5. organizing and running a meeting 7th


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5. organizing and running a meeting 7th

  1. 1.  Introducing and starting a meeting  Asking for contributions (input, ideas)  Dealing with interruptions  Asking for clarification  Keeping the meeting on track
  2. 2.  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 weekend plans.  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.
  3. 3.  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.
  4. 4.  I think we'll begin now. First I'd like to welcome you all.  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…
  5. 5. 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 absent. 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 today.
  6. 6.  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 brainstorming.  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.
  7. 7.  Liz, would you like to start us off?  What do you think about this proposal? Would you like to add anything, (name of participant)? Has anyone else got anything to contribute? Are there any more comments?
  8. 8. INTERRUPTING DEALING WITH INTERRUPTIONS May I have a word? Just a second, please, Alice. I’ll come right back to you, but … If I may, I think... 'Excuse me for interrupting, but 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 just ask 'If I can just come in here Steve. I was responsible for 'Fred, let me come back to that later.
  9. 9.  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, please?  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...?
  10. 10.  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?
  11. 11.  http://www.englishclub.com/business- english/meetings-opening.htm  http://esl.about.com/cs/onthejobenglish/a/a_meetph rases.htm  http://www.blairenglish.com/exercises/meetings/exer cises/interrupting/interrupting.html