How To Organise A Successful Business Conference & How To Deal With The Annual Performance Appraisal - IELTS Reading Answers & Explanations
From Cambridge IELTS 11 General Training Reading Test 3 · Part 2 · Questions 15–27
Reading Passage
==== Read the text below and answer Questions 15-20. ====
HOW TO ORGANISE A SUCCESSFUL BUSINESS CONFERENCE
To start with
Advance planning is the key to a hassle-free conference. The key players of a successful conference are the delegates, so identify the audience and then tailor the programme you are planning to their particular needs.
Where and when
The date and venue should then be chosen. These are often interdependent, and when choosing the date take into account the timing of similar regular events which may clash. Also consider holiday periods which may mean that people are away and so will not be able to attend.
When choosing a venue, check how easy it is to reach by train and plane etc. and the availability of parking for those driving. Visit the venue personally: consider the size of the main lecture hall and whether it is big enough for the anticipated number of delegates, then look into the potential of having breakout areas for separating into a number of groups for discussions. Then check whether there is a suitable lounge area for the teal coffee breaks and an exhibition space for display stands if required.
Who
The next stage is to choose the speakers and invite them, making sure you give them ample notice so they are more likely to be available. Ask only those people that you know speak well. Do not try and speak yourself in addition to organising the conference, as this will be too demanding.
Contacting people
Let people know the date and venue by an early mailshot. This allows them, if they are interested, to put the date into their diaries. At the same time, contact all the speakers again, confirming their particular topic, the audio-visual aids which will be available and finding out their accommodation requirements. Ask them to provide a written summary of their presentation for distribution to delegates at the conference.
Final arrangements
Approximately 4-5 weeks before the conference, confirm the provisional numbers with the venue. Contact them again about two weeks prior to the conference to confirm final numbers, decide on menus and finalise the arrangements.
Prepare delegate packs to include a name badge, delegate list and programme. The venue should provide pads of paper and pens .Then prepare questionnaires for all delegates to complete at the end of the conference. Their responses will enable you to gauge the success of the conference and start planning the next one!
==== Read the text below and answer Questions 21-27. ====
How to deal with the annual performance appraisal
The annual performance appraisal can help improve your productivity and provide a foundation for your work priorities. It is, however, critical to have the right attitude and approach. Knowing what areas your superiors see as your weaknesses is the most direct way of increasing the likelihood of being considered for promotion, if that is what you are looking for.
Preparation
Send your boss a summary of your achievements. Reminding your boss of activities, special assignments you did, and projects you were in charge of helps him or her create a more accurate performance appraisal. Consider keeping notes of these on a regular basis to make it easier to provide the data when required.
Create a list of questions you would like to discuss during your appraisal. This one-on-one time with your boss is an excellent opportunity to ask him or her about your role in the company, request any additional responsibilities you would like and clarify your priorities. But it is best to focus your attention around personal and professional improvements, rather than financial considerations, such as an increase in salary.
During the appraisal
Present a positive attitude as soon as you enter the appraisal room. This approach may lead to a more constructive discussion of review items. Avoid taking any negative assessments that are offered as a personal attack, but rather try to take them on board calmly, because if you put the failings right you will improve your performance. A realistic assessment of your strengths and weaknesses can be one of the most beneficial ways of helping you advance in the company.
After the appraisal
Create a list of personal goals based on your performance appraisal. Make the items detailed and measurable if possible. Send this list to your boss so he or she knows you took the appraisal seriously. Use this list to help achieve higher scores on your next performance appraisal. Six months after the appraisal, ask for a mid-term review with your boss to discuss your progress. This session should be more relaxed and informal than the official review. Ask for more feedback to help you improve. Checking in with your boss helps him or her remember your dedication as far as your job is concerned, and may help remove any criticisms before they become a review point on your next formal appraisal.
Questions
Questions 15–20 Note Completion
Complete the notes below. Choose ONE WORD ONLY from the text for each answer.
Write your answers in boxes on your answer sheet.
