5. organizing and running a meeting 7thPresentation Transcript
Introducing and starting a meeting
Asking for contributions (input, ideas)
Dealing with interruptions
Asking for clarification
Keeping the meeting on track
Whether you are holding the meeting or attending
the meeting it is polite to make small talk while you
wait for the meeting to start. You should discuss things
unrelated to the meeting, such as weather, family, or
Once everyone has arrived, the chairperson, or
whoever is in charge of the meeting should formally
welcome everyone to the meeting and thank the
attendees for coming.
It’s nice to see everyone.
Thank you for being here today.
Well, since everyone is here, we should get started.
Hello, everyone. Thank you for coming today.
Thank you all for coming at such short notice.
I really appreciate you all for attending today.
I think we'll begin now. First I'd like to welcome you
Before we begin, can I introduce you to …..
We have a lot to cover today, so we really should begin.
So if we can get started, everyone.
First, Geena is going to give us an overview of…
If the meeting is a small group, it is probably
unnecessary to take attendance out loud. The person
who is taking the minutes will know everyone
personally and can indicate who is present and who is
In a larger meeting, it may be necessary to send around
an attendance sheet or call out names. 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.
• I have apologies from Patrick. He can’t make it
Contributing ideas in a meeting is a good way of
helping people think and push an agenda further.
Ideas in a meeting can come from an individual or
through a group sessions otherwise known as
If you are the facilitator you can draw out the shy or
quiet participants by asking leading questions that do
not have a yes or no answer.
Always remember to stay focused to the agenda and to
interrupt the participants if they leave the topic.
Liz, would you like to start us off?
What do you think about this proposal?
Would you like to add anything, (name of
Has anyone else got anything to contribute?
Are there any more comments?
INTERRUPTING DEALING WITH
May I have a word? Just a second, please, Alice.
I’ll come right back to you,
If I may, I think... 'Excuse me for
Excuse me for interrupting. 'Do you mind if I finish?
May I come in here? As I was just saying,
'Sorry to butt in, but may I
'If I can just come in
here Steve. I was responsible
'Fred, let me come back to
Are you saying that we should…?
I'm afraid I don't quite understand what your are getting at.
Could you explain to me how that is going to work?
I don't see what you mean. Could we have some more details,
ASKING FOR REPETITION:
I didn't catch that. Could you repeat that, please?
I missed that. Could you say it again, please?
Could you run that by me one more time?
ASKING FOR VERIFICATION
Do you mean that...?
Is it true that...?
Now our objective today is to decide…
… so let’s move on to the business of…
…and then we can start looking at…
Well, that seems to be all the time we have today.
Please be brief.
I'm afraid we've run out of time.
I'm afraid that's outside the scope of this meeting.
Let's get back on track, why don't we?
That's not really why we're here today.
Why don't we return to the main focus of today's meeting.
We'll have to leave that to another time.
We're beginning to lose sight of the main point.
Keep to the point, please.
I think we'd better leave that for another meeting.
Are we ready to make a decision?