IEN 312 ENGLISH FOR BUSINESS MEETINGSA.Warisa Suksomboon

Week 6

Key roles• The chairperson

• Responsible for ensuring that meetings are run effectively and efficiently and starting and ending on time and involving members in the decisions and discussions.

• The secretary• Helps the chair and is responsible for legal record of decisions and

group memory.• Ensure the meeting minutes are prepared.

• Members• Keep their discussion focused, and participate in the decision

making.

Agenda• An agenda is a step-by-step outline of the topics to be

discussed at the meeting. The chair need to ensure that critical items are discussed first, with the appropriate time allowed.

Moving through the agenda• Meetings in most cultures generally have an agenda. In

some cultures people like to ‘walk’ through the agenda item by item, with fixed timing for each topic. In others, people prefer to be more spontaneous and ‘jump’ from one item to another and then back again.

Clarifying the agenda• I’d like to say a few words about the agenda.• The aim of this meeting is…• Can I ask you to look at the agenda?• Under item 2, I’d like to talk about…• After that, under item 3 we need to focus on…• Fourthly, I will clarify salary and expenses.• Following that, the fifth item is to decide who does what

and when.• The finally, under any other business I’d like to mention a

new development.

Opening items on the agenda• OK then, let me talk you through item two.• Can we move on to the next item?• Let’s turn to the next item.• OK, so that brings us to the next item.• So, shall we turn to item three?• Let’s take up the topic of…• That brings us finally to any other business.

Closing items on the agenda• Does anyone have any further questions at this point?• I think that ties up that topic.• That covers that item.• Well, I think that’s all we need to say about that issue.• So, any more questions at this point?

Summarizing the discussion• Review the action sheet. This ensures that the people

who are assigned a task are clear on their responsibilities and timelines.

• Confirm the date, time and location of the next meeting.

Meeting agenda• Introduction• Monthly sales report (Oliver Mckeys, a sales manager)• Monthly collection report (Gary Clark, a finance manager)• Individual monthly report• AOB• Lunch

Conference Agenda

8:15 to 10:15 am Opening session: Blueprint for successJohn Garcia, Vice President, Global SalesLinda Wilson, Director of Sales, Asia-Pacific

10:15 to 10:30 am Break

10:30 am to 12:30 pm Building to Sales – Making the Foundation StrongPeter Parker, Director, Sales and Marketing OperationsAnna Hall, Sr. Sales & Marketing Associate

12:30 to 1:30 pm Buffet lunch

1:30 to 2:15 pm Competition Defenses

2:30 to 3:30 pm 2014 Sales Objectives

3:30 to 3:45 pm Break

3:45 to 5:15 pm Asian Markets and Expansion StrategiesLinda Wilson, Director of Sales

7:00 to 9:00 pm Cocktail and dinner cruise on Chao Phraya River

Coping with technology• First-hand experience of using IT varies greatly from

country to country and company to company. Age can also be a factor: generally, the younger people are the more familiar they are with new technology.

Teleconferencing• What are the problems with teleconferences?• How can you improve communication at teleconferences?

Teleconferencing• Teleconferences can be difficult. Because you can’t see

each other, there’s more opportunity for misunderstanding and it’s harder to interact and express your opinion naturally. If you lead the teleconference, you need to pay more attention to ‘process’ than you would in a normal meeting.

Guidelines in teleconferences• Preparation

• Prepare some items before the teleconference starts. Remember to send out any handouts or information early and create a clear agenda with timings. Give everyone clear instructions including numbers and access code.

• Timing• Discussion in teleconferences can take longer than in a

conventional meeting so it’s better to have a short agenda.

• Joining the teleconference• The person leading the teleconference should be there first in order

to welcome the other participants. As each person joins, say who has already joined and who else is expected.

Guidelines in teleconferences• Controlling the teleconference

• If you are leading the teleconference, make sure only one person speak at a time. Say people’s names before you ask them to comment.

• Participating in a teleconference• Speak clearly. Because the other participants at a teleconference

can’t see you, you can’t use body language to indicate that you want to speak. You need to interrupt clearly and to say who you are before speaking.

Videoconference

Checking the equipment• Can I check a few technical details?• Is your microphone working OK?• Can you all hear me?• Is anybody having problems with the sound or picture

quality?

Commenting about the equipment• The picture is very dark.• The picture is fine.• I can see you clearly• The sound is crystal clear.• The sound is a bit crackly.