English for Meetings: Meeting Procedures

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During this fast-paced 60-minute webinar you will learn vocabulary, phrases and pronunciation used by native English speakers during successful meetings in English.

+ Chairing a meeting
+ Useful phrases used in meetings
+ Following the agenda
+ Following up your meeting
+ Reporting content-the grammar of reporting

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  • English for Meetings: Meeting Procedures

    1. 1. WebinarMeeting in English Session 2Meeting Procedures
    2. 2. LANGUAGE REVIEWhold a meetingmatters arisingemergencymonthlychairset an agendaparticipantitemreach a consensusan emergency meetinga monthly meetingchair a meeting an occasion when people come together intentionally or not intentionallydeliver informationgather information Were having a meeting on Thursday to discuss thebrainstorming problem.
    3. 3. SUMMARY•Chairing a meeting•Useful phrases used in meetings•Following the agenda•Following up your meeting•Reporting content•The grammar of reporting
    4. 4. Chairing a Meetingfacilitate Right then. I think we should get started. Canopen a meeting you listen please? Right then. As you all know, we’re here to reach a decision on theapologies main issues from the last departmentalestablish authority meeting. As you can see, there are threechair-chairman-chair items on the agenda and we have the roomperson until 4.30... so let’s try and stick to thethe agenda agenda. Brian could you start by outlining the areas finance have suggested we look at forensure a clear purpose cutting to achieve the 15% we agreed needsget down to business to be implemented.go through points
    5. 5. 1. And...and finally2. Well, as you know, were here today to... Useful Language3. We’ll come back to that at a later date.4. come up with solutions5. Okay everyone, lets get started6. Did everyone receive a copy of the agenda ?7. send apologies8. There are 3 items to discuss...9. I’d like to hand over to...10. As you can see
    6. 6. Useful LanguageOkay everyone, lets get started. Sylvie sends her apologies. Shes tied up with theAmerican visitors working on the new branding project. She’ll join us a bit later.Well, as you know, were here today to look into ways of streamlining operations as aresult of recent negative feedback and to come up with some cost-cutting solutions.Did everyone receive a copy of the agenda ? Good. Well, as you can see, there are 3items to discuss : the recent operational problems that weve been having; the variousoutsourcing options that are on offer and, finally, the cost-cutting solutions that headoffice have sent us. Would anyone like to add anything to the agenda ?Im sorry Mike, but I dont think that really comes under the scope of todays meeting.Well come back to that at a later date, if you dont mind.Okay, at this point, Id like to hand over to Emmanuelle whos going to kick off with areview of the recent operational issues that clients have complained about and thesolutions that hes come up with. Emmanuelle.
    7. 7. OpinionsHow often have you seen an agenda left totally aside? The meeting starts offwell but becomes embroiled in a particular topic (perhaps the first item onthe agenda) and ends when time runs out.A chairperson•assesses the importance of each item on the agenda•allots time to each topic as required•If one issue begins to dominate the chairman takes control•suggests a further meeting to discuss the issue at a later date (or that the mainparties concerned could continue the discussion at the end of the meeting)•sometimes calls for a decision and then moves on to the next topic.•needs to stay alert and make sure that the issue has been given an adequate andimpartial hearing within the allotted time.
    8. 8. The Agenda-the Chair’s FriendThe meeting agenda is a roadmap for themeeting. It lets participants know wheretheyre headed so they dont get off track. Mostimportantly, the meeting agenda gives a senseof purpose and direction to the meeting.All agendas should list the following:•Meeting start time•Meeting end time•Meeting location•Topic headings•Include some topic detail for each heading•Indicate the time each topic is expected to last•Indicate which meeting participants are expectedto be the main topic participants
    9. 9. The Agenda Review employee benefits Agenda overhaul Management Meeting Room 304, Concord Building Compare areas for cuts 10 am 22nd November Decide course of action and 1. Apologies for absence policy 2. Minutes of the last meeting 3. Matters arising AOBManagers’ Meeting 4. Employee benefits and perks 5. AOBTo reduce costs in the HR department. 6. Date for follow up meetingDATE: 15th August 2011PLACE: Boardroom 11th Floor SummaryPARTICIPANTS: Sean Martin(IT), Craig •BenefitsJones (Marketing), Joan Connell (Ops.) •Cuts •ActionAGENDA •Lunch
    10. 10. Meeting Follow-upDuring or after the meeting? Hello Sylvie, Sorry you couldn’t make it to the meeting.Start on time I think it went according to plan.Take the minutes I’m going to contact the management team to outline how the cuts will effectSchedule the next meeting their departments and inform them that we have decided to replace Emma GibsonFollow up email as head of operations. We will be having an urgent meeting to decide which of herFollow up call team will take over the role.Outline actions to be taken Emmanuelle put his suggestions to the meeting regarding staff and benefit cuts. We’ll have to give specific details in the next meeting. Jeremy
    11. 11. Follow Up MEMO Management Meeting _________________________ 14th October cc. Jeremy Banks, Imogen Gold, Emmanuelle Dalton •JB-to contact departmental managers re. details of staff cuts, Emma’s removal •IG-to arrange meeting for management to put forward possible replacements •ED to present financial ramifications of cuts •SB to send more detailed outline of proposals
    12. 12. Reporting agreed hold the meeting next Thursday.I arranged contact departmental heads.Jeremy decided managed to ensure she could attend the nextSylvie managed meeting.Emmanuelle offered decided to replace the operations manager.The chairman promised planned to outline the financial aspects of the cuts.My assistant remembered promised to circulate the memo.The meeting forgot hoped planned to
    13. 13. ReportingJeremy agreed to contact departmental managers.Sylvie arranged to hold the meeting next Thursday and toensure she’d attend this time.The meeting decided to replace the operations manager.Emmanuelle planned to outline the financial aspects of the cuts.My assistant promised to circulate the memo.I intend to send you a PDF with useful language.
    14. 14. Minutes? If you think that distributing minutes with assigned action items and due dates will make your meetings effective, think again. My experience is that many meeting participants fail to look at the minutes until the day of the next meeting. (This assumes that the meeting recorder distributed the minutes before the day of the next meeting.) To make meeting follow-up work, you need to develop a culture of accountability that makes it not okay to show up at the next meeting with action items incomplete. Barring a culture change, the meeting leader needs to follow-up with participants regularly between meetings to ensure action items are under way.
    15. 15. The Minutes of the MeetingWritten record of the main events at a meeting.IncludeNames of participantsPurpose of the meetingDate-time-placeBrief summary of reportsDecision on any action items.Care should be taken in the wording of the agreed-upon decision. Ifuncertain, check with the team to be sure the wording of the decision isaccurateAdditional decisionsAssignments made include name of person assigned an item needing followup, its completion date, and the expected reporting dateTime meeting concludedDate of next meeting, if known
    16. 16. Minutes-do’s and don’ts1. write minutes soon after the meeting--preferably within 48 hours. That way, those who attended can be reminded of action items, and those who did not attend will promptly know what happened.2. skip writing minutes just because everyone attended the meeting and knows what happened. Meeting notes serve as a record of the meeting long after people forget what happened.3. describe all the "he said, she said" details unless those details are very important. Record topics discussed, decisions made, and action items.4. include any information that will embarrass anyone(for example, "Then Terry left the room in tears").5. use positive language. Rather than describing the discussion as heated or angry, use passionate, lively, or energetic--all of which are just as true as the negative words.6. have a new year filled with productive meetings captured efficiently in crisp, clear meeting notes!
    17. 17. Meetings in English Thanks for your participation!
    18. 18. support@humanenglish.com

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