MeetingsMeetingsSkills GuideSkills Guide

mgr Anna Waligórska – Kotfas mgr Anna Waligórska – Kotfas PWSZ KoninPWSZ Konin

DefinitionDefinition

Meeting:Meeting:

an occasion when peoplean occasion when people gather to discuss thingsgather to discuss things and and make decisionsmake decisions

Vocabulary: Match phrasesVocabulary: Match phrases

1.1. deadline deadline 2.2. purposepurpose3.3. agendaagenda4.4. main pointsmain points5.5. participants participants 6.6. objectivesobjectives7.7. chairpersonchairperson8.8. minutesminutes9.9. action pointsaction points10.10. brainstormbrainstorm11.11. unanimousunanimous12.12. vote vote

a.a. thinking to gather ideasthinking to gather ideasb.b. goals to accomplishgoals to accomplishc.c. complete agreement; united in complete agreement; united in

opinionopiniond.d. to express an opinion by voice or to express an opinion by voice or

handhande.e. notes of what is said at a meetingnotes of what is said at a meetingf.f. the people who take part in a the people who take part in a

meetingmeetingg.g. a list of what will happen at a a list of what will happen at a

meetingmeetingh.h. the things to do after a meetingthe things to do after a meetingi.i. the person who keeps control of a the person who keeps control of a

meetingmeetingj.j. the reason for having a meetingthe reason for having a meetingk.k. the most important things to talk the most important things to talk

aboutaboutl.l. a time by which something must be a time by which something must be

donedone

Vocabulary: Match phrasesVocabulary: Match phrases1.1. deadline deadline 2.2. purposepurpose3.3. agendaagenda4.4. main pointsmain points5.5. participants participants 6.6. objectivesobjectives7.7. chairpersonchairperson8.8. minutesminutes9.9. action pointsaction points10.10. brainstormbrainstorm11.11. unanimousunanimous12.12. vote vote

l.l. a time by which something must be a time by which something must be donedone

j.j. the reason for having a meetingthe reason for having a meetingg.g. a list of what will happen at a meetinga list of what will happen at a meeting k.k. the most important things to talk the most important things to talk

about about f.f. the people who take part in a meeting the people who take part in a meeting b.b. goals to accomplishgoals to accomplishi.i. the person who keeps control of a the person who keeps control of a

meeting meeting e.e. notes of what is said at a meeting notes of what is said at a meeting h. h. the things to do after a meetingthe things to do after a meetinga.a. thinking to gather ideasthinking to gather ideasc. c. complete agreement; united in complete agreement; united in

opinionopiniond. d. to express an opinion by voice or to express an opinion by voice or

handhand

DiscussionDiscussion

1.1. The best number for a meeting is six people or The best number for a meeting is six people or fewer.fewer.

2.2. Never have food or drink during a meeting.Never have food or drink during a meeting.

3.3. Always start and finish a meeting on time.Always start and finish a meeting on time.

4.4. You should sit round a table when you have a You should sit round a table when you have a meeting.meeting.

5.5. At a formal meeting each person should speak At a formal meeting each person should speak in turn.in turn.

DiscussionDiscussion

1.1. The best number for a meeting is six people or The best number for a meeting is six people or fewer.fewer.It It depends on the type of meeting. It is good to depends on the type of meeting. It is good to have at a meeting have at a meeting only those who really need only those who really need to be thereto be there and to limit this number as far as and to limit this number as far as possible.possible.

2.2. Never have food or drink during a meeting.Never have food or drink during a meeting.Coffee and waterCoffee and water may be available as well as may be available as well as sandwiches, cookies, sandwiches, cookies, biscuitsbiscuits..

DiscussionDiscussion

3.3. Always start and finish a meeting on Always start and finish a meeting on time.time.

Different cultures have different ideas Different cultures have different ideas about this. In some places starting a 2 about this. In some places starting a 2 o’clock meeting at 2.20 may count as o’clock meeting at 2.20 may count as starting ‘on time’.starting ‘on time’.

What does ‘on time’ mean to you?What does ‘on time’ mean to you?

DiscussionDiscussion

4.4. You should sit round a table when you You should sit round a table when you have a meeting.have a meeting.Some companies are well known for Some companies are well known for having all their having all their meetings standingmeetings standing up, in up, in order to order to encourage quick decisionsencourage quick decisions. .

Does the shape of a table matters?Does the shape of a table matters?Round tables might make for more Round tables might make for more ‘democratic’ meetings.‘democratic’ meetings.

