Language Expressions Meetings 1

HandouttakenfromEnglishLanguageCommunicationWorkshopforStudentRepresentativeCouncil(MPP08/09) 2009

CONDUCTINGMEETINGS

MeetingPhase Task LanguageExpressionsOpeningGeteveryoneacquaintedandorientedforthemeeting

Greettheparticipants Goodmorning Goodafternoon(124pm) Goodevening(412midnight) Assalamualaikum

Welcomeparticipants Introducenewmembers

Thankyouforcoming. Allowmetointroduceyoutoourcommittee

members Today,wehavewithusPMKhairiIzwanAbdullah

fromtheEnglishLanguageUnit Itsourhonourtohavewithus,Professor

Tajuddin,theDeputyViceChancellorofStudentsAffairsandAlumni

Askforapologies Iseveryonepresent? Mr.Rahimhasinformedmethathecantmakeit

todaybecauseheisnotfeelingwell. Reviewtheagenda,

objectivesofthemeeting,desiredoutcomes,etc.

Thepurposeoftodaysmeetingis Thisiswhatwehaveonouragendafortoday. Thereareseveralurgentmattersthatcallforour

immediateattention.Theyare Weareheretodiscussafewmatterspertaining

to Bytheendofthismeeting,weshouldhave

discussed Wehopetobeabletoreachadecisionbytheend

ofthismeeting Wehopetobeabletocomeupwithseveral

solutionstotheproblemshighlightedearlier. Reviewthekeyrolessuch

aswhostakingnotes,whoisinchargeofwhat(ifitisacommitteemeeting),etc.

Janicewillbeinchargeoftakingnotestoday. Paulwasthetreasurer,Kumarthepublic

relationsofficer


MeetingPhase Task LanguageExpressionsWORKActivelyworkonthetaskandissuesofthemeeting

Startthediscussion Letusstartwiththefirstitemontheagenda. Shallwebegin? Shallwestartwithhearingthereportfrom Letusbeginthediscussionwithdecidingtheduration

oftheworkshop. Seekopinionfrom

others Whatdoyouthink? Whatsyouropiniononthismatter? Wouldyouliketosaysomething? Whataboutyou,Kamal? Whydoyousayso? Doyouagreewithhim? Wouldyouliketoadd? Doesanyonehaveanyideaaboutthis?

Ensurespeakingchances

LetshearfromJim. LetshearwhatSitihastosay. Onemoment,Jim.Sitihassomethingtosay. LetshearwhatSitihastosayfirst,thenJim. Susan,youhaventsaidanythingaboutthisyet.Maybe

youwouldliketoadd? Giving

praises/encouragement Thatsagreatidea,Sam. IthinkLisasideaisthesolutiontoourproblem. Yoursuggestionmayjustwork. Danielsideasoundsgood.Couldwediscussitfurther?

Getagreement Doeseveryoneagreewiththisplan? Areweallinagreement? Anyobjections?

Manageconflict Idontthinkthetwoofyouareasfarapartasyouthink.

Yourideasareactuallyrathersimilar.Youareandhe/sheisAmIright?

Letsnotfightaboutit.Imsurewecanreachfindasolutionmidway.

Expressopinion/viewpoints

Inmyopinion,/Ithink Whatif Maybewecould/weshould Isuggestwe/Lets Istronglybelieve AsfarasImconcerned Inmyview/Frommypointofview

Askforclarification Can/Couldyoupleaserepeat? Excuseme? Ibegyourpardon? Sorry? Isitpossibleforyoutoformeplease? Wouldyoubesokindasto? Doyoumind


Pointoutadifferentperspective

Thereare,ifImaysayso,certainpointsyoushouldbearinmind

Thereareotherconsiderations.Forexample Ifwelookatitinanotherlight Seenfromanotherangle,onecouldsay Iwonderifyouveconsidered

Highlightimportantfacts

Iparticularlywanttoemphasizethefactthat Thispointishighlysignificant Letmesayagainhowimportantitisto Wemustntunderestimatetheimportanceof Iwouldliketoremindyouthat Iwishtodrawyourattentionto

Challengeanotherpointofview

Iwonderifthatviewisjustifiedinthelightof Idontthinkyoufullyappreciatethefactthat Itwouldbeinyourowninterestto Iwouldbeinclinedto,ifIwereyou

Reassure Theresnocauseforconcernasfarasisconcerned Letmeassureyoustraightawayonthatpoint Icanassureyouthat Weunderstandyourconcernaboutandweassure

youthatwewilldoeverythinginourpowerto Youneednothaveanyfearsabout

Clarifymisunderstandings

WhatIwantedtosaywas Thatsnot(exactly)whatImeant Inotherwords ThatisnotwhatImgettingat Sorry,letmeexplainitmoreclearly (Please)Dontgetmewrong,whatImeantwas AllIwastryingtosayis

Interruptandtoreturn (Im)sorrytointerrupt Sorry,can/mayIinterruptyouforasecond Excuseme/Pardonme IfImayinterruptforasecond Sorry,butdidIhearyousay AsIwassaying Goingbackto (Yes,well)anyway

Agreeing Iagree(withyou). Icantagreewithyoumore. IshareAlisviews. Ithinkthatsagoodidea. Thatsright!

Disagreeing Idisagree. Iseeyourpoint,but.. Thatsagoodpoint.However, Ibegtodiffer ImafraidIhaveadifferentview


Preventamonopoly Well,thankyou.Butwehavetomoveontothenextitemontheagenda.

Iamsorrytointerruptyou,butweneedtomoveontothenextitemofourdiscussion.

Thankyouforyourthoughtsonthat.Nowletsturntothenextitem.

Thankyou.Yourpointiswellnoted.Canwemoveontothenextitem,now?

Thankyouforyourideas.Now,letsturntothenextitem.

Persuade Wouldntyouagreethat? Seenfromanotherangle,onecouldsay Ifwewereto,thenwewould Inviewofallthefactsthatwehavediscussed,would

younotagreethat? Afterconsideringthechoices,wouldntyou? Ithinkwecanagreethatthebestwaytoproceed

wouldbeto

MeetingPhase Task LanguageExpressionsClosingtheMeetingBringingthemeetingtoaclear,constructiveclose

Reiteratekeypoints/decisionsmade/personresponsible/upcomingtasks/etc.

Wehavecometoanendofourmeeting.Letsrecapwhatwehavediscussed.

Letslookatwhatwehavediscussedsofar. Wehavedecidedthat. Thesearewhatwehavediscussedanddecided

on. Laila,youwillbeinchargeofYourjobis Inournextmeeting,weshouldhavecompleted

thefirstphaseofourplanning. Ithinkwevecoveredeverything.Ournext

meetingwillbeonMondayat10a.m..Everyoneshouldbereadywithyourprogressreport.

Obtainfeedback Didwemissoutanything? Havewecoveredeverything? Doesanyonehaveanythingtoadd?

Thankthegroupmembers

Thankyouonceagainforcoming. Thankyoufortheproductivediscussion. Thankyouforallyourideasandcontributions.

Close Thismeetingisnowover. Assalamualaikum/Thankyou

Adapted from:

Harvard Business School Press. (2006). Running Meetings: Expert solutions to everyday challenges. Massachusetts: Harvard Business School Publishing.

Nor Azni Abdullah, Noorzan Hj Mohd Noor, Teh, C.S. & Foo, K.. (2008). Communication skills for the workplace. Selangor: August Publishing Sdn. Bhd.

Language Expressions Meetings 1

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