Conducting a Meeting (Beg)

Summary

Students will learn how to manage a meeting in English.
Student Level: 
Beginner
Unit Group: 
General Business - Meetings

Warm Up (5 mins)

What "ground rules" do you think people should follow when they are in a meeting e.g. arrive on time, don't use cell phones etc.

Listening (5 mins)

Listen to the audio and choose the correct answer based on what the speaker says.

1. The purpose of the meeting is to:

a) Decide an advertising strategy

b) Decide an advertising budget

c) Decide a recruiting strategy

2. The deadline to finish the meeting is:

a) 3PM

b) 4PM

c) 5PM

3. What do they have planned for later in the meeting?

a) A question and answer session

b) Refreshments and coffee break

c) Cell phone break

Reading Comprehension (10 mins)

Read the following article.

Describe in your own words the responsibilities of a meeting chairperson.

Grammar (5 mins)

Time Expressions

There are several ways of saying times.

Time can be expressed in a written form using the 24-hour clock e.g. 14:00

In spoken form however, 24-hour time (also known as military time) is rarely used.

Time

Spoken Form

6:00 a.m.

Six a.m.

12 pm

Noon OR twelve noon.

1600

Four p.m. OR sixteen hundred (military time)

1.15 pm

One fifteen p.m. OR a quarter past one in the afternoon.

12.45 pm

Twelve forty-five p.m. OR a quarter to one in the afternoon.

1.30 pm

One thirty p.m. OR half past one in the afternoon.

Try saying the following times in civilian (not military) time form.

1. 1500

2. 0700

3. 1030

4. 0015

5. 2145

What time do you usually:

- get up in the morning?

- leave your home to go to work?

- have lunch?

- come home at night?

Vocabulary (5 mins)

Word or expressionMeaning
minutesA written record of what was said at a meeting
consensusGeneral agreement
addressTalk about
agendaList of discussion points
wrap upFinish something

Complete the following sentences with the correct word or meaning from the table.

1) We are running out of time so I would like to __________ the discussion.

2) The team talked about the problem for a long time but they were unable to reach a ___________ .

3) Jeremy would like to __________ the problems he is having with the new product design.

4) Let's type up the _____________ of the meeting and distribute copies to the staff.

5) Can we put a new discussion point on the _____________ of next week's meeting?

 

Try to make some original sentences using the words or expressions in the table. Use your imagination.

Role Play (15 mins)

CharactersDialogue
Daisuke:OK. Thanks everyone for coming to the meeting on time. Today I want to talk about last month's sales results. Cameron, will you please take minutes for us and be the time keeper?
Cameron:Sure. What time are we going to end today?
Daisuke:We are going to finish the meeting at 2pm.
Cameron:OK. Understood.
Daisuke:Great. So first we are going to look at the sales numbers in each of the four regions. After that I'm going to ask each of you for comments.
Cameron:Will we have time to review the last meeting?
Daisuke:Yes. Let's do that first of all.
Cameron:OK.
Daisuke:One more thing. I would like to ask all participants of this meeting to switch off their cell phones and laptop computers. We will take a coffee break later in the meeting. OK?
Cameron:Sounds good.
Daisuke:Fantastic. So let's begin.

Think about a topic that you would like to have a meeting to discuss.

What would the agenda items be?

Imagine you are chairing a meeting with your instructor as one of the participants.

Re-enact the role play.

Extension Activity

Do you think meetings in your organization are always effective?

How could the quality of the meetings be improved?

Review and Quiz (5 mins)

Do you have any questions about this lesson?

What did you learn today?

Did you learn any new vocabulary or expressions?

Ask your instructor for tips on how you can improve your English.

Finally, don't forget to take the quiz after all your lessons are finished today.

Thank you !