DiscussionDiscussion

5.5. At a formal meeting each person should At a formal meeting each person should speak in turn.speak in turn.

OrganisedOrganised turn-taking can be very clear turn-taking can be very clear in some culturesin some cultures, with long pauses to , with long pauses to show that consideration is being given to show that consideration is being given to what has just been said, what has just been said, but overlapping but overlapping is the norm elsewhereis the norm elsewhere..

Planning a meetingPlanning a meeting

Here are some rules of things to do before a meeting:Here are some rules of things to do before a meeting:1.1. Send an agenda several days before.Send an agenda several days before.2.2. Make sure everyone knows the time and date of the Make sure everyone knows the time and date of the

meeting.meeting.3.3. Say where it will be, and how to get there.Say where it will be, and how to get there.4.4. Make it clear why you are having the meeting.Make it clear why you are having the meeting.5.5. Make sure everyone knowMake sure everyone knowss who will be there. who will be there.6.6. Appoint a chairperson and note taker.Appoint a chairperson and note taker.7.7. If necessary, ask people to prepare to talk about a If necessary, ask people to prepare to talk about a

particular point. particular point. 8.8. Make sure people know what will happen next.Make sure people know what will happen next.

Planning a meetingPlanning a meeting

Read the e-mail. Tick the rules that the e-mail follows.Read the e-mail. Tick the rules that the e-mail follows.1.1. Send and agenda several days before.Send and agenda several days before. 2.2. Make sure everyone knows the time and date of the Make sure everyone knows the time and date of the

meeting.meeting. 3.3. Say where it will be, and how to get there.Say where it will be, and how to get there. 4.4. Make it clear why you are having the meeting.Make it clear why you are having the meeting. 5.5. Make sure everyone know who will be there.Make sure everyone know who will be there. 6.6. Appoint a chairperson and note taker.Appoint a chairperson and note taker. 7.7. If necessary, ask people to prepare to talk about a If necessary, ask people to prepare to talk about a

particular point.particular point. 8.8. Make sure people know what will happen next.Make sure people know what will happen next.

Meetings: Useful PhrasesMeetings: Useful Phrases

Look at the Look at the useful expressionsuseful expressions handout. handout.

Next slideNext slidess

Correct the one word that is wrong in each Correct the one word that is wrong in each of the expressions presented of the expressions presented atat the next the next slideslidess. Then match them with the functions. Then match them with the functions on the right-hand sideon the right-hand side..

Meetings: Useful Phrases - Meetings: Useful Phrases - ChairpersonChairperson

Can we state, Can we state, please?please?

The main arm of this The main arm of this meeting is to …meeting is to …

How do you fill about How do you fill about this?this?

Let’s mobilise on now Let’s mobilise on now to …to …

Sorry, I don’t quiet Sorry, I don’t quiet understand.understand.

Asking for comments.Asking for comments.

Beginning the Beginning the meeting. meeting.

Changing the subject.Changing the subject.

Clarifying. Clarifying.

Stating the purpose of Stating the purpose of the meeting.the meeting.

Meetings: Useful Phrases - Meetings: Useful Phrases - ChairpersonChairperson

Can we state, please?Can we state, please?

Can we Can we startstart, please?, please?

The main arm of this meeting is to …The main arm of this meeting is to …

The main The main aimaim of this meeting is of this meeting is to …to …

How do you fill about this?How do you fill about this?

How do you How do you feelfeel about this? about this?

Let’s mobilise on now to …Let’s mobilise on now to …

Let’s Let’s movemove on now to on now to ……

Sorry, I don’t quiet understand.Sorry, I don’t quiet understand.

Sorry, I don’t Sorry, I don’t quitequite understand. understand.

Beginning the meeting.Beginning the meeting.

Stating the purpose of the meeting.Stating the purpose of the meeting.

Asking for comments.Asking for comments.

Changing the subject.Changing the subject.

Clarifying.Clarifying.

Meetings: Useful Phrases - Meetings: Useful Phrases - ParticipantsParticipants

I’m in flavour of …I’m in flavour of …

Perhaps will should …Perhaps will should …

I totally agreed.I totally agreed.

I don’t know around I don’t know around that.that.

Held on a moment.Held on a moment.

Agreeing. Agreeing.

Disagreeing.Disagreeing.

Giving opinions.Giving opinions.

Interrupting.Interrupting.

Making suggestionMaking suggestions.s.

Meetings: Useful Phrases - Meetings: Useful Phrases - ParticipantsParticipants

I’m in flavour of …I’m in flavour of …

I’m in I’m in favourfavour of … of …

Perhaps will should … Perhaps will should …

Perhaps Perhaps wewe should … should …

I totally agreed. I totally agreed.

