Word for business meeting - Word и Excel - помощь в работе с программами

Meeting people for the first time

(We’ve emailed many times but/ We’ve spoken on the phone but) it’s so nice to finally meet you (face to face).
You must be (name).
Here’s my business card.

Small talk at the beginning of a meeting

Did you have any trouble finding us?/ Did you have any trouble getting here?
How was your journey?/ How was your flight?
Is this your first time (here) in (name of place)?
Nice day/ Lovely day/ Horrible weather/ Rather hot/ A bit humid (today), isn’t it?

Ending the small talk and getting down to business phrases

Transitions phrases for moving smoothly from one stage to another

Well (then),…/ Okay (then),…/ Right (then),…/ So,…/ Anyway,…/ Anyhow,…

Saying something nice about the small talk

…I’d love to chat more, but…
…you must tell me more about that later, but…
…it’s been lovely to catch up, but…

Giving a reason for finishing the small talk

…we have a lot to get through today, so…
…we have to be out of here by 12, so…
…I have another meeting at 11, so…

Getting down to business phrases

… let’s get down to business/ I think we should make a start/ shall we get started…

Language after the suggestion to make it softer and prompt a reaction

…, if you don’t mind/ if that’s okay (with you).

Responding to getting down to business phrases

Of course./ Sure. (Let’s.)

Polite language at the beginning of a meeting

Thanks for coming (all the way here/ so far) today (so early in the morning/ on such a cold day).

Dealing with practicalities of the meeting

Talking about the agenda

Does everyone have a copy of the agenda?

Introducing the topic of the meeting

As you (all/ should/ probably/ might) know,…
As I wrote in my email (yesterday/ about this meeting/ sending the agenda),…
The main reason for this meeting is…
What we need to decide/ talk about/ think about today is…
The (main) topic/ subject/ aim/ objective/ purpose/ goal of this meeting is…

The most useful phrases for the body of a meeting

Getting other people to speak/ Asking for ideas/ Asking for opinions/ Getting people involved

(Do you have/ Does anyone have) any (other/ particular) thoughts/ comments/ opinions/ views (on this)?
What do you think (about this/ about that)?

Giving strong opinions

I really think…
I strongly believe/ I really believe/ I firmly believe…
I’m (absolutely/ completely/ 100%) certain/ convinced/ positive that…

Giving weak opinions

I’m no expert on this, but…
(I’m not sure/ certain, but) I would guess/ I would imagine/ I would suppose…
This is only my opinion, but…
I would probably say that…
In my limited experience,…

Strongly agreeing

I totally agree.
(That’s/ You’re) exactly right./ Exactly!
(You are/ That’s) absolutely right!/ Absolutely!
I feel exactly the same way./ I feel just the same way.

Weakly agreeing/ Reluctantly agreeing

You might be right./ You could be right./ You may be right.
I suppose you’re right./ I guess you’re right.

Strongly disagreeing

(I’m sorry but) I really don’t agree.
(I’m afraid) I have to disagree.

Weakly disagreeing/ Politely disagreeing

(I’m afraid) I don’t really agree.
I’m not sure that I agree.
I mostly agree, but…
(That’s a) good point, but…
I feel almost the same way, but…

Making suggestions/ Coming up with ideas (when brainstorming etc)

I would suggest/ I would recommend/ I would advise…
My (main) suggestion/ recommendation/ advice would be to…
The best solution/ The best course of action would probably be…
We should (probably) consider/ think about…

Asking for evidence/ Asking for support for opinions/ Asking for reasons

What makes you say that?

The most useful turn taking (interrupting, etc) phrases

Interrupting

Sorry to interrupt, but…
Can I come here (for a moment)?
(Before you go on,) can I just say…?
If I can just (interrupt) (for a moment),…

Allowing people to speak/ Inviting people to speak/ Allowing people to interrupt

(Of course/ Sure), (please) go ahead. (What would you like to say?/ Please have your say.)

Stopping the other person interrupting/ Keeping the turn

Sorry, can I just finish this one point (first)?/ Sorry, can I just what I’m saying (first)?
Sorry, just one (more) thing before you have your say,…

Getting the turn back/ Getting the discussion back on track

(Now) where were we? Oh yes,…/ (Now) where was I? Oh yes,…
(Anyway/ Well), as I was saying…

Requesting

Could you (possibly) give me a hand with/ lend me a hand with…?

Checking/ Clarifying/ Dealing with communication problems

Sorry, what do you mean by…?
(By…) do you mean…?
So (in other words), what you’re saying is…
Sorry, did you say… (or…)?

Helping come to an agreement (when people can’t agree)

Maybe we can decide this with a show of hands.
Please raise your hand if…
I think I can suggest a compromise.
Can anyone suggest a (possible) compromise?

Delaying a decision/ Continuing the discussion later

We don’t seem to be making much progress (on this), so let’s continue this discussion by email, shall we?
Maybe we can come back to that later/ in a later meeting (if we have time).
Maybe we should sleep on this and try again next week.

Changing topic/ Moving on

Okay, we’ve still got a few points to get through, so…
Right, I think we’ve covered that, so…
…let’s move on to the next point/ topic on the agenda, shall we?
…let’s turn our attention to…

The most useful phrases for ending meetings

Checking agreement (by everyone/ about everything)

Are we (all) agreed?

Summarising what you have discussed and agreed, and responding to that

So, to summarise our discussion/ So, to sum up our agreement,…

Checking there’s nothing left to talk about, and replying to that

Is there anything else that we need to discuss (before we finish)?
No, I think we’ve covered everything, thanks.
Actually, there is just one more thing (that I’d like to discuss/ that we need to discuss).

Smoothly finishing/ Giving reasons for finishing the meeting, and responding to that

Anyway, I’m afraid I have another meeting in 10 minutes, so we’ll have to stop there (if you don’t mind).
Well, I think someone is waiting for this room, so shall we call it a day (if that’s okay)?
So, I’d like to be able to discuss this more, but I know (name) has to be somewhere, so we’ll have to come back to it another time, I’m afraid.

Bringing the actual meeting to a close

So/ Okay/ Right (then), let’s call it a day/ wrap it up there (and continue…) (, shall we?)

Polite and friendly language at the end of a meeting

Thanks, that was very useful./ Thanks, that was very productive.
Thanks for (all) your (great) contributions/ ideas. (They were very helpful).
Thanks for making the time to meet us./ Thanks for taking the time to meet us.
Thanks for inviting us.
It was great to see you (again).
It was (so) nice to (finally) meet you.
Have a good weekend/ a good trip/ fun/ a good time/ a safe journey.

Talking about future contact

I look forward to seeing you again soon.
(As I said) I’ll (check with my boss and) get in touch/ be in contact/ email you (about)…
See you at…/ See you next…/ See you on…/ See you soon./ See you, then./ See you then./ See you later.

Good small talk questions at the end of a meeting

Do you have to go (straight) back to your office?
(Do you have) any more meetings today?
(Are you) finished for today?
(Do you have) any plans for the weekend?

Now you’ve learned the 100 most useful phrases for business meetings you might also be interested in our lists of vital business English abbreviations, telephoning language and emailing language — essential phrases for business communication:

The 150 most useful Business English abbreviations
The 100 most useful telephoning phrases
The 100 most useful emailing phrases
The 100 best small talk questions

Источник

Not every meeting could have become an email. You tried to look the other way when you spotted a new event in your virtual calendar, hoping it would magically transform into text, but it’s still there. There’s nothing else to do but heave a sigh, roll your eyes, and put on your best smile along with headphones.

