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How to use people's names

Surnames

Pleased to meet you, Mrs Rivera. How do you do, Mr Hammond.

This is polite and shows respect. It is usual to use surnames at a first meeting.

First names

Nice to see you, Steve. Hi! Pierre, how are you?

This is informal and most frequently used with friends. It is used more easily in the USA.

Titles

Good morning, Sir Henry.

People with a title are addressed by their title + first name (no surname).

Arranging a meeting

Look at this telephone call from the sales representative to a potential new customer. Try to guess the words missing from the conversation. If you cannot guess, select the missing word from the list that follows the dialogue.

Jackson:

Hello, Jackson...

Gray:

Good Morning, Mr Jackson, this is Mike Gray from Multiscan Industries...

Jackson:

Er, yes, what can I ______ for you?

Gray:

Well, as you probably know, we are ______ a new ______ of high-performance microprocessors. I am going to be visiting your ______ next week and I wondered if you

would be ______ in discussing these new ______ and perhaps having a ______?

Jackson:

M-m-m, yes, I would certainly be interested…

Gray:

Good, would Wednesday morning be ______?

Jackson:

Ah, Wednesday is a bit ______; I'm tied up all day. How about Thursday?

Gray:

Thursday would be fine. Can you let me have an hour or so ______ in the afternoon?

Jackson:

Yes, I think that would be possible. Say, four o'clock?

Gray:

Excellent, well, I'll look ______ to seeing you on Thursday then. Goodbye.

Jackson:

Goodbye.

area

convenient

sometime

range

interested

modes

difficult

forward

do

introducing

demonstration

Formal meetings

Most meetings are quite informal, but some ― for example, the board meetings of large companies may be very formal. In such meetings, special terms and procedures are used.

Read the text. Select the missing words from the list that follows the dialogue. Learn it by heart and act it out.

Production Director:

So you see, Bill, if we don’t approve this programme...

Chairman:

Excuse me, could I remind you to ______ your remarks to the chair?

Production Director:

Certainly, Mr Chairman, I can assure the members of the Board that when this programme is finished our production capacity will be doubled.

Member:

Excuse me, Mr Chairman, on a point of order, I don’t think that the Production Director should be talking about “when this programme is finished” before the Board has had the opportunity to vote on whether to ______ the programme or not.

Chairman:

Yes indeed, Mr Morris, would you like to propose a motion?

Production Director:

Yes, Mr. Chairman. I ______ that the capital expenditure programme as presented to the Board be adopted in its present form.

Chairman:

Who will second the motion?

Member:

I'll ______ the motion.

Chairman:

Those in favour?

Those against?

Any abstentions?

Eight in favour, and no-one against. I declare the motion ______. You know, in all my time as Chairman I have never been able to use my ______ vote. The capital expenditure programme is now adopted. Can we go ______ to the next item of Agenda? This item... .

Move

second

on

address

approve

casting

carried

Here is the draft of a typical agenda. Look it through and explain what parts it consists of

Agenda draft #1 6 November 2005

MARKETING GROUP MEETING

To attend

Angela Bond (C), David MacWilliams, Tim Harrison, Sheila Caddick, Keith Ryall, Betty Cox, Bill Moberry, Pauline Hall, Nick Tucker.

Place

Conference Room A6 (Main Building, First Floor).

Time

2.30 pm, Thursday 26 November 1992.

Subject

Evaluate latest quarterly sales report for Zaridex.

AGENDA

  1. Minutes of latest meeting. 5 min

  2. Presentation of sales report (Betty Cox). 10 min

  3. Discussion 20 min

  4. Review of marketing plan (Keith Ryall) 15 min

  5. Decision on activities for next quarter. 10 min

  6. Draft Schedule for activities/allocate responsibilities. 10 min

For alterations to this agenda, please contact: Angela Bond

Think which of these characteristics describe a good agenda and which refer to a bad one

  1. Is unclear and imprecise ― participants do not know what is expected of them.

  2. Indicates the draft/version and date of the agenda the chair should confirm with participants that they have the latest version.

  3. Gives too much information ― it should be a guide to the meeting, not a fact sheet.

  4. Is not impartial ― this is not the place to declare your position.

  5. States clearly the date, the time and the place of the meeting so everybody is in the right place at the right time.

  6. Gives a list of those invited/expected to attend forewarned is forearmed.

  7. Expresses the subject of the meeting in terms of an objective / action To discuss... To decide... To evaluate...

  8. Is too formal ― formality stifles creativity and creates mistrust.

  9. Includes “Any Other Business” ― an invitation to waste time.

  10. Lists the points to be covered in order with time allocation if appropriate.

  11. Is circulated too early ― it gets lost/forgotten by the time of the meeting.

  12. Is circulated too late — participants do not have time to contest the agenda / prepare for the meeting.

  13. Provides a contact name — for anyone who wishes to suggest alterations / additions.