ENGLISH FOR MEETING

A. DEFINITION

A planned occasion when people come together to discuss something. Cambridge Dictionary A meeting is an event in
which a group of people come together to discuss things or make decisions. Collin Dictionary An assembly of people
for a particular purpose, especially for formal discussion. Oxford Dictionary.

B. INTRODUCTION
Group discussions are integral part of our daily communication on all levels : personal, business such as
meeting, and political. Through meaningful discussion you not only exchange ideas and formulate the
solution, but you have the opportunity to test them out on others and receive valuable feedback. A skill to lead
and participate in any circumstances such as business meeting and other occassion and also broader range of
phrases for instance are necessary.

C. KEY TERMS OF MEETING

a. Chair person : a person who control overall the meeting
b. Participant : a member of meeting
c. Secretary : a person who responsibe to record all the thing about the meeting
d. Objective : the aim or reason why meeting is being called
e. Agenda : the list of activity will be done in a meeting
f. Input/alternative : an idea or opinion generated by a member of meeting
g. Outcome : result of the meeting

D. THE ROLES
1. CHAIR PERSON
a. Opening the meeting by introducing :
a) The background information including facts about the situation or problem to be discussed
b) The objective
c) The agenda
d) The participants (if necessary)
e) The procedure (order of speaking )
f) The timing
b. Facilitating and moderating by:
a) Keeping the participant on the topic
b) Asking the participant to support their opinion with the fact or argument
c) Making sure everybody gets a chance to speak
d) Interrupting speakers who talk too much
e) Encouraging speaker who talk too little
c. Summarizing by making sure everybody knows what has been said/agreed.
d. Controlling the procedures by :
a) Keeping an eye on time
b) Handling the agenda, for example, by cutting a item or shortening discussion
e. Concluding the meeting by :
a) Closing the meeting
b) Making sure the action/ decision are clear to everybody.

2. PARTICIPANTS
a. Contributing through a mini-presentation.
In this case, the particiapant present a point. Make sure its clearly presented and concise.

b. Contributing through discussion, involving :

a) Giving and seeking opinions
 b) Interrupting
c) Commenting
d) Agreeing disagreeing
e) Advising and suggesting
f) Requesting information and action as follow up

3. THE SECRETARY
The secretary is responsible for recording :
a. The names of the participant
b. The topic discussed
c. Brief details of argument for and againts
d. Decision made
e. Voting details
f. Follow-up action to be carry out (who, what, when)
g. The date time and place of the next meeting.

E. THE PROCEDURE OF MEETING

1. Opening ,Welcoming And Thanking (cp)
Introducing the participants (cp)
Setting the topic (cp)
Administering the background (cp)
Informing the objectives (cp)
Informing the agenda order of speaking (cp)
Giving a speaker the floor (cp)
Asking for comment (cp)
Fielding question (cp)
2. Exploring the problem or topic that is being discussed (pt)
3. Summary (sc)
4. Closing (cp)

F. MEETING PHRASES
1. Opening The Floor
- I would like to welcome every one to our meeting and good morning/afternoon/evening. Allow to
commence this meeting as cp.
- I will begin by thanking every one for coming/ attending/ being here.
- I am glad you all could be here today
2. Stating topics
- We are her to discuss the matter of...
- As you know this meeting has been called to discuss....
3. Background information
- We wiill begin our meeting by looking at the condition of our sale during may to August 2019. The
data has been shown that the drastic decreasing of our profit due to the many competitors who sells
the same product as our company does.
- Before we get started let me give you an update on our sales campaign
4. Stating the objectives of the meeting
- As today’s meeting we will have several objectives need to be accomplished,
Which is the first is to...then the second is to ....and the third is to...
- The objectives of our meeting today are to find the best way of.. then to resolve...after that to
evaluate...
5. Giving a speaker the floor
- Who would like to begin/ to have the firs word / to go first?
- Mr.juan, would you please state your opinion.
- Frist/now/ next let’s hear from miss Dian
 - Lets turn the floor over to mr Dudung
- Mr john, you can take over now.
- Go ahead, jhonny
6. Asking for comments
- Who has something to say to that last remark/ statement/ point that was adressed?
- Who would like to make a comment ?
- Any further comment?
- Comments, anyone?
7. Fielding a question
- Would someone like to pose a question ?
- Woild you likre to ask question ?
8. Asking the response to a question
- Who would like to answer the question ?
- Could I have a respond to the question?
- An y comments ?