Does it really have to be like this?

Luckily, there’s no need for hard feelings when a business meeting alert pops up on your screen. We’ve got your back, whether you are holding a meeting or you’re just under the spotlight of your webcam. Take a seat and rest easy because we’ve prepared 120 phrases you can use in your next business meeting, even when the notice takes you by surprise.

120 Useful English phrases for business meetings - Cover

Phrases to use if you are holding a meeting

You’ve scheduled a call, invited your team members, and now you have just enough time to sit on pins and needles while waiting for the meeting to start.

Maybe you plan to let your team know about an upcoming change, and you already know that the meeting might go downhill. Sometimes, the call is all about sharing updates, but there’s so much to say that it becomes impossible to get your mind around all the details you need to share.

If you tremble to think where to go from now, we are here to throw you a lifeline. From opening a meeting to waving your teammates goodbye, we’ve listed all there is to say in a business meeting.

What to say when opening a meeting

First things first — starting a meeting. It does seem obvious that you will need to open the meeting before getting to the point of your gathering. However, sometimes, even things as plain as day can slip your mind in a meeting, especially when you have to hold your nerves.

Let’s go over all the phrases that can come in handy in the first couple of minutes of your call — from welcoming and introducing the participants to sharing the agenda and goals of your meeting.

👋 Phrases for welcoming and introducing meeting participants

Making the participants feel welcome doesn’t go without saying. This is especially the case if you are meeting everyone for the first time.

Regardless of the purpose of your business meeting, here are some phrases you should have in mind when gathering your team.

🔶 Phrases for welcoming the participants

Thank you all for coming.
I appreciate everyone being here.
First, I’d like to welcome you all.
I would like to thank you for being here on time.
I wish to thank you all for coming on such short notice.

Sometimes, the attendees might not have had a chance to come across each other before the meeting. Perhaps they have just joined the company and have now logged in to their virtual onboarding session. Let’s see how you break the ice before turning to the topic of the meeting.

🔶 Phrases for introducing the participants

Could everyone briefly introduce themselves?
I would like to introduce…
I would like to begin by introducing…
It’s my pleasure to introduce…
Let’s take a moment and introduce ourselves.
Please join me in welcoming…

🎯 Phrases for sharing the objectives of a meeting

After a warm welcome, your team will probably want to know why they are being urged to plug in their webcam or leave their cozy office chairs to sit around the conference table — perhaps even for hours.

Even if you have scheduled the call weeks before or it’s a regular weekly updates meeting, it’s still necessary for your motives not to remain ulterior.

When people are familiar with the main goals even before a meeting starts, it helps prevent meeting amnesia from taking over. Without a clue on what is the point of an event, people might brush aside everything that was said as soon as the meeting ends.

Let’s take a look at some useful phrases to help you ensure everyone stays on the same page.

🔶 Phrases for presenting the meeting goals

Our aim today is to…
We are here today to decide on/agree on, etc.
By the end of today’s meeting, we need to…
I’ve scheduled this meeting so that we…
The purpose of today’s meeting is…
Today, we are going to…

📄 Phrases for introducing the meeting agenda

When all the topics are laid out in the open, fewer team members will check their watches impatiently, waiting for the meeting to finish. People usually perceive business meetings as incredible time-wasters — so apart from scheduling them sparingly, always make sure to point out the topics and the dynamics of the encounter.

To prevent your teammates from running out of patience, we’ve compiled a list of practical phrases you can use to spread the word about the main points of your business meeting.

🔶 Phrases for sharing the agenda of the meeting

First, we will be discussing…
After that, we will move on to…
Then, we’ll try to cover…
Shortly after, we’ll go over…
Next, we will consider…
If there’s enough time, we will also go through…
Finally, we will talk about…

What to say during a meeting

You’ve just finished welcoming everyone, you’ve made the goals of the meeting public, and now you’re done. All is well, you’ve got everyone’s attention, and the mic is yours.

All of a sudden, people start breaking in and talking over each other. Some of them have, perhaps, even turned their cameras off or started scrolling through their phones.

Although it might seem like your attendees’ attention is all done and dusted, there are still ways to manage this situation. Let’s examine the phrases that can help you remain in control during a meeting — from expressions for discussing updates, moving on, keeping the discussion on track, to phrases for handing the word over to other meeting participants.

📰 Phrases for discussing updates

Sometimes, you schedule a meeting so that everyone can be timely updated on recent developments. Other times, the meeting’s purpose is nothing but celebrating progress.

Even when the goal of your meeting goes beyond pointing out the company’s news, it’s still necessary to touch upon the current situation in your company.

The following phrases can help you out in remaining as brief as possible.

🔶 Phrases for sharing updates in a meeting

I would like to inform everyone about the project’s progress.
How is the project coming along?
Has everyone submitted their monthly reports?
Josh, can you let us know what’s new in…?
Regarding last month’s reports, I would like to add…
I suggest we start with Mike updating us on…

⏭️ Phrases for moving forward

Perhaps you’ve touched on a topic that takes forever and a day to unfold, and there’s not enough time to discuss it in detail. Sometimes, your team members might need a hint that it’s time to move on and let the previous topic be. Whatever the reason, whenever you want to suggest that you’ve closed the book on the already discussed, here are some handy phrases you can use.

🔶 Phrases for moving to another topic

If nobody has anything else to share, let’s move on to…
I think that covers it. Now we can go to our next topic.
Let’s move on to our next point.
Since we’ve covered this issue, now we can go to the next one.
The next topic we need to cover is…
Now that we’ve found a solution/finished discussing this topic, we can go to…

👉 Phrases for keeping a discussion on track

Meetings may start off with small talk. Sometimes a team member shares a video of their pet’s newest trick, and the rest of the colleagues join in the conversation cheerfully. Although there’s no harm in sharing an anecdote or two at the onset of a meeting, when this happens in the middle of a critical discussion, there might not be enough hours in a day for this conversation to reach the end.

Try using some of the following phrases to prevent the babble from going on from here to eternity.

🔶 Phrases for keeping the discussion on track

Can we continue this discussion later and go back to…?
We are getting out of topic. Can we return to…?
Can we go back to our subject, please?
I’m afraid we are running out of time, so could we go back to…?
Getting back to the topic…
Let’s skip this topic and take it up at another time.
We can continue talking about this later. Now, let’s go back to our previous subject.

In case your team is still eager to talk, you can always refer them to continue the conversation in the #random channel of your team chat app.

The #random channel in Pumble team chat app gives your team a chance to discuss casual topics outside of business meetings

💡If you need a helping hand in preventing the unnecessary small talk from getting the best of your team’s workflow, make sure to check out our blog post: How to balance work communication and chit-chat in remote work

🎤 Phrases for handing the word over to another person

Meetings are usually more than a one-person show. Even when you are in charge of the conference flow, sometimes, it’s necessary to hand the mic over to other team members.

For an uninterrupted meeting flow, you need to consider a proper transition when allowing another person to talk so that you can hold your listeners’ attention. This is when the following phrases can be of use.

🔶 Phrases for asking someone to speak in a meeting

Now, Carl will tell us more about…
I would like to hand it over to Mike, who can share more on this topic.
Kim is now going to take over.
I’d like to hand you over to Joshua who will talk you through…
Now I would like to introduce Sim who is going to talk about…

What to say when finishing up a meeting

Everything that needs to be said is already laid out, and you are sure your meeting has served its purpose.

