MEETINGS

Commonly used words/expressions: call call arrange arrange schedule schedule hold hold cancel cancel postpone (put off) postpone (put off) reschedule reschedule attend attend moderate moderate chair chair close close a meeting

People involved the chairperson the chairperson chairman, chairwoman, chair (n., v.) Jim will chair (v.) the meeting next week. the participants the participants the secretary (?) the secretary (?)

Chairing a meeting The chairperson is in charge of: Chairing a meeting The chairperson is in charge of: Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output Opening the meeting: introducing the objectives, agenda, participants, procedure, timing and output Facilitating and moderating:interrupting & encouraging the speakers Facilitating and moderating:interrupting & encouraging the speakers Controlling (time & agenda) Controlling (time & agenda) Summarising (what has been said or agreed) Summarising (what has been said or agreed) Concluding (defining action points and closing) Concluding (defining action points and closing)

Participants (Attendees) Participants take part in the discussion Participants take part in the discussion↓ giving and seeking opinions, agreeing, disagreeing, interrupting, commenting, suggesting, … giving mini-presentations

The secretary (?) is responsible for......recording the... names of the participants names of the participants topics discussed topics discussed arguments in favour and against (pros & cons) arguments in favour and against (pros & cons) decisions made decisions made voting details voting details action points (who, what, when) action points (who, what, when) date, place, time of the next meeting date, place, time of the next meeting... and for distributing the minutes within a reasonable time

Administrative considerations (Meeting paperwork) Writing a memo Writing a memo Writing the agenda Writing the agenda Taking the minutes (writing up the minutes) Taking the minutes (writing up the minutes)

LANGUAGE FOCUS expressions typically used in meetings (RB) expressions typically used in meetings (RB) downtoning + making suggestions downtoning + making suggestions

LANGUAGE FOCUS cont. Make your point firmly, but politely Downtoning Making suggestions/proposals

Is this appropriate in meetings? “Finish the report by tomorrow!” “Finish the report by tomorrow!” “You cannot take a day off!” “You cannot take a day off!” “You must come to work earlier than you normally do.” “You must come to work earlier than you normally do.” Or can we make it sound more polite?

How to make our statements sound less confrontational (tone them down)? “we” / “let’s” (rather than “you”) perhaps / maybe a bit / just / a little / slightly would / could / may / might I’m afraid... Use of “negatives” or “opposites” to soften the meaning

Downtoning (cont.) Avoid: “You must reduce the price.” (sounds confrontational) we, let’s, perhaps/maybe, And use the following: we, let’s, perhaps/maybe, a little/slightly/a bit/, may/might, could, would, it won’t be bad if, I’m afraid “Why don’t we consider reducing the price?” “Let’s see what happens if the price is reduced.” “Perhaps we should consider reducing the price.” “Maybe you could reduce the price.”

Downtoning (cont.) “The price is a little too high for us.” “The price is slightly too high for us.” “The price is a bit too high for us.” “The price is just too high for us.” “The price may be too high for us.” “The price might be too high for us.”

Downtoning (cont.) “I wonder if you could reduce the price.” “Would you be prepared to reduce the price?” “It won’t be bad if the price is lower.” “I’m afraid the price is too high for us.”

Making suggestions/proposals Confrontational: “You’re opposing my idea and you didn’t even read the report???” didn’t even read the report???” I advise you to read the report first. I suggest reading the report first. I suggest that we should read the report first. I suggest that we read the report first. Why don’t we read the report first? Shall we read the report first?

Assignment Class assignment: Class assignment: Tone down the three statements used on slide 10. Use two different downtoning devices for each (tot. 6 statements).

: we - let’s perhaps - maybe a little – slightly - a bit, may – might – could - would, it won’t be bad if, I’m afraid “Finish the report by tomorrow!” “Finish the report by tomorrow!” “You cannot take a day off!” “You cannot take a day off!” “You must come to work earlier than you normally do.” “You must come to work earlier than you normally do.”