ORGANISING A BUSINESS CONFERENCE
First steps:
– decide who the conference is for
– ensure the programme fulfils delegates’ requirements
Venue and timing:
– try to avoid scheduling the conference during 15 times or when other annual conferences occur
– check accessibility by different modes of transport
– choose a place with a large hall and also 16 spaces for smaller meetings
Speakers:
– choose appropriate speakers
– give the speakers as much 17 as possible
Communication:
– send out a mailshot to potential delegates
– confirm individual details with speakers. check if they will need accommodation and request a 18 of their presentation
Final tasks:
– give the venue precise numbers of attendees
– make sure each person attending receives information about the conference and a 19 for identification
– use 20 to get opinions on the conference
Questions 21–27 Sentence Completion
Complete the sentences below. Choose ONE WORD ONLY from the text for each answer.
Write your answers in boxes on your answer sheet.
- By learning at an appraisal what areas of work need improving, staff can improve their chances of getting 21
- It is important to think of some 22 that can be used during the appraisal.
- The appraisal can be a good time to ask the boss for extra 23
- React 24 to any criticism.
- It is helpful to identify a number of individual 25 arising from the appraisal comments.
- Staff can request a meeting half-way through the year to look at the 26 which has been achieved.
- If staff act on any appraisal comments, they will demonstrate their 27 to their work.
Answers & Explanations Summary
| # | Answer | Evidence | Explanation |
|---|---|---|---|
| Q15 | holiday | Also consider holiday periods which may mean that people are away and so will not be able to attend | Excerpt/Passage Explanation: The passage talks about how you need to think about holiday times. During holidays, many people go away and cannot come to the conference. Answer Explanation: The answer is 'holiday'. This means times when people usually take time off from work, like vacations. Reason For Correctness: The correct answer is 'holiday' because in the passage it mentions that you should consider holiday periods when choosing the date for the conference. This is important, as many people might not be able to attend if they are away on holiday. |
| Q16 | breakout | Then look into the potential of having breakout areas for separating into a number of groups for discussions | Excerpt/Passage Explanation: The passage says that it is important to have 'breakout areas' where different groups can meet and discuss separately. This shows that these smaller spaces are needed for a successful conference. Answer Explanation: The answer 'breakout' means smaller spaces or rooms for smaller group discussions. Reason For Correctness: The correct answer is 'breakout' because the passage talks about needing areas for separate discussions during a conference. It mentions having 'breakout areas' for groups to talk, which supports the idea that smaller spaces are important. |
| Q17 | notice | The next stage is to choose the speakers and invite them, making sure you give them ample notice so they are more likely to be available. | Excerpt/Passage Explanation: The passage talks about organizing a business conference. It explains that after choosing the speakers, you need to invite them and give them enough time, or 'notice', before the event. This helps ensure that they can come. Answer Explanation: The answer 'notice' means informing someone ahead of time. In this context, it refers to telling the speakers early so they can plan to attend the conference. Reason For Correctness: The correct answer is 'notice' because the passage emphasizes the importance of giving speakers plenty of notice when inviting them. This is essential to ensure their availability for the conference. |
| Q18 | summary | Ask them to provide a written summary of their presentation for distribution to delegates at the conference | Excerpt/Passage Explanation: The passage says to ask speakers to give a short version of their talk that can be shared with the people coming to the conference. Answer Explanation: The answer is 'summary'. This means a short version of something that gives the main points. Reason For Correctness: The correct answer is 'summary' because in the passage, it says to ask the speakers for a written summary of their presentation so that it can be shared with the delegates at the conference. This is important for the delegates to understand what will be discussed. |
| Q19 | badge | Prepare delegate packs to include a name badge, delegate list and programme | Excerpt/Passage Explanation: The passage says to get ready packets for each attendee. These packets will have a name badge, a list of attendees, and a schedule of events. Answer Explanation: The answer is 'badge'. A badge is a small sign that shows someone's name at an event. Reason For Correctness: The correct answer is 'badge' because the passage mentions that you should prepare delegate packs which include a name badge. This is important for identification at the conference. |
| Q20 | questionnaires | Then prepare questionnaires for all delegates to complete at the end of the conference | Excerpt/Passage Explanation: The passage says to prepare forms called questionnaires for all the attendees to fill out after the conference ends. Answer Explanation: The answer is 'questionnaires', which means forms that people fill out to give their opinions. Reason For Correctness: The correct answer is 'questionnaires' because at the end of the conference, the passage says to prepare questionnaires for all delegates. These questionnaires help to gather feedback from attendees, so you can understand how successful the conference was. |