However, before you hastily reach for the End the call button or leap to your feet, eager to leave the conference room, there are still a couple of things to be done. Let’s go over all you need to cover before you bid the participants farewell — from summarizing and closing the meeting to thanking everyone for their time.

🌯 Phrases for summarizing

Although pretty potent, the human ability to memorize all the details doesn’t depend on our willingness only. Paul Reber, a professor of psychology at Northwestern University, claims that our minds simply cannot remember all the details from the events we experience because the information we deal with comes at such a speed that our memory systems cannot keep pace with it.

Therefore, instead of relying on people’s ability to take mental notes of your speech, it’s always better to sum everything up, especially when discussing critical topics.

Here are some phrases to help you ensure everyone bears the crucial information in mind.

🔶 Phrases for summarizing in a meeting

Here are some of the main points we discussed today.
To sum up, we’ve talked about…
I would like to briefly cover the topics we mentioned today.
Before we finish, let’s go over everything we talked about today.
Let’s quickly summarize the main points of today’s meeting.

🫂 Phrases for closing a meeting

After reviewing the main points of your meeting before everyone goes their separate ways, don’t forget to close the meeting before closing the browser window. If out of ideas what to say before adjourning the meeting, here are some suggestions.

🔶 Phrases for ending a meeting

To conclude, we have decided on…
That just about covers everything for today.
We have covered everything from our agenda.
We will have to finish here, but our next meeting will be scheduled for…
If there’s nothing more to discuss, we can end here.

🙏Phrases for thanking everyone for attending

Sometimes, some of the participants postpone their lunch breaks to attend a meeting. Most frequently, everyone is timely informed ahead and can plan their workdays accordingly. However, whichever the case, ending the meeting without showing appreciation for your team members’ attendance is both impolite and disrespectful of their time. To avoid coming across as unappreciative, let’s go over some phrases you can use to wrap up a meeting on a positive note.

🔶 Phrases for showing appreciation in a meeting

I would like to thank everyone for coming today.
Thank you all for your time.
Thank you for your participation in today’s meeting.
I want to thank everybody for a productive meeting.
I would like to thank you all for sharing your time today.

What to say if you are attending a meeting

Sometimes, you are not the one in the driving seat, and it looks like all you need to do is to show up and sit up at a meeting. Although this position allows you to breathe easy, attending a meeting is more than just being present and nodding your head.

Chances are, you are invited to attend a meeting for a reason. Most of the time, you will need to voice your opinion or help your team members reach a decision.

However, you don’t have to wear yourself to a shadow in preparation for attending a meeting. Just make sure to go through all the phrases we’ve put together, and you’ll come prepared to conquer whatever comes your way.

Phrases for sharing your perspective in a meeting

It’s not unusual to want to keep your lips sealed in fear of bombarding your coworkers with useless information. Information overload is widespread in a remote work setting, and it can pose a threat to the entire organization’s performance.

Perhaps you think that it’s better to be safe than sorry when sharing your opinion in a meeting. When this happens, you put at risk both the transparency of your team’s communication and your own career growth.

To prevent the fear of speaking out from getting in the way of anyone’s progress, we’ve gathered all the necessary phrases you could use to express your thoughts in meetings. Whether you need to share your opinion, agree or disagree, offer advice or provide clarification, we’ve got you covered.

🗣️ Phrases for sharing your opinion

Whether you are the only expert on the discussed topic or you would like to share your ideas before a decision is made, it’s only proper to tread your words before speaking your mind.

We’ve compiled a list of useful phrases to help you capture everyone’s attention in a meeting. Just don’t forget to wait for the right moment to avoid interrupting the speaker — and you’re good to go.

🔶 Phrases for sharing your opinion in a meeting

I think we should try…
From my point of view, that’s…
I think that this is a great idea.
There is no doubt this project will come through.
I am positive that this is the right path to take.
The way I see things…

✅ Phrases for agreeing

Whenever a suggestion comes up in the #general channel of your team chat app, showing your agreement doesn’t take a lot of your time. If you use an emoji reaction such as (🙌), (🤝), or (✅), your teammates will quickly conclude that you approve of their idea.

In a business meeting, however, saying yes to a suggestion requires you to put your opinion into words. Here are some expressions you can put to use whenever you wish to support your team.

🔶 Phrases for agreeing in a meeting

I completely agree with that.
I support your view.
I am with you on this!
That is how I see it too.
Great point!
I have to agree with Mike.

❌ Phrases for disagreeing

Expressing different opinions in a business meeting does not have to turn into a running battle. The fear of disagreement coming out wrong usually leads people to avoid these conversations altogether. However, phrasing your doubts in a more positive way can bring forward a healthy discussion and promote better problem-solving.

Don’t let the scare stop you from helping your team reach the right decision. Think of using the following phrases instead.

🔶 Phrases for disagreeing in a meeting

That’s a great point, but maybe we should consider all the options.
Great job for noticing that, but have you considered…?
I see where your idea is coming from, but maybe we should change the direction a little bit.
I see where you’re coming from, but…
I’m sorry but I have to disagree on this because…
While I agree with you on…have you considered…?

✋ Phrases for advising and suggesting

Whether the meeting you are attending is mainly focused on solving a problem or the team gathering is a perfect chance for you to propose a new idea, suggesting in a room full of people can put the frighteners on everyone.

Regardless of whether you are making a suggestion in a group call or presenting an idea by sitting opposite your coworkers, try devising your speech before the meeting. The following phrases can put your mind at ease when presenting in a meeting.

🔶 Phrases for suggesting in a meeting

I think we should try…
Why don’t we…?
Perhaps we could…?
What do you think of…?
We should…
How about we…?
Couldn’t we try to…?
I suggest that…?

🔍 Phrases for clarifying

Along with suggesting goes solving dilemmas. Sometimes, your team members would wholeheartedly agree with your ideas, but they need more details on your suggestions. This is when you need to elaborate to ensure your propositions come through.

Here’s how you can rephrase and sum up your ideas so that everyone gets a clear picture.

🔶 Phrases for giving clarification in a meeting

Let me put this another way.
Here’s what I had in mind.
What I’m saying is that…
My idea was…
Just to clarify…
In a nutshell, what I’m saying is…

What to say if you’re asking questions in a meeting

Sometimes our coworkers feel nervous when presenting ideas in a meeting. When this happens, it’s entirely natural for their thoughts to come out as a bit confusing and incoherent. This is when a nudge in the right direction comes in handy, and it takes the form of asking the right questions.

Apart from showing interest in their ideas, when you ask for more details on a topic you demonstrate a willingness to learn, grow and collaborate with your team members.

Sometimes, you need to ask for repetition or clarification. Other times you might wish to hear your team members’ opinions or you have to ask them to provide you with specific information. Whichever the situation that opens a window on question asking during a meeting, we are here to back you up with plenty of useful phrases.

❓👂Phrases for asking for repetition

You might have had a lot on your mind, so while your coworker was presenting, you were miles away. In this situation, it’s always better to ask for repetition than take a shot in the dark trying to settle on their words.

Whenever you are in two minds about something that was mentioned in a meeting, here’s how you can ask your team to circle back to a topic.

🔶 Phrases for asking for repetition in a meeting

I’m sorry, could you repeat that please?
Can you run that by me one more time, please?
I’m afraid I didn’t quite understand that. Could you say it one more time, please?
I missed that. Could you say it again, please?
Can you repeat what you just said?
I’m sorry, would you mind repeating that again?

