Business Meeting

Business Meeting

Chapter 8

Key components to an effective meeting:

• English phrases and expressions related to meetings

• Proper preparation and careful organization

• Setting goals and time limits because "time is money"

• Keeping to the agenda, and knowing how to refocus

Meetings Vocabulary

Learn the words you'll need when attending or holding meetings in English

Multiple Choice

We ran out of time and were forced to _______ the meeting.

• allocate

• address

• adjourn

Multiple Choice

If you have a _______ please wait until Marie has finished speaking.

• commence

• comment

• formality

Multiple Choice

The board members couldn't come to a _______ so they had to hold a vote.

• grievance

• designate

• consensus

Multiple Choice

Markus was away on business, so _______ was assigned.

• a show of hands

• an apology

• a proxy vote

Multiple Choice

Before we _______ I want to remind everyone to sign the attendance form on the way out.

• wrap up

• strategize

• recommend

Multiple Choice

In his _______ the chairman thanked everyone for doing such a good job.

• final agenda

• last ballot

• closing remarks

Multiple Choice

I'll _______ as soon as all of the board members take a seat.

• verify

• commence

• brainstorm

Multiple Choice

Since everyone was so _______ we were able to finish the meeting early.

• participant

• punctual

• confidential

Multiple Choice

At the meeting, the MD put forward _______ to eliminate all part-time positions.

• an action

• a caution

• a motion

How can you announce your meeting?

• by emails

Multiple Choice

Before we begin with today's topic, let's quickly review the _____ from last week.

• minutes

• proxy vote

• strategy

• clarification

How can you announce your meeting?

• posted on bulletin boards

Multiple Choice

We will _________ as soon as the last person signs the attendance sheet.

• commence

• comment

• consensus

• designate

Writing an Agenda

• The agenda should indicate the order of items and an estimated amount of time for each item. 

• The agenda should indicate whose turn it is to "have the floor".

• Forwarding the agenda to attendees before the meeting might be useful

Multiple Choice

Look at this agenda. What is Jane's role?

• Chairperson

• Minutes

• Participant

• Vice President

Allocating Roles

• Requesting someone to take the minutes, to do roll call, or to speak on a certain subject. 

• This can be done by sending a PERSONAL MESSAGE.

Allocating Roles

• Requesting someone to take the minutes, to do roll call, or to speak on a certain subject. 

• This can be done by sending an EMAIL.

Opening a Meeting

• SMALL TALK

• It is polite to make small talk while you wait for the meeting to start.

• Small talk discusses things unrelated to the meeting, such as weather, family, or weekend plans.

Opening a Meeting

• WELCOME

• The person in charge of the meeting should formally welcome everyone to the meeting and thank the attendees for coming.

Opening a Meeting

• INTRODUCTIONS

• The person in charge of the meeting can introduce the new person, a guest speaker, or ask the person to introduce him or herself.

Multiple Choice

__________ is the first words at a meeting spoken by chairperson or leader.

• Opening remarks

• Formality

• Brainstorm

• Comment

Opening a Meeting

• ROLL CALL/APOLOGIES

• Take the attendance out loud in a small group meeting.

• The person who is taking the minutes will know everyone personally and can indicate who is present and who is absent.

• Send around an attendance sheet in a larger meeting.

• If an important figure is absent, it may be necessary for the chairperson to apologize for his or her absence and offer a brief explanation for it.

Opening a Meeting

• OBJECTIVES

• Pass around copies of the agenda, post a large copy on a wall, or use a projector will help the attendees to follow the agenda as the meeting progresses.

• In the very beginning, the speaker should provide a brief verbal outline the objectives.

Multiple Choice

What is a list of items to be discussed or acted upon at a meeting?

• Agenda

• Minutes

• Executive summary

• Memo

FOLLOWING THE AGENDA

• Watching the Time. Holding an effective meeting is staying within the time limits.

• Regaining Focus. Keeping the discussion focused

• Voting. It is taken when issues cannot be resolved or decisions cannot be easily made.

• Comments and Feedback. Do it politely!

CLOSING A MEETING

• Wrapping Up. There are different reasons why a meeting comes to an end. 

• Reminders. There is almost always one last thing to say, even after the closing remarks. 

• Thank You's and Congratulations. To thank anyone who has not been thanked at the beginning of the meeting, or anyone who deserves a second thank you.

• Follow Up. To discuss the date and time for the next meeting, when the minutes will be available, or when a decision should be made by.

Multiple Choice

Which expression do we use to adjourn a meeting?

• I'll send the minutes from today's meeting tomorrow afternoon.

• Please take all of your papers with you on your way out.

• Thank you for taking time out of your busy schedule to be here today.

• If no one has anything else to add, then I think we'll wrap this up.

Multiple Select

What do you do when you close a meeting?

• To give reminders

• To inform the next meeting schedule as a follow up

• To thank anyone who deserve a second thank you.

• To keep the discussion focused as they appear on the agenda.

Multiple Select

What can you say when you need to regaining the focus?

• Getting back to the item number 4 ...

• Unfortunately, Bram cannot join us today. He was away for business trip.

• Let's stick to the task at hand, shall we?

• Desi will be standing in to take the minutes today.

Multiple Select

The minute taker should review the following:

• The minutes from previous meeting

• The items on the agenda

• Meeting plan and announcement

• Bulletin boards

Multiple Select

The functions of a meeting agenda _______

• Keep the meeting on task

• Keep the meeting within the set amount of time

• Indicating whose turn it is to "have the floor"

• Announcing date, time, place for the incoming meeting.