MEETINGS IN ENGLISH-SPEAKING COUNTRIES

United Kingdom

Very often, we think of Britain as a very formal country. In reality, however, the British are a very laid-
back nation who do most things informally, although it is true that when doing business, they pay lots of
attention to detail and they like to be precise and efficient. They like to separate work and leisure, and it
is quite common to see people who appear formal at meetings, dancing and enjoying a few drinks later
in a nightclub, or rolling on the grass in the park with their dogs and children.

How, then, does the British personality deal with business meetings?

Although meetings tend to be generally efficient and concise, the overall atmosphere is usually
relaxed. The British are known for honesty and openness, but also for being discreet and tactful.
People are not usually criticized openly at a meeting. Their ideas may be criticized, but they themselves
are not.

When people speak, they are given a platform to do so, and are always treated respectfully. Although
they will address the chairman in a formal way, they then proceed to speak in a more informal manner,
often with humorous comments thrown in.

If you are going to a meeting in the UK, or with UK colleagues, you should bear the following in mind:

BEFORE

The British are a nation who like to come prepared, and a speaker who shows some
planning and preparation is always likely to get more respect. If you need other people to
agree with you on a particular idea or project, the meeting is not the place to seek this. Rather,
you should try to speak with them beforehand, t o discuss whatever favours or assistance
you might need from them, and at the actual meeting be in a position to say something like,
I have already asked my colleague Jessica here to assist, and she has kindly agreed. This
shows respect, and also saves time.

If you are calling the meeting, make sure theres an agenda. Keep it as short as possible: the
British like ideas laid out clearly in bullet-points. Be clear in what you say. Subject: the
purchase of new office furniture is much better than, Furniture, or worse, an announcement
that, There will be a meeting but no agenda!

DURING

Although punctuality is important, people will usually wait for up to 15 minutes if some
attendees have been delayed, and have communicated this fact. More often than not, when
they dont, it will be assumed they are not coming. Jackie called to say shes caught in traffic,
and should be here shortly is quite common. Once they decide to start, they start!

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 People usually introduce themselves or each other if the meeting is not going to be a very
large one. They may exchange business cards, but this is normally only done if you are likely
to meet the person again in future.

There is almost always some small talk, usually about the weather, traffic or the latest news.
Be careful here: the British love talking about politics, but in a general sense. They will
never ask which party you support and (as always), avoid personal criticism of politicians.
Oh, I dont agree with Cameron Davidsons ideas is perfectly acceptable; Davidson is such
a stupid bloody fool is not, and you never know who you could offend! Avoid sensitive
topics such as religion or sex; Britain is a very multicultural society with a wide range of
ethnic groups, religions and points of view.

Once the meeting starts, the chairperson will usually try to get through the items on the
agenda in an ordered, logical manner. When the chairperson moves to a new topic, respect
this. Usually, before moving on, he will ask, OK, before we move on, do we have any more
questions or comments on this? Once he moves on, thats it do not try to return to the
previous topic, unless you remember something extremely important.

During the meeting, although people like to stay with the topic, they will sometimes
digress. This may seem confusing to a stranger, but please remember, they will almost always
return to the o riginal topic, usually within a short time. When making a point about
something, native English speakers like to refer to personal experiences, often humorous.

The chairperson is always respected, and his word is final.

The British like to have a conclusion of matters, and they always try to find a resolution.
Therefore, meetings will almost always end with a vote being taken and a decision reached,
even if that decision is to simply find more information and call another meeting later.

Usually, meetings end at the appointed time, and where they dont, they will hardly ever
exceed more than 15 minutes over the time.

Usually, people like to socialize after meetings. This can mean anything from a short chat in
the meeting room, to a night out at a r e s t a u r a n t o r e v e n a disco! Often, it means
that people go for coffee and a friendly chat, especially if its the end of the working day.
They rarely discuss what happened at the meeting, however, because they like to
compartmentalize.

US and Canada

These are generally similar to the UK, except that there will be a lot less small talk, and a little
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more formality. Americans are also more strict about punctuality. Meetings will be delayed by more
than five minutes only in extreme circumstances.