❓🔎 Phrases for asking for clarification

Whether you were not paying enough attention or your team member’s nerves got the best of their words, it’s never a bad idea to ask for more information on a topic whenever confusion is on the horizon.

You can’t be too careful when an important decision is at stake, so a bit of clarification won’t do any harm. Let’s go over some useful phrases to help you understand the direction of any discussion in a meeting.

🔶 Phrases for asking for clarification in a meeting

Sorry, I’m not sure what you were aiming at. Could you explain it a bit?
Could you go into a little more detail?
Could you please tell me what you mean by…?
Let me check if I understood you correctly. Did you say that…?
Could you be a little bit more precise, please?
Can you expand on that?

❓🗣️Phrases for asking for opinions

Not everyone enjoys speaking in front of a large crowd, and this trait usually leads people to try to remain silent as long as possible when attending a meeting. Sometimes, however, it’s necessary to hear everybody out, especially when discussing a vital issue relevant to several departments. This is when the following phrases can be of use.

🔶 Phrases for asking for opinion in a meeting

Mike, would you mind giving us your opinion on this?
How do you feel about this, Susie?
What is your opinion on this subject?
What are your views on…?
Esther, can we get your input?
Maggie, can we hear what you have to say about this?

❓ℹ️ Phrases for requesting information

Maybe your coworker is missing in action whenever you reach out to them looking for an important report. Seeing them in a meeting could be a perfect opportunity to request the necessary data and remind them to pin their report to a channel in the team chat app so that nobody has to go above and beyond looking for it anymore.

Everyone from your team can pin important messages in Pumble

If the fear of giving the impression of being too demanding stops you from requesting crucial information, try using the following phrases.

🔶 Phrases for asking for information in a meeting

Would you mind giving us more detail on…?
Could you….please?
Can you share….please?
Sam, I wonder if you could send us…?
If possible, could you please share more details on…?
When you get a chance, could you share…?

Wrapping up: Keep your headphones close and the useful phrases closer

When an unexpected meeting comes out of the blue in the middle of the workweek, it’s quite tempting to search for ways to get out of talking. Maybe you had in mind to unplug your headphones or direct your eyes towards the floor so that your team members might forget you’re there.

However simple it may seem to hide your presence, keeping a list of useful phrases for business meetings at your fingertips could do you a bigger favor than laying low.

Just give yourself a bit of time to practice and prepare, and you’ll definitely make a grand performance.

Источник

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Let’s start with… — Давайте начнём с…
The first item on the agenda is… — Первый пункт повестки дня…
Before we move on, we should… — Прежде чем мы продолжим, мы должны…
What is the main problem? — В чём заключается главная проблема?
As I see it, the most important thing is… — На мой взгляд, самое важное…
What do you mean by… — Что вы подразумеваете под…
I don’t quite follow you. — Я не вполне вас понял.
What should we do about it? — Как нам следует с этим поступить?
Does anyone have any comments? — У кого-нибудь есть комментарии?
Does everyone agree on that? — Все с этим согласны?
I agree/I disagree. — Я согласен/Я не согласен.
I suggest that… — Я предлагаю…
You have a good point. — Вы привели веский аргумент.
So, we’ve decided to… — Итак, мы решили…
It was nice meeting you. — Я был рад встретиться с вами.
I’m sorry, but I have to go now. — Простите, но мне уже пора.
Thank you for your time. — Спасибо за уделённое время.
I’ll give you a call. — Я вам позвоню.
How do I get in touch with you? — Как мне с вами связаться?
Let me give you my business card. — Я оставлю вам свою визитку.
Here’s my e-mail / office number. — Вот мой e-mail / рабочий номер.
We’ll be in touch. — Мы будем на связи.

Презентация

Эти фразы могут пригодиться не только для работы, но и для поступления в иностранный вуз.

Dear colleagues! — Уважаемые коллеги!
Let me introduce myself. My name is… — Разрешите представиться. Меня зовут…
The topic of my presentation is… — Тема моей презентации…
I will take some… minutes of your time. — Я займу … минут вашего времени.
So, first/To begin with/Let’s start with… — Итак, во-первых/Для начала/Начнем с…
That completes/concludes/covers the first part of my presentation… — На этом заканчивается первая часть моей презентации.
Let’s move on to the next part, which is… — Перейдём к следующей части, которая…
Now I want to describe the development of the idea. — Теперь я хочу рассказать о появлении этой идеи.
That brings me to…/So now we come to… — Таким образом, переходим к…
I’d like to finish by emphasising the main point(s). — В завершение мне бы хотелось подчеркнуть основные моменты.
Now I’d be very interested to hear your comments. — Я с интересом выслушаю ваши замечания.
Thank you for your attention! — Благодарю вас за внимание!

Собеседование

Если вы проходите собеседование по Skype, не забудьте соответствующе одеться и продумать фон. И, конечно, стоит взять на заметку следующие выражения.

I graduated from … university (college) in … — Я окончил … университет (училище) в …
I handle stress easily. — Я легко справляюсь со стрессом.
I am a team player. — Я командный игрок.
I am good at multitasking. — Я хорошо работаю в условиях многозадачности.
I manage my time well by planning out … — Я умею хорошо распределять время, планируя …
I should be hired because I’m … — Я подхожу на эту должность, потому что …
I have … years’ experience in the field. — У меня … лет опыта работы в этой сфере.
I’m very attentive to detail. — Я уделяю много внимания деталям.
I’m excited about this opportunity because … — Я очень рад получить эту возможность, поскольку …
I want to further my career in … — Я хочу развивать свою карьеру в сфере …
I am confident that I will be able to use my skills in … in the advertised post. — Я уверен, что смогу применить мои навыки на этой должности.
I am sorry, could you repeat that please? — Прошу прощения, вы могли бы повторить это еще раз?
When do you want me to start? — Когда мне начинать?

Деловая переписка

В письмах используется ещё более формальный язык, чем при встречах. Будьте точны и предельно вежливы, не шутите и не прикрепляйте лишние картинки. Обязательно укажите тему письма.

Dear Mr (Ms)… — Уважаемый(ая) мистер (мисс) …
Dear Sir/Madam. — обращение в случае, если вы не знаете имени и пола адресата.
I am writing to inform you that … — Я пишу, чтобы уведомить вас …
I am writing to enquire about … — Я пишу, чтобы узнать о …
With reference to your letter … — Относительно вашего письма…
Thank you for contacting us. — Спасибо, что вы с нами связались.
In reply to your request, … — В ответ на ваш запрос, …
I am interested in (obtaining / receiving) … — Я хотел бы получить …
Could you possibly tell us / let us have … — Не могли бы вы сообщить нам…
We are pleased to announce that … — Мы с удовольствием сообщаем, что …
We regret to inform you that … — Мы с сожалением сообщаем …
After careful consideration we have decided … — После тщательной оценки мы приняли решение …
I would appreciate your immediate attention to this matter. — Я был бы очень признателен за ваше неотложное внимание к этому делу.
I look forward to hearing from you. — Жду вашего ответа.
Yours faithfully … — С уважением … (в том случае, если вам неизвестно имя адресата).
I’m afraid it would not be possible to … — Боюсь, это невозможно …
Yours sincerely … — С уважением …

Телефонный разговор

Телефонный разговор на английском — задача довольно сложная, ведь мы не видим ни мимику, ни жесты собеседника. К тому же часть слов из-за связи теряется. Знание элементарных фраз для таких случаев вам здорово поможет.