| Q21 | promotion | Knowing what areas your superiors see as your weaknesses is the most direct way of increasing the likelihood of being considered for promotion, if that is what you are looking for | Excerpt/Passage Explanation: The passage explains that if you know your weak areas at work, it can help you get a higher job position if you want it. Answer Explanation: The answer 'promotion' means getting a higher position or role at work. Reason For Correctness: The correct answer is 'promotion' because the passage mentions that knowing your weaknesses can help increase the chance of being considered for a promotion. This shows that being aware of what you need to improve can lead to better job opportunities. |
| Q22 | questions | Create a list of questions you would like to discuss during your appraisal | Excerpt/Passage Explanation: The passage says you should make a list of questions to talk about in the appraisal. This helps you have a good discussion about your job. Answer Explanation: The answer is 'questions'. This means that during the appraisal, you should think about some things you want to ask your boss. Reason For Correctness: The correct answer is 'questions' because the passage says it is good to create a list of questions to discuss during the appraisal. This is a chance to talk about your role and ask about improvements. It helps you understand your job better. |
| Q23 | responsibilities | This one-on-one time with your boss is an excellent opportunity to ask him or her about your role in the company, request any additional responsibilities you would like and clarify your priorities. | Excerpt/Passage Explanation: The passage explains that during a performance appraisal meeting, it is a good chance for you to talk to your boss about your job. You can ask your boss about your work tasks and if you can take on more responsibilities. Answer Explanation: The answer 'responsibilities' means the tasks or duties that someone has to do. In this context, it refers to the work that employees might ask their boss to give them during the appraisal. Reason For Correctness: The correct answer is 'responsibilities' because the passage specifically mentions that you can request additional responsibilities from your boss during the appraisal. It highlights that it is an opportunity to clarify and ask for more duties in your role. |
| Q24 | calmly | Avoid taking any negative assessments that are offered as a personal attack, but rather try to take them on board calmly | Excerpt/Passage Explanation: The passage advises that when someone tells you what you did wrong, you should not get upset. Instead, you should try to listen and understand it without reacting badly. Answer Explanation: The answer 'calmly' means to stay relaxed and not get upset when receiving criticism. Reason For Correctness: The correct answer is 'calmly' because the passage says that during the appraisal, you should avoid taking negative assessments personally and instead try to take them on board calmly. This means you should react without anger or sadness, which helps improve your performance. |
| Q25 | goals | Create a list of personal goals based on your performance appraisal | Excerpt/Passage Explanation: The passage says to make a list of what you want to achieve after talking to your boss about your work. These are called personal goals. Answer Explanation: The answer is 'goals'. This means personal targets or things you want to achieve. Reason For Correctness: The correct answer is 'goals' because it talks about creating a list of personal goals based on your performance appraisal. This means you need to set clear targets to improve your work after the appraisal discussion. |
| Q26 | progress | Six months after the appraisal, ask for a mid-term review with your boss to discuss your progress | Excerpt/Passage Explanation: The passage says that six months after the review, you should meet with your boss to talk about how well you are doing. Answer Explanation: The answer is 'progress'. This means to move forward or to make improvement. Reason For Correctness: The correct answer is 'progress' because it talks about how staff can check their advancement after their performance review. The passage mentions asking for a mid-term meeting to discuss how well they have done. |
| Q27 | dedication | Checking in with your boss helps him or her remember your dedication as far as your job is concerned, and may help remove any criticisms before they become a review point on your next formal appraisal | Excerpt/Passage Explanation: The passage says that talking to your boss about your progress helps them see how much you care about your job. This shows you are dedicated and focused on improving in your work. Answer Explanation: The answer is 'dedication.' This means being very committed and focused on your work. Reason For Correctness: The correct answer is 'dedication' because the passage explains that after an appraisal, employees should create a list of personal goals and send it to their boss. This shows they are serious about their work. It indicates that if they follow up and act on feedback, it shows their dedication to their job. |