Business English: Meeting Process


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An overview of the formal business meeting terminology

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Business English: Meeting Process

  2. 2. GETTING STARTING • Ok, shall we get started? • Right, everyone’s here so let’s begin. • OK, I think that’s everyone. Shall we kick off? • Let’s get down to business.
  3. 3. WELCOMING • Welcome, everybody.Thank you for coming. • I’d like to start by welcoming everybody here today. • Firstly, I’d like to introduce Miguel and Samantha. • I’m not sure everyone knows Samuel and Jungho.Would you like to explain your company and what you do? • I’d like to thank everyone for being here today.
  4. 4. APOLOGIES • I’m afraid that Roberto cannot be with us today because... • Unfortunately, David our marketing manager couldn’t make it today, because...
  5. 5. GOALS / OBJECTIVES • Our objective today is to... • I think our goal for today should be to... • I’ve called this meeting to talk about... • By the end of this meeting I’d like us to decide... • The goal of today’s meeting is to....
  6. 6. AGENDA • Have you all got a copy of the agenda? • Ok.As you can see from the agenda, there are 4 items. Firstly,..., secondly,...., thirdly,..., and finally,... • Let’s start by talking about...., then go on to..., and finish with...
  7. 7. MINUTES • John will be taking the minutes today. • Kevin, could you take the minutes, please? Minutes are the notes about what is said during a meeting
  8. 8. PROCESS • I suggest we go around the table and get everyone’s opinion first. • I’d like to hear what people think before we make a decision. • Before we get started I’d like to give you a little more background information on...
  9. 9. DURATION • I would like to wrap-up by 4 o’clock. • The meeting is scheduled to finish at 3 o’clock, and I’d like to finish on time. • We’re pretty short of time, so could you please be brief? • Can we keep each item to about10 minutes?
  10. 10. LET’S BEGIN • OK, so, the first item on the agenda is... • Right, let’s get started with... • Mr. Kim, could you introduce this item, please? • Mr.Takahashi, would you like to start with the first point?
  11. 11. ASKING FOR OPINIONS • What do you all think? • What are everyone’s thoughts on this? • Does anyone have an opinion on this topic?
  12. 12. EXPRESSING OPINIONS • I’m convinced that... • I’m sure that... • I think that... • In my opinion... • My view is that... • I’m pretty sure that... Stronger expression Weaker expression ...this is the best plan.
 ... this is the way forward. ...this is the best alternative