Hello, this is … — Здравствуйте, это …
Can I speak to …? — Могу я поговорить с …?
Would you ask him to call me back? — Вы не могли бы попросить его перезвонить мне?
Can I have extension 722? — Не могли бы вы соединить меня с номером 722 (внутренний номер)?
Would you repeat that number, please? — Не могли бы вы повторить номер телефона?
Would you spell that for me, please? — Не могли бы вы сказать это по буквам?
Let me repeat to make sure I understand what you said. — Позвольте мне повторить, чтобы убедиться в том, что я правильно вас понял.
Hold on just a moment, please. — Подождите минутку у телефона.
I’m phoning to arrange a meeting. — Я звоню, чтобы договориться о встрече.
I’d like to see Mr. … Is he free on Monday? — Я хотел бы встретиться с мистером … Он свободен в понедельник?
Is he coming there soon? — Он скоро вернется?
How about 2 o’clock? — Как насчёт 2 часов?
Could you manage Monday? — У вас получится в понедельник?

Лексика делового английского для конференций и совещаний

В данной статье приводится лексика, которая применяется на конференциях или бизнес собраниях. Для того, чтобы применять лексику, приводятся сочетания слов с прилагательными и глаголами. Что значительно облегчает работу над запоминанием, помогает лучше усвоить и ввести в активный словарный запас. Список деловой лексики для конференций и совещаний расположен в алфавитном порядке.

Репетитор английского языка

Словарь лексики для конференций и деловых встреч

1. agenda — повестка дня

main agenda — основные пункты
agenda items — пункты повестки дня.
the research agenda — программа исследований

The main agenda of this conference was to examine the Party’s failure in the Jiangxi region and to look at the options now available to them.

One of the first agenda items at a convention is therefore credentialing, whereby the Credentials Committee determines which group is recognized as the official delegation.

This puts the study of decision procedures on the research agenda.

2. absent — отсутствие

They also increase the workload of other members who have to substitute for absent colleagues.

3. apologies — item on agenda announcing people who are absent.

Everyone is present today, so we can skip the apologies.

4. accomplish — заканчивать

accomplish this goal — достичь этой цели
accomplish this task — выполнить эту задачу
accomplish these objectives — достичь этих целей
failed to accomplish — не удалось выполнить

intended to accomplish — предназначенный для выполнения
in order to accomplish — для того, чтобы выполнить
way to accomplish — способ достижения цели

Certainly, the United Nations cannot accomplish all those tasks without sufficient resources.
There are basically two ways to accomplish this.
However, the demolition crew failed to accomplish the task on the first try, leaving almost half of the structure erect.

5. address this matter — решить этот вопрос
address the matter on
address the matter in
address the matter of
The Authority may wish to address this matter.

6. AGM — Annual (yearly) General Meeting
I’d bring it up at the AGM, if I was you.

7. allocate — выделить
allocate the funds needed to — выделить средства, необходимые для
allocate funds for — выделить средства на
I forgot to allocate someone to bring refreshments.

8. adjourn — отложить

adjourn the meeting — отложить собрание
adjourn the debate on — отложить обсуждение
adjourn the convention — отложить съезд
We will adjourn the meeting. — Мы отложим встречу.
After hearing of the fall of the Alamo, the chairman of the convention, Tom Willis, wanted to adjourn the convention.

9. brainstorm — мозговой штурм

take a brainstorm — устроить мозговой штурм
have a brainstorm — приходит (придет) решение
Let’s take a brainstorm in some ways.
Maybe one of us will have a brainstorm.

10. a ballot — голосование

ballot proposition — избирательное предложение
joint ballot — совместное голосование
final ballot — окончательное голосование
put on the ballot — поставить на голосование
cast a ballot — голосовать
Please fold your ballot in half before you place it in the box.

11. board of directors — совет директоров
The board of directors meets once a month.

12. Boardroom — зал заседаний
The boardroom is reserved for a managers’ meeting.

13. conference call — групповой звонок
conference call with reporters — конференц-связь с журналистами
conference call with representatives — конференц-связь с представителями
conducted via conference call with — проводится посредством конференц-связи
Please make sure I have no interruptions while I’m on the conference call.

14. collaboration — сотрудничество
close collaboration — тесное сотрудничество
close economic collaboration — тесное экономическое сотрудничество
close scientific collaboration — тесное научное сотрудничество
joint collaboration — совместное сотрудничество
fruitful collaboration — плодотворное сотрудничество
notable collaboration — заметное сотрудничество
created in collaboration with — создан в сотрудничестве с
developed in collaboration with — разработан в сотрудничестве с

15. collaborate — сотрудничать
refused to collaborate with — отказаться сотрудничать с
agreed to collaborate on — договориться о сотрудничестве
continued to collaborate with — продолжать сотрудничать
collaborate on projects — сотрудничать в проектах
collaborate with others — сотрудничать с другими
collaborate in order to — сотрудничать, чтобы
collaborate in the development of — сотрудничать в разработке
opportunity to collaborate with — возможность сотрудничать
opportunity to collaborate on — возможность сотрудничать на
The board fell apart because the members had difficulty collaborating.

16. casting vote — решающий голос
The role of treasurer was decided based on the chairman’s casting vote.

17. consensus — согласовывать
come to consensus on — прийти к согласию по
reach consensus on — достичь согласия по
gain consensus on — достичь согласи по
build consensus — выстраивать соглашения
consensus to change – соглашение, чтобы изменять
consensus to accept — соглашение, чтобы принять
consensus to provide — согласие обеспечить (предоставить)
consensus to include — согласие включить
achieve consensus — достичь консенсуса
They could not come to a consensus by the end of the meeting, so they put it to a vote.

18. commence — начинать
commence work on — начать работу по
commence services to — начать оказания услуг по
commence production — начат производство
commence broadcasting — начать вещание
expected to commence in — ожидается, что он начнется в
decided to commence — решили начать
set to commence — приступаем к работе
intend to commence — намерены начать
scheduled to commence — планировать начать
agreed to commence — согласились начать
allowed to commence — разрешено начинать
We will commence as soon as the last person signs the attendance sheet.
In May 2011, construction of a new student health and counseling facility is scheduled to commence.

19. chairperson/ chair — председатель
As chair, it is my pleasure to introduce to you, Mr. Tom Smith.

20. closing remarks — заключительное слово (заключительные замечания)
closing remarks by – заключительное слово
closing remarks to – заключительно слово
closing remarks on – заключительное слово по
I just have a few closing remarks and then you will all be free to go.
Reports on closing remarks by Grace.

21. designate — назначенный

decided to designate — решили назначить
agreed to designate — согласились назначить
required to designate — требуется назначить
right to designate — право назначать
authority to designate — полномочия назначать
legislation to designate — законодательство для обозначения
term to designate — срок для назначения
designate targets for — назначить цели
designate members of — назначить членов
designate the number of — назначить количество
designate the head of — назначить главу
designate the end of — обозначить конец
If no one volunteers to take the minutes I will be forced to designate someone.
Each department must designate a previously trained counsellor to provide assistance and information.

22. deliberation — обдумывание
careful deliberation — тщательное обсуждение
final deliberation — окончательное обсуждение
further deliberation — дальнейшее обсуждение
considerable deliberation — значительное обсуждение
online deliberation — онлайн обсуждение
period of deliberation — период обсуждения
deliberation process — процесс обсуждения
deliberation room — совещательная комната
participate in deliberation — участвовать в обсуждениях
terminate deliberation — прекратить обсуждение
Transition management urgently requires joint deliberation action.

