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Types of meeting

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Whether you are holding a meeting or attending a meeting, it is important that you understand key English phrases and expressions related to meetings. A successful meeting has no surprises. With proper preparation and careful organization, a meeting can run smoothly. The most typical complaint about meetings is that they run too long. Meetings that run longer than necessary can be very costly to a company or business. As the famous business expression says: Time is money. Setting goals and time limits, keeping to the agenda, and knowing how to refocus, are key components of an effective meeting. This may sound simple in your own native language, but it is a little trickier when you or the participants do not speak fluent English. These pages will help you hold or attend a meeting with success. Review the vocabulary, read through the lessons, and then check your understanding

Planning a meeting

Face-to-face meetings are the best way to reach a decision that requires discussion. Great meetings don't happen by accident. They are a result of advance planning that considers the desired outcome of the meeting and the needs of meeting participants. Here are some planning steps you can take to make your next meeting truly terrific.

Before you read: What do you know about this topic already?

If you have an organization, it’s important that everyone stays connected so that everyone is working on the same page. One effective tool of touching base with your people is to conduct meetings. However, meetings can be quite time consuming and it can be difficult to get people together. If you plan your meeting properly, you can get everyone organized and get what you need done.

Here’s how to plan your meeting.

· Decide why you need a meeting. Meetings are necessary. However, you must have a specific reason why you want to call a group of people together. Do you simply want to stay connected with your team? Is there an emergency or a specific point that you need to address immediately? Is it something that can be resolved with a phone conversation or perhaps an email communication? Is a meeting really necessary or are there other ways it can be discussed and disseminated? Will it be a phone meeting or call conference, a video conference meeting or a closed door meeting? Knowing why you need to have a meeting will help you determine what type of meeting to have.

· Prepare your agenda. Once you have decided why and what type of meeting you will have, you need to write down your agenda. What specific items do you need to talk about at your meeting? If you will be discussing sales reports and how to boost it, then you need to have copies of the report for review. Make bullet points of items you want to discuss.

It’s important that your meetings are punctual and productive. Otherwise, people won’t be inclined to attend and may feel it is a waste of their time. If you must, you can set a predetermined weekly meeting so that your staff knows to expect it regularly without you having to issue reminders. Finally, once the meeting starts, it’s important to stay on track, to get the input you need and to disseminate the information as needed. This way, you can maximize the meetings.

Starting 1. You begin a discussion just say 2. If there has been some social conversation first, than you can say 3. To introduce the subject of the meeting say   Right/ So/ OK/Well/ Let`s get started. Ok let`s get down to business We are here to decide….. The purpose/aim/of this meeting is…… The reason we are here today is…..
Giving an option You can give an option with no specific phrase Personal option I think/I feel/I would say I. From my point of view…. The way I see it…. As far as I concerned….
Agreeing or disagreeing While someone else is talking we say small words   To disagree just say   Fixed expressions Right/ that`s right/ true/ that`s true/ Absolutely/Exactly/Definitely Yes, good point/ Yes, good idea/Yes, I agree. But/ However/ Then again. That`s true, but… I`m not sure about that That`s not really how I see it.
Managing the conversation End a topic OK/ So I`ll+(action point) them. Anyway +(conclusion)
  Change the topic   Invite someone else to speak     Interrupt Right/ So/Anyway Now / What about….? What about think? What about you? Can I just come in here? Sorry, can I just say something/ ask the question?
Finishing To signal that you want to end Right/ So/Anyway I think the best forward is… So, before the next meeting I am going to….

 


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