V . Match the expressions a-j below to the following things that a chairperson should do.
1 open the meeting/ signal the start
2 keep things moving
3 keep an eye on time
4 make sure everyone stays focused
5 invite contributions
6 summarize regularly
7 seek clarification
8 summarize agreed action points
9 allocate action points and establish deadlines
10 close the meeting
a Has everyone got that?
b Shall we move on?
c As 1 see it, we seem to be saying
d Could you let us have the exact figures for Friday?
e What exactly do you mean?
f So what we've finally decided on is...
g We'll have to move on I'm afraid.
h Thanks for coming everyone.
1 What do you think of that, Mr ... ?
j Thanks very much everyone, that was very useful.
VI. Match the expressions a-1 below to the following things that participants should do.
1. express agreement
2. express disagreement
3. make suggestions
4. summarize arguments
5. ask for clarification
6. present arguments
a I'm convinced that...
b How about ...
c I'm all in favour of that.
d Why don't we ...
e I'm afraid I don't accept that at all.
f So what you are suggesting is ...
g Could you explain that in more detail?
h I'm sorry but I don't agree at all.
i I quite agree.
j The way I see it is...
k Am I right in thinking that... ?
1 In other words you are saying ...
VII. Read the mini – definition and write the words.
1 To be present at a meeting.
2 This should be circulated before the meeting.
3 The person who presides over a meeting
4 You write these up after the meeting.
5 To suggest a lot of ideas very quickly and at random.
6 Are there any other matters to discuss?
VIII. Complete the extract from a meeting with the expressions below.
Sort out this mess, set a time limit, to business, cancel our regional sales conference, lose $ 25.000, take the minutes.
| MIKE | Well, let’s get down1 to business . I thing our objective is pretty clear. We’re here today to 2 __________. We have to decide what we’re going to do about the problems with our travel booking. |
| PATTI | Sorry, Mike. What problems? |
| MIKE | It looks like we’re going to have to 3 ______________ and on top of that we’re going to 4 ___________ or more. Now, I've another meeting at three, so I'd like to 5______________..................... Is that OK? |
| BILL | Is anyone writing all this down? |
| MIKE | Um, no. Harriet, can you 6 __________please? |
IX. Work in small groups. Which of these things do you expect at a formal meeting and which at an informal meeting?
an agenda, matters arising, coffee, a chairperson, an objective, a time limit, minutes, any other business, briefing documents.
X. Read the conversation. Tick the items from the list above which they mention. Do you think that this is a formal or an informal meeting?
DOING BUSINESS 1
Formal and informal meetings
| HARRIET | Right. Are we all here? Good, well, let's get down to business. I think our objective is pretty clear. We're here today to sort out this mess. We have to decide what we're going to do about the problems with our travel bookings. 1 don't know ... it's, well ... it's chaos. |
| PATTI | Sorry, Harriet. What do you mean by that? |
| HARRIET | What do I mean? Patti, I mean it looks like we're going to have to cancel our regional sales conference and, on top of that, we're going to lose $25,000 or more. |
| PATTI | It's not chaos, Harriet, it's a problem. OK? |
| HARRIET | OK, it's a problem. And we're here today to solve it. Now I've got another meeting at three, so I'm going to have to set a time limit of, say, 2.45. Is that OK with everybody? |
| BRIAN | Can I say something here? |
| HARRIET | Sure. |
| BRIAN | Is someone taking minutes? |
| HARRIET | Minutes. Yes. Thanks, Brian ... Mike, can you take the minutes? |
| MIKE | I am already. |
| HARRIET | Brilliant. Thank you. Right. Before we start, are the ready questions? Mike? |
| MIKE | Yes, I'm sorry, Harriet, can you repeat what you said about the money? |
| HARRIET | I said ... I said we're going to lose $25,000, which is true ….. |
XI.Here are six phrases from the conversation above. Write them in the correct lines.
1 .What do you mean by that? 4. Are there any question?
2. We’re here today to sort out this mess. 5. Can I say something here?
3. Let’s get down to business. 6. Can you repeat what you said
about the money?
To signal the start____________________________________________________
To introduce the objective ____________________________________________
To ask for questions _________________________________________________
To ask for clarification _______________________________________________
To ask for repetition _________________________________________________
To interrupt _______________________________________________________
XII. Read the conversation again and answer these questions.
1. What do they have to decide at the meeting?
2. What’s the time limit for the meeting?
3. How much money are they going to lose?
4. Who is taking minutes?
XIII. Read the second part of a conversation and answer these questions.
1. What is the company’s problem? 2. What three suggestions are made to solve the problem? 3.Who do you think has the strongest opinion? 4.Which of these phrases does this person use to introduce his/her opinion? 5. When you’re giving an opinion, which do you think is more important – the words you choose or the way you choose to say them?
Have you thought about …? Why don’t you …? I think you should …
DOING BUSINESS 2
A discussion
| HARRIET | Right, let's move on to the next point, shall we? Violence in the workplace, I'm afraid. Again. |
| BRIAN | Disgrace. |
| HARRIET | It's the third assault on a member of our staff this year. I don't know what we're going to do. Has anyone got any ideas? |
| PATTI | Well, for a start, why don't you have a clear company policy on violence? That way, at least our people will know where they stand - if they're ever threatened. |
| HARRIET | Thanks, Patti. Yes. Good point. I ... um ... |
| MIKE | Can I say something here? |
| HARRIET | Yes, Mike. What do you think? |
| MIKE | Have you thought about these training courses? |
| BRIAN | Training courses? |
| MIKE | Yes. They're courses where you learn to see the danger signs, to ... well, to try to stay in control of the situation. |
| HARRIET | Hmm. I’ll look into it. |
| BRIAN | I ... er ... |
| HARRIET | Yes. Sorry, Brian, what's your view? |
| BRIAN | Well, it's quite simple. I think you should just tell people to use their common sense |
| HARRIET | Well, thanks… |
XIV. Work in small groups and have a series of short meetings. Take turns to be chairperson.
The chairperson should choose the subject of the meeting and decide on things like a time limit, agenda, minutes, etc. At the beginning of each meeting he or she should do the following:
1. Signal the start.
2. Introduce the objective.
3. Mention issues such as agenda, time limit as appropriate.
4. Ask for questions.
Others in the group should interrupt, ask for clarification, repetition, etc. as appropriate.