23. deadline — крайний срок
tight deadline — сжатые сроки
extended deadline — срок продлен
official deadline — официальный срок
short deadline — короткий срок
strict deadline — строгие сроки (сжатый срок)
deadline for completion — срок завершения
deadline for entries — сроки подачи заявки
deadline for compliance — срок віполнения
meet the deadline — уложиться в срок
make the deadline — сделать в срок
approaching deadline — сроки приближаются
missed the deadline to — пропустить крайний срок
deadline to apply for — срок подачи заявки
deadline to submit — срок подачи
deadline to sign — срок подписания
The deadline for buying tickets to the convension is June 27th.

24. grievance — жалоба, недовольство
grievance procedure — порядок рассмотрения жалоб
grievance committee — комитет по рассмотрению жалоб
grievance officer — сотрудник по рассмотрению жалоб
personal grievance — личная жалоба
major grievance — главная жалоба
cause for grievance — повод для жалобы
subject of his grievance — предмет жалобы
deal with grievance — иметь дело с жалобой
The first item on the agenda relates to a grievance reported by the interns.
Every grievance was subjected to a careful and impartial examination, and officials were required to respond within a prescribed period.

25. implement — реализовывать, выполнять, воплощать, инструмент
began to implement — начал реализовывать
failed to implement — не удалось реализовывать
required to implement — требуется для реализации
refused to implement — отказались реализовывать
implement programs — реализовывать программы
implement projects — реализовывать проекты
same implement — тот же инструмент
similar implement — аналогичный инструмент
extent implement in practice — степень реализации на практике
We began to implement this new procedure last month.

26. item — пункт
particular item — конкретный пункт
important item — важный пункт
last item — последний пункт
the same item — тот же пункт
special item — особенный пункт
single item — единственный пункт
various items — различные пункты
certain items — определенные пункты
several items — несколько пунктов
list of items — список пунктов
following items — следовать по пунктам
due to items — благодаря пунктам
The next item on the agenda is a proposed wage rise for all full-time employees.

27. lounge — холл
We’ll have to meet in the lounge.

28. matters — вопросы
financial matters — финансовые вопросы
economic matters — экономические вопросы
business matters — деловые вопросы
personnel matters — кадровые вопросы
security matters — вопрос безопасности
law matters — юридические вопросы
related matters — связанные вопросы
important matters — важные вопросы
complicate matters — усложнять дело
help matters — помогать делу
discuss matters of — обсудить вопросы
cover the subject matters — охватывать вопросы (темы)
confuse matters — запутать дело
take matters into (her own hands) — взять дело в свои руки
settle matters (himself) — решить вопрос самому
make matters worse — делать еще хуже
make matters difficult — усложнить дело
make matters clear — прояснить ситуацию
matters arising — возникающий вопрос
The first item is matters arising beginning with the salary.
She decided to take matters into her own hands.

29. minutes — протокол собрания
Before we begin with today’s meeting, let’s quickly review the minutes from last month.

30. motion — ход (собрания), предложение, ходатайство
motion to reopen — предложение открыть снова
motion to reconsider — предложение пересмотреть
motion to remove — предложение удалить
describe the motion of — описать движение
opposed the motion to — выступить против предложения
rejected the motion — отклонить предложение
set in motion — приводить в действие
The motion to extend store hours has been passed.
The chairman Beilin opposed the motion to revert the name to Meretz and a compromise between the old and new names, Meretz-Yachad, was agreed upon

31. mandatory — обязательный
It is mandatory that all managers attend Monday’s meeting.

32. objectives — цели, задачи
strategic objectives — стратегические цели
key objectives — ключевые цели
primary objectives — основные цели
project objectives — цели проекта
conflicting objectives — противоречивые цели
core objectives — основные цели
objectives of the organization — цели организации
achieve its objectives — достичь своих целей
meet the objectives of — соответствовать целям
following objectives — следующие цели
accomplish these objectives — достичь этих целей
I’m pleased that we were able to cover all of the objectives today within the designated time.

33. overhead projector — проектор
I’m going to put a pie chart on the overhead projector so that everyone can visualize how our profits have declined.

34. proxy — полномочие, доверенность
proxy vote — голосование по доверенности
performed by proxy — выполняется по доверенности
There must have been one proxy vote because I count twelve ballots but only eleven attendees.

35. participant — участник
Can I have a show of hands of all of those who were participants in last year’s conference?

36. show of hands — поднятие рук
From the show of hands it appears that everyone is in favour of taking a short break.

37. substitute — подменять
substitute teacher
They also increase the workload of other members who have to substitute for absent colleagues.

38. unanimous — единогласно
unanimous decision — единодушное решение
unanimous opinion — единодушное мнение
unanimous agreement — единодушное соглашение
unanimous choice — единодушный выбор
unanimous approval — единодушное одобрение
practically unanimous — практически единогласно
nearly unanimous — почти единодушно (единогласно)
rarely unanimous — редко единодушно
The vote was unanimous to cut work hours on Fridays.

39. vote – голосовать

40. wrap up – сворачиваться, сворачивать
Let’s wrap up here so that we can get back to our desks.

Видео на тему делового английского для конференций и совещаний

Источник

Business English phrases for meetings.

Meetings play a very big part in the business world. During meetings, important decisions are made, people are promoted, demoted, hired or even fired!

The future of companies is predicted, business tactics are analysed, competitors are targeted and strategies are planned.

A lot of time is spent organising, attending, hosting and holding meetings, so understanding your position in the meeting and knowing how to provide input is essential.

In this post, I will aim to provide all the valuable information you need to be equipped with when you enter that meeting room.

Useful English Phrases For Running A Business Meeting

1. SAMPLE PHRASES FOR GETTING STARTED ›› WELCOMING ›› MAKING INTRODUCTIONS AND APOLOGIES

Right, everyone has arrived now, so let’s get started.
If we are all here, let’s start the meeting.
Now that everyone is here, shall we begin?
Shall we get down to business?
Well, since everyone is here, we should get started.
Okay, we have a lot to cover today, so we really should get started.
Hello everyone. Thank you for coming today.
Okay, let’s begin. Firstly, I’d like to welcome you all.
Thank you all for coming at such short notice.
I really appreciate your attendance to this meeting.
For those of you who don’t know me yet, I am …
Please join me in welcoming …
I’d like to extend a warm welcome to …
We are pleased to welcome …
Firstly, I’d like to introduce …
For anyone who hasn’t met our new … yet, this is …
It’s a pleasure for me to welcome …
I’d like to take a moment to introduce …

I know most of you, but there are a few unfamiliar faces. I am …
(Name) has kindly agreed to take the minutes today.
(Name) will be presenting the …
(Name) has kindly agreed to give us a report on …
(Name), would you mind taking notes / taking the minutes today please?
(Name) will lead (topic) from the agenda.
(Name), would you like to kick off with …?
Unfortunately, Margaret cannot join us today. She was called away on urgent business.
Mark will be taking the minutes today, as Sarah is at home with a fever.

I have received apologies for absence from …
If you notice anyone missing, please let Mark know so he can make a note of it.

