Meeting in English

Welcome
1. Well, since everyone is here, we should get started.
2. Hello, everyone. Thank you for coming today.
3. I think we'll begin now. First I'd like to welcome you all.
4. Thank you all for coming at such short notice.
5. I really appreciate you all for attending today.
6. We have a lot to cover today, so we really should begin.

Sample Welcome:

Pierre: I think we'll begin now. First I'd like to welcome you all and thank
everyone for coming, especially at such short notice. I know you are all very
busy and it's difficult to take time away from your daily tasks for meetings.

Introductions

If anyone at the meeting is new to the group, or if there is a guest speaker,

this is the time when introductions should be made. The person in charge of
the meeting can introduce the new person, or ask the person to introduce him
or herself.

 I'd like to take a moment to introduce our new tour coordinator.

 I know most of you, but there are a few unfamiliar faces.
 Stella, would you like to stand up and introduce yourself?
 Hi everyone. I'm Judy Strauss. I'll be acting as Amanda's assistant while
Nancy is away on maternity leave.

Roll Call/Apologies
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.

 It looks like everyone is here today.

  If you notice anyone missing, please let Jane know so that she can
make a note of it.
 Unfortunately, Ken cannot join us today. He has been called away on
business
 Mike will be standing in to take the minutes today, as Lisa is home with
the flu.

Objectives
Some people who hold meetings prefer to pass around copies of the agenda,
and others will post a large copy on a wall, or use an overhead projector. No
matter which format is used, attendees should be able to follow the agenda as
the meeting progresses. Before beginning the first main item on the agenda,
the speaker should provide a brief verbal outline the objectives.

Sample Introduction to the Agenda:

Pierre: As you can all see here on the agenda we will be mainly talking about
the upcoming tourist season. First we'll discuss the groups that will be coming
in from Japan. After that we'll discuss the North American Tours, followed by
the Korean tours. If time allows we will also discuss the Australian tours which
are booked for early September. Next, I'm going to request some feedback
from all of you concerning last year's tours and where you think we can
improve. And finally, we'll be voting on where and when to have this year's
staff picnic.

Following the Agenda

Taking the Minutes

Anyone, including you, may be assigned to take the minutes at a meeting.

Often someone who is not participating in the meeting will be called upon to
be the minute-taker. Before a meeting the minute-taker should review the
following:

 The minutes from previous meeting

 All of the names of the attendees (if possible)
 The items on the agenda
It also helps to create an outline before going to the meeting. An outline
should include the following:

 A title for the meeting

 The location of the meeting
 A blank spot to write the time the meeting started and ended
 The name of the chairperson
 A list of attendees that can be checked off (or a blank list for attendees
to sign)
 A blank spot for any attendees who arrive late or leave early

Sample Minutes Outline:

Supervisor's Meeting

Friday, 5th May

Start: _____ Finish: _____

Room 3

Chair: Pierre
Attendees:
1 _________
2 _________
3 _________
4 _________
5 _________
Late to arrive: _________
Early to depart: ________

The minute-taker can use a pen and paper or a laptop computer and does not
need to include every word that is spoken. It is necessary to include important
points and any votes and results. Indicating who said what is also necessary,
which is why the minute-taker should make sure to know the names of the
attendees. If you cannot remember someone's name, take a brief note of their
seating position and find out their name after the meeting. A minute-taker
should type out the minutes immediately after the meeting so that nothing is
forgotten.

Watching the Time

One of the most difficult things about holding an effective meeting is staying
within the time limits. A good agenda will outline how long each item should
take. A good chairperson will do his or her best to stay within the limits. Here
are some expressions that can be used to keep the meeting flowing at the
appropriate pace.

 I think we've spent enough time on this topic.

 We're running short on time, so let's move on.
 We're running behind schedule, so we'll have to skip the next item.
 We only have fifteen minutes remaining and there's a lot left to cover.
 If we don't move on, we'll run right into lunch.
 We've spent too long on this issue, so we'll leave it for now.
 We'll have to come back to this at a later time.
 We could spend all day discussing this, but we have to get to the next
item.

Regaining Focus

It is easy to get off topic when you get a number of people in the same room.
It is the chairperson's responsibility to keep the discussion focused. Here are
some expressions to keep the meeting centred on the items as they appear
on the agenda.

 Let's stick to the task at hand, shall we?

 I think we're steering off topic a bit with this.
 I'm afraid we've strayed from the matter at hand.
 You can discuss this among yourselves at another time.
 We've lost sight of the point here.
 This matter is not on today's agenda.
 Let's save this for another meeting.
 Getting back to item number 5...
  Now where were we? Oh yes, let's vote.

Voting

When issues cannot be resolved or decisions cannot be easily made, they are
often put to a vote. Most votes occur during meetings. Votes can be open,
where people raise their hands in favour or in opposition of the issue. In an
open vote, the results are evident immediately. Other votes, such as who
should be elected to take on a certain role, are private or closed. During
private votes, attendees fill out ballots and place them in a box to be counted.
The results may not be counted until after the meeting. Here are some
specific expressions used during open voting:

 All in favour?
(Those who agree raise their hands or say "Aye".)
 All opposed?
 Motion to hire more tour guides, moved by Thomas.
(Suggestions or ideas that are put to a vote are called motions. When a
person makes a suggestion, the term to use both during the meeting
and in the minutes is moved.)
 Motion to hire more tour guides seconded by Nolan.
(When another person agrees with the motion, it is seconded.)

