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III. Here are some situations which you could describe as “meetings”. Match each situation to one of the five meetings:

a progress review, a brainstorming, an appraisal, a chat, a briefing.

  1. Several people trying to think of new ideas.

  2. Two people talking in a corridor.

  3. One person giving several other people information about a new project.

  4. A boss talking to someone about his or her recent performance.

  5. Several people having regular meeting to discuss the way a project is developing.

IV. Learn useful words and expressions.

A. The chairperson

Opening the meeting and presenting the agenda:

Welcome everyone ...

The purpose of this meeting is to ...

Do you all have a copy of the agenda?

Perhaps we could start with the first point, which is ...

Keeping things moving:

Mr/Ms X, would you like to speak now?

We'd like to hear your idea Mr/Ms X.

Let's move onto the next point.

OK, I think you've made your point so let's now consider ...

Ensuring everyone stays focused and contributes:

That's not relevant, could you stick to the point please. Mrs X, I don't think we've heard from you yet. What do you think are the marketing/financial implications? Does everyone follow?

Keeping an eye on time:

I’ll have to ask you to be as brief as possible as we are running out of time.

I'm afraid our time is almost up.

Summarizing:

To sum up ...

To summarize what has been said so far ...

Seeking clarification:

What exactly do you mean when you say ... Could you tell us a bit more about... Do you mean …? If I understand correctly, you think ...

Making sure everyone agrees on action points:

The next step is to ...

Are we all agreed?

So, it seems we all agree that...

Putting people in charge of action points and establishing deadlines:

Mr X could you look after .,.

How soon can you get back to us on ... ?

Will next Friday be OK?

Closing the meeting:

I think we've covered/that covers everything. Thank you for participating. The next meeting will be…

B.The participants.

Expressing opinions:

I think/consider/feel that... I have no doubt that... I definitely think that...

Agreeing and disagreeing:

I agree. /Agreed.

I'm in favour of that.

I can't accept that. /I disagree.

I'm afraid I don't agree with you.

You may be right, but...

Making recommendations:

I suggest we ... I would recommend ... We should maybe ... May I suggest...

Agreeing to get involved in action points:

No problem, I'll do that right away. I could have it done by early next week. I don't mind doing...

Timing

The Chairperson will open the meeting and introduce the topic. (3 mins)

Each member will be invited to put forward his/her opinions and views. (5 mins per person)

A general discussion period will follow during which each member will present suggestions and recommendations to help reach a satisfactory compromise. Action points will be decided upon. (20 mins). The Chairperson will appoint people to be responsible for various action points and then close the meeting. (5 mins)

Remember the minutes of a meeting should include:

  • a summary of the chairperson's introduction

  • a summary of the opinions and suggestions made by the participants

  • the action points that were decided upon

  • the people involved in carrying out the action points

  • the deadlines that were fixed

  • the date and time of the next meeting