2. PHRASES TO USE FOR OUTLINING PRINCIPAL OBJECTIVES AND INTRODUCING THE AGENDA

We are here today to talk about …
We are here to discuss …
Our main aim today is to …
I’ve called this meeting today in order to …
As you can see here on the agenda …
Firstly, we’ll be talking about …
First of all, we’ll discuss …
After that, we’ll be looking at …
Followed by …
If time allows, we will also cover …
Then, I’ll be handing it over to … for …
Secondly, we’ll look at …
Next, I’ll ask you for (feedback, comments, your opinion, your views, suggestions, ideas) on …
And finally, we’ll discuss …

FOLLOWING THE AGENDA

All the attendees should somehow see or receive a copy of the agenda, whether this is handed out to individuals on paper, shown on an overhead projector screen or written on a board in the meeting room.

All the attendees should be able to follow the agenda as the meeting progresses, be fully aware of which topic is being discussed and what stage the meeting is at.

Before beginning the first item on the agenda, it is also customary to outline the principal objectives and provide a brief verbal outline of the agenda.

3. PHRASES TO USE FOR KEEPING THE MEETING IN AN EFFECTIVE FLOW

That’s a valid point but we will discuss that in more detail at a later date.
Okay, let’s talk more about that later on.
I’m afraid we’ll have to come back to this later.
We’re running short on time, so let’s move on to the next topic.
We’re running behind now, so let’s skip to the next point on the agenda.
I’m afraid we only have 10 minutes left, so let’s move on to….
We’ve spent too long on this issue now, let’s discuss it in more detail after this meeting.
I think we’ll have to leave that there for now and move on to….
We’re pushed for time, so let’s discuss….
Let’s try to stay on topic, that can be discussed another time.
You can discuss that amongst yourselves after the meeting.
This matter is not on today’s agenda, let’s leave it for next time.
Let’s save this for another meeting.
Getting back to the task at hand….

WATCHING THE TIME

(Staying on track or getting back on track)

As I mentioned before, this is usually the main issue with meetings and the thing that attendees would be most likely to complain about.

A successful meeting is one that starts and finishes at the allotted time, with all the points on the agenda fully covered.

It is the host’s (or chairperson’s) responsibility to ensure that the meeting does not go off topic, and that it stays within a suitable timeframe.

Read more:
5 Decision Making Business English Phrases

4. ASKING FOR OR OFFERING SUGGESTIONS OR FEEDBACK

I couldn’t agree with you more (I agree)
I completely agree with …
Could I just say one thing please?
If I could just come in here …
I would just like to add …
May I come in here please?
Sorry, could you speak up a little please? I can’t hear you at the back.
If I could have a chance to speak for a moment please.
I’m glad you brought that up. I’d like to add …
I’m afraid I’d have to disagree with you on that.
I would just like to say that …
Excuse me for interrupting …
I really feel that …
The way I see things …
In my opinion …
(Name), could you please tell us how … is progressing?
(Name), how is the … coming along?
Next, (name) will talk us through …
(Name, have you managed to complete the …?
(Name), when can we expect to hear about …?
Has everyone received a copy of …?
(Name), can we have your input on … please?
How do you feel about …?
Are you positive that …?
What do you think about …
What are your views on …?
Now, I’d like to hand over to (name), who will talk about …
This brings us to the next topic on the agenda, which will be introduced by (name).
Why don’t we move on to …
If no one has anything else to add, let’s move on to …

Attendees will generally be asked to provide input by giving their opinion, making comments or suggestions, providing feedback or asking questions.

It can sometimes be hard to have your say if many people would like to comment at the same time.

5. ASKING FOR CLARIFICATION

(When you don’t understand something)

I don’t quite follow you. What exactly do you mean?
I don’t see what you mean. Could you elaborate please?
I’m afraid I don’t quite understand what you’re getting at.
Could you please explain to me how that is going to work?
Do you mean that …?
So what you’re saying is that … (repeat what they said to get confirmation)
You did say … didn’t you?
Could you spell that please?
Would you mind spelling that for me please?
(repeat what they said in your own words) … is that what you mean?
Is it true that …?
Correct me if I’m wrong please, you’re saying … (reiterate what they said)

If you do not understand what is being said by someone in particular, instead of just letting it pass by, you should ask for clarification to ensure that you are on the same page (that you understand), because they may be talking about something that will also affect you!

6. BRING THE MEETING TO A CLOSE

(Ending the meeting)

Is there any other business?
Does anyone have any other business?
Any other business?
Would anyone like to make any final points?
If there are no further points, I’d like to bring the meeting to a close.
Before we close the meeting, I’d like to briefly summarise the main points …
Let me quickly go over today’s main points.
To sum up …
Right, why don’t we summarise what we’ve agreed on today.
Shall I go over the main points before we adjourn?
I guess that will be all for today, thank you for taking part.
I think we should finish here.
We seem to have been very efficient today, so let’s wrap up early.
We have covered everything on the agenda, so let’s end it here.
If there is nothing else to add, I’d like to adjourn the meeting.
If there are no other comments, I’d like to wrap this meeting up.
It looks like we’ve finished ahead of schedule, so let’s finish up here.
I’m afraid we’re going to have to cut this meeting short. I’ve just been informed of an urgent matter that needs to be dealt with immediately.
I’m afraid we’ll have to end this meeting here. Let’s rearrange and continue this discussion another time.
Thank you all for your input today.
Thank you for your participation.
Let’s end this here, shall we? I’m sure you all have other important work to get back to.
Before you leave, please remember to sign the attendance sheet
I almost forgot to mention….
I’d like to thank (name) for …
Sorry, could I please have your attention for one more moment. I forgot to say…
Before we go, let’s put our hands together for (clap or say congratulations)….
Most of you probably know this already, but I’d like to formally congratulate….
Please don’t forget to hand in your votes by the end of the week.
I look forward to receiving emails from you all about your final vote.
The minutes of the meeting will be sent to you all by (person’s name and/or time/date) …
If anyone has any further questions, or would like to give any feedback privately, then please feel free to email me.

Once all the topics on the agenda have been covered, it is time to adjourn (end) the meeting. If the meeting is running over time, then it may be necessary to skip (not discuss) any less important topics, and end the meeting once all the main topics have been covered.

Sometimes, a meeting may even finish early, if everything is covered ahead of time! You should always end the meeting by summarising the main points or decisions made (if needed) and thanking everyone for coming.

This could also be the time to make any last minute remarks or reminders, or say a special thanks or congratulations to anyone.

7. CALLING A MEETING

(Organising and hosting a meeting)

If you feel there is something that needs to be discussed amongst the team, you may want to ‘call a meeting’, or you may be ‘called to a meeting’ by another colleague or superior.

Meetings can be announced verbally in small teams, posted on bulletin boards or (most commonly these days) attendees are invited by email. If a verbal announcement is made, it should always be followed up by written confirmation.

When contacting the prospective attendees, it is important to mention the time, date, place and topic/purpose of the meeting.

If you are expecting to cover many topics, you should also send out an agenda (list of topics that will be discussed) so the attendees know what to expect and can prepare any questions, comments or information they would like to add to each point.

Likewise, if you are called to a meeting and would like to prepare beforehand, don’t be afraid to ask the host (or chairperson) for a copy of the agenda!

If anyone is expected to ‘have the floor’ (host a part of the meeting) or provide specific information, then don’t forget to notify them in person (or by phone if they’re not nearby!) of their duty, so they have time to prepare.

