MEETINGS I

II. OPENING A MEETING

1.OPENING A MEETING

Opening a meeting

When meetings start, the meeting leader welcomes everyone and says it's time to begin.

Thank you all for coming. 

Let's get started.

The meeting leader also checks that everything is ready.

Is everyone here? 
Did everyone get a copy of the agenda?

The meeting leader gives the main goal of the meeting and introduces the first topic of discussion.

The objective of this meeting is to            .
Let's kick off with last week's minutes.


The objective of this meeting is to review client feedback.
Thank you all for coming today.
Let's kick off with an update from Julia.
Is everyone here? Let's get started. 

2. ASKING FOR UPDATES

Meeting Minutes

Subject: Meeting
Date: Week 24
Participants: Sue, Alison, Jack and Chris

Minute Item	Reason	Action
1. Training presentations	Need training	Alison to make training presentation by week 25
2. Designs	Customer wants to see designs	Jack to finish designs by week 25
3. Content	Website needs new content	Chris to write new content by Friday, week 25

Asking for updates

When you work on a project, you may be asked to speak about progress, recent changes or unexpected problems.

How's that coming along?

Can you tell us how that's progressing?

What's the status on that?

You may be asked if you have finished (or almost finished) a project.

Have you completed that?
How close is that to completion?

You may be reminded when work is due.

The deadline is this Friday.


3. RESPONDING TO UPDATES

Good work, Alison.I'll have a look at this this afternoon.
That's excellent work, keep it up!
OK, maybe we can talk about that deadline later.

Responding to updates

When minutes are reviewed in a meeting, people respond with expressions showing how they feel. Some positive reactions are:

That's excellent news! 

Well done!

Great work! 

Great job!

This may be followed with encouragement to continue the good work:

Keep it up!

Or, this can be followed by planning for future steps:

How can we move forward on this?

Some expressions are more neutral. These finish or postpone discussion:

Thanks for the update.

Maybe we can talk about that deadline later.

Very positive

Excellent work! Keep it up!
Well done! That's excellent news!
Good work.
Great job!
Great news!

Not so positive

How can we move forward on this?
Maybe we can talk about that later.
Okay, thanks for the update.

ANNE: Thanks for coming, everyone. And Lisa, I was very happy with your customer feedback report. Great job ! Now, let's kick off with an update from Jim. What's the status on the redesign project?

JIM: Things are going very well. Actually, I think we can finish one week early.

ANNE: That's excellent news , Jim. Keep it up ! And now item two. Lisa, your team is  rewriting our user guide. How's that coming along?

LISA: We've had some problems because two employees have been sick. Unfortunately, we may need to change the deadline.

ANNE: Thanks for the update . I don't know if we can move the deadline; I'll need to check with other departments. Maybe we can talkabout that later.

III. GOING THROUGH A MEETING AGENDA

1. INTRODUCING AN AGENDA

Meeting Agenda

Subject: weekly meeting
Date: Week 24
Participants: Content team

Items  (check they all have an agenda)

1. Office rules (Tom)
2. Dress code (Charlie)
3. AOB

OK, everyone, let’s get started. The main objective of this meeting is to go over some office rules. Does everyone have a copy of the agenda? Good. As you can see, today’s agenda includes two items . Item one: office rules. We need to make sure that everyone is arriving to work on time. Management are unhappy that people are walking in at 9:30.

Starting from the agenda

Before a meeting begins, you'll get an agenda which presents the topics to be discussed. We usually call topics on an agenda items.

The first item on the agenda is our new documentation policy.

Today's agenda includes two items.

You may hear the phrasal verb go over, which means 'review,' when a speaker states the meeting's purpose.

The objective of this meeting is to go over some new rules.

When the meeting has started, the speaker may ask you to look at something on the agenda by using the phrase as you can see.

As you can see, the next item is a progress report on our new website.

Good morning, it looks like everyone is here so let's get started. The  objective of this meeting is to  go over our goals for the next year. As you can see  today's agenda includes five items;that's one item for each division. The first item on the agenda is sales goals.

2. GIVING THE FLOOR

Giving the floor

In a meeting, it's common for different speakers to present items from the agenda. When someone is invited to speak, we often say that they have the floor or take the floor.

Tony, could you take the floor on this one?

Paul, the floor is yours.

Using the phrasal verb talk through, we can invite someone to present information and details.

Jane is going to talk us through this.

Sometimes the prompt to start speaking is very short.

Kate, over to you.

PHIL: So, item one: a new holiday request policy. Mark is going to talk us through this

because it's a very important change. All right, Mark, over to you .

MARK: Yes, we've made a new online form to request time off. Employees will need to complete this two weeks in advance. You can find it on the website, and requests will go directly to your inbox.

PHIL: Thanks, Mark. As you can see , item two is a plan to improve communication between departments. Linda, the floor is yours .

LINDA: Yes, from now on we're asking that anytime you send out email marked 'very important' you cc me as well. That way, I can forward your email to any other managers who should know what's happening.

PHIL: OK, then, the final item is planning for our annual dinner. Kate, could you take the floor on this one?

3. CLOSING AN ITEM AND MOVING ON

That's item one closed, on to item two.
If nobody has anything to add …

What’s next on the agenda?
Let’s close this item and move on.

Closing discussion and moving on

It's important to make it clear when discussion of one item has finished and discussion of a new item is beginning.

