Planning a Meeting (Int)


In this lesson students will discuss how to effectively plan business meetings.
Student Level: 
Unit Group: 
General Business - Meetings

Warm Up (5 mins)

Imagine you are in charge of a meeting to plan an end of year party for your organization.

Who would you invite to the meeting and why?

What would be the agenda items for your first meeting?

Listening (5 mins)

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

"The meeting leader must show up __________ to ensure the fact that all materials are out, that people are being __________ as they come in."

Reading Comprehension (10 mins)

Read the following article.

Explain in your own words how to plan a meeting.

Grammar (5 mins)

Present Perfect and Simple Past Tense

We use the Present Perfect to discuss an indefinite time in the past.

We use Simple Past to discuss a known time in the past when something happened.


Have you finished reading that book?

Yes, I have finished it. / No, I haven't finished it.

Did you finish reading that book last night?

Yes, I finished reading it. / No, I didn't finish reading.

Convert the following Simple Past statements into Present Perfect questions e.g.

I sent the email last Friday -> Have you sent the email?

I typed the agenda for the meeting yesterday.
I selected a time keeper and minute taker before sending the invitations.
I invited all the meeting participants when I spoke to them yesterday.
I reserved a meeting room when I spoke to his secretary.
I checked that the projector equipment was working just before lunch.

Ask your instructor some questions about what they have done this week using the Present Perfect form.

e.g. Have you watched any movies this week?

Vocabulary (5 mins)

Word or expressionMeaning
to have a minuteTo have a short amount of free time
stakeholdersPeople or parties who are interested in the outcome of some process
to make a meetingTo attend a meeting
agendaA list of key discussion points
Please send _______ the invitations at least one week before the meeting.
I would like you to look _______ the agenda and tell me if there is something you want to add.
Our team has put _______ a short presentation for the meeting.
The President has an unexpected business trip tomorrow so we need to put ______ the meeting date.
The Production department is looking _______ the problems we have been having with this product design.

Complete the above sentences using the words from the list.

into over off out together

Try creating original sentences similar to the answers.

Role Play (15 mins)

Shouta:[brrrring-brrrring] Hello, Production Department. This is Shouta speaking.
Maxine:Hi Shouta. It's Maxine from Accounting. How are you, today?
Shouta:Oh hi, Maxine. Pretty good, thanks. How about you?
Maxine:Not bad. Do you have a minute?
Shouta:Sure. What can I do for you?
Maxine:I'm in the early stages of planning next year's company budget. The Financial Controller thought it would be a good idea to pull all the departmental stakeholders together for a meeting to share information about this year's budgeting process.
Shouta:Sounds good. I have a few questions actually.
Maxine:Great. Well perhaps you could send those to me in an email. It will help me to plan the meeting agenda.
Shouta:Sure. Have you booked a venue and time for the meeting?
Maxine:Yes, I've booked Meeting Room "C" for 2pm on the 15th of January. The meeting should be about one hour.
Shouta:I should be able to make that. Will you send me a meeting request through the online scheduling system?
Maxine:Absolutely. Once I finalize the agenda I will send that out. OK, thanks Shouta.
Shouta:No worries Maxine. Bye.

Imagine you need to invite a co-worker to a meeting.

Practice the role play again, this time substituting your original details.

Extension Activity

Do you think that organizing a teleconference is similar to planning a face-to-face meeting?

What do you think is the same and what's different about the two kinds of discussion formats?

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 !