Read more:
Formal and Informal Email Phrases Starting with Greetings, Finishing with Closing Phrases!
19 Email Templates for Business Communication

SAMPLE EMAIL FOR CALLING A MEETING:

To: [email protected]; [email protected]; [email protected]; [email protected];
Cc: [email protected]; [email protected];
From: [email protected];
Subject: Early Quarterly Meeting

Good Afternoon Everyone,

There will be a meeting next week Thursday (26^th) at 3pm in Room 5C. All staff in the marketing team are expected to attend, as we will be discussing our strategy for the next quarter.

We’re having this meeting earlier than usual due to the sudden surge of popularity surrounding our latest product. Please come prepared with ideas, queries, suggestions for further promotions and any questions, as we will not have time to discuss this during peak time.

Please expect the meeting to last approximately 3 hours.

Yours,
Nadine Thomas
Marketing Supervisor

8. WRITING AN AGENDA

(Preparing the itinerary/topics for discussion during the meeting)

One common issue that occurs with meetings is that they tend to run over the allocated time. If the attendees are told to keep 1 hour free for the meeting but are then occupied for 2.5 hours, then not only are they neglecting other important work, but it could also be very costly for the company.

One popular idiom to describe this would be ‘Time is money’ . If carefully organised and appropriately hosted, then a meeting CAN run smoothly.

Having clear aims, setting time limits per topic, sticking to the agenda, and knowing how to ‘get back on track’ are key components of an effective meeting.

The attendees will be more likely to provide input by asking questions and offering feedback if they know what to expect.

Read more:
1000+ Most Popular English Idioms and Their Meanings

SAMPLE AGENDA

MEETING AGENDA

Marketing Strategy for Quarter 2 – Thursday 26^thFebruary – Room 5C

15:00 – Welcome / Introduction / Refreshments

15:20 – Minutes from previous meeting

15:30 – Quarter 1 so far – Presentation by Dominic

16:00 – Positive effects of latest product

16:20 – Issues and limitations

16:40 – Feedback from last quarter

17:00 – New ideas for Q2*

17:45 – Media attention / expectations

18:00 – Questions / Reminders / AOB**

* Q2 is short for Quarter 2 i.e. the second quarter of the year (April to June).
** AOB is short for ‘Any Other Business’ (anything else that someone would like to discuss) and is very commonly used in meetings.

9. SAMPLE PERSONAL REQUEST

Nadine: Hi Dominic. How are you?

Dominic: Fine, thanks. Is there something I can help you with?

Nadine: Yes, I’m planning on having next quarter’s meeting early this year and I was wondering if you could prepare a PowerPoint presentation about Quarter 1 so far, just so everyone is up to date with what has been going on so far. Could you do that please?

Dominic: I’m afraid I’m quite busy this week…when is the meeting?

Nadine: I was planning on arranging it for next week Thursday at 3pm.

Dominic: Okay, that’s fine. That gives me time to prepare a slideshow over the weekend. No problem!

Nadine: Thank you Dom, I really appreciate it. I’ll allocate a 30 minute slot to you for the presentation, as there is a lot to cover. Does that suit you?

Dominic: Yes, I should be able to fit everything into that timeframe.

Nadine: Great, thanks again. Let me know if you get stuck on anything (if you have any problems).

ALLOCATING ROLES

(Assigning specific duties to other members of staff)

The person hosting the meeting may decide to allocate roles to other staff, such as taking minutes during the meeting (keeping a record of who attends and what is discussed), speaking about a certain subject, providing figures or data on a specific topic.

If you are allocated a role by the meeting host, then remember to ask questions about anything you don’t understand, rather than guessing…because it’ll be too late to prepare again once the meeting has begun!

If you are hosting the meeting and would like to allocate a role to someone, remember to give them plenty of notice so they can prepare what you have asked them to do.

Also, ask them if they are able to take on this role before you announce to everyone that they will be doing it, just in case they cannot.

10. TAKING THE MINUTES
(Recording the meeting)

This usually consists of keeping a list of the attendee’s names, and recording everything that is discussed, in case it needs to be discussed again or reviewed in the future.

Generally, someone who is not participating in the meeting would be called upon to be the minute-taker, but anyone may be assigned this responsibility, so it is good to be ready for it, in case your manager asks you to do it.

Before the meeting begins, the minute-taker should obtain a copy of the previous (related) meeting’s minutes, a copy of the agenda for the new meeting and have a list of who is supposed to be attending, to hand.

If you are not familiar with taking minutes, then it may be good to have an outline before going into the meeting to help guide you through everything that needs to be recorded. A standard outline should include:

The topic of the meeting / main items on the agenda
Meeting details (time, place, host, start time, end time)
A list of attendees to be ticked off (or a blank list for attendees to sign)

SAMPLE MINUTES OUTLINE:

MARKETING STRATEGY FOR QUARTER 2
Thursday 26^th February – ROOM 5C

Start Time:________ End Time:________

Meeting hosted by: _________________

Attendee Name: Signature:
1.
2.
3.
4.

Main topics on the agenda:

Quarter 1 Presentation by Dominic
Pros and cons of latest product
Q1 Feedback from team
Ideas for Q2
Media attention

Notes:…..

The minute-taker can choose to record the meeting on paper (handwritten) or on a computer (typed up), whichever you feel more comfortable with.

You will more than likely be asked to type the minutes up later, so that it can be stored electronically and sent around to all the attendees after the meeting – this should be done immediately after the meeting so that you don’t forget any of the points that were mentioned (even your own scribbled notes can seem hard to understand after a while)!

Many people who are very familiar with minute-taking tend to use shorthand writing, which enables you to write a lot quicker and keep up with the discussion.

If you are called upon to take minutes on a regular basis, then it may be worth learning how to do shorthand writing!

Remember, you do not need to record every single word that is spoken! Only a brief outline of what is discussed, and all significant points that are made by any of the participants.

For example, if someone mentions an issue that needs to be dealt with, something positive that is working really well, and any feedback or suggestions.

Any key points surrounding the main topics of the meeting should definitely be recorded, as well as any votes or decisions.

It is, sometimes, also important to record who said what, for this reason, the minute-taker should know the names of the attendees.

If you don’t know their names, you should make a note of their seating position and ask their names at the end of the meeting.

If the meeting is with a very large number of people who are not known to one another then, generally, it is customary for them to introduce themselves (mention their name or company name) before they say anything else.

11. OPENING A MEETING

(Starting the meeting)

At the start, while the attendees are arriving, having refreshments or getting settled into their seats, it is polite to make small talk with others (polite conversation about unimportant or uncontroversial matters).

This usually fills any awkward silences while people are waiting to begin.

Once everyone has arrived, the person hosting the meeting should formally welcome everyone to the meeting, and thank them for coming.

If there is a new person in the meeting, or a guest attendee who does not know the others, this would be the best time to make introductions.

Followed by the roll call (checking to see if all the attendees are there) and any apologies that need to be made on behalf of an important figure or a regular attendee who couldn’t make it.

If the meeting is a small group then roll call is usually not necessary, as the person taking the minutes will be able to make a note of who was there.

In a larger meeting, or one with guests whose names are not known, an attendance sheet should be sent around.

So, now you should be able to successfully call a meeting, write an agenda, assign roles to others, take minutes, open a meeting, stay on track and close a meeting!

I hope the information provided in this blog helps you to feel more confident when you enter a meeting room, knowing that you are armed with all the main phrases that you may need to use.

Read more:
How NOT to Look Stupid. English for Secretaries and Assistants

If you think there is anything else that should be included in this blog about meetings, then please let me know!

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