Ireland/Australia/New Zealand

Also similar to the UK but with more small talk and less formality! Also, there is usually a greater
tolerance of lateness!

Useful phrases for

meetings
Ch: First, thank you all for coming, youre all very welcome. (Even if youve been given no
choice, youll be thanked anyway!)
Ch: We would like to open with the first item on the agenda, the
Ch: As we know, this is a very important issue, which we have been very concerned with lately.
Ch: Bob, would you like to say something about this? Betty, did I see your hand go up there a
minute ago?
Thank you, Mr. Chairman/Madam Chairperson. [Often, instead of using terms like Mr.
Chairman and Madam Chairperson, we can simply call them by their name, especially in a
smaller meeting, or a staff meeting, where we are all familiar]
Well, I would like to say that
It has come to my attention recently that / Some of you may have noticed that
Ch: Would anyone else like to say something? / Does anyone have anything on this? /
Anyone else?
Sorry, if I may cut in there, but I think its important to mention that / Excuse me, and sorry for
interrupting, but a point well worth mentioning is that [Be careful about interrupting to begin
with!]
Yes, I see your point / Thats a very good point
Ch: What do you think, Tom? Dick, any opinion on this? Harry, would like to throw in a few
words?
Ch: Right, the next item on the agenda is
Ch: OK, now to item number 3
Ch: Jack has kindly offered to make a short presentation about Right, over to you, Jack:
First of all, Id like to thank Mr./Madam chairperson, and of course all of you for taking
the trouble to come here. What I would like to talk to you about is
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 Ch: Does anyone have any questions? What do you think, Jill? This is your department,
really, isnt it?
Ch: OK, thanks for that. Very interesting point. Right, to move on
Yes, very good point. Now, as I was saying
Sorry to interrupt, Matt. You were saying?
Ch: Another important issue isbut maybe we should leave that til our next meeting?
Ch: Right, times moving on, and I know youve all got homes to go to...
Ch: We appreciate what youre saying Tom, and wed like to hear more, but we have to keep
this moving
I totally agree with Harry on this one.
Well, Im afraid Dick and I dont see eye to eye on that one.
I have to say Tom and I are on the same page on this one.
Thats a great idea. I think we should run with it.
Im afraid I cant go with you on this one. I see things differently.
Ch: And the last item today is
Ch: Right, time to make a decision. Can we have a show of hands?
Ch: OK, its decided four-two in favour; we go ahead with Bobs plan to
Ch: Do we have any other business?
Yes, before we go, Id like to raise the issue of / I wonder, before we finish up, if we could have
a few words about
Ch: OK, anyone else like to say anything before we wrap up?
Ch: Right, this meetings closed. Who fancies a coffee down in the cafeteria?

[Note: Ch denotes that this phrase is normally used by the chairperson.]

EXERCISES
A. Say whether the following are True or False:
1. British people are usually very informal.
2. After a meeting in UK, everyone goes to the disco.
3. It is common in Britain to criticize people personally during a meeting.
4. If you want someones agreement or support, you should speak with them before the meeting.
5. People usually express their personal views about politicians at meetings.
6. People never talk about anything other than the topic on the agenda.

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 7. Quite often, meetings are held at a restaurant or a disco.

B. Answer the following questions:

1. How do the British generally treat meetings?
2. What should you do if you are likely to be late for a meeting?
3. Give some examples of small talk?
4. How do people tend to socialize after meetings?
5. How do meetings in Canada differ from British meetings?
6. How do meetings in Ireland differ from British meetings?

C. What might you say if you wish to

1. Open a meeting?
2. Interrupt someone else?
3. Agree with something someone says?
4. Disagree with something?
5. Open a presentation?
6. Raise another issue?
7. Gently move things along if someone is talking too much, without offending them?

D. From the context in which they are used, what do the following words and expressions mean?
1. Laid-back
2. Concise
3. Discreet
4. Tactful
5. Small talk
6. Digress
7. Compartmentalize
8. Cut in
9. Throw in a few words
10. See eye to eye
11. (Be) on the same page
12. Wrap up