That's item one closed, on to item two.

Let's close this item and move on. Sometimes, a question may actually mean that it's time to start discussing the next item. What's the next item on the agenda? When it seems like an item has been completely covered, the speaker often offers a final chance to comment. If nobody has anything to add, we can finish item one. People can also introduce new topics at the end of a meeting. Right then, any other business? TOM: Recently, many employees have been arriving in the office at 9:30 and leaving at 5. This is not acceptable.   STEVE: If nobody has anything to add , let’s close this item and move on to item two. Charlie, over to you. CHARLIE: OK, so, the dress code. Summer is coming, and I’d like to make sure everyone knows the correct kind of clothing to wear. Men can wear shirt and trousers, no tie necessary. Women can wear skirt, or trousers, and a shirt. However, no short skirts and no sandals, okay? STEVE: Right then, any other business ?

Let's close item two and move on to the next one.
What's the next item on today's agenda?

IV. TAKING NOTES AND WRITING MINUTES

1. SECTIONS OF A MEETING

report back
attend
contact
brainstorm
follow up
assign

Thanks, everyone for the great ideas you've brainstormed in this meeting.

Steve, I'd like you to follow up on the idea of changing our social media strategy. Please contact some digital marketing firms and see who can make the best offer.

Ella, I know you're attending the industry expo next week; while you're there, I want you to look for talented people who might join our team. When you return, you can report back to me with the names and details of any possible new employees.

Finally, Jason, I'm going to assign you the job of reviewing your notes and writing our meeting minutes. Then, email the minutes to the other managers so they know what we've discussed. 

2. MEETING ACTION WORDS

Note-taking in a meeting

At meetings, you'll probably want to take notes. Don't try writing every word you hear; you'll need to decide which details are important. Some expressions give a clue that you're about to hear something noteworthy.

One more thing before we finish means the speaker has a point that everyone should hear.

One more thing before we finish, we're creating a new IT position.   

Some phrases introduce things you'll need to remember for the future.

Make sure that you contact your clients with the special offer.

We'll be expecting you to assign some of this work to your employees.

Don't forget to include this in your reports.  

Some phrases mean you're about to get instructions for your next meeting.

For next time, come with a list of suggestions from your team.     

When taking notes, always pay attention to times, dates and deadlines.

That's due by the end of the week.

That's everything on the agenda, so let's review. Angela, we'll be expecting your team to brainstorm some slogans for our new advertisements. Then we'll need a list of your three best ideas; that's due tomorrow at 5 . James, we need our ads on every channel somake sure that you contact all the major TV networks this week. Vincent, don't forget to assign staff to the filming next Monday ; last time we didn't have enough people. One more thing before we finish, we have some visitors coming from our UK branch this Thursday. There will be a welcome lunch, and we're expecting all team leaders to attend. That's at 12:30 on Thursday. And for next time , please be ready to report back on the progress your team has been making. OK, see you after lunch!

3. TAKING DOWN THE ACTION MINUTES

From

Laura Kyle (laura.kyle@creatives.com)

Thanks to everyone for making this morning's meeting so productive. I've written the minutes below. Please contact me if you have any questions.

Laura

Advertising team weekly meeting

Tuesday, July 17

Angela/team to brainstorm slogans for new advertisements by Wednesday (5 p.m.). The best three will be put on a short list.

James to contact main TV networks between now and Friday. We'll be buying advertising time on all channels.

Vincent to assign staff for filming session this week. We need more people than last time for this ad because it's a big production. Filming: next Monday

Special event: Visit from UK branch on Thursday

All managers to attend representatives' welcome lunch. Lunch is optional for other employees, but RSVP by end of Tuesday is necessary. Time: Thursday, 12:30

Meeting minutes

Written forms

Tom, we'll be expecting you to email all our suppliers by the end of the week.

After meetings finish, someone writes a record called 'the minutes.' Minutes use simpler language than spoken English. You might hear this during a meeting:

Tom to email all suppliers by the end of the week.

Later, you might read the minutes and see the same idea in a simpler form name + to + verb + deadline.

Deadline expressions

Something that's due by Friday is expected on Friday or before. Adding at the latest makes this stronger. It means Friday is OK, but earlier is much better.

Sandra to complete review by Wednesday at the latest.

Some deadline expressions include a reference to time.

Gerry to assign all staff before the end of the day.

Other expressions give the overall timeframe for work, not just a deadline.

New employees to attend orientation between now and Wednesday.

Tim's team to brainstorm solutions sometime in the next two days. Meeting minutes: Week 23 Bob to attend the tech conference as company representative. He'll submit his presentation by Wednesdayat the latest  . Paul to assign tasks for next month's projects. He'll review your requests between now and the weekend. Lucy to contact Ben Smith regarding the contract changes. All contracts are expected to be signed by the endof the month. Marketing team to brainstorm new advertising strategies today. Their list of suggestions will be emailed to Lisa sometimein the next two days. 4. TAKING MEETING MINUTES Mike to make sure his team attends online system training. It's possible to schedule this for small groups, but it's very important this happens before the system goes live next Monday. Lisa to follow up in hiring new employees. Also to post a job description online between now and the end of the day. Interview 4/5 candidates sometime in the next two weeks. Special event: Annual meeting this September. Don't forget to assign one experienced staff member who from each department to attend. An email with the name of the staff member chosen is due by the end of the day.