Conducting a Meeting (Int)

Summary

Students will learn how to manage a meeting in English.
Student Level: 
Intermediate
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.

Have you been to a meeting that you feel wasn't very productive? Why was the meeting a failure?

Listening (5 mins)

Watch the following video and fill in the blanks based on what the speaker says.

"The opening _____ to _____ minutes in any meeting is the most important component to conducting more effective meetings."

"It tells everybody in the room ____________, for how long and what they need to accomplish."

Reading Comprehension (10 mins)

Read the following article.

Describe in your own words what a meeting chairperson should do in order to conduct an effective meeting.

Grammar (5 mins)

Future with "going to" vs "will"

We can use "going to" when we want to talk about future plans that have been decided.

We can also use "will" for the same purpose.

"Will" has a secondary usage for when something is decided "on the spot" such as ordering from a menu.

Question

Answer

Where are you going to go tomorrow?

I'm going to go to the beach.

Are you going to visit your sister next week?

No. I'm not going to visit her.

Will we have a meeting next week?

Yes. We'll have a meeting on Friday.

When will you make your presentation?

I'll make the presentation at the next staff meeting.

Will you go on the business trip in June?

No. I won't go. David will go instead of me.

What will you have for lunch?

I think I'll have the chicken sandwich.

Complete the following sentences with "going to" or "will".

1) Mr Thompson hasn't arrived yet but I think I __________ start the meeting anyway.

2) We are ___________ end this meeting at 12 noon.

3) We've decided on three action points today so I ___________ send these to the responsible people by email.

4) The team is ____________ have it's next meeting on January 17th.

5) I __________ ask John to give me a status report at our next project meeting.

Think of a list of things you will do in the near future at home or at work.

Make original sentences describing your plans.

Vocabulary (5 mins)

Word or expressionMeaning
minutesList of objectives to cover in a meeting
consensusRaised hands to express an opinion in a vote
addressFinish discussion
agendaChairperson's first words at a meeting (i.e. welcome, introductions)
wrap upTalk about
show of handsA written record of of what was said at a meeting
opening remarksGeneral agreement

Match the word or expression above with the correct meaning.

 

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

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

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

3) Jeremy has had some problems with product delivery time tables which he would like to _____________ .

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

5) I'd like to see a ______________ of those people who would like to adjourn the meeting for 10 minutes.

6) In my _________________ I mentioned that time for this meeting was limited so we needed to stay on topic.

7) Can we put some time on the _____________ of next week's meeting to discuss the new employment contracts?

 

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. As you already know, I will be chairing today's meeting to talk about last months sales results. Cameron will you 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 because another group needs to use this conference room soon after that. Alright?
Cameron:Sure. 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 a comment on your own area of responsibility.
Cameron:Will we have time to review the outcomes from our last meeting?
Daisuke:Yes. In fact we will do that first of all.
Cameron:Excellent.
Daisuke:One more thing. I would like to remind all members of this meeting to switch off their cell phones and laptop computers. We will take a coffee break at the half-way point of 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

How do you think the quality of meetings could be improved in your organization?

If a meeting is not effective, do you think it is the chairperson's fault? Why or why not?

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 !