IEN 312 ENGLISH FOR BUSINESS MEETINGSA.Warisa Suksomboon

Week 2

Types of Meeting• There are different types of meetings. Each type requires

a different structure and supports a different number of participants.

• Regular meeting• Special meeting• Annual meeting• Quarterly meeting• Monthly meeting• Weekly meeting• Board meeting• Progress meeting• Team meeting

• Staff appraisal meeting• Brainstorming meeting• Training meeting• Orientation meeting

Types of Meeting• Board meeting is a meeting for company director and top

managers to discuss strategy and make decisions regarding the direction of a company.

• Annual meeting is held once a year to give all members or shareholders information about the progress of the company in the past, present and future.

• Training meeting is to help employees to do their job better by teaching them new techniques or giving them new information.

• Staff appraisal meeting gives individual staff the opportunity to discuss their work with their managers, and managers can give feedback to staff on their job performance.

Types of Meeting• Brainstorming meeting is to generate new and fresh

ideas on a specific topic.• Team meeting is for people who work in the same

department or section. The purpose of the meeting is to inform people of new developments and discuss the present situation.

• Progress meeting is to help make sure that the project is on schedule. It is also an opportunity to get feedback on how things are going and to exchange ideas.

Successful Meetings• Successful meetings usually have three components:

• Information is shared,• Ideas are discussed, and • Actions are decided.

• **The meeting should be friendly and respectful even when there is disagreement.

Successful Meetings

1. Sharing informationPay careful attention to each other and to actively listen.

(“Active” listeners check that they have understood things correctly and ask for further examples or explanation if they are unclear about any issues.)

2. Discussing ideasKeep your emotions under control. Recognize that if you

show anger, it will be difficult for the meeting to proceed.

Express your feeling in a respectful way.

Acknowledge and repeat the other person’s view.

Avoid negative body language and extreme words or phrases.

Successful Meetings

3. Deciding actionSuggest you ideas for action in a positive way and to explain

how they will move things forward.

Point out how your suggestion also addresses other people’s concerns.

…Don’t say “I suggest we do ABC”

…Say “I suggest we do ABC, because it will help deal with the issue you raised.”

Talking Points• Consider these questions.

• How can you make sure everyone participates in the meeting?• How do you handle people who disagree with you?

The Meeting• Watch the first part of a meeting between four people at

the energy company QPG. As you watch, answer the questions below.• What is the meeting about?• What is Maria’s role?• Why was the market research done?• What was the research about? • Why are customers leaving?• Why doesn’t Anna want to train staff again ‘from scratch’? • What does Maria suggest they should review?• Does Anna agree to look at the report with Maria?

Successful Meetings• How to listen carefully: Actively check and ask for clarification, examples

and more information.

• How to keep your emotions under control: Be aware of what you are feeling and recognize that if you show anger, it will make the meeting less successful.

• How to state your point of view: Avoid negative or aggressive body language. Stay professional and avoid extreme words or phrases.

• How to show respect and empathy: Show you understand the other person’s situation even if you disagree with it, and acknowledge their concerns.

• How to suggest positive action: Describe ho your suggestions are helpful and take into account other people’s concerns.

Arranging to Meet• Exercise 3: Listen to some extracts from other phone calls

made by the Delta International staff.

• Who?• What?• When?

Asking to Meet• Could we find a time to meet? • Can we arrange to meet sometime?• Can you organize a conference call? • Any chance of a meeting this week? (informal)• Could we try to arrange a meeting before Friday? • What about Monday morning?• How about after lunch at, say, two o’clock?• I’d like to schedule a meeting before the end of the month.

Can you suggest a few dates?• Can we try and agree on a day in the middle of the

month?

Responding to a meeting request• Yes, I can make that date.• Yes, I’m free on that date.• Tuesday at nine is fine for me. • Wednesday 15th sounds good. • Yes, that date works for me.• Sorry, I can’t make next Wednesday.• I’m afraid I have another appointment then.• I can’t. I’m away on a business trip.

Writing emails in preparation for meetings

• Formal email language• Dear colleagues/Ms Tidman/Mr Timm,• I trust you are all well.• I look forward to meeting/seeing you on the 15th July.• I detail below…• I would advise…• As discussed,…• Please find herewith • Please find attached…• Your sincerely,• Best wishes/regards,

Writing emails in preparation for meetings

• Informal/friendly email language• Hello Uwe/Hi Jenny/Dear Paul,• It was good to speak the other day.• Sorry for the delay.• I’ve attached…• I’m looking forward to our meeting.• See you on Thursday.• All the best,• Cheers,

Practice• Write an email to a client about a meeting you are

organizing next month. Decide whether the email should be formal or informal and use suitable language. Include some of the following ideas if you wish:• Mention a phone call you have just had• Refer to an attachment that you are sending with the email• Confirm the time and date of the next meeting• Talk about the aspect of project that you have just finished• Refer to some work you need to complete.