Presentation on theme: "THE LANGUAGE OF MEETINGS"— Presentation transcript:
1THE LANGUAGE OF MEETINGS STRUCTURETHE LANGUAGE OF MEETINGS
2CASE STUDY form groups of 4-5 study instructions on the handout draw up a memo / an agendado the scriptprepare your roleshold the meetingwrite minutes
3STRUCTURE1. start the meeting – welcome, introduce, state the objective,go through the agenda, say when themeeting will finish2. body – procedure, ask for opinion, comment, agree, disagree,interrupt, make suggestions, check for agreement3. end – conclude, summarize, close
4go through the agenda and say when the meeting will finish Startinggo through the agenda and say when the meeting will finishstate the objectivewelcome, introduce
5MAKE YOUR POINTS FIRMLY BUT POLITELY Downtone - soften your points2. Avoid aggressiveness3. Avoid: must, can’t, impossible
6STARTING BODY END WELCOMING KEEPING TO THE AGENDA CONCLUDING INTRODUCTIONSPROCEDURESUMMARIZINGOBJECTIVESASKING FOR OPINIONCLOSINGAGENDACOMMENTING ON OPINIONTIMECHECKING FOR AGREEMENT/APPROVALINTERRUPTINGASKING FOR CLARIFICATIONMAKING SUGGESTIONSAGREEING/ DISSAGREEINGRESERVATION OR POLITE DISAGREEMENT
7STARTING Let’s get down to business. We’d better start. OK, shall we make a start?Right, let’s begin.
8WELCOMING We’re very pleased to welcome... It ’s a pleasure to welcome...I’d particularly like to welcome...I’d like to start by welcoming...
9INTRODUCING I’d like to introduce... I don’t think you’ve met... Let me introduce…?
10STATING PURPOSE / OBJECTIVES / AIMSWe’re here today to...Our aim is to...I’ve called this meeting in order to...The purpose of this meeting is to...By the end of this meeting, we need ...
11SETTING THE AGENDA As you’ll see from the agenda... Have you all seen a copy of the agenda?I suggest we take this item first/next/last.There are three items on the agenda.Is there any other business?
12TIMING This should take about two hours. The meeting is due to finish at...We’re short of time, so can I ask you to be brief?I’d like to keep each item to ten minutes,otherwise we’ll never get through.I would like to aim for a three o’clock finish.I would like to finish by four o’clock.
13DEFINING ROLES …,could you take the minutes? …has kindly agreed to give us a report on...…is going to take us through...…, I wondered if you’d like to tell ussomething about…?
14SETTING OUT THE AGENDA There are four items on the agenda... I suggest we take them in this order.Could we take …first?…will come up under item 3.
15FIRST ITEM So, the first item on the agenda is... …, would you like to start?
16OPENING AN ITEM Let's start with... Shall we begin with... So, the first item on the agenda is…,would you like to kick off?…, would you like to introduce this item?
17CLOSING AN ITEM Right, I think that covers the first item. Shall we leavethat item?If nobody has anything else to add, ...
18NEXT ITEM Let’s move on to the next item... The next item on the agenda is...Now we come to the question of...
19MOVING OFF THE POINT This might be a good point to mention... It’s not on the agenda, but...By the way...
20REFERRING FORWARD We’ll come to that later (under item 3). That point is coming up in a moment.
22KEEPING TO THE AGENDA Can we just deal with…? Let’s just deal with... Can we come to that in a moment?
23POSTPONING/ MOVING AROUND Shall we skip the next item?I suggest we take thatup at another meeting.
24INTERRUPTING Excuse me, may I interrupt? May I come in here? Let me just finish….Could I just comment on that?
25PROPOSING AND VOTING I would like to propose that we… Can we have a vote on this?Can we have a quick show of hands?Would anyone like to second that?I’ll second it.I abstain.
26CONCLUDING So, we’ve agreed that…. Let’s go over the main points again.There’s still a question of…toresolve.
27SUMMARIZING I’ll try and sum up what’s been decided. So, to sum up… Can we just recap on what’s beenagreed?Does that cover the mainoutcomes?
28CLOSING Can we leave it there? Time’s running out. Let’s wind things up here.Let’s try to finish on time.
29THANKING Thanks for coming in today. Thank you. I think we’ve come up witha lot of good ideas.Thank you very much for your time.Thank you very much for meeting withus today.
30LANGUAGE FOCUS - THE PASSIVE 1. The minutes, which ….prior to the meeting,were duly signed as an accurate record.circulate2. It…by all present that Bill Wilson will takethe chair in the absence of the MD.agree
31report decide 3. It … that some members of the group were dissatisfied with the format of the reports.report4. As there was an increasing level ofcomplaints, it …. to call the catering managerto the next meeting.decide
325. A new system …whereby each member of the group took it in turn to chair themeeting.propose6. Agreement on the future of the project….after a heated debate lasting overan hour.reach
337. There have been rumours about a possible hostile takeover of the company, but this …by headquarters in Zurich.deny8. Without coming to any agreement onPoint 8 on the agenda, the meeting …, whenthe fire alarm went off unexpectedly.adjourn