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Meetings

18.6.2018, , Zdroj: Verlag Dashöfer

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Meetings

Edward Thomas

1. MEETINGS

There are many different types of meeting, and different language may be appropriate. Have a look at the following words and put them in the categories ”formal“ and ”informal“. Some of them are types of meeting, some are venues (places where meetings happen); others are words and phrases used either formally or informally.

chaired panel discussion, chat, lecture, speech, talk, seminar, conversation, conference, negotiation, annual general meeting, brainstorming session

canteen, lecture theatre, pub, boardroom, meeting room, town hall, lounge, cafe

ladies and gentlemen, hi everyone, I would like to give the floor to..., would you like to come in here? I would like to begin by... welcome to today's event, nice to see you all, let's start by....

Formal Informal
                                                                    
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     
                                                                     

Correct answers are here1

2. MEETINGS - EATING CHOCOLATES, JELLIES AND MARSHMALLOWS

Read what Joanne the communications expert has to say about „dos” and „donts” - things we should do and shouldn't do - in meetings. Joanne's nine year old son Tommy has unfortunately been playing with her laptop, and has changed some of her points to amuse himself. Can you find out which words Tommy has changed and correct them with the right forms? Can you find out Joanne's true advice? (the words that are missing from Joanne's advice are listed below it).

„First, you have to think about who called the meeting. What are their chocolates, and what are yours?

Chocolates are the keys to any meeting - what does the person who called the meeting want to come from it? What do you want to come from the meeting? Next, investigate your chocolates by finding out all the information you can that connects with them - you have to be ready to comment on your views to get the jellies you want - jellies are the products of the decisions taken at meeting. If you are not the leader or chair of a meeting, find out as much as possible about the chocolates of the person who is, as well.

After this, eat your information and try to find the strong and weak marshmallows which you understand about the information which supports your chocolates. The quality of your eating will decide how you can direct the meeting in the direction of your chocolates. Your eating should include whether the marshmallows are unlikely, moderately likely, or likely to be discussed in the meeting.

Draw an outline for yourself - perhaps a list or a diagram - of the most important key marshmallows connected with your chocolates. Spend a lot of time eating these from different points of view. Think about „what if?” questions, thinking about the different possible directions in which the discussions could go. All this eating seems like a lot of work, think again - if you care about the final jellies of your work you'll find that the eating time was necessary and worth it.

_______________________________________________________________________________

results, objectives, points, analysis / analysing / analyse

Results - ……………………………2

Objectives - ……………………………3

Points - ……………………………4

Analysis / analysing / analyse - ……………………………5

3. LEADING THE MEETING

If you are leading (chairing / conducting) a meeting you will need some of the following language. Can you create headings for the lists below of the vocabulary that is functionally necessary if you are to guide a meeting? (hint- use -ing forms) Pay attention! Some of it will be necessary to answer follow-up exercises.

A) …………………………………………………………

Hello, and welcome.

Good to see you all here today.

Nice that you could make it today.

Those of you who have made it here today, thank you for being here.

Thank you for making the time for this meeting.

It's a pleasure to be here today.

It's great that we can meet like this.

First, allow me to / let me introduce myself. I am ............

B) …………………………………………………………

Right, I would first like to outline…

Let me fill you in on the topic we are dealing with today.

Today, we want to tackle the question of...

The aim today is firstly to..., and secondly to…

Our goal today is to…

Let's start by…

First, let me / allow me to ------ outline / suggest...

I would like our discussions to touch on a number of issues.

C) …………………………………………………………

That's all we need to say about…

Right, we've looked at…

So much for…

I think that's enough about…

I would say we've covered this topic well enough; now…

Right, let's move on to ...

Ok, fine, now let's turn to...

Moving on, we come to item 1.3....

Let's look now at…

I'd like to move on to..

Next, we need to deal with...

I'd like now to…

D) …………………………………………………………

Let's recap, shall we?

Just to recap…

Let's take a moment to review…

I would like to go over / sum up / summarise / review...

Let's take stock of what we've discussed here…

Allow me to / let me --------- remind you / summarise briefly / go over / reiterate...

If I can just --------- summarise / review / reiterate / restate / sum up...

Let's sum up by ---------- reviewing / re-iterating / restating / summarising / going over / reminding ourselves...

Correct answers are here6

4. PHRASES FOR THE MEETING

Look back at the phrases in Leading the Meeting. Then look carefully at the meeting situations described briefly below. Can you find the right phrases to use among the attendees (people who are at the meeting) in the situations? They situations are listed in an order which links with the order of the phrases in Leading the Meeting.

A)

1. Not everyone is at the meeting, but you want to thank those who are…

a) …………………………………………………………

2. It was a meeting arranged in a hurry on a busy day...

b) …………………………………………………………

3. You are new to the people you are leading in a meeting…

c) …………………………………………………………

Correct answers are here7

B)

1. The topic is unknown to the attendees of the meeting…

a) …………………………………………………………

2. You have two basic aims /goals…

b) …………………………………………………………

3. You want to guide your attendees to a number of specific points…

c) …………………………………………………………

Correct answers are here8

C)

1. You want to list the topics covered so far…

a) …………………………………………………………

2. You're pleased with the discussion and want to start a new topic…

b) …………………………………………………………

3. You have a list of topics to cover, and wish to refer to it…

c) …………………………………………………………

Correct answers are here9

D)

1. You want to suggest a very short summary to the group…

a) …………………………………………………………

2. You want to give the attendees time to think about the discussion so far…

b) …………………………………………………………

3. You want to start an activity among the attendees where they review the meeting's discussion…

c) …………………………………………………………

Correct answers are here10

5. THE MEETING

Read through the following script of a meeting chaired by John (J), and featuring his colleagues Fran (F), Mike (M) and Tony (T). Fill in the gaps using language from Leading the Meeting. Look carefully at the highlighted phrases, which are useful for taking part in discussions.

