6. Danh mục công việc tổ chức gặp đối tác: 06/HTPT/ĐT
Checklist for preparing a meeting
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Choose time and date for meeting
Confirm time and date with visitors via email
Inform all COE attendees of the meeting
Book meeting room
Clarify objectives of the meeting
Clarify key issues to be discussed in meeting
Clarify who will be the leader of the meeting
Create agenda
Create discussion points
Do research on the visitor and provide background information
Organise interpreter for meetings where Prof. Son/ (Board of Directors) is the
meeting leader
Organise someone to take photos
Make packages for visitors (include COE brochure, agenda and relevant materials in
a COE folder)
Print out agenda and relevant materials for COE attendees
Get permission from Finance Department to spend money on lunch/dinner and taxis
Book lunch/dinner venue
Book taxis to the restaurant
Collect name cards from visitors
Ensure taxis arrive
Pay for lunch and collect receipt for records
Book taxis from the restaurant
Write meeting outcomes
Send meeting outcomes to all participants in the meeting
Meeting agenda template
Meeting Agenda: Collaboration between [insert partner university here] and the College of
Economics (COE), Vietnam National University, Hanoi
Date: [insert date and time of meeting]
Location: [insert location of meeting]
Attendees: [insert name and position of attendees]
Objectives:
1. [Insert main objectives of the meeting here, i.e. what do you want to achieve?]
Agenda:
1. Introduction
2. Presentation on COE
3. Presentation on [insert partner institution here]
4. Discussion on [insert ideas for collaboration here]
5. [Insert any other discussion points here]
6.
Conclusion
7. Presentation of gifts
8. Lunch (if applicable)
Discussion points template
Meeting Discussion Points: Collaboration between [insert institution here] and the College of
Economics (COE), Vietnam National University, Hanoi on [insert date here]
Desired outcomes:
1. [List what we want to get out of/achieve from this meeting]
Discussion points:
1. [List all important points for meeting leader e.g. what they will need to say, what areas of
cooperation are most important etc]
Background information:
Reputation
[Insert information on the global and national reputation of the partner institution including rankings].
Strengths
[List the partner institution’s teaching, research, service provision strengths]
International cooperation
[Insert information on the type of cooperation the institution has including number of international
students]
Previous activities
[If we’ve had a meeting/partnership with them in the past, list exactly what we’ve already done with
them].
Meeting outcomes template
Meeting outcomes: Collaboration between [insert university here] and the College of EconomicsVietnam National University, Hanoi
Date: [insert date and time of meeting]
Location: [insert location of meeting]
Attendees: [insert name and position of attendees]
Apologies: [insert name and position of people who were unable to attend]
Outcomes:
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[Clearly state the points of discussion that were agreed in the meeting and details regarding the
agreement.]
Action items:
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[State all of the action items that were agreed in the meeting. This may include areas that need to
be discussed further. Make sure that you include who will undertake the activity and the timeframe
for completing it].
Template for follow-up letter - If there was discussion on ideas but no final
agreement
[Insert name of other party]
[Insert position]
[Insert address]
[Insert date]
Dear Mr/Ms/Mrs/Professor [insert name/surname],
Thank you for attending the meeting on [insert date] to discuss possible collaboration between the
College of Economics-Vietnam National University, Hanoi and [insert partner institution].
I see many areas of potential collaboration between our two institutions, particularly in [insert areas of
interest for collaboration] and I look forward to working closely with [insert partner institution] to
make sure that our ideas become reality.
Working together will provide both of our institutions with valuable opportunities and benefits.
Together we will be able to enhance our global teaching and research capacity and reputation/take
advantage of the ever-growing Vietnamese education and training market/foster strong international
linkages and exchange between our researchers and academics/provide international study
opportunities to our students/[insert any other benefits here].
I have attached the meeting outcomes/action items/summary for your reference and comment.
I look forward to hearing from you and working closely with you in the future.
Yours sincerely,
[insert your name]
[insert your position]
[insert your institution]
Template for follow-up letter - If there was agreement on concrete activities
[Insert name of other party]
[Insert position]
[Insert address]
[Insert date]
Dear Mr/Ms/Mrs/Professor [insert name/surname here],
Thank you for attending the meeting on [insert date] to discuss possible collaboration activities
between the College of Economics-Vietnam National University, Hanoi and [insert partner
institution].
I see great opportunities and benefits in undertaking the activities that we discussed. Together we will
be able to enhance our global teaching and research capacity and reputation/take advantage of the
ever-growing Vietnamese education and training market/foster strong international linkages and
exchange between our researchers and academics/provide international study opportunities to our
students/[insert any other benefits here].
I have attached the meeting outcomes/summary for your reference and comment. As you will see it
outlines the key areas that we agreed to collaborate on, namely [insert agreed activities here]. Please
let me know if you agree with the outcomes/summary or if you would like any changes.
There were a few areas that we agreed would need further discussion. I have included these in the
action items of the attached document. [If necessary, insert additional questions here, e.g. date and
time for next meeting].
I look forward to hearing from you and working closely with you in the future.
Yours sincerely,
[insert your name]
[insert your position]
[insert your institution]