  13. 13. CONTROLLING • What is active listening?
 It’s when you respond to what people say to help motivate them • Examples: • Right. • OK, I see. • Good.
  14. 14. CONTROLLING • Clarifying • In other words, what you’re saying is that,.... • If I’m hearing you right, you think that...? • So, what you’re saying is that...?
  15. 15. CONTROLLING • Moving off the point • Could I digress for a second? • I know it’s not on the agenda, but...
  16. 16. CONTROLLING • Keeping/sticking to the agenda • I think we’re digressing. Can we get back on topic? • We are getting a little side tracked. • I’m not sure that’s relevant. Let’s stick to the agenda, please?
  17. 17. CONTROLLING • Referring Forward • We’ll get to that later. • Can we talk about that later? • Let’s not talk about this right now.We’ll be dealing with it a little later.
  18. 18. CONTROLLING • Referring Back • We’re repeating ourselves now.This was discussed a little earlier. • We have already talked about this before lunch. • We touched on this issue before.
  19. 19. CONTROLLING • Postponing • Shall we skip this item? • I think we can forget about point 3. • Let’s deal with this point in the next meeting.
  20. 20. CONTROLLING • Meeting Length • We’re getting pretty short of time. • Can we move on to the next point before it gets too late? • We’ve spent 15 minutes on this already. Let’s move on to something else.
  21. 21. CONTROLLING • Confirming a Decision • Ok, so what we’ve decided is to... • Is everyone in agreement? • Is that clear to everyone or do you we need to have a recap?
  22. 22. CONTROLLING • Closing and Moving on • I think that’s everything we need to discuss on that. • It’s getting late. Can we leave this point and move on? • Let’s get to the next point on the agenda, which is...
  23. 23. BEING THE CHAIR Business Meeting English: Scenario Exercise
  24. 24. EXERCISE 1 • You’re running out of time and someone says “Can I digress for a minute?” • What do you say? • I don’t think we should digress. Can we stick to the main question? • Ok, but please be quick. • Sure, go ahead.
  25. 25. EXERCISE 2 • Somebody is in the middle of talking and another person says “Excuse me, may I interrupt?” • What do you say? • Please, let him finish. • Be quick. • No.Wait your turn
  26. 26. EXERCISE 3 • You are talking about point number 3 on the agenda but someone else starts talking about point number 5. • What do you do? • Allow them to continue then say “I think we can skip point 5.We’ve already discussed it.” • Stop them and say “We’ll come to that later.”
  27. 27. EXERCISE 4 • There are 2 points left on the agenda but it’s getting close to lunchtime. If you continue the participants will miss their lunch. However, the meeting is quite important. • What do you say? • Let’s adjourn for lunch. • Let’s adjourn for lunch but please come back in 20 minutes. • Let’s carry on and get this meeting finished.
  28. 28. ASKING QUESTIONS How to ask questions in business meetings
  29. 29. DO PEOPLE UNDERSTAND? • Do you follow me? • Am I making myself clear? • Do you see what I mean? • Are you still with me? • Do you get what I’m saying?
  30. 30. MORE INFORMATION • Could you say a little more about that, please? • Would you elaborate on that a little? • Could you go into a little more detail about...? • Can you give an example of what you’re saying?
  31. 31. CLARIFICATION • What exactly are you trying to say? • What are you trying to say exactly? • What do you think is the main take-away? • Why do you feel this is important?
  32. 32. YOU WANT IT REPEATED • I’m sorry, I missed that. Could you repeat that, please? • I’m not sure I follow. Could you go over that point again, please?
  33. 33. QUESTIONS How to ask and handle questions in Business meetings
  34. 34. CLOSED QUESTIONS • When the answer is either Yes or No • Do you plan to complete the report by the end of the month? • Is this report based on the latest data? • Did you check with the accounting manager? • Are you going to let the accounting manager know?
  35. 35. OPEN QUESTIONS • Used to get a longer, more detailed answer • Could you tell me where I can download the document? • Could you inform me about the best practices? • Could you explain what’s in the report? • I’d be interested to know where you got that information.
  36. 36. LEADING QUESTIONS • Encouraging people to talk • Shouldn’t we discuss the results from the latest report? • Can we talk about the results of the metrics analysis? • What’s up next?
  37. 37. INTERRUPTING Interrupting a speaker in a business meeting
  38. 38. CHAIR INTERRUPTING • OK Fred, if I could just quickly interrupt you there... • Nick, sorry to interrupt but I’d like to hear some other views on this. • If I could just stop you there for a second.
  39. 39. CHAIR STOPPING INTERRUPTION • Just a moment, Dave. I’ll come back to you in a minute. • One at a time, please. • Please, let him finish what he was saying.
  40. 40. PARTICIPANTS INTERRUPTING • Excuse me, can I just interrupt quickly? • Come I come in here? • Can I just briefly comment on that? • Can I piggyback on what Shelly was saying?
  41. 41. STOPPING AN INTERRUPTION • If I could just finish what I was saying. • May I just finish my point? • No, just one minute, please. • I haven’t finished what I was saying yet.
  42. 42. REASON FOR INTERRUPTING • I’d like to point out that the data is from 2009. • I’d like to add something to that point... • I’d like to piggyback on what you just said. • That’s a good point. I’d like to develop it a bit.
  43. 43. COMMENTING • That’s a good point, Mike. • I see what you saying, Jim. • Yes, you’re spot-on.
  44. 44. CONTINUING AN INTERRUPTING • Thanks for bringing that up. Perhaps we should talk more about it. • Let’s talk a bit more about this new point.
  45. 45. DECIDING AND CLOSING • I think we need to discuss this further. • I think we should have some more information on this. • I would like to take this away and look at it in more detail. • Let’s put this on next week’s agenda. • Let’s leave this until next week.
  46. 46. TIME • We’re running out of time. • Unfortunately, we don’t have anymore time to spend on this. • OK, everyone, we’re almost out of time. • We getting really behind schedule.
  47. 47. CLOSING • We have to bring this to a close. • I think we have covered everything we’d planned to. • I don’t think there’s anything else left.
  48. 48. DECIDING • I really would like a decision before we close the meeting. • Can we come to a decision before we leave? • Are we ready to make a decision?
  49. 49. COMPLETING AGENDA • I think we’ve covered everything. • OK. That’s everything on the agenda. • Does anyone have anything else before we finish? • Is there any other business? • Are there any final questions before we call it a day?
  50. 50. CONFIRM TASKS • John, you’re doing the report on... • Dave, you will get the data and email it me before the end of the week. • Steven, you will sort out...
  51. 51. NEXT MEETING • Let’s set a time for our next meeting. • Is July 8th a convenient day for our next meeting? • I’ll confirm the date and location of our next meeting by email. • I’ll email you the time of our next meeting.
  52. 52. CLOSING THE MEETING • OK. Let’s finish there.Thank you all for coming and I’ll see you again in the next week. • It’s getting late. Let’s call it a day.
  53. 53. ESLExplorer @ESLExplorer eslexplorer esl-explorer