(John) ---„Hello everyone. Glad you could 1. …………………………… …………………………… here at such short notice. Let me 2. …………………………… …………………………… on the reason why we are here today. Basically, we need our discussion to 3. …………………………… …………………………… a couple of key issues, and I think we can handle them both in one meeting. 4. …………………………… …………………………… by discussing the matter of the new brochure launch. I'd like to hear your views on that. Would you like to comment, Fran?”

(Fran) ----”Yes John, thanks. As I see it, the draft looks good from the point of view of layout, but it seems to me that it lacks colour - it's so grey!”

(J) ----- „okay... does anyone agree with that point of view? - Mike?“

(Mike) ---- „I would tend to agree with that. To put it bluntly I was rather visually bored when reading it.”

(J) ---- ”Right, so two people there dislike the colour of the new brochure. Would anyone else like to come in here? Or does everyone agree that the brochure needs extra colour? Tony?“

(Tony) ----- ”Well...um.”

(J) -----” Yes Tony?”

(T) -----” Um, mmm, I agree up to a point with what Mary and Mike have said, but I can't help feeling that business - like is best - so I... I like the idea of pastel shades of similar colours. I'm in total agreement that the current form is too grey, but I'm in favour of pastel blue or orange being the final colour scheme.“

(J) ---- „ok, point noted, thank you. Right, fine, I think 5. …………………………… …………………………… …………………………… the brochure, now 6. …………………………… …………………………… …………………………… the topic of this year's financial closure. Could I ask for your reaction to the suggestion that everyone will handle their own final accounts this year - it will mean more work but also there will be a financial bonus. Tony - what's your position on this?“

(T) ----”Frankly, I can't really agree with the company on this one. I'm going to be sending dozens of emails to the finance department to ask how to fill in the forms they've given me. I think it's quite clear that it will save time for no-one in the end.”

(J) ---- „Mary, do you want to come in here?”

(F) ---- „Well, yes. I'm afraid I can't agree with Tony on that. Many of us already have the financial training in accounts that we need to fill in these forms, and the company is committed to adding to these skills, so Tony can go on a course if he needs to...”

(T) ---- „Mary, with respect it's only about 20% of us who have accountancy training - the rest are going to find this difficult; and no one yet has said how much the training schemes are going to cost - professional training is incredibly expensive…“

(J) ---- „Ok, Ok. I'd like to ask Mike to give us his views on this. Mike, what do you think of the new move?“

(M) ---- „Well, I take Tony's point about the numbers of emails we'll be sending - apart from Mary and her expert accountants that is - but I must take issue with the idea that it won't save time in the end. I am sure it will, after a year or two, when we all understand the recording system.”

(J) --- „Thanks for that.7. …………………………… …………………………… …………………………… …………………………… …………………………… …………………………… the points we' ve raised: some people who already have the right training are happy about it, but many are not- as far as we're able to judge. I would say there are several possible adjustments that could help- we can simplify the forms, and we can issue clear instructions; we can also call large meetings to teach any people who are worried some of the basics. To go back to the brochure discussion, to put it in a nutshell, we are in agreement on the need for more colour, at minimum to change the grey background. Excellent. Thanks for your time everyone, I think we should probably get back to work now.“

Correct answers are here11

6. FUNCTIONS

Looking back to the meeting script on The Meeting, think for a moment about what the various highlighted phrases helped the attendees to do. In particular think about what John's role was.

Now look at the activities below. Which activities were most important to John's role as chair of the meeting? How many times you think John did them during the meeting.

A) summarising - ……………………………

B) setting the agenda - ……………………………

C) inviting input - ……………………………

D) agreeing - ……………………………

E) welcoming - ……………………………

F) changing topics - ……………………………

G) giving opinions - ……………………………

Correct answers are here12

Let's look in detail at the functions he performed. Put John's language into the categories below. Include the answers from The Meeting where you filled in John's words from language learnt in Leading the Meeting. Two are done for you already.

1. Summarising

…………………………………………………………………………………………………….13

2. Setting the Agenda

…………………………………………………………………………………………………….14

3. Inviting input

I would like to you‘re your views on; Would you like to come in here?

…………………………………………………………………………………………………….15

4. Agreeing

…………………………………………………………………………………………………….16

5. Welcoming

…………………………………………………………………………………………………….17

6. Changing topics

…………………………………………………………………………………………………….18

7. Giving opinions

…………………………………………………………………………………………………….19

7. DIRECTING THINGS: THE VERBS

A) The key to directing a meeting is the effective use of central verbs like would, let, and do. Below are three functions - can you connect them to the right verb opposite?

1. direct questions let
2. imperatives (commands) would
3. polite / indirect questions do

Correct answers are here20

B) Look at the next three examples. Put the correct labels (direct question, polite question, command) beside the sentences.

1. „Do you want to add anything?“ ……………………………

2. „Let's begin by hearing from John Mcbain.” ……………………………

3. „I would like to ask J. M. to give us his opinion on this. J. M, would you mind?” ……………………………

Correct answers are here21

C) Now look at some more language from The Meeting. Fill in with „would”, „let”, or „do” Put A, B or C alongside the sentences which are direct, imperatives, or polite / indirect (as in the first chart above).

1. …………………………… anyone else like to add anything?

2. ……………………………'s turn to…

3. …………………………… you want to come in here?

4. ……………………………'s start by…

5. …………………………… me fill you in on…

6. …………………………… you

 
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