I totally I totally agreeagree..

I don’t know around that. I don’t know around that.

I don’t know I don’t know aboutabout that. that.

Held on a moment.Held on a moment.

HoldHold on a moment. on a moment.

Giving opinions.Giving opinions.

Making suggestions.Making suggestions.

Agreeing.Agreeing.

Disagreeing.Disagreeing.

Interrupting.Interrupting.

VocabularyVocabulary

Revision and PracticeRevision and Practice

Look at the Look at the webpage webpage with verbs and with verbs and nouns and then do the quiz.nouns and then do the quiz.

Sample meetingsSample meetings

The Business Pre-int. DVD-ROMThe Business Pre-int. DVD-ROM The Business Int. DVD-ROMThe Business Int. DVD-ROM

Videos & ActivitiesVideos & Activities

How to conduct a meetingHow to conduct a meeting Full meetingFull meeting Running effective meetingRunning effective meeting Role of the ChairRole of the Chair Taking minutesTaking minutes Bad practicesBad practices

Activity: The Business Pre-int.Activity: The Business Pre-int.

Read the text and decide whether the Read the text and decide whether the statements are true or false.statements are true or false.

Listen and complete the minutesListen and complete the minutes

The Business Pre-The Business Pre-intint. Track 2.19. Track 2.19

Writing Action Minutes Writing Action Minutes (TB Pre-int. 6.5)(TB Pre-int. 6.5)

1.1. FiratFirat2.2. write a reportwrite a report3.3. 8th September8th September4.4. draw up a schedule for building workdraw up a schedule for building work5.5. FiratFirat6.6. next meeting (11th September)next meeting (11th September)7.7. check schedulecheck schedule8.8. LenaLena9.9. 11th September11th September10.10. 11th September11th September

ActivityActivity

Unit 38: MeetingsUnit 38: Meetings (Test Your Business (Test Your Business English)English)

Match the phrases actually said at a Match the phrases actually said at a meeting with the minutes of it.meeting with the minutes of it.

Unit 7: MeetingsUnit 7: Meetings (Business Objectives)(Business Objectives)

Listen and match the expressions with Listen and match the expressions with their functions.their functions.

ActivityActivity: : WorldbeaterWorldbeater

Freestyle, a sports equipment company, has developed Freestyle, a sports equipment company, has developed a new tennis racket called Worldbeater. It is light but a new tennis racket called Worldbeater. It is light but gives players increased power and control. It will be gives players increased power and control. It will be launched in the US. The Marketing Department holds a launched in the US. The Marketing Department holds a meeting to discuss a strategy.meeting to discuss a strategy.

Chair or participate in the meeting. Chair or participate in the meeting.

Try to persuade your colleagues to agree to the Try to persuade your colleagues to agree to the ideas you have.ideas you have.

ActivityActivity: : WorldbeaterWorldbeater

Agenda:Agenda:

1.1. Selling price.Selling price.

2.2. Target consumer.Target consumer.

3.3. Special offers for first Special offers for first purchase.purchase.

4.4. Advertising / Promotion.Advertising / Promotion.

ActivityActivity The neighbours in a block of The neighbours in a block of

four flats hold a meeting. four flats hold a meeting. They discuss repairs and They discuss repairs and

improvements to the building.improvements to the building.

Flat D: top floor Flat D: top floor

Flat C: 2nd floor Flat C: 2nd floor

Flat B: 1st floorFlat B: 1st floor

Flat A: ground floorFlat A: ground floor

They have already agreed to They have already agreed to spend a maximum of spend a maximum of € 5,000.€ 5,000.

Chair or participate in the Chair or participate in the meeting. meeting.

Try to persuade your Try to persuade your neighboursneighbours to agree to to agree to the repairs and the repairs and improvements that you improvements that you want.want.

ActivityActivity

List of improvements and repairs:List of improvements and repairs: Clean front of building: Clean front of building: € € 2,0002,000 Employ gardener to come once a week: Employ gardener to come once a week: €€ 1,000 1,000 InsInsttall automatic gate to car park in order to limit all automatic gate to car park in order to limit

access: access: €€ 1,000 1,000 Paint common staircase to Flats C and D (the Paint common staircase to Flats C and D (the

other two flats have their own entrances): other two flats have their own entrances): € € 750750 Repair roof that is leaking very slightly and Repair roof that is leaking very slightly and

affecting Flat D: affecting Flat D: € € 4,0004,000