When a motion is voted and agreed upon it is carried. When it is voted and
disagreed upon it is failed. Most often votes are put to a majority. If there is a
tie vote, the chairperson will often cast the deciding vote.

Sample Voting Session:

Pierre: Okay, now that we've covered most of the business, it's time to vote
on the staff picnic. Jane and I have come up with two different ideas. I'll give
Jane the floor now, and she'll outline these two options. After that we'll vote. I
don't think there is any reason to have a private vote, so I'll just ask to see a
show of hands. Jane, would you do the honours?
Jane: Thanks Pierre. Okay, so, as you all probably assumed, we are going to
wait until most of the tours have passed through before we have the staff
picnic. That way most of you should be able to attend. So we've chosen the
last Sunday of September. I hope that works out for all of you. Now, the first
option is to have a BBQ at Mariposa Beach. We would do this on the last
Sunday of September. The second option is to have a potluck dinner/pool
party in Pierre's backyard. The only problem with this is if it rains, there isn't
much in the way of shelter there. I don't think Pierre and his wife will want all
of us dashing inside in a thunderstorm.
Pierre: Well, if we had to we could probably squeeze everyone in the
basement. Anyhow, those are the options, so let's put it to a vote. All in favour
of option number one? Raise your hands please...okay, one vote. And, all in
favour of option number two? That's four. Okay, so it looks like a pool party at
my house.
Jane: Great. I'll put up a sign up sheet and everyone can write down what
they plan to bring.

Comments and Feedback

During the meeting, participants will comment, provide feedback, or ask

questions. Here are some ways to do so politely:

 If I could just come in here...

 I'm afraid I'd have to disagree about that.
 Could I just say one thing?
 I'm really glad you brought that up, Kana.
 I couldn't agree with you more. (I agree)
 Jane, could you please speak up. We can't hear you at the back.
 If I could have the floor (chance to speak) for a moment...
 We don't seem to be getting anywhere with this.
 Perhaps we should come back to this at another time?

Closing a Meeting

Wrapping Up

There are different reasons why a meeting comes to an end. Time may run
out, or all of the items in the agenda may be checked off. Some meetings will
end earlier than expected and others will run late. The odd time, a meeting
may be cut short due to an unexpected problem or circumstance. Here are a
variety of ways to adjourn a meeting:

 It looks like we've run out of time, so I guess we'll finish here.
 I think we've covered everything on the list.
 I guess that will be all for today.
 Well, look at that...we've finished ahead of schedule for once.
 If no one has anything else to add, then I think we'll wrap this up.
 I'm afraid we're going to have to cut this meeting short. I've just been
informed of a problem that needs my immediate attention.

Reminders

There is almost always one last thing to say, even after the closing remarks. A
chairperson might close the meeting and then make a last-minute reminder.
Instructions for tidying up the room may also be mentioned.

 Oh, before you leave, please make sure to sign the attendance sheet.
 I almost forgot to mention that we're planning a staff banquet next
month.
 Don't forget to put your ballot in the box on your way out.
 If I didn't already say this, please remember to introduce yourself to the
new trainees.
 Could I have your attention again? I neglected to mention that anyone
who wants to take home some of this leftover food is welcome to.
 If you could all return your chair to Room 7 that would be appreciated.
 Please take all of your papers with you and throw out any garbage on
your way out.

Thank You's and Congratulations

The end of the meeting is also the time to thank anyone who has not been
thanked at the beginning of the meeting, or anyone who deserves a second
thank you. Congratulations or Good-luck can also be offered here to someone
who has experienced something new, such as receiving a promotion, getting
married, or having a baby.
  Before I let you go let's all give a big thank you (everyone claps) to
Thomas for baking these delicious cookies.
 Again, I want to thank you all for taking time out of your busy schedules
to be here today.
 Most of you probably already know this, but Nolan's wife just gave birth
to a baby boy.
 As you leave today, don't forget to wish Stella luck on the weekend.The
next time you see her she will be happily married.

Follow Up

In the closing remarks, the chairperson, or participants may want to discuss

the date and time for the next meeting, when the minutes will be available, or
when a decision should be made by. This is also the time to give contact
information, such as how to send a question by e-mail or who to call regarding
a certain issue.

 We'll meet again on the first of next month.

 Next time we meet I'll be sure to have those contacts for you.
 If anyone has any questions about anything we discussed today, feel
free to send me an e-mail.
 The minutes from today's meeting will be posted as of tomorrow
afternoon.
 I'll send out a group e-mail with the voting results.

Meetings Skills Test

This self-assessment test will check your understanding of the English
meetings skills that you learned on the business meetings pages.

Are the following statements True or False?

1. The person who is in charge of the meeting is the person who takes the
minutes.
   False

2. The best way to call a meeting is to inform each participant individually by

phone.

 True   False

3. An agenda should outline the order and amount of time to spend on each
item at the meeting.

 True   False

4. Engaging in small talk throughout the meeting is an effective way to keep

the focus.

 True   False

5. When someone agrees with a motion it is "seconded".

 True   False

6. The person who is speaking during a meeting is the person who "has the
floor".

 True   False

7. A polite way to indicate that you want to make a comment during a meeting
is to say: "If I could just come in here..."

 True   False

8. When there is a tie vote, it is customary for the chairperson to ask one
participant to reconsider his/her decision.

 True   False

9. During the closing remarks, the person holding the meeting should
introduce new staff members or guest speakers.
  True   False

10. Reminders are typically announced after all of the items on the agenda
have been covered.

 True   False