Lesson 16: Discussion in a Meeting

Part 1: Starting the agenda

When starting an agenda, one can start with…

· The first thing we need to discuss is…
· The first item on the agenda is…
· The first thing on the list is…
· First, we need to talk about…
· So, let's start with…
· Shall we start with…?
· So, the first item on the agenda is….
· Pete, would you like to kick off?
· Martin, would you like to introduce this item?

Part 2: Presenting options

Usually, the presenter in a meeting with provides different options in solving or dealing with the issues…

· We have several alternatives:
· We have two options:
· We could either . . . or . . .

Part 3: Moving on with the next agenda

· Let's move onto the next item
· The next item on the agenda is
· Now we come to the question of…
· Let's move on to Item 2.
· Let's move on to the next topic.
· We need to move on.
· The next item (of business) is…
· We need to go on to the next item.
· Shall/Should we move on?


Part 4: Giving Control to the next presenter

By giving control to the next presenter, people would know who is responsible for the next agenda, and this will also allow others to know that they are moving on…

· I'd like to hand over to _____________, who is going to lead the next point.
· Next, _________________ is going to take us through ...
· Now, I'd like to introduce ______________who is going to ...
· Right, _____________, over to you.


Part 5: Stalling the discussion

Sometimes, if someone still have problem with certain issues, he or she should point it out before moving on the next item on the agenda…

· Before we move on, I think we should . . .
· Wait a minute. We haven't discussed . . .
· Don't you think we need to . . .
· Not so fast. We haven't (yet) . . .


Part 6: Summarizing

Before closing a meeting, we often summarized the agenda about what is being said or what important points that is being mentioned today…

· Before we close today's meeting, let me just summarize the main points.
· Let me quickly go over today's main points.
· To sum up...
· OK, why don't we quickly summarize what we've done today?
· In brief, ...
· Shall I go over the main points?
· In summary,
· The conclusion is . . .
· So, we've decided to . . .
· We're going to . . . (then)


Part 7: Wrapping up the meeting

When we need to wrap up the meeting, we can say…

· Right, it looks as though we've covered the main items.
· If there are no other comments, I'd like to wrap this meeting up.
· Let's bring this to a close for today.
· Is there Any Other Business?
· I think we've covered everything on the list.
· I guess that will be all for today.
· Well, look at that...we've finished ahead of schedule for once.
· If no one has anything else to add, then I think we'll wrap this up.

When you are running out of time:

· It looks like we've run out of time, so I guess we'll finish here.
· I'm afraid we're going to have to cut this meeting short. I've just been informed of a problem that needs my immediate attention.


Part 8: Planning for the next meeting and follow up

In the closing remarks, the chairperson, or participants may want to discuss the date and time for the next meeting, when the minutes will be available, or when a decision should be made by. This is also the time to give contact information, such as how to send a question by e-mail or who to call regarding a certain issue.

· We'll meet again on the first of next month.
· Next time we meet I'll be sure to have those contacts for you.
· If anyone has any questions about anything we discussed today, feel free to send me an e-mail.
· The minutes from today's meeting will be posted as of tomorrow afternoon.
· I'll send out a group e-mail with the voting results
· Can we set the date for the next meeting, please?
· Can we fix the next meeting, please?
· So, the next meeting will be on ... (day), the . . . (date) of.... (month) at ...
· Let's next meet on ... (day), the . . . (date) of.... (month) at ... What about the following Wednesday? How is that?


Part 9: Reminders

There is almost always one last thing to say, even after the closing remarks. A chairperson might close the meeting and then make a last-minute reminder. Instructions for tidying up the room may also be mentioned.

· Oh, before you leave, please make sure to sign the attendance sheet.
· I almost forgot to mention that we're planning a staff banquet next month.
· Don't forget to put your ballot in the box on your way out.
· If I didn't already say this, please remember to introduce yourself to the new trainees.
· Could I have your attention again? I neglected to mention that anyone who wants to take home some of this leftover food is welcome to.
· If you could all return your chair to Room 7 that would be appreciated.
· Please take all of your papers with you and throw out any garbage on your way out.


Part 10: Thanking participants

The end of the meeting is also the time to thank anyone who has not been thanked at the beginning of the meeting, or anyone who deserves a second thank you. Congratulations or Good-luck can also be offered here to someone who has experienced something new, such as receiving a promotion, getting married, or having a baby.

· Before I let you go let's all give a big thank you (everyone claps) to Thomas for baking these delicious cookies.
· Again, I want to thank you all for taking time out of your busy schedules to be here today.
· Most of you probably already know this, but Nolan's wife just gave birth to a baby boy.
· As you leave today, don't forget to wish Stella luck on the weekend. The next time you see her she will be happily married.
· I'd like to thank Marianne and Jeremy for coming over from London.
· Thank you all for attending.
· Thanks for your participation.


Part 10: Closing the meeting

When closing the meeting, we can say…

· The meeting is finished, we'll see each other next ...
· The meeting is closed.
· I declare the meeting closed.
· That's all for today.
· That's it then. (informal)
· The meeting is adjourned. (very formal)


Listening Activity: Listen and answer the following

1. Which company is Olivia Dansk from?
2. Who is absent from the meeting?
3. What is this meeting about?
4. When will the next meeting be on?


Good morning, everyone. I believe we are all here. Please be seated and let’s get started.

Please join me in welcoming Olivia Dansk, from Garland Corporation I’m afraid that Lionel Wu from Manatect can’t be with us today, but I’m pleased to welcome representatives from both Danforth and Boyent.

We’re here today to discuss the progress of our joint venture project. Have you all received a copy of the agenda? Good. As you can see, there are six items on the agenda. If there are no objections, I suggest we take the items in order. Let’s start with number one……

…I think that takes care of the first item? Why don't we move on to item number two? I’d like to hand it over to Olivia, who will take us through the report. Olivia?...…

…If there are no other issues to discuss, I’d like to wrap up this meeting. Our next meeting will be on Monday, November 20th. Before we end today, I’d like to thank all of you for coming. This has been a very productive meeting.


Role Play:
Opening a meeting

Grammar:

Simple Present:

1. We use simple present to talk about things in general. We are not thinking only about the present. We use it to say something happens all the time or repeatedly, or that something is true in general.

For example:

The earth goes around the sun.
Water boils at 100ºC.
Nurses take care of patients in hospitals.
I work in a bank. Peter works in a department store.

Remember: he/she/it-------add‘s’


2. We use do/does to make questions and negative sentences.

For example:

Do you speak English?
What does this word mean?
Where do you come from?


3. We use simple present when we say how often we do things:

For example:

I get up at 8:00am every morning.
In summer, Peter usually goes swimming twice a week.


Grammar exercise activity: Handout