged to add appropriate information

when required.
2. Listen to your group members opinions and try to participate in the meeting as fully as possible.
You should project your voice clearly.
3. Do not dominate the meeting.
4. You should not coach / help other group members about what to say during the
assignment.

Do not peek or point at other group members role cards during the

assignment.
5. As there is no chairmans role, one of you should take the initiative to start the discussion.
6. Students performance in the EA will be video-taped for verification purpose.
Lateness
Students arriving late for the assignment will be marked as absent.
Absence
Students who are absent from the assignment because of a valid reason must submit the original,
relevant documentary evidence to the module teacher no later than 3 working days after the
assignment date. Approval / Disapproval for retaking the assignment will be granted by the Head of
the Language Centre. Upon approval, students will be notified of the arrangements.

LAN3100 E&C: Workplace Interaction

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Languages Discipline, Hong Kong Institute of Vocational Education

Situation
You work for HMB Inc., a Hong Kong based manufacturer which produces computer peripherals. It
has many retail outlets to sell its products. Recently, there has been a decline in business due to
keen competition. There is an urgent need to promote business and reduce current costs. You are
going to brainstorm for a list of suggestions in a group discussion.
Use all the information on your role card (with your handwritten notes in italics) for the discussion.
You should make and respond to suggestions and give explanations for your viewpoints.

Role A
Representative of Research & Development Department
Items for discussion
1. Promotion strategies

TV ads (reach a wide range of audience very

cost-effective)
2. Cost reduction

Close down retail outlets (last resort only drastic

drop in sales)
Move manufacturing factory to Shenzhen (cheap land
price investment in research and development)
3. Suggestions other than 1 & 2

Retrain technical staff develop phone apps for business

sector

Situation
You work for HMB Inc., a Hong Kong based manufacturer which produces computer peripherals. It
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Languages Discipline, Hong Kong Institute of Vocational Education

has many retail outlets to sell its products. Recently, there has been a decline in business due to
keen competition. There is an urgent need to promote business and reduce current costs. You are
going to brainstorm for a list of suggestions in a group discussion.
Use all the information on your role card (with your handwritten notes in italics) for the discussion.
You should make and respond to suggestions and give explanations for your viewpoints.

Role B
Representative of Sales & Marketing Department
Items for discussion
1. Promotion strategies

Online promotion attract new customers through

websites
2. Cost reduction

Close down retail outlets personal contact with

customers
Move manufacturing factory to Shenzhen affect
production quality
3. Suggestions other than 1 & 2

Hire part-time promoters for telemarketing

Situation
You work for HMB Inc., a Hong Kong based manufacturer which produces computer peripherals. It
has many retail outlets to sell its products. Recently, there has been a decline in business due to
keen competition. There is an urgent need to promote business and reduce current costs. You are
LAN3100 E&C: Workplace Interaction
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Languages Discipline, Hong Kong Institute of Vocational Education

going to brainstorm for a list of suggestions in a group discussion.

Use all the information on your role card (with your handwritten notes in italics) for the discussion.
You should make and respond to suggestions and give explanations for your viewpoints.

Role C
Representative of Human Resources Department
Items for discussion
1. Promotion strategies

Provide discounts for bulk purchase (at least 15%

encourage customers to buy more)

2. Cost reduction

Close down retail outlets choose only outlets in

remote areas / small shopping centres

Move manufacturing factory to Shenzhen labour
cost
3. Suggestions other than 1 & 2

Telemarketing very low success rate

Situation
You work for HMB Inc., a Hong Kong based manufacturer which produces computer peripherals. It
has many retail outlets to sell its products. Recently, there has been a decline in business due to
keen competition. There is an urgent need to promote business and reduce current costs. You are
going to brainstorm for a list of suggestions in a group discussion.

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Languages Discipline, Hong Kong Institute of Vocational Education

Use all the information on your role card (with your handwritten notes in italics) for the discussion.
You should make and respond to suggestions and give explanations for your viewpoints.

Role D
Representative of Finance Department
Items for discussion
1. Promotion strategies

Newspaper ads low cost, within budget

2. Cost reduction

Close down retail outlets rent small promotional

booths in popular shopping malls instead

Move manufacturing factory to Shenzhen involve
high transportation cost
3. Suggestions other than 1 & 2

Fire staff who cannot meet sales target

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