Participating in a meeting
A. Stating opinion
- As far as I am concerned...
- I firmly convinced that...
- As the way I see things,..
- I am strongly for to the decision made
- without a doubt the promotion of our sales need to be evolved by allocating more company’s budget
on that sector.
B. Referring to other participants points
- As you said,
- According to your opinion/ what you have just said..
C. Asking question
- If I may, I would like to ask the first speaker a question.
- Could mr ammar tell me if/ how /what...
- My question to jane is...
D. Inroducing an opposing argument
- What you said may be possible/ true, but if you look at the facts...
- I understand your position, but don’t you think....
E. Making contrdiction
- I am affraid I have to challenge you on this.
- Contrary to what you said,...
F. Making objection - I would like to address the point by
- I am not sure 100 percent with you on saying that...
that. - There is something i would to say in
- I have never heard anything so response.
rediculous/ preposterous as that. J. Interupting
- You;ve got to be kidding. - If you will excuse/frogive me for
G. Criticizing your opponenents interupting, i’d like to say somthing
- It is clear/obvious to us that you are about...
unable to see the difference between... - I dont mean to be rude but...
- How can you possibly propose/ - I hate to stop you but...
believe such an idea. - Now, wait a minute..
H. Asking justification K. Reacting to interuption (participants )
- Where did yuo get that fact? -would you be so kind as to let me finish
- How did you come up with that? the points?
I. Responding to a question or points Would you mind if I finished ?
 case studies
1. You are owning famous food company in town. You call the meeting about planning of
inventing, launching a new menu that appeals to everyone which will successfully hit the market.

2. You are the owner of foundation. Then you planned to develop an institution of education that
will be well-known in indonesia.

3. You are owning private hospital. You call the meeting about improving the quality and services.

4. You are planning to build new start up company in e-commerce ticket then you call the meeting
with your bussines partner due to high icreasing the competition that happens with another
company.

5. You are the owner of new small company that focusing on online transportation. Since online
transportation become very famous you find yourself hard to compete and you are calling your
staff to find the solution of it.

6. Since your bussines mining running well you are owning thaousands of employees. But many
people that claim them as an activist seems disliking and protesting your company due to
disspossal waste. You are calling the meeting to solve that problem.

7. Since the conlifct that happens in your village regarding religion and social status you as a chief
of village are calling the staffs of the local government for the meeting to find the solutions and
preventing of it.

8. You are the leader of “MA PIZZA” franchise whole over Surabaya calls the meeting due to the
conflict between the seller that happens about imbalance income that they make as a result of
unhealthy competition done by a few sellers.

9. Since illegal drugs users are increasing in university. you as the leader of University
Organisation Indonesia( UNISIA), You are calling the meeting for representative of students and
police departement to have a meeting to solve it.

10. You are a leader of English Village Organisation (EVO) in pare. Since many problems appear
regarding to poor economic condition that inhabitants suffers, you are calling your members to
find out the solution of it.

11. Since the condition of foriegn labour are increasing time to time your calling your staffs to find
out what action to take as Local Labour Organisation (LOLABOR) in your country.
12. Your are owning new course of foreign language and planning to be the best course in Jakarta
you are calling your staffs to find out the marketing strategies and marketing planning as regards
of it.
13. Since social problems is hapenning a lot around town such as children exploitation, homeless
and begger that emerge and to be disturbance for local and foreign tourists who visit your town.
You are as the leader of local council are calling the members of council and